Event Rules and Regulations for Vendors
The Afrofuturism Network (AFN) wants to make every event a special and happy experience. Therefore, every effort will be made to allow the vendor to prepare decorations reflecting their creative requirements. Any electrical device or decoration including lights needs to be inspected by BARTHELSON PLAZA LLC (host building) owner or building engineer. No nails, screws, staples or penetrating items are to be used on the walls or floors. NO glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on the floors and walls. The fabric walls are soft to absorb sound. Any damage will be charged to the vendor.
There is absolutely no smoking, no candle or incense burning, nor flammable materials allowed on premises or within 25 feet of the building. There shall be no loitering or congregating in the lobby or corridors or outside on the sidewalk at any time during the event. Disparaging remarks, disruptive behavior, shouting or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Guests shall use the premises in a manner considerate of building tenants or event attendees at all times. Underage individuals must be supervised and should not be allowed to come and go. Conduct deemed disorderly at the sole discretion of AFN and BARTHELSON PLAZA LLC staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period in such cases NO refund of the event costs shall be made.
LOAD IN/LOAD OUT AND STORAGE
All load ins and load outs must take place within the designated timeframe given by the AFN and BARTHELSON PLAZA LLC. If there is an event prior to yours a timed delivery will be required. The AFN and BARTHELSON PLAZA LLC is not responsible for checking in or handling any items brought into the venue by rental companies. All external items must be checked in and signed for by the vendor or vendor’s representative. All excess material (such as bubble wrap, boxes, hangers, plastic, etc.) created by deliveries must be removed and disposed of by rental company, vendor, or vendor’s representative. Limited storage is available upon request. Storage fees will be applied to any items left overnight or beyond normal load in/load out times. This also applies to items left post event for shipment out.
Note: It is not the responsibility of the AFN or BARTHELSON PLAZA LLC to ensure that pickups are scheduled and executed unless your contract includes shipment outbound.
CLEANING, TRASH AND EQUIPMENT REMOVAL
BARTHELSON PLAZA will be in a clean condition prior to the event within two (2) hours following the event, you are required to return the space to the same clean condition in which it was found. The AFN and BARTHELSON PLAZA LLC encourages those renting space to consider green, sustainable, fair trade, ecologically sound cleaning and zero waste solutions. All trash, including sorted recyclables and properly sorted compostable, must be collected, properly bagged and removed by the vendor or to the containers behind the building. All rental equipment must be removed immediately following the event.
CITY, COUNTY, STATE AND FEDERAL LAWS
The vendor agrees to comply with all applicable city, county, State, and Federal laws and shall conduct no illegal act on the premises. This is a non-smoking facility at all times, NO EXCEPTIONS. The vendor shall not sell or serve alcohol on premises at any time. The AFN and BARTHELSON PLAZA LLC reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or who participates in any act jeopardizing the rights, safety or enjoyment of others. Any violations of fire regulations, alcohol regulations or any act by the vendor which affects the insurability of BARTHELSON PLAZA or the safety of its staff, guests, or building contents is prohibited.
ENTRY AND EXIT
The vendor understands that BARTHELSON PLAZA LLC staff may enter and exit premises during the course of the event to assure compliance with fire code and the vendor contract. A representative of BARTHELSON PLAZA LLC will be on site during the event and will be checking periodically with responsible parties to insure everything is running smoothly. BARTHELSON PLAZA LLC will also be checking the bathroom, the overall premises, replenishing hand towels and toilet paper, and will be available for questions or to respond to needs or issues that may arise at any time.
SET UP AND BREAKDOWN
All vendors may begin to set up at 8:30 am on June 11th 2016. All vendor’s tables must be completely set up by 10:00 am on June 11th, late arrivals (after 9:30 am) will not be allowed to set up and no refund will be offered. Once the vendor table is complete the vendor will not be allowed to breakdown their table until 6:00 pm. Understand that breaking down before 6:00 pm presents an unprofessional appearance and may present a safety hazard.
LOST AND FOUND
The AFN and BARTHELSON PLAZA LLC takes no responsibility for personal effects and possessions left on premises during or after any event. BARTHELSON PLAZA does, however, maintain a lost and found and will hold recovered items up to 30 days. Every attempt will be made to return any recovered item to its rightful owner.
If there are any questions, please contact William Jones at firstname.lastname@example.org. Please provide your name and contact information below.