2024 Westy Fest Non-Profit Vendor Application

October 19, 12 p.m. - 8 p.m

Westminster City Park

10475 Sheridan Blvd, Westminster, CO

The City of Westminster is hosting our annual Westy Fest (formerly known as Halloween Harvest Festival) on Saturday, October 19, 2024 and you are invited to join us! Please read through all information in this application. If you have any questions, please don’t hesitate to contact the event coordinator, Mikayla Hudak, at mahudak@cityofwestminster.us or 303-658-2407.

Vendor Information

All applications are subject to approval by the City of Westminster (“Westminster”) before acceptance. Approval of all applications is at the sole discretion of Westminster, and Westminster reserves the right to approve or deny any application based on what it views as best for the event.  There is no recourse for appeal or protest of these decisions. Approved vendors are given space on a first-come (first-paid), first-served basis. Westminster will do its best to limit similar display booths and the sale of similar items so submit your application early. Because the Westy Fest management team wants profitability for everyone, vendors may be asked not to sell a specific item sold by another vendor.  Vendors will be notified of these items upon acceptance notification. Applications will be accepted until Friday, September 20 or until the event is full, whichever comes first. Register early and save! The early registration deadline for applications is August 2, 2024. 

Set-Up/Take Down

Vendors have the option for early booth set-up on Friday, October 20, from 4 p.m. to 7 p.m. (recommended).

Event day set-up begins at 8 am and must be completed before the 12 pm start time. Tear-down will begin no sooner than 8 pm. Vendors are not allowed to tear down before the end of the event. Vehicles may not be driven to the loading zone until all attendees have been cleared.

All vendors who use a vehicle in relation to their participation in the event MUST obtain and maintain for the duration of the event, including set-up and take down, automobile Insurance covering any auto including owned, hired, and non-owned in a combined single limit of $1,000,000.  Additionally, anyone operating a vehicle in connection with the event must be licensed to operate such vehicle and covered by the automobile insurance.  Westminster reserves the right to request proof of insurance from any vendor. 

Any vendor who operates a vehicle off the access, roadway, or parking lot designated for vehicular use must seek permission from Westminster before leaving the access, roadway, or parking lot.  Vendors who operate their vehicles off the access, roadway, or parking lot must obtain and maintain automobile insurance as outlined above, and must name the City of Westminster as an additional insured on their automobile insurance policy.  Vendor must provide a certificate of insurance demonstrating the required coverages identified above before participating in this event. 

Booth Space

Vendors are responsible for setting up and removing their own equipment. All vendors must supply their own canopies, tables, chairs, and electrical equipment. Electricity is available for a fee.

2024 Westy Fest Non-Profit Vendor Application (Page 2 of 4)

What Type of Vendor am I?

Food Vendor

If you are selling products that people will eat during the event you are a food vendor. Regulations set by the Jefferson County Department of Health will be enforced. A current copy of the certificate of approval to operate a temporary food service establishment issued by the Jefferson County Department of Health must accompany your application. Forms can be downloaded at www.westyfest.com. Food vendors must also provide commercial General Liability Insurance in the amount of $1,000,000 per occurrence and $2,000,000 General Aggregate as more fully described below. Food vendors are strongly encouraged to use only recyclable tableware and utensils and are responsible for collecting the appropriate sales tax.

Non-Profit Vendor

You are a non-profit vendor if your group was organized for purposes other than generating profits; for example, a charitable, educational, religious, or scientific organization. If selling food (excluding pre-packaged items), vendor fees will be at the food vendor rate.

Business Vendor

Business sponsors are companies that wish to promote their professional products and services at the event. Examples include insurance companies, realtors, chiropractors, travel agents, retail stores, restaurants, car and boat dealerships, and custom made goods such as hot tubs and spas, sunrooms, flooring, etc.

Craft Vendor

You are considered a craft vendor if the items you are selling are handmade. A detailed description of your booth items and a photograph must be included with your application. Vendors are responsible for collecting the appropriate sales tax.

Home-Based Business Vendor

A business whose primary office is in the owner’s home is considered a Home Based Business. Vendors who sell non-handcrafted products such as sunglasses, novelty items, home decorative items, or any mass-produced items are considered a Home Based Business. Examples are Avon, the Pampered Chef, Party Lite, and Tupperware. Vendors are responsible for collecting the appropriate sales tax.

For more information contact:

Leah Krumpholz- PR&L, 4800 W. 92nd Avenue, Westminster, CO 80031
Phone: (303) 658-2208      Fax: (303) 706-3926         E-mail: lkrumpho@cityofwestminster.us

Please PRINT and fill out completely.

