Vendor Handbook

This Vendor Handbook is valid for the 2017 McCall Winter Carnival

Important Deadlines

October 1, 2017 – November 15, 2017                 Vendor Applications Open

November 20, 2017                                                 Vendor Approvals Announced

December 15, 2017                                                  Vendor Fees Due In Full

January 26, 2018                                                       Opening Day of Winter Carnival

February 4, 2018                                                       Closing Day of Winter Carnival

Application Process

In order to be considered as a vendor for the McCall Winter Carnival, please follow these application steps:

  1. Read the Vendor Handbook thoroughly.
  2. Complete the online Winter Carnival Vendor Application on or before November 15th.

All applications received will be reviewed by the Winter Carnival committee following the November 15th deadline. Final vendor approvals will be announced November 20th.

We strive to keep our mix of concessions unique. As such, we work hard to ensure that no two vendors sell the same primary items. If two vendors selling the same products apply, we will give approval priority to the vendor who attended the past year’s event. Non-approved vendors will be placed on a waiting list and have first priority if the approved vendor cancels or misses a year at Winter Carnival.

Exceptions to this rule may arise and the McCall Area Chamber of Commerce Winter Carnival committee reserves the right to make all final decisions on vendor approvals.

If approved, you will be required to provide the following on or before December 15th:

  1. Pay your vendor fee in full.
  2. Procure your Central District Health temporary permit (applicable to food vendors only).
  3. Provide proof of general liability insurance of no less than $1,000,000 naming the McCall Area Chamber of Commerce and Visitor’s Bureau.
  4. Provide completed City of McCall Local Option Tax form.
  5. Provide a copy of your ST-124 (Idaho State Sales Tax seller’s permit).

Fee Structure

Non Resident (outside Valley & Adams Counties Idaho)

 

10×10 space

10×15 space

10×20 space

Both Weekends

$775

$975

$1200

First Weekend Only

$575

$725

$875

 

Local Non-Chamber Member (within Valley & Adams Counties Idaho)

 

10×10 space

10×15 space

10×20 space

Both Weekends

$425

$500

$600

First Weekend Only

$325

$400

$500

 

McCall Area Chamber of Commerce Member (as of July 1)

 

10×10 space

10×15 space

10×20 space

Both Weekends

$325

$400

$500

First Weekend Only

$275

$350

$450

Electrical Rates

110 volt

…………………………………$50 per outlet

220 volt

…………………………………$100 per outlet

If electricity is needed, the vendor is responsible for providing all necessary cords and plug ins. The McCall Winter Carnival will have an electrician on hand to assist with electrical needs during setup on Friday, January 26th. In order to better serve our vendors, accurate electrical needs MUST be indicated on the vendor application.

2017 McCall Winter Carnival Vendor Court Hours

Friday, January 26, 2018 8:00am – 11:00am Vendor Check In
  11:00am All trailers in place
  11:00am – 5:00pm Vendor Set-up
  6:00pm – 10:00pm Vendor Court OPEN
Saturday, January 27, 2018 10:00am – 10:00pm Vendor Court OPEN
Sunday, January 28, 2018 10:00am – 5:00pm Vendor Court OPEN
Friday, February 2, 2018 Noon – 10:00pm Vendor Court OPEN
Saturday, February 3, 2018 10:00am – 10:00pm Vendor Court OPEN
Sunday, February 4, 2018 10:00am – 3:00pm Vendor Court OPEN

Your hours are your own to determine, however, there will be no tear down allowed during these set vendor court hours. You may tear down before or after Vendor Court Hours only.

Check In

Upon arrival at Legacy Park in downtown McCall for set up on Friday, January 26, 2018, please report to the Winter Carnival Chair, McKenzie Christensen, at the entrance of the Vendor Court first. Please do not attempt to move into your booth location without checking in.

Set Up

Booths may set up between the hours of 8am and 1pm Friday, January 26, 2018. All booths must be in place by 3pm Friday. Due to the hectic nature of opening day, we recommend getting to the vendor court early. Vendors with trailers must be in place by 11am to allow for traffic flow and to allow easier access for vendors with tents. To alleviate congestion, we will assign check-in times for each vendor one week prior to the start of Winter Carnival.

Midweek Set Up

Vendors will be allowed to keep tents and trailers in place during midweek. Vendors are allowed to open at their discretion during this time.

Security

There will be 24 hour security starting Friday, January 26, 2018, continuing through Sunday, February 4, 2018 for the vendor court. Security is provided as a deterrent, and vendors understand the McCall Winter Carnival Committee cannot be responsible for any loss or damage.

Restocking Access

Exhibitors may enter the Vendor Court with vehicles prior to the start of the operating hours each morning for re-stocking. Vehicles must be removed prior to the start of operating hours.

Vehicle Access & Parking

All vehicles are prohibited in the Vendor Court during operating hours and no vehicles may be parked overnight at the Vendor Court. Parking is available in several locations nearby including the Marina Parking lot behind Gravity Sports and the upper Hotel McCall parking lot. No trailer or overnight parking is allowed in the upper Hotel McCall parking lot. Please be respectful and adhere to designated parking zones.

