Vending Details

Deadline to Pay Vendor Fee: September 23, 2016

REGISTRATION IS OPEN AT REGATTA CENTRAL – CLICK HERE!

 

We look forward to welcoming you to the 2016 HOSR.

Regatta Dates:
Saturday, October 29, 2016 & Sunday, October 30, 2016

Deadline to Pay Vendor Fee: September 23, 2016.

The Venue:

Festival Area

The Regatta holds an exclusive permit for the exhibition and sale of all merchandise during the two-day regatta in the area bounded by Sedgley Boathouse/Boathouse Row on the south to the East Park Canoe House on the north (Permitted Area). The Regatta festival is located at The Three Angels Statues approximately 1 mile north of Boathouse Row and midway withing the Permitted Area. It adjoins the official launching area for out-of-town boats identified as Angels dock on all maps. The festival site includes the main festival tent, race commentary and announcing, food and boat vendors.

[Insert hyperlink to festival area map]

Once again, there will not be a second vending location at Boathouse Row or the Canoe Club, except for Official Merchandise and the Official HOSR Outfitter.

Main Festival Tent

There will be one main vending/festival tent where all Regatta vending, exhibitors, results, information, entertainment, awards ceremonies. Only boat builders and rowing equipment vendors are permitted to bring and erect their own tents at designated locations within the festival area. All other vendors/exhibitors must be located within the festival tent.

The vending tent is 80′ X 130′ and provides booths around the perimeter and in the center. Booth are rented in multiples of 100 square feet (10′ x 10′), and come equipped with one table, two chairs and electrical hookup. We suggest that you bring an extension cord(s) as the electrical tie in may not be proximate to your space. The height of the tent back wall is approximately 8′.

[Insert hyperlink to tent booth map]

Overnight Security:

There will be some limited security ONLY in the Festival Tent on Friday and Saturday nights. Vendors are advised that the Regatta cannot assume responsibility for vendor merchandise, equipment, personal effects or trailers left at the regatta site. However, for the past three years, those vendors that have left merchandise overnight in the Festival Tent on Friday and Saturday nights have reported no problems.

Regatta Access:

As in the past, the City of Philadelphia and Fairmount Park will control ALL access to Kelly Drive between The Three Angels vending/festival area on the south to Strawberry Mansion Bridge on the north. Traffic between these two points will be restricted to southbound traffic only.

Starting at 6am on Saturday and Sunday, access will only be permitted at the Strawberry Mansion Bridge checkpoint. Prior to the Regatta vendors will receive an HOSR Vendor hangtag which must be displayed. City Police will check for this at two checkpoints before you can proceed into the Regatta Festival area. Northbound traffic at the Three Angels site will not be permitted access, but will have to detour through Fairmount Park to get to the Strawberry Mansion Bridge checkpoint.

[Insert hyperlink to trafic_flow map]

Any additional vehicles must be parked elsewhere along Kelly Drive or other designated locations on the traffic flow map. Free shuttle buses will be available to return you to the festival area.

Vendor Set-up:

Vendors may set-up either Friday afternoon, October 28th at 4:30pm or Saturday morning, October 29, at 6am. will begin on Saturday morning, October 29, 2016 at 6 a.m.  All locations will be marked with the vendor’s name. A vending supervisor will be present to supervise set-up and assure that vendors occupy their proper locations.

Unloading/Loading:

Unless the ground is too soft to allow it, all vendors may unload/load directly into/from the festival tent during the designated hours prior to and after the regatta. Loading/unloading will be limited to 30 minutes, and will be monitored by a vendor supervisor. After unloading, all vehicles must be removed from the festival area.

If you are setting up on Friday you cannot leave your car on Kelly Drive as it will not be closed to traffic. On Saturday and Sunday you may park on Kelly Drive or any other designated parking areas.

Please note that during regatta hours, vendors with HOSR Vendor hangtags may use the drop-off zone adjacent to the reserved vendor parking area to unload/load. You will be limited to 10 minutes in this zone. We strongly urge you not to leave your vehicle unattended, and have your staff meet you in this zone for pickup of materials. Unattended vehicles may be towed/ticketd.

Registration and Fees:

The Regatta provides pportunities for Vendors, Exhibitors and Artists

Vendors are enterprises that will be selling (ie: exchanging money for) non-food merchandise or services at the Regatta.

Exhibitors are indiiduals or enterprises that will be displaying information only, and/or giving away sample merchandise or services without any exchange of money at the Regatta.

We also have limited opportunities for Artists selling handcrafted items in limited volume.

