VENDOR ACKET pecanstreetfestival.org SRING FESTIVAL
Dear Exhibitors and Sponsors, Welcome to the 39th Annual Spring ecan Street Festival. Your participation and commitment play a key role in making this exciting Austin tradition a reality. Your efforts are greatly appreciated!! This spring season, we proudly welcome a wonderful array of arts, crafts, food concessions, live entertainment and sponsors from all over the United States. LEASE ROMOTE THE FESTIVAL!!!! lease help us promote the Spring ecan Street Festival. The last page of this packet includes our Spring Fest flyer. You can also access the flyer on our Facebook page. We cannot stress the importance of helping to spread the word. The more people involved, the greater the outcome. Utilize all of your social media channels, including websites, Twitter, Facebook, Instagram, and any other means necessary. Our social media channels can be found below - please, if you have not already, make sure to give us a like and follow our pages. FACEBOOK: facebook.com/pecanstreetfest INSTAGRAM: @pecanstreetfest TWITTER: @pecanstreetfest (we encourage everyone to utilize the hashtag #pecanstreetfest on posts) WEBSITE: pecanstreetfestival.org Here are some spring 2016 Festival highlights: We are pleased to be hosting an amazing group of sponsors including Nationwide, The 2016 Ford Experience Tour, Ben & Jerrys, The Texas Lottery, Billions in Change, Lyft, Google Fiber, and others! This year we will be building out our main stage once again, which will be complete with a huge 30X60ft. tent and an awesome lighting production that will be sure to attract additional attendees well into the night. Enclosed are terms and conditions, vehicle access pass (please print and place on dashboard of your vehicle), festival map, gift certificate example, and city parking map. YOUR BOOTH NUMBER IS INCLUDED WITHIN THIS EMAIL. *lease be sure to read through all terms and conditions thoroughly prior to the festival in order to avoid any discrepancies and to ensure a smooth event for everyone involved. We re looking forward to seeing everyone at the festival on May 7 th and 8 th and we hope you have a great show!!! Sincerely, The ecan Street Association & Special Events Management Group
www.pecanstreetfestival.org ECAN STREET FESTIVAL TERMS AND CONDITIONS The Austin Fire Department and Austin olice Department have complete authority to shut down and ticket violators at any time. LOAD IN/LOAD OUT ROCEDURE Vehicles parked within marked fire lanes will be towed immediately at owner s expense. Fire lanes are properly marked throughout festival floor with orange spray paint. Vendor load-in is from 6:00AM 10:00AM Saturday only. No set up Friday. All Access asses must be filled out and placed on vehicle dashboard for load in on Saturday morning. Vehicles are not allowed on the festival grounds beginning Saturday at 10AM to Sunday evening after the street is cleared of patrons. AD has final authority in allowing access through barricades on Sunday night. Load-out on Sunday night will officially begin ONLY once AD deems it safe for vehicles to access the event floor after 8M. Enough time must be allotted after festival ends for patrons and attendees to clear the streets. lease be patient and work accordingly with ecan Street Festival staff and city officials. Arts and Crafts Vendors will not have access to the floor until 6AM on Saturday morning. Booth spaces are marked on the street in spray paint. Vendors must stop selling at 8M Sunday night and begin tearing down. ALL VEHICLES MUST BE REMOVED FROM FESTIVAL GROUNDS BY 10AM SATURDAY OR WILL BE SUBJECT TO TOW AT OWNERS EXENSE. ALL VENDOR EQUIMENT, VEHICLES, SETU, AND RODUCTS MUST BE TORN DOWN AND COMLETELY CLEARED OFF THE STREET BY 10:59M ON SUNDAY, SETEMBER 27 TH. OVERNIGHT/SUNDAY SETU You may leave your product/equipment overnight if you secure it properly against intruders and weather. We have a substantial overnight roaming security force; however, we assume no liability for your property. Tents should be lowered & closed with sides secured and weighted down. lease be sure to make arrangements to manually load in product on Sunday morning if you break down Saturday night (i.e. dollies, bringing additional personnel to assist with load-in) SEM recommends removal of items overnight. BOOTH ASSIGNMENTS Vendors may request booth locations and preference; however, due to the complex factors that are attributed to the overall management and dimensions of the floor, we do not guarantee booth locations whatsoever. BOOTH ASSIGNMENTS are determined by the following criteria: 1. You must have submitted a completed application with jury photos and full payment. 2. This is a juried show. If accepted, you will be placed upon which the jury takes into account your products quality, category, artistic ability, booth setup, date of registration, and overall professionalism. 3. Comments and Notes: If you have a preference please be detailed with your notes within the vendor note box on your vendor application. You will be placed with these preferences in
