2014 BOOTH REGISTRATION BEGINS ON JANUARY 15.
*Registration deadline: 3/31/14
*Late Registration deadline: 4/23/14 with late fee ($15 per booth surcharge)
Please read the notes below before you sign up. Thanks for your interest; we look forward to your participation!
[DOWNLOAD REGISTRATION FORM Word Doc (.doc) - click here]
We hope this finds you well and about to get as excited as we are about the upcoming 2014 Columbia Area Earth Day Festival. It is our intention to make this the biggest, most impactful Earth Day celebration ever. The time to raise awareness and respond to the multiple environmental challenges we face is now. We invite you to join in and contribute to the success of this effort.
Below is all the info regarding booths for Earth Day 2014. We suggest, however, that you download the Word file, for better formatting. Please let us know if you have any questions.
DATES: The Festival will be held Sunday April 27 in MU’s Peace Park with booths being set up on adjacent streets. In the event of bad weather we will move the Festival date back one week to Sunday, May 4.
FEE UPDATES: Fees will be the same as they were in 2013, with the exception that late registration will be an additional $15 to encourage timely registration. Our fees are still significantly less than other events that draw comparable crowds. Details are on the reverse page. Our due date for regular registrations is March 31, and no late registrations accepted after 5 p.m., April 23.
BE TIMELY PLEASE: We are charging a $15 per booth surcharge for those who sign up late—after March 31—and have an absolute deadline to sign up—by Wednesday, April 23—so please sign up sooner, rather than later.
IN PERSON OR BY POSTAL MAIL PLEASE: Also please note that applications cannot be taken by e-mail. Bring them in or mail them in, please.
CASH OR CHECK, NOT PLASTIC: Note, too, that we can take payment in cash or by check, but not with credit or debit cards.
FOOD VENDORS: We will again have all booths selling food or drink clustered in a Food Court on 7th St. with a seating area. There is a separate fee schedule and additional information required from food vendors, that you will see on the registration form. Everyone should be aware that absolutely no food or drink can be sold, or given away for donations, in any other area of the Festival.
ECO-AWARENESS: As you likely know, Earth Day is put on primarily to promote greater environmental awareness. The Coalition encourages everyone to incorporate environmental education effort in their booths, if at all possible. To increase participation we are offering modest incentives. We will be awarding cash prizes to the non-profit groups (1st prize $150, 2nd $100, 3rd $50), and free booth space next year to the businesses (1st prize is a booth for 2 years, 2nd & 3rd a booth for 1 year) with the best educational displays or interactive learning activities.
VOLUNTEER FAIR: The Festival is also a Community Volunteer Fair coordinated in conjunction with the Voluntary Action Center. We strongly encourage all community groups in search of volunteers to participate, regardless of whether they work directly on environmental issues.
EARTH FLAGS: This year we’re again encouraging booths to display an Earth Flag and making these 3’ x 5’ flags available at a discounted price of just $7.50. If you’d like one, you can include this in your registration. We will distribute the flags the morning of Earth Day.
Booth Reservation Information
1. The Festival & Street Fair will be held Sunday April 27. In the event of bad weather we will postpone to Sunday May 4. We do not plan to have an indoor rain site. The Street Fair will run from noon to 6:30 p.m. Booth set up can begin by 8:00 a.m. Please follow the traffic directions provided by ED volunteers, unload your materials and park before setting up. All booths must be in place absolutely no later than 11:00 a.m., as the streets will be closed to all traffic after this time. Streets will remain closed until 6:30 p.m. Booths must be kept open until 6:30 p.m., or, if you need to close early, please remove your boo th materials by walking them out. Absolutely no vehicles are allowed on the streets before 6:30 p.m.
