Exhibitor/Vendor Application, Rules, Regulations & Important Information
This application, rules and regulations represent a significant part of the contract for exhibit space. The Montgomery Run With Rotary Steering Committee reserves the right to render all decisions and interpretations thereon and to establish further regulations as may be deemed necessary for the overall success and well-being of the event.
EXHIBITOR/VENDOR EXHIBIT SPACE: Merchant and Non-Profit Exhibitor or Vendor space is approximately 12’ X 12’. Single spaces are large enough to fit a 12’ X 12’ tent comfortably. • You may reserve additional spaces as needed. • You must supply your own tables, tents, chairs, and display units. • No water is provided. • Participants are responsible for providing trash receptacles and clear bags for their own trash. Do not dispose of these items in the park trash cans, sewers or along the grounds. Exhibitors/Vendors who violate these rules will be fined and will not be permitted into future Run With Rotary/FunFest events.
APPLICATION DEADLINE is April 5, 2024. • Exhibitor/Vendor space is limited, available spaces are issued on a first-come basis, it is urged that you submit your application with payment today! • Space availability cannot be guaranteed (No refund will be made for any reason). • NO EXCEPTIONS
NOTIFICATION: The Run With Rotary Steering Committee reserves the right to deny any application that does not conform to these guidelines. Receipt of your application will be confirmed in writing. If this application is not accepted, your money will be returned. No refund will be made for any other reason. It is agreed that if the participant fails to comply in any respect with the terms of this agreement, Run With Rotary shall have the right, without notice, to occupy, sell or offer for sale the exhibit space covered by this contract without any rebate or allowance whatsoever to the participant. Said participant shall be liable for any deficiency, loss or damage suffered by the event by reasons herein stated, and without
in any way releasing said Participant from any liability whatsoever.
PERMITS: All participants shall be bound by all pertinent laws, codes and regulations of municipal, County and other authorities having jurisdiction over said event, and shall fulfill all municipal, County, state and federal requirements in connection with all sales.
If you are a food vendor, please complete the Food Vendor Form.
INSURANCE:
All vendors and exhibitors must provide satisfactory evidence of Commercial General Liability, must provide satisfactory evidence of comprehensive liability insurance with a minimum limit of liability in the amount of $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury and property damage as described below.
Vendors shall submit a "certificate of insurance" from an insurer authorized to do business and which is in good standing in the State of New Jersey, evidencing the insurance coverage outlined below, and an endorsement naming “the Somerset County Park Commission, the County of Somerset, Township of Montgomery, and The Rotary Club and Rotary Foundation of Montgomery-Rocky Hill; Rotary International, and their elected & appointed officials, officers, agents, employees and volunteers,” as additional insured.
SET UP/CLEAN UP: ALL SPACES ARE PRE-ASSIGNED. Location numbers and instructions will be emailed out prior to event. Set-up time is no earlier than 6:30 am and to conclude 9:00 am. Vehicles are allowed for drop-off only. Vehicles MUST be removed from the area immediately after unloading and PRIOR to booth setup. VEHICLES MUST BE REMOVED FROM EVENT SITE BY 9:30 am – NO EXCEPTIONS. Participant may not assign their contract for exhibit space or permit to any other person to use part of such space. Take down is at 1:00 pm. All participants agree to maintain their exhibit booth until the closing time of the event; to leave with all merchandise, boxes, debris, etc. and to keep exhibit area clean at all times. All participants are required to have appropriate trash collection capabilities and are required to clean up their area after the event.
MERCHANDISE: Participant may display and sell ONLY what participant has listed on this contract, and that which was agreed upon by the sponsor. The Run With Rotary Steering Committee reserves the right to decline, prohibit or remove any participant which is deemed out of keeping with the family and community character of the event, this reservation being all inclusive as to things, products, printed materials, conduct, smoke, noise, etc. • Participants wishing to insure goods must do so at their own expense.
LIABILITY: The Run With Rotary assumes no responsibility for or guarantee for the safety of the properties of the participant, its agents and their employees from theft, damage from fire, accident or any other cause whatsoever, and the Participant expressly agrees to save and hold harmless Somerset County Parks Commission and the County of Somerset, and their respective Officers, Directors, Employees, Licensees and Agents, Township of Montgomery, and The Rotary Club and Rotary Foundation of Montgomery/Rocky Hill, Montgomery Run With Rotary, and Rotary International, its management, agents, employees and specifically to attendees while located within the Participant’s exhibit space or caused by the Participant’s display.
Vendors are required to sign and submit a waiver of liability as required by the County of Somerset found here. The waiver should be completed and uploaded via the document upload portal.
GAMES OF CHANCE: Games, Raffles or similar activities that are not free to participants are NOT permitted unless they are approved by the Run With Rotary/FunFest Steering Committee.
RAIN DATE: Every effort will be made to have the event. If weather causes the fair to be cancelled, there will be no rain date or refunds. Rotary of Montgomery Rocky Hill, or Run With Rotary will not be liable for the fulfillment of this contract as to the delivery of said exhibit space, if non-delivery is due to any of the following causes: insurrections, local or regional disturbances, strikes, fire, acts of God (inclement weather), or for any cause beyond their control. Rotary Club and Foundation of Montgomery Rocky Hill, or Run With Rotary, in the event of not being able to hold the event for any of the above reasons, will not reimburse participants.
The "Certificate of Insurance" shall list the certificate holder as "The County of Somerset et. al."
Each certificate of insurance shall endorse as additional insured “the Somerset County Park Commission, the County of Somerset, Township of Montgomery, and The Rotary Club and Rotary Foundation of Montgomery-Rocky Hill; Rotary International, and their elected & appointed officials, officers, agents, employees and volunteers."
Minimum Exhibitor/vendor INSURANCE requirements:
Commercial General Liability: Minimum of the following:
Bodily Injury or Property Damage........................$1,000,000 each occurrence
Personal & Advertising Injury................................$1,000,000 each occurrence
Products Aggregate................................................$2,000,000
General Aggregate..................................................$2,000,000
Medical Payments...................................................$10,000