mind; however, there are no guarantees. SEM has the right to reassign or change booth placement at any time. DISLAY/ELECTRICTY/LIGHTING SEM provides booth space only. Display or set-up equipment, such as tables, chairs & tents are not supplied by event organizers. ELECTRICITY IS NOT AVAILABLE FOR ART VENDORS. We suggest battery operated lighting or solar lanterns for when it gets dark. Generators are acceptable but must be quiet and as fume free as possible. Generators must remain within vendors assigned booth space at all times. Suggested generators: Black and Decker Electro Mate 400, Honda EU2000i, any portable inverter generators. Awnings are NOT allowed due to the City of Austin Fire Code. Tents may NOT be secured to the street by nails or any other puncture procedure. This can result in a city citation and/or event expulsion. lease weigh your tents down properly. Only items provided on the application and juried by SEM staff are allowed. The sale of any other item may lead to event expulsion. All vendor products must stay within designated booth space dimensions at all times. BOOTH SACES Fire lanes MUST be maintained at all times. All tents must have a certificate stating that it is flame retardant (most tents have a sewn in certificate versus a paper certificate). The Austin Fire Department now requires a 2A10BC tagged and approved fire extinguisher per every 75 feet of booth space. In the case that you do not have a fire extinguisher of this rating, SEM will provide fire extinguishers to every 75 feet of booth space. Vendors in these spaces must accept responsibility for having fire extinguisher in booth and must sign a waver stating that they will return extinguisher safely to SEM staff on Sunday night. Extinguishers will be distributed Saturday morning, picked up Saturday night at 10M, and redistributed to same booth spaces Sunday morning prior to 11Am. SEM staff will be collecting fire extinguishers on Sunday night when Festival ends. lease do not leave the Festival floor until we have collected your fire extinguisher. Standard booth spaces are 10 feet wide by 11 feet deep. You will be required to keep your display and all belongings entirely within that space, without exception. Shared booths are not allowed. Fire Marshals will be inspecting booth setups please abide and respect their authority at all times. Failure to comply with Fire Marshal will result in immediate expulsion from festival. CANCELLATIONS AND REFUNDS There are no refunds on cancellations. In the event of a cancellation, and only with the approval of SEM, payment will be applied to a future show. This event is held in a temporary outdoor venue; as such we are affected by weather and other factors and cannot reimburse for displays that may be damaged by these factors. Sixth Street is an active entertainment area. We have roaming security throughout the night but take absolutely no responsibility and are not held liable for any damaged booths, items, merchandise, or anything within and/or outside of vendors booth spaces.
GENERAL RULES AND REGULATIONS Arts/Crafts vendor applications are accepted ON-LINE only at pecanstreetfestival.org/vendors. On-line registration payments will be accepted via credit/debit card only (Visa or Master Card). Vendors must create a profile and will have access to their profile in order to check for status acceptance & payment. Vendors also have the ability to update their vendor profiles at any time. ayments are due in full at time of registration. We do not accept deposits. LEASE NOTE: ayment is only charged if vendor is accepted into festival. There are NO refunds. Upon cancellation, and only with the approval of Special Events Management, your payment will be credited to a future show. NO EXLICIT ART OR ITEMS ARE ALLOWED. All items must be of highest quality, show good taste within the standards of the community and be subject to approval by SEM. The ecan Street Festival is a rain or shine event. This is an outdoor event that is naturally affected by weather. There are no refunds for inclement weather. SEM and all affiliated organizations and sponsors are not responsible for any damage to vendor property in any way, including but not limited to damage caused by inclement weather. GIFT CERTIFICATES All vendors must please accept ecan Street Festival Gift Certificates (please refer to gift certificate example within vendor packet). Gift Certificates help us promote the event thru radio and television outlets. Gift Certificates are same as cash in the form of $10 each. Change must be given to buyer if final purchase amount is less than $10. Certificates are to be redeemed on Sunday, May 8th after 5M at SEM temp office located on 6th and Neches directly to the left of Coyote Ugly OR by mailing them to Special Events Live, 630 Kingfisher Creek Dr. Austin, TX 78748 no later than Monday, May 16th, 2016. Certificates received after May 16th or certificates that do not have water embossed seal on bottom left of document cannot be honored. SEM FESTIVAL HEADQUARTERS South East corner of 6th Street and Neches between Coyote Ugly and Dirty Dog. HOSITALITY AREA We have a hospitality area set up for our exhibitors. Enjoy complimentary water, breakfast tacos, ice tea, coffee, and orange juice on Saturday, May 7 th from 8AM-10AM at El Sol y La Luna (600 E. 6 th Street, Austin, TX 78701) This area is intended for participating vendors only please be prepared to show present valid ID at entrance.