Cancellation Policy

No refunds will be given to approved vendors who cancel. However, if a vendor cancels the vendor contract within 30 days before the Winter Carnival and a replacement vendor can be found, the vendor fee will be refunded to the exhibitor. Notice of cancellation must be in writing and is effective the date received.

Vendor Responsibilities

Exhibitors must operate in a legitimate and courteous manner and keep their area clean, as well as keep all designated walkways clear at all times. All of the vendor’s operations must be in accordance with all applicable federal, state and local statutes, regulations and requirements. Exhibitor agrees to indemnify and defend the City of McCall and the McCall Area Chamber of Commerce for any loss, expense or damage as a result of the Exhibitor’s violation of these guarantees.

Each vendor space must be presented in a professional, clean manner. Operations conducted behind your service area (i.e. food prep, product storage, etc.) must be enclosed and not visible to the public. Enclosures must align with the tent policy and be of a professional design specifically designated for trade shows, fairs, and festivals.

Rights and Privileges

Any right or privilege of the vendor to sell any products on the grounds of the McCall Winter Carnival may be immediately revoked, without refund, if the vendor fails or refuses to comply with the terms of the Vendor Agreement. If any questions arise while reading the contents of this handbook, it is the responsibility of the exhibitor to clarify any and all questions prior to occupying their space at the McCall Winter Carnival.

Sales Restrictions

It is expressly understood that vendors are prohibited from selling any articles or products or rendering any services, except those specifically listed on their Application/Contract. The McCall Winter Carnival Committee reserves the right to require immediate removal of any objects which are not listed on your contract, or are in the opinion of management deemed to be offensive, hazardous or might adversely affect the Carnival’s image.

The Winter Carnival Committee will determine whether an item is considered offensive or in poor taste, and can prohibit the sale/display of any such items. Products and services that are not allowed to be sold by vendors include: knives; ear piercing; permanent tattooing; concealed weapons not allowed; firearms or products resembling firearms; lasers; stun guns; switchblades; brass knuckles; high-powered water guns; helium balloons; pornographic or drug-related items; noise-makers (i.e. pop bangs, pull pops, firecrackers); fireworks of any nature, including stink bombs.

Merchandise Exclusives

For the mutual benefit of our vendors and the public, we make every attempt to diversify products by not over-booking similar lines of merchandise. Vendors with similar product lines will be asked to cooperate with the McCall Winter Carnival Committee to modify certain products to lower redundancies on the offerings. Although we attempt to diversify merchandise, vendors are NOT granted an exclusive right to exhibit their products or services in this event and none is implied verbally.

Tents

The McCall Winter Carnival Committee is requesting that all vendors adhere to guidelines in regard to tents or canopies covering outside vendor areas. All tents or canopies must be of a professional design specifically designated for trade shows, fairs, and festivals. Canopies that are designated for backyards, beach or picnic use, or “makeshift/homemade” structures made from tarps, PVC pipe, etc., will not be allowed. If you are unsure if your current canopy will be allowed please send photos with your application/contract. If you need, professional canopies are available for rental (please inquire for details). Tents and canopies must be placed within your allotted space. Please be sure you have enough space to allow for the tie-down of your tent or awning, as some tie-downs do not extend straight down. Any stock supplies or boxes must be within the allotted space and areas must be kept clean and attractive Operations conducted behind your service area (i.e. food prep, employee areas, etc.) must be enclosed and not visible to the public.

Alcohol

No beer, wine, intoxicating liquor or controlled substance of any kind shall be kept or sold by the vendor or vendor employees within their allotted space.

Trash

Vendors must dispose of refuse in the dumpsters provided in various locations around the Vendor Court. The City of McCall and the McCall Winter Carnival cleaning staff is not responsible for disposing of or the hauling of waste or debris used in the daily function of running your booth. Refuse cans and boxes set in front of booths are intended for use by Carnival patrons only. Please do not fill them up with your daily refuse. Dumpsters will be provided for vendor use. If trash is not disposed of properly, a fine of $100 per day may be assessed.

State Sales Tax

The Idaho Sales Tax Act requires every retailer engaged in business in Idaho to obtain a seller’s permit from the State Tax Commission. As is dictated by Idaho Tax Code, Title 63-3620C, retailers are required to collect the six percent (6%) sales tax on each sale that is not exempt from tax. Each Concessionaire is required to provide the McCall Area Chamber of Commerce with a copy of their ST-124 with their contract. The Idaho State Tax Commission requires that your signs indicate that “Sales Tax is Included” if that is the case. Please contact the local State Tax Commission office to obtain a permit at (208) 334-7660 or toll free at (800) 972-7660.

Central District Health

The Central District Health Department has published a vendor’s packet describing many of your responsibilities to the public. The approval of a temporary permit from Central District Health Department is required before operating. For further information, please call the Health Department at 208-634-7194.

Logo Usage

Use or reproduction of the Winter Carnival logo is prohibited without express written permission from the McCall Area Chamber of Commerce.