VENDOR APPLICATION - Denver Botanic Gardens

2012
VENDOR APPLICATION
909 York St.
Denver, CO 80206
specialevents@botanicgardens.org

January 31, 2012
Dear Prospective Restaurant/Beverage Partner,
It is time to start thinking about warm weather, backyard BBQs and, of course, the hottest
summer party in Denver—Garden Grapes & Hops! Denver Botanic Gardens invites you to
participate in our event designed to celebrate the summer season with great food, drink and live
entertainment in the natural beauty of the Gardens. If you participated in last year’s success, we
hope you will plan on joining us again this summer.
This year, Garden Grapes & Hops will be held on Friday, June 8 from 5-9:30 p.m. We would
love to include your restaurant/brewery/winery in our event through your contribution of unique
and savory servings for guests to enjoy. This is a tremendous opportunity to showcase your
cuisine and beverages to the community, and to be featured among many of Denver’s top
hospitality establishments.
Each participating restaurant and beverage establishment will provide complimentary medium
portions of their cuisine or beverage to event guests. In turn, you will be included in advance
regional marketing (e.g. full-color page ad in 5280 Magazine), on-site exposure through a sign
(no banners unless hung from your table to ground) at exhibit space (partner provides) and the
ability to hand out coupons or other promotional items at the event. Also, be one of the first 12
to return your application and be accepted and you will receive a complimentary ¼ page black
and white ad in our Summer Concert Series program!
Please take a few minutes to look through the enclosed information outlining the benefits and
vendor requirements this partnership would include. This will be a great opportunity to connect
with a large part of the Denver community. Please contact Sara at 720-865-3684,
buyss@botanicgardens.org or Lindsay at 720-865-2554,
lindsay.broermann@botanicgardens.org if you have any questions.
Sincerely,
Sara Buys
Associate Director of Events
Lindsay Broermann
Public Events Coordinator
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2012 Garden Grapes & Hops
Restaurant and Beverage Partner Application
Date & Times:
Friday, June 8, 2012
Preview Party: 5-6:30 p.m.
Regular Admission: 6:30-9:30 p.m.
After Party: 9:30-11 p.m.
Check which option you would to participate in:
Preview Party + Main Event
Preview Party + Main Event + After Party*
*Note: If you want to participate in the After Party, you must be able to set up a second booth plus additional
food.
Projected Event Attendance - 1,800
Company Name: ______________________________________________________________
Company Contact: ____________________________________________________________
Email (REQUIRED):____________________________________________________________
Address: ________________________________ City: ______________________________
State: _______________ Zip: _________________ Phone: ___________________________
Company Website (if applicable): _________________________________________________
Please select the category(s) that best describe your food or beverage(s):
American Chinese Wine
Mexican Greek Beer
Asian Japanese Other
Italian
Cajun
Overall menu item(s) to be served:
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Event Logistics
Do you need electricity?: Yes No
Note: We have 110v available; each circuit is a maximum of 20 amps only. We have no capacity for 120v
equipment. There is limited electrical availability. Your electrical needs MUST be pre-approved before
event day.
Tables and Chairs:
We will provide two (2) 8-ft tables and three (3) chairs. You will be responsible for anything else.
Please list any additional specifications:
Certificate of Liability Insurance:
If accepted, all vendors must provide a copy of their Certificate of Liability insurance with Denver
Botanic Gardens added as additionally insured. If you need additional information or
clarification, please email specialevents@botanicgardens.org.
Booth Size:
Each vendor space will be marked and placed side-by-side with little to no room
between vendors.
Vendor spaces cannot be switched or moved upon arrival for set-up.
The booth spaces are 10’x10’. You, your staff and your product must stay within these
dimensions.
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PLEASE NOTE - Important Vendor Information
Denver Botanic Gardens requires organizations seeking to participate in any onsite event to
disclose: a) plans to distribute communications of a political or controversial nature; and/or b)
intentions to solicit for membership or financial contributions. Denver Botanic Gardens reserves the
right to decline any of these requests.
New This Year!
Denver Botanic Gardens will provide the following:
Compostable plates, napkins and silverware to each food vendor. We will schedule a
date/time to deliver these to you before the event.
Ice for each vendor.
Jury Process:
The committee will review all potential vendors’ products and decide, as a group, who will
be invited to the event. Event relevance and public appeal will be highly considered when
deciding on selection of vendors.