ECAN STREET FESTIVAL IS A GREEN EVENT We are a green event. Styrofoam and plastic bags are not permitted during festival. lease recycle at all times. Grey water and tanks are located in alley off South West Neches between 5 th and 6 th street and North West Trinity between 6 th and 7 th street. THE SOURCE FOR WATER AT SHOW HAS MOVED TO ESTHER S FOLLIES 525 E 6th St, Austin, TX 78701. All grease is placed in grease tanks and made into combustible fuel. Over the past seven years, we have reduced our carbon footprint by 50% with the implementation of recyclable initiatives. With your help, let us continue to improve this positive progression. THANK YOU!!!! SECIAL EVENTS MANAGEMENT GROU, LLC. AND THE ECAN STREET ASSOCIATION
Austin Fire Department, Special Events AFDSpecialEvents@austintexas.gov http://www.austintexas.gov/department/austin-fire-department-special-events TENT, TEMORARY AIR SUORTED & AIR INFLATED MEMBRANE STRUCTURES TENT Needs a permit if: 1. Tents in excess of 400 square feet (with or without sides) or a group of tents placed side by side in excess of 400 square feet that is located on or within 20 feet of a structure. 2. Tents with any sides in excess of 400 square feet or a group of tents placed side by side in excess of 400 square feet located greater than 20 feet from a structure or other tent. 3. Tents greater than 700 square feet or a group of tents placed side by side in excess of 700 square feet. 4. Any air supported temporary membrane structure greater than 100 square feet. 5. A minimum of a 12 foot separation shall be required between each tent of group of tents that exceed 700 square feet. 6. A minimum of 10 foot separation is required between cooking tents and merchandise tents. 7. Structures of or in excess of 15,000 square feet shall be separated by not less than 50 feet from other tents or structures. 8. They shall be adequately roped, braced and anchored to withstand the elements of weather and prevent collapse. 9. Tent exit openings shall remain open unless covered by a flame resistant curtain. The curtain should be free sliding on a metal support installed a minimum of 80 inches above the floor and no part of the curtain may obstruct the exit when open. 10. Curtains shall be of a color, or colors that contrasts with the color of the tent. 11. Exits shall be spaced at approximately equal intervals around the perimeter of the tent and no point under the tent shall be more than 100 feet from an exit. Revised 05/08/2014 age 1 of 3
12. Number of exits and minimum width of each exit shall comply with table 3103.12.2 13. Isles for employees must be a minimum of 24 inches. 14. Isles for public must be a minimum of 44 inches and shall be progressively increased in width to provide, at all points, not less than 1 foot of aisle width for each 50 persons served by such aisle at that point. 15. Exit signs should be installed at each door to direct public to the exit when the tent serves more than 50 people. 16. Exit signs shall be lighted and have backup power. Two separate power sources are required. 17. Building permits must be obtained from City of Austin Building department where required. 18. Guy wires, guy ropes and other support members shall not cross a means of egress at a height of less than 8 feet. 19. Tents and all sidewalls and combustible materials must have a certificate showing that they meet the performance criteria of NFA 701. 20. Combustible materials such as hay, straw, shavings or similar materials shall not be located within any tent containing a public assembly. 21. lace of assembly for tents or temporary membrane structures includes the following: circus, carnival, tent show, theater, skating rink, dance hall or other place of assembly in or under which persons gather for any purpose. 22. No smoking is permitted in tents and No Smoking signs shall be posted. 23. No open flame devices or other heating or cooking devices are allowed unless approved by the fire code official. 24. Fire extinguishers are required. One 2A10BC classification for every 3000 square feet with no more than 75 foot of travel to reach an extinguisher regardless of square footage. 25. The Occupant Load shall be calculated using the appropriate calculations from chapter 10 of the IBC. 26. All fryers must be located at the rear of the tent. All other cooking appliances in tents should be located at the rear or side of the tent unless otherwise approved by the fire code official. ropane bottles shall be located outside of the tent. No spare bottles shall be stored inside of tent. Revised 05/08/2014 age 2 of 3
