2017 Vendor Guidelines and Regulations

The Rockin’ River Music Fest invites all prospective vendors to review our information package before applying to participate in the 2017 season. Upon receiving your completed application forms, Vendor Manager Dave will be contacting you to review your applications and answer any questions you may have. Decisions made by Rockin’ River Music Fest will be final, and made based on the following categories:

  • Completed application form within the eligibility period (April 3rd, 2017 – July 1st, 2017)
  • All requirements met including insurance, licenses, safety equipment and fees.
  • A cohesive vendor plan including items for sale, price points, setup and appearance.
  • Variety of vendors already approved i.e similar/same product vendors may be denied if there is already one approved for 2017.
  • Quality of product/service
  • Size, power and staffing requirements
  • Please note: Previous participants must complete the new application form and are not guaranteed automatic placement for the 2017 festival.

Please contact Dave at any time after April 3rd with questions or concerns. [email protected]

 

ROCKIN’ RIVER MUSIC FEST 2017 INFORMATION

The festival now in its 8th year and we can’t wait to be back at the beautiful festival show site in Merritt, BC. Our projected attendance is 10,000 patrons daily.

The Rockin’ River Music Fest rivals any outdoor music festival in all of Canada with our pristine camping and world class stages. This year we are pleased to announce our headlining artists including Toby Keith, Willie Nelson & Family, The Band Perry, Kacey Musgraves, Brett Kissel, The Washboard Union and many more.

Our new seating layout keeps visitors in the show site longer giving you more chances to sell your products.

The show grounds have well-established facilities, ample parking and picturesque surroundings. It makes for a relaxing and enjoyable weekend for all patrons to just sit back and enjoy the fun and the music! We have 6 acres of show site and extended vendor hours for optimal sales!

All vendors will be required to meet our specified requirements to be accepted.

  • All vendors must follow an ethics code, products requested to be sold or displayed must be of a tasteful nature; no pornographic or suggestive products. The vendor manager will use good judgment in reviewing and approving the products to be sold and the event producers reserve the right to decline a product item if it is deemed unsuitable or inappropriate. Rockin’ River Management retains the right to remove products at any time and in extreme cases the vendor may be expelled from the site and the entry fee will be forfeited, if all rules and regulations set forth are not adhered to.
  • Vendor will be the sole operator of his/her booth(s). No sub-leasing of ANY PORTION of such booth(s) and/or space(s) will be allowed.
  • Vendors are to provide a detailed listing of all items being displayed/sold and the selling price for each item.
  • Vendors product and pricing must be consistent with the prices you submit on your application – at no time will prices be raised on site.
  • If additional products or services are requested after the application is approved, these items must be submitted to the Vendor Manager for approval no later than July 1. Failure to comply may result in removal of products and in extreme cases expulsion from site and the entry fee forfeited
  • All vendors booth signage and price listings must be professionally lettered and must be prominently displayed at the booth. Hand written signs will not be accepted, this includes product and/or service pricing signage.
  • Vendor’s shall not use any sound amplification system, loud speaker system, or anything that might interfere with the sound activities on the Event Festival ground

 

SAFETY GUIDELINES

  • Your equipment MUST comply with the B149.01- 2010 and 149.02- 2010 Canadian Gas Codes and your food cart/truck must have a valid gas certification issues by a BCSA safety officer. Please review the “MOBILE OUTDOOR FOOD SERVICE EQUIPMENT GAS APPROVAL REQUIREMENTS” document for more details.
  • All propane tanks are required to be secured and supported on a firm base ie: patio slab. Multiple tanks and empties need to be strapped together in a secure manor. Only the use of good condition approved connectors is permitted. Readily accessible fire extinguishers are required and all food staff should be aware of the fire extinguisher location.
  • Vendors with mobile units with electrical components are required to have there units approved with proper certifications with the understanding that each unit must bear the certification upon arrival at the festival or the ability to operate may not be permitted.
  • All Vendor’s Units, Tent / Structures must meet with safety standards no torn or possible fly- away parts. Wind gusts can be strong in Merritt, so pack tent pegs, clips, paper weights etc
  • Tent Structures must be staked into the ground and have sand bags or weights on all corners ensuring tents are not subject to moving or blowing away. Tables or display must be sturdy and in good working condition.
  • No items of a dangerous nature; sharp objects etc. will be permitted for sale on site.
  • All on display items must be monitored by a staff member at all times. 

WORKERS COMPENSATION

All vendors must provide BC Worker’s Compensation Benefits number and provide a copy of the relevant information. BC Workers Compensation Benefits are required by law for all businesses employing workers for 15 or more days per year in BC. Certain exceptions apply for Sole Proprietors, employing unpaid family members, and those who use volunteers.
Please check your status with the BC WCB office by calling (604) 244-6181 or toll free within BC at 1-800-661-2112 or visit their website at www.worksafebc.com

 

PERMITS AND LICENSES

  • All vendors agree to obtain and display any, and all permits, licenses, and/or authorizations as may be required by government agencies.
  • Rockin’ River Management reserves the right to inspect the vendors booth area at any time during the event and to cancel this agreement at any time if, in Rockin’ River Management’s reasonable opinion, the terms and conditions of these licenses are not being followed and adhered to.
  • Vendor shall be responsible for all damages to, or loss of, the Rockin’ River Music Fest and/or the Merritt Festival Show Site property which results from the granting of this license.