Space Requirement/Electrical

Booth spaces are 10’ x 10’.  Booth fee DOES NOT include any equipment i.e. tables, chairs, electrical, or any other equipment needed for the booth and is the sole responsibility of the vendor.  

2024 Westy Fest Non-Profit Vendor Fees

If paid by August 2, 2024	$300 (WAIVED FOR 2024!)
If paid after August 2, 2024	$325 (WAIVED FOR 2024!)
Electric Outlets (110V/20A) (per outlet)	$40 (WAIVED FOR 2024!)

 

Payment is due no later than 3 weeks before the event or your spot will be forfeited and moved to our waitlist.

Display Booth Description

In order to evenly distribute the placement of booths, we must have an accurate description of what you will be displaying and the manner in which you will display your materials. Unless specific arrangements have been made with Westminster, booth space is limited to 10’ x 10’. 

Insurance

Vendors using generators, or vendors using, displaying, or offering for sale any materials that could be considered an explosive, including propane, or a weapon must provide a general liability insurance certificate to the City of Westminster for at least $1,000,000 per occurrence and $2,000,000 General Aggregate covering all operations associated with this event on an occurrence basis against claims for bodily injury, property damage (including loss of use), advertising liability, products and completed operations, and contractual liability, listing the City of Westminster as additional insured with the endorsement or addendum stating we were added to the policy. City of Westminster, 4800 W. 92nd Avenue, Westminster, CO 80031.

Please include a copy of the certificate with your application.

Zero Waste

Westy Fest will be a “Zero Waste Event”. Vendors are required to use Compost Manufacturing Alliance-approved compostable products, and/or other sustainable products otherwise approved, such as reusable cups and recyclable aluminum cups. The goal at a “Zero Waste Event” is to plan ahead and distribute only materials that are recyclable or compostable. Composting stations and free-standing containers will be positioned throughout the Festival for recycling glass, plastic, aluminum, cardboard, and mixed papers. Westminster’s goal is to make sure we’re doing everything possible to minimize trash. Your signature on the vendor application acknowledges that you have read and will abide by the Zero Waste guidelines and requirements. Additionally, a zero waste event agreement in which you list your approved compostable items is required to be filled out and signed as part of your application.

2024 Westy Fest Non-Profit Vendor Application (Page 3 of 4)

Westy Fest Information and Policies

Please read carefully. Your signature on the application indicates you have read, understand, and accept the information and conditions contained in this agreement.

1.  Each vendor must submit the following:

1. Completed application
2. Payment
3. Copy of certificate of liability insurance including the “City of Westminster” as an additional insured.
4. Zero Waste Agreement filled out with every item distributed during the event (packaging or giveaways)

Incomplete applications WILL NOT BE PROCESSED and will be returned to the applicant.

 

2.  Westminster and Westy Fest management reserves the right to restrict exhibitors with respect to methods of operation and display of materials.

 

3.  The City of Westminster will strive to maintain a balance of vendors.

 

4.  Each vendor MUST FURNISH their own booth set-up. Unloading assignments will be sent 2-3 weeks prior to the Festival.

 

5.  ANY VENDOR WILL BE BANNED FROM THIS AND FUTURE WESTMINSTER EVENTS IF:

• The vendor buys a booth space to sell to another organization or vendor.
• The vendor uses a City of Westminster address falsely.
• The vendor misrepresents the items which will be sold at the Westy Fest.
• The vendor/participant’s conduct is detrimental to the best interests of the Westy Fest.
• The vendor violates any of the Policies and Procedures of the Westy Fest.

 

6.  Booths at the Westy Fest could be on varied surfaces, mostly grass. There is NO APPROVED use of stakes for tent set-up. Be prepared to set all tents with weights and/or guidelines. Westminster MUST approve any other method at least 2 weeks prior to the event date (October 8, 2022). 2015 International Fire Code 3103.9 Anchorage required. Tents or membrane structures and their appurtenances shall be adequately roped, braced and anchored to withstand the elements of weather and prevent against collapsing. Documentation shall be furnished to the fire code official on request.

 

7. No vendor may change the listing of what they will be selling without the consent of Westminster.

 

8. Once accepted into the Westy Fest, NO REFUNDS WILL BE GIVEN. If you are not accepted, your application fee will be refunded by mail.

 

9. Vendors MUST arrange power through event staff (exception food vendors). Event staff recommends battery operated or solar lights. If you need to power items you may purchase an outlet on the application.

10.  All vendors are responsible for sorting trash generated in their booth area (i.e. boxes, bags, etc.).  Any vendor leaving excess trash around their assigned area will be fined a clean-up fee of no less than $50.

 

11. No vendor is allowed to leave their assigned space to solicit or distribute information in any other festival areas.  Vendors must stay within the booth space that they are assigned.            