27. No cooking or heating equipment shall be located within 10 foot of an exit. 28. Only 2 cooking appliances are allowed in each 10 X 10 tent with a maximum of two 100 pound propane cylinders allowed. 29. No use or storage of flammable and combustible liquids or devices is allowed under tents. No storage of flammable and combustible liquids is allowed within 50 foot of a tent. 30. Vehicles displayed in tents shall have 5 gallons or ¼ tank of fuel whichever is less. Their batteries shall be disconnected. Fuel tank openings shall be locked and sealed to prevent escape of vapors and vehicles shall not obstruct the means of egress. Any refueling shall take place outside of the tent and at least 20 foot from tent. 31. Generators and other internal combustion power sources shall be separated from tents by a minimum of 20 feet and shall be isolated from contact with the public by fencing or enclosure or other approved means. 32. Combustible vegetation shall be removed from areas within 30 feet of tents. 33. Electrical heating equipment must be installed per their UL listing (usually 3 foot clearance from combustibles). TEMORARY AIR SUORTED AND AIR INFLATED MEMBRANE STRUCTURES 1. During high winds exceeding 50 miles per hour the use of doors shall be controlled to avoid excessive air loss and may not remain open. 2. Their construction of the fabric envelope and the method of anchoring shall comply with ASI 77. 3. Structures used as a place of assembly (see # 20) shall have a minimum of 2 blowers with adequate capacity to maintain full inflation in case of failure of one blower. 4. For places of assembly for more than 200 persons, auxiliary power (generator) shall be provided to power one blower continuously for 4 hours. 5. Doors shall swing in direction of exit travel and shall be automatic closing to prevent pressure loss. 6. Exit doors shall open with 15 pounds or less of pressure. 7. All temporary air supported and air inflated membrane structures may require AFD Engineer review. Revised 05/08/2014 age 3 of 3
Austin Fire Department, Special Events AFDSpecialEvents@austintexas.gov http://www.austintexas.gov/department/austin-fire-department-special-events FOOD VENDORS, ROANE USE, TENTS General Requirements: Tents must be NFA 701 compliant and have proof of compliance attached to the tent fabric from the manufacturer. All food vendors, including out of town mobile vendors/trailers, must have a current health permit. Each tent/temporary structure must be located a minimum of 20 ft. from any permanent structure. Cooking tents must be separated from dining/ assembly tent by 20 ft. Vehicles must be parked a minimum of 20 ft. from each tent/temporary structure. Cooking vendors must be separated from non-cooking vendors b y a 12 foot fire break. Enclosed tents require proper exiting and signage (battery back-up/tritium, 7 ft. high). No smoking signs are required to be posted inside tent areas. Cooking and heating equipment shall not be located within 10 feet of exits or combustibles. Fire Extinguishers: Each vendor/ tent must have a 2A10BC rated fire extinguisher. Any cooking operation involving combustible cooking media (frying vegetable or animal oils and fats) requires a Class K rated extinguisher, in addition to a 2A10BC rated fire extinguisher. All fire extinguishers must have a current annual inspection. Any solid fuel cooking operation (wood/charcoal) must have a shall have a minimum 2.5gl Class K extinguisher. ropane: Each 10 x 10 tent may have two appliances that use propane (100 lbs. per appliance, 200 lb. max). ropane bottles must be placed securely at the rear exterior of the tent for emergency access. o Emergency access must not require tent entry. Fryers must be placed at the rear of the tent and NOT next to the propane bottle Spare propane bottles are not allowed in the tents. o Designated area for spare and empty propane tanks must be established. ropane appliances must have LG stamped on their hoses. Grills & its: No grilling with charcoal or wood is allowed under any tented structure. Any solid fuel appliances should have a cover (grills & pits). Outside BBQ pits with stacks must have a 5 ft. clear circumference from combustibles, a 15 ft. clearance above the stacks and a distance of 10 from any permanent structure. Homemade LG appliances will be inspected individually and may not be authorized without an engineer s certificate. ALL mobile vendors/trailers at special events are subject to a fire inspection. revised January 21, 2016 (IFC 2012) age 1 of 1