Any entity wishing to exhibit or sell items on either day of the Regatta in the Permitted Area must register and pay all appropriate fees no later than September 23, 2016

All Vendors must register through RegattaCentral and pay all fees itemized on the reservation form and summarized below:

  • Vending fee of $100 for all vendors;
  • Vending Tent Booths:
    • The first booth costs $700
    • Each additional booth costs $150
    • Electricity will be furnished to each space free of charge, however, we suggest you bring extension cords.
  • Outside Boat/Equipment Vendors:
    • Basic fee of $600
    • Additional fee of $200 for premiym location at dock approach;
    • Each reserved booth comes with a table and two chairs. An additional table with two chairs can be reserved for $20.

Advertising opportunities are also available in our program book. [Insert hyperlink to advertising/program book]

Returning 2015 vendors will have first choice of spaces and all other vending locations will be assigned on a first come, first served basis at the time of registration…so reserve your space early and please list your first, second and third choices of location!

To register at RegattaCentral > CLICK HERE!

Food Vendors, Exhibitors and Artists cannot register through RegattaCentral but must contact the Regatta vendor committee at hosrvendors@gmail.com

Overnight Delivery Address

To ensure timely delivery of HOSR Vendor hangtags, vendor parking placards and other information, all vendors must provide an address that can receive overnight delivery – in other words, no P.O. boxes. We will be using FedEx again this year, however, if any vendor does not receive the necessary items by October 21, 2016, please send an email to hosrvendors@gmail.com with an overnight address.

Damage Deposit:

For 2016, no damage deposit will be required. If damage occurs due to vendor activity, the damage deposit will be reinstated for 2017.

 Additional Terms, Conditions and Instructions:

The following regulations have been imposed on the Regatta by the City of Philadelphia, and the Regatta Board of Directors and Organizing Committee regret any inconvenience.

Insurance:

All vendors and exhibitors must provide a certificate of insurance at least one week prior to the Regatta naming the Head of the Schuylkill Regatta as an additional insured. This will be strictly enforced in 2016.

Permits and Licenses – City of Philadelphia:

Vendors are responsible for obtaining all appropriate license, permits and certifications from the City of Philadelphia. If you do not already have a City of Philadelphia Tax Account Number and Commercial Activities License, you will need to obtain one even if the Regatta is the only event you plan to attend in Philadelphia for 2016. The steps are:

  • Obtain a City of Philadelphia Tax Account Number
    • You can download the form here Combined Tax Number and Commercial Activity License PDF Application
    • Or sign up online here On Line Tax Number Application
    • A Federal Employer Identification Number or Social Secuity Number will be required, as well as a Pennsylvania State Sales and Use Tax Number if you collect the PA Sales Tax.
  • Obtain a City of Philadelphia Commercial Activity License. There is no fee for this license, but it obligates you to file the Business Income and Receipts Tax and the Net Profits Tax returns every year unless you specifically terminate the Commercial Activity License
    • Applicants wishing to apply for a Commercial Activity License online will need to register with the eCLIPSE system, which requires users to have an email address. Eclipse System;
    • Or, you can send in the combined Tax Number and Commercial Activity License Application from above.
  • You must file both a Net Profits Tax return;
  • And a Business Income & Receipts Tax return
    • If you are an ‘itinerant taxpayer’ who does not do regular business within the City of Philadelphia, it is suggested that you file the Business Tax Return For Use by Trade Show Vendors 2016 Trade Show Business Tax Return.

We apologize for this lengthy process, but hopefully the outline above will simplify it for you.

The City has informed the Regatta Committee that on the day of the Regatta, City inspectors will be checking all vendors for appropriate licenses, permits and certifications, and will shut down noncomplying vendors. Please be sure to allow enough time to receive your license! In case you do not get the license, bring a copy of your application and proof of payment with you to the venue.

 

Licensed Merchandise:

The Regatta has exclusive rights to the use of the registered service mark “Head of the Schuylkill Regatta.” No vendor will be permitted to sell any items bearing the service mark “Head of the Schuylkill Regatta” or Thomas Eakins Head of the Schuylkill Regatta or any mark confusingly similar thereto, except with the prior written permission of the Regatta Committee. Permission to vend at the Regatta does not constitute permission to use the service mark.

Warranties/Cancellation:

By request from participants and vendors alike…the Head of the Schuylkill Regatta was expanded to a two days to accommodate the continuing growth in participants and spectators. Unfortunately, we cannot guarantee the volume of sales or attendance during the Regatta, nor does payment of vendor fees imply any such warranty.

The Regatta reserves the right to cancel the Regatta due to circumstances beyond its control, including river conditions or acts of nature. In the event of cancellation, and only if no Regatta events were completed the Regatta will refund the vending fee of $100 only. If any Regatta events were completed, the Regatta will not refund any fees. Tent booth fees will be refunded only if the tent is not erected.

Contact:

Any questions should be directed to: hosrvendors@gmail.com

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