 

12.  Vendors cannot give their space to another vendor without consent from Westminster.

 

13.  ALL VENDORS are responsible for the collection and submittal of appropriate sales tax to Westminster and the State of Colorado. The name and addresses of all vendors will be submitted to the City and State of Colorado tax offices. Failure to pay appropriate Westminster sales tax will result in being banned from future events.

 

14. City of Westminster police officers will patrol the festival during operation hours for general public safety. Westminster and any festival partners or participating groups are not responsible for damage, theft, or loss.

 

15.  A booth permit, with the booth number, will be assigned and distributed to each exhibitor.  The City of Westminster will be responsible for making the booth/space assignments. All space assignments are final; dissatisfaction with a space assignment is NOT grounds for a refund. 

 

16.  All vehicles parked in designated “No Parking” areas will be towed at the owner’s expense.

 

17.  All vehicles not removed from the designated unloading area 60 minutes prior to the opening of the Westy Fest will be ticketed, fined, and/or towed.

 

18. All exhibits must be open during designated festival hours (12 p.m. - 8 p.m.). Booths may not be dismantled until the close of the Harvest Festival, at 8 p.m.

 

19. Westy Fest management will determine the processes and procedures to follow for the postponement and/or cancellation of Harvest Festival due to unavoidable or unforeseen circumstances.  

 

20.  The City of Westminster reserves the right to ask those who have not received an assignment and who are collecting funds or selling items on the festival grounds to leave the premises. 

 

21. The vendor represents that all of the information provided in the application for the vendor space is true and correct.

 

24. You may not give away items that are being sold by vendors, i.e. soda, hot dogs, snow cones, offer face painting etc.

 

25. The vendor represents that he/she has read and understands all of the rules and regulations outlined in the Westy Fest application. Vendor also agrees that these rules are part of this contract and no other agreement shall be binding upon the party unless in writing and signed by the City of Westminster.

 

26.  The vendor agrees that the City of Westminster may revoke, immediately, all of the rights of the vendor, agents, or employees of the vendor space at the Festival, without a refund of the fees, due to a violation of the rules set forth herein, in the vendor application.

 

27.  Vendor shall comply with all applicable federal, state and local laws and regulations, including all codes, ordinances, rules, and executive orders. Any violation of the law is a violation of this agreement and may result in termination.

 

28.  INDEMNIFICATION:  Vendor hereby assumes the entire responsibility and liability for any and all damage, loss or injury of any kind or nature whatsoever to persons or property caused by or resulting from participation in this event.  Vendor shall indemnify and hold harmless City (including but not limited to its employees, elected and appointed officials, agents and representatives) against any and all losses (including without limitation, loss of use and costs of cover), liability, damage, claims, demands, actions and/or proceedings and all costs and expenses connected therewith (including without limitation attorney’ fees) that arise out of or relate to any claim of infringement of patent, trademark, copyright, trade secret or other intellectual property right related to this event or that are caused by or are the result of any act or omission of Vendor, its agents, suppliers, employees, or representatives. Vendor’s obligation shall not apply to any liability or damages that result solely from the negligence of Westminster. Notwithstanding anything contained in this agreement/application to the contrary, Westminster in no way limits or waives the rights, immunities and protections provided by C.R.S. § 24-10-101, et seq.

 

29.  Vendor acknowledges that they in now way represent Westminster, the City takes not responsibility of the acts or omissions of vendor.  Additionally, participation in this event does not entitle vendor or its agents or employees to any type of workers’ compensation benefits from the City. 

 

2024 Westy Fest Non-Profit Vendor Application (Page 4 of 4)

 

Please Read and Sign

The undersigned vendor requests assistance from Westminster staff for setting up and/or taking down its booth at Westy Fest, including but not limited to, transportation of items to and from vendor’s vehicle and booth location (“Booth Assistance”). Vendor agrees to indemnify, defend, and hold harmless the City of Westminster and its officers, directors, agents, employees, representatives, and volunteers (“Westminster staff”) from and against any and all claims, damages, liabilities, judgments, costs (including reasonable attorney’s fees), expenses and penalties arising out of or in any way connected to Westy Fest.  In addition, vendor forever releases, acquits, and discharges Westminster from any and all claims, damages, liabilities, judgments, costs, expenses, loss of income, and losses due to business interruption arising out of, alleged to arise out of or in any way connected with Westy Fest.

Vendor Checklist

What Happens Next?

• Once you are accepted you will be contacted for payment
• About 2-3 weeks before the event you will receive load-in information
• Please follow load-in and load-out directions by staff
• Have fun and thanks for being a part of our event!