I-35 BRAZOS S W E N 10 x 20 BEER 4 SAN JACINTO CARNIVAL F20 F19 F21 END CA F24 F25 F22 F23 F26 F26 CARNIVAL TRINITY F21 F20 F17 F18 F15 F16 10 x 30 F19 F20 F19 STAGE BEER 3 NECHES F14 F14 F10 F11 F8 F9 F7 F6 10 x 30 F12 F12 F13 MAIN STAGE TENT BEER 5 BEER 5 STAGE BEER 2 RED RIVER ZOO ART ART F3 F4 F1 F2 10 x 20 F5 F5 STAGE SABINE BEER 1 SABINE BEER 1
Only valid with watermark seal here. Otherwise, not redeemable. www.pecanstreetfestival.org Gift Certificate $10 presented to: This certificate entitles the bearer to $10 off any purchase from any arts, crafts or food vendors at The 39th Annual Spring ecan Street Festival. Vendors should return change if purchase is less than the certificate amount. Valid May 7th and May 8th 2016. VOID company: booth: Vendors must either present cashed gift certificates to the SEM Office by the end of the festival or mail them to the address below by May 16th, 2016 for reimbursement. lease report any certificate problems during the fest to the SEM Office at 6th & Neches. SEM GROU 630 Kingfisher Creek Dr. Austin, TX 78748 737.222.6306 luis@specialeventslive.com
TEM NAME BOOTH NUMBER HONE This is a TEM ACCESS ASS, valid only Saturday, May 7 th from 6:00AM until 10:00AM and on Sunday, May 8 th after 8:00M (NOTE: AD HAS FINAL AUTHORITY REGARDING ACCESS TIMES THRU BARRICADES). ONLY VALID IF NAME, BOOTH NUMBER, AND HONE IS FILLED OUT. ***VEHICLES WILL BE TOWED IF THEY ARE LEFT DURING ANY TIME NOT LISTED ABOVE***
R NSO SO NGE LOU GREY WATER TANK
Why are parking hours changing? Over the last 10 years, drivers have expressed a lack of available on-street parking, especially in the downtown area. On-street parking is meant for convenience for drivers making shorter visits. When parking hours are not limited, on-street parking becomes crowded with long-term parkers, spaces are harder to find, and traffic congestion occurs as drivers circle to find parking. Where can I find parking? While there are about 3,000 on-street parking spaces downtown, there are over 14,000 off-street parking spaces in surface lots and garages. A map of these locations is available at www.austinparking.org. On-street parking spaces north of 10 th Street will remain free to the public after 6 p.m. What if I choose to leave my car overnight? Drivers can buy additional time into the next day the night before by pressing the yellow next day purchase button on the paystation. lace the pay station receipt on your windshield showing pre-payment. How will my money be spent? For every $1 spent, $0.40 goes toward downtown improvement projects including sidewalk improvements, street reconstruction, and other transportation initiatives. To help ensure safety of citizens in the evening, a portion of remaining funds will pay for parking enforcement officers who will provide enhanced security in coordination with the Austin olice Department. What if I forget to pay & get a ticket? If you choose to leave your car overnight and forget to buy extra hours, you could have your ticket dismissed with proof of receipt that you chose an alternate mode of transportation home (e.g. bus or taxi). Contact arking Enterprise at 3-1-1 by 4 p.m. the following day to take advantage of this offer. www.austinarking.org Attention Austin Drivers ublic arking is Changing Beginning September 6, 2011 the following parking hours will be in effect: DOWNTOWN (IH-35 to Lamar Boulevard & Lady Bird Lake to 10 th Street) Monday to Wednesday 8 a.m. to 6 p.m. Thursday & Friday 8 a.m. to 12 Midnight Saturday 11 a.m. to 12 Midnight OUTSIDE DOWNTOWN Monday to Saturday 8 a.m. to 6 p.m. www.austinarking.org
W 12TH E 12TH NORTH TRAVIS COUNTY COURT- HOUSE WOOLD- RIDGE SQUARE W 11TH W 10TH W 9TH STATE CAITOL E 11TH E 10TH E 9TH N LAMAR BLVD HENDERSON ST BOWIE ST WOOD ST W 3 RD ST WEST AVE RIO GRANDE ST NUECES ST SAN ANTONIO ST REUBLIC SQUARE ARK GUADALUE ST W 8TH W 7TH W 5 TH W 3 RD W 2 ND CITY HALL LAVACA ST W 6TH W 4 TH W CESAR CHAVEZ COLORADO ST CONGRESS AVE BRAZOS ST E 7TH SAN JACINTO BLVD E CESAR CHAVEZ E 8TH E 6TH ST E 5 TH ST E 4 TH ST E 3 RD ST E 2 ND ST TRINITY ST NECHES ST CONVENTION CENTER RED RIVER ST SABINE ST 35 N IH 35 SVRD SB LADY BIRD LAKE DOWNTOWN EVENING ARKING CITY OF AUSTIN TRANSORTATION DEARTMENT 5 HR ON-STREET ARKING ZONES GARAGE ARKING SURFACE ARKING GARAGE OR SURFACE LOT ENTRANCE/EXIT ONE-WAY STREET