2. Booth spaces sized approximately 10’ X 10’ will be available. Your set up should not exceed the allocated space (If you need more than a 10’ X 10’ space, please sign up for an extra booth.). Booth sites will be assigned by the Columbia Earth Day Coalition. Booth representatives may request a specific location by bringing this form to the Peace Nook, 804-C E. B’way, and picking out a location on a first-come-first-served basis. (Nook hrs: Mon.-Sat. 10-9, Sun. 12-6)
3. Your group/business is responsible for bringing all set up materials (tables, chairs, etc.).
4. Booth fees are as follows (w/a $15/booth surcharge applied to any received after March 31):
A) Food Vending Business—$90 per booth.
B) Other Business, all other for-profits and trade associations—$60 per booth.
C) Independent Artisans/Craft Hobbyists—$40 per booth (see over for criteria).
D) Food Vending Non-Profit—$60 per booth.
E) Other Non-profit groups—$30 per booth if selling merchandi se or taking donations.
or $20 if not taking or soliciting any money (These booths are on the Circle Dr.) No $20 booths if taking money at any booth.).
5. City Mandates:
A) Business License: The City of Columbia now mandates that any business (this includes independent artisans) setting up a booth have either a currently valid City of Columbia-issued business license, or that a temporary, one-day license be obtained. There is a $5 fee for this temporary license. This fee will need to be turned in to the Earth Day Coalition, when you register and we will turn the funds over to the City. This applies to all booths excep t non-profits. This is per entity, not per booth. If your business has two booths, you just need one license.
B) Food Vendor Inspection Fee: Any business or non-profit selling food is required to pay a $30 User Fee for Food Inspection. This includes all food vendors. The only exception is an already licensed Columbia food handling establishment that has already paid a user fee to the City. This is also per entity, not per booth. It will be the responsibility of all food vendors to contact the Health Dept. prior to the Festival to make sure that you will be in compliance with all regulations.
6. No refunds for booth fees will be made for any reason.
7. We request that everyone setting up a booth attempts to practice good stewardship of the Earth. In particular, if possible, please don’t distribute items that are not recyclable or biodegradable (e.g. polystyrene cups, plastic packaging). We request handouts be printed on recycled paper. Please refrain from distributing balloons as they have been linked to the deaths of birds and other animals.
Electric hookups are not available, and, due to noise & exhaust, electric generators are prohibited (except wind or photovoltaic). Please take whatever actions you can to minimize litter generation, and to clean up your area at the conclusion of the Street Fair.
8. The Earth Day Coalition will make every reasonable effort to assure the safety of participants and exhibitors. We cannot, however, be liable for injuries or loss of property which might occur. By signing up for a booth the signer agrees to hold harmless from any liability the Columbia Earth Day Coalition and its member organizations.
*** Especially note that we request that you be attentive to the environmental impact of your booth.
*** Also, please note: All booths selling anything will need to collect sales tax or document their exemption. All booths not selling will need to fill out a form declaring that they are “display only.” (Forms & rate charts will be distributed at Earth Day.)
*** If you have any questions please feel free to contact Laura Wacker or Mark Haim at the Peace Nook (573-875-0539) or firstname.lastname@example.org
*Criteria for Independent Artisans/Craft Hobbyists Rate:
1. Independent artisans are individuals who make handcrafted items for sale in their own homes or workshops, but do not operate or share in the operation of a shop through which they sell their products. Independent artisans are essentially hobbyists or people who are supplementing their incomes through their crafts. No others shall be charged the reduced rate.
2. Those individuals who set up a booth at the reduced rate as independent artisans cannot sell items other than those they’ve produced. However, two or more independent artisans can share in a booth, provided that each meets the criteria.
3. Those craftspeople who have established themselves in shops or other situations through which they regularly market their crafts commercially as their primary source of income would be considered to be established businesses and pay the regular for-profit rate.
4. Independent artisans are considered “for profit” in terms of City of Columbia business license requirements (see over).
5. In the case of ambiguity those applying for a booth will be asked to provide information about their business and the Earth Day Coalition will determine their status.