 

INSURANCE REQUIREMENTS

  • ALL vendors are required to have their own Public Liability Insurance.
  • All vendors are responsible for the placement and cost of public liability insurance related to his/her participation in the Festival operations as a vendor and should be for the following applicable amounts:

FOOD VENDOR $5 MILLION Public Liability.

PRODUCT VENDOR $5 MILLION Public liability.

  • ALL vendors are required to have their own Public Liability Insurance – There will be no exceptions!
  • All vendors must have insurance policies that are in compliance with Rockin’ River rules and regulations as set forth.
  • All vendors are responsible for the placement and cost of public liability insurance related to his/her participation in the Festival operations as a vendor and should be for the following applicable amounts:
  • Such insurance shall have Merritt Rockin’ River Fest Inc. and Sterling Hunt as.“NAMED INSURED” and should be for the following applicable amounts:

FOOD VENDOR $5 MILLION Public Liability.

PRODUCT VENDOR $5 MILLION Public liability.

  • Food & Product Vendors shall provide a copy of the front page of such insurance policy to the Rockin’ River Management at the time of signing the contract agreement.

 

VENDORS HOURS OF OPERATION

Thursday, August 3 – 5:00PM – 1:30AM

Friday, August 4 – 10:00AM – 2:00AM

Saturday, August 5 – 10:00AM – 2:00AM

Sunday, August 6 – 10:00AM – 2:00AM

 

VENDORS SET UP & TAKE DOWN PROCEDURES

  • Vendors may enter the show-site as early as 9AM Thursday August 3rd to begin booth set-up. All vendor booths must be completely operational by 3:00PM on Thursday August 3rd. If you require earlier set up it will be your responsibility to make arrangements with the Vendor Manager.
  • Vendors must remain on-site from 3:00PM Thursday August 3rd to the end of the festival Monday, August 6th approximately 2:00AM
  • Vendor agrees to have the necessary staff and all the necessary equipment for the approved products and/or services available and readily operable during the hours of Festival Operations, they have listed in their application and per their signed contract agreement.
  • Vendors agree to keep areas surrounding booth free and clear of debris at all times.
  • All vendor spaces must be left clean and tidy upon leaving the Festival Grounds at the closing of Rockin’ River Music Festival no later than 1:00 pm Monday August 7th, 2017.

*Upon your application approval and your contract being issued the vendor manager will send you full details of all on site rules & regulations.

 

2017 VENDOR FEES

* Vendor manager holds the right to charge a range of entry fees depending on size and power requirements. For questions please contact [email protected] *

Food Vendors

  • Food Vendors will pay a set entry fee to be a participant of $600.00 + GST
  • This secures your booth at the festival and will not be applied against your gross sales.
  • The participant fee includes 4 festival wristbands for staff, per day (to allow for staff changes), a parking or campsite allocation and water & garbage pick-up and disposal fees. All entry fees are non-refundable upon signing of contract.
  • Additional Staff Wristbands can be purchased at the standard festival ticket pricing.
  • Electrical hookups can be purchased for $200.00 + GST
  • Vendor will pay a daily rental fee of 20% of their gross sales per day.
  • Daily rental will be collected by the vendor manager.

Non-Food Retail Vendors

  • Non-Food Retail Vendors will pay a set entry fee to be a participant of $400.00 + GST
  • Electrical hookups are included.
  • This secures your booth at the festival and will not be applied against your gross sales.
  • The participant fee includes 2 wristbands for staff, per day (to allow for staff changes), a parking pass or campsite allocation, water and garbage pick-up and disposal fees. All entry fees are non-refundable upon signing of their contract.
  • Additional Staff Wristbands can be purchased at the standard festival ticket pricing.
  • Retail vendors do not need to pay a percentage of sales.

Non-Commercial Booth

  • Information/educational community organization who are display only and not selling products. Fees will be subject to the vendor manager’s discretion.
  • Non-commercial vendors will pay a set entry fee to be a participant of $1200.00 + GST
  • Electrical hookups are included.
  • The participant fee includes 4 festival wristbands for staff, per day to allow for staff changes, and a parking pass. 
  • Additional Staff Wristbands can be purchased at the standard festival ticket pricing.
  • They will still be required to meet the criteria and specifications, provide all required insurance at their expenses.

 

*It is mandatory that all vendors’ staff wear event supplied vendor wristbands at all times, or they will not be granted access to the show-site, there are no exceptions.

Rockin’ River accepts the following forms of payment for all fees: Visa, MasterCard, certified cheque, transfer, or money order. 

If you have any questions or require additional information please contact our Vendor Manager Dave by e-mail [email protected]

Sincerely,

Rockin’ River Music Fest Management