Rules & Regulations:
Vendors are required to be present and staff their own booths during all days of the event.
Limit is three (3) staff members per booth. No exceptions!
Vendors are responsible for loading, unloading, booth set-up and clean-up of assigned
space.
Any significant damage to the Gardens will result in a $350 fine and possible expulsion
from future events.
Day-of, Unloading and Parking:
Vendors will be notified of their set-up times and booth locations. You will also be given
instructions on where the closest unloading spot will be.
After unloading, vendors and staff will park in the Denver Botanic Gardens parking garage
located across the street from the Gardens (between York and Josephine streets).
Vendor Registration Deadline & Cancellation Policy:
In order to be included in promotional materials, your application and all logo and ad
artwork will be due on Friday, March 9, 2012.
Applications will be accepted after March 9, 2012, but since this is after the advertising
deadlines you may not be included in all promotional materials.
If you back out of Garden Grapes & Hops after March 9, 2012 you will receive a $350
penalty. This is because you will have received free ad space in promotional materials.
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CHECKLIST
□ I have read the above application and agree to all terms and conditions
□ I understand if I choose to not participate in Garden Grapes & Hops once the
March 9, 2012 deadline has passed, and have received promotional
advertising space, that I will receive a $350 penalty.
□ I understand that I must submit my Certificate of Liability insurance with
Denver Botanic Gardens added as additionally insured.
□ (Food vendors only), I understand that I must submit a copy of my License to
Operate a Retail Food Establishment License and Certificate of Approval from the
Department of Environmental Health.
Submit by mail or attach via email to one of the below:
Denver Botanic Gardens
Sara Buys
909 York Street
Denver, CO 80206
BuysS@botanicgardens.org
Denver Botanic Gardens
Lindsay Broermann
909 York Street
Denver, CO 80206
Lindsay.Broermann@botanicgardens.org
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Garden Grapes & Hops Partnership Overview
Event Date: Friday, June 8, 2012
Event Time: 5-9:30 p.m.
Set-Up:
Friday June 8, day of event. Details to follow.
Deadlines:
March 9, 2012
March 9, 2012
March 9, 2012
June 1, 2012
Application Form due to Sara or Lindsay
5280 Magazine ad deadline (company logo)
Summer Concert Program deadline (company logo)
Certificate of Liability insurance deadline
Restaurant & Beverage Partner will provide Denver Botanic Gardens with:
Medium-sized food/beverage samples for Garden Grapes & Hops on June 8, 2012.
Amount of food/beverage to be determined based on projected event attendance
(approximately 1,800 guests). The restaurant will provide two or three different menu
items. Portions should be larger than a sampling size.
Each vendor must provide staff for booth. A maximum of three (3) staff members may
work booth during event.
Great guest experience.
Denver Botanic Gardens will provide Restaurant & Beverage Partner with:
Each vendor will receive a 10’x10’ space. Some areas are under our large tents and in
some areas you will need to provide a 10’x10’ pop up tent. Space is limited for 10’x10’
branded tents.
Check here if you’d like to bring your own branded 10’x10’ tent.
Access to our event attendees.
Full-page color ad in 5280 Magazine with logo included (must be submitted by deadlines
listed above).
Logo in 2012 Summer Concert Series program (has the potential to reach 32,500 people
during summer of 2012).
BONUS! First 12 applicants will receive a ¼ page black and white ad in our Summer
Concert Series program.
Note: Partner must design ad.
Souvenir cups for staff working the event. Three (3) per booth.
Two Regular Admission tickets to the event to give out to your clients.
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Release
I hereby release and forever discharge Garden Grapes & Hops, all Denver Botanic Gardens
employees, agents and volunteers from any responsibility, personal liability, claims, loss or
damage arising out of or in conjunction with my application to or participation in Garden Grapes &
Hops. Denver Botanic Gardens will not be responsible for any injury sustained by vendors or
guests while within the space designated for exhibits. Furthermore, I understand that I store my
product at my own risk.
By signing this form I acknowledge that I have read, understand and will abide by the policies
outlined in the application and vendor letter. I understand that failure to follow these regulations
can mean expulsion from Garden Grapes & Hops or future events.
Vendor Signature: _____________________________________________________________
By typing your name on this line, it denotes an authorized signature and you fully understand
ALL Garden Grapes & Hops rules and regulations.
Print Name: __________________________________________________________________
Date: ______________________________________
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