2024 Vendor Information

Dear Friends:

The 2024 Colorado Scottish Festival will be held at the Denver Polo Club, 6359 Airport Road, Sedalia, Colorado 80135

We are welcoming applications for Vendor booth space. Please understand that we cannot guarantee booth space to all who apply.

Application DEADLINE: June 30, 2024

ELIGIBILITY
To be eligible to be a vendor at the Colorado Scottish Festival, you must sell merchandise from or representative of the British Isles, Scotland, Ireland, England, or Wales.

BOOTH INFORMATION AND FEES
Information
Your booth must be open during the entire Festival. You may choose to remain open during the Saturday evening concert at your discretion.
• Saturday: 9:00am to 5:00pm (Concert until 9:00pm. Festival grounds close 9:30pm)
•   Sunday: 9:00am to 4:00pm

Your tent should have a good roof and frame that can withstand wind, rain, hail, and other inclement weather as the Front Range weather in Colorado can be fickle!

Booth Fees:

Fees for Open Space Using Your Own Tent

Merchandise

Food

10’ x 10’ Open Space (100 square feet)

$140.00

 

10’ x 20’ Open Space (200 square feet)

$280.00

$400.00

20’ x 20’ Open Space (400 square feet)

$560.00

$700.00

 Electricity Options: There is no electricity available for vendors.  If you need power for your booth, you may bring your own generator.

INSURANCE
EVERY VENDOR MUST SUBMIT a Certificate of Liability Insurance with the Colorado Scottish Festival listed as an Additional Insured. This certificate should be submitted with your payment and signed Vendor Agreement and absolutely MUST be in my hands by Monday, July 15, 2024 or you will not be permitted to set up on the Festival grounds.

Click here for Required liability insurance with ACT (Artists, Crafters and Tradesman) Insurance. Enter code CSF2024 for a $5 DISCOUNT.

Click here for Required liability insurance with ACT if you are a food truck or other food provider.  Enter code CSF2024 for a $5 DISCOUNT.

LIABILITY
While the Festival grounds will be patrolled at night, Vendor accepts responsibility for all lost or stolen merchandise or equipment.

Vendor accepts all responsibility, liability, and costs for any damage to booth, to customers, to the Festival, to the Denver Polo Club and to the environment.

TAXES
The sales tax rate iis 4.00%. (Colorado Sales Tax, 2.90%; Douglas County, 1.00%; SCFD, 0.10%; Sedalia, 0.00%)  All vendors are responsible for filing and submitting their own sales tax returns and payments.

FOOD VENDOR REQUIREMENTS
Mobile Food Vendors (food trucks, trailers, and carts) will need to be licensed for 2024 by a health department located in Colorado. 

NOTE: Mobile licenses issued by the Denver County Public Health Department are not accepted by Douglas County Health Department. The Denver County Health Department was created before the Colorado State Health Department and have their own rules and regulations that they follow.

Everybody else follows the same regulations , so if  you are approved anywhere else in Colorado, those licenses will be honored  in Douglas County. You will need to provide a copy of your retail food license prior to operating.

A new license for a food truck is $270 for prepackaged, non-hazardous food or $385 for full food service.

 Special Event Food Vendors (think tabletops and tents)  need to be licensed by the Douglas County Health Department prior to operating at an event in Douglas County. No other county licenses will be accepted. You will need to be licensed by Douglas County Health Department. 

A new license for a special event food vendor is $165.

More information can be found on the Douglas County Colorado website here.

If you are already properly licensed, please upload a copy of your current Colorado license.

PAYMENT DEADLINE

The ENTIRE payment due (including charges for additional equipment) along with the signed Vendor Agreement and Proof of Liability Insurance must be received no later than Sunday, June 30, 2024

CANCELLATIONS
Cancellations are to be sent to Erika Bathke in writing either via Email to [email protected] or U.S. Postal Service and must be received by prior to July 1, 2023, for a full refund of money you’ve already paid. Cancellations received by June 30, 2023 will be refunded 50%. Cancellations received after July 1, 2023 will not be refunded.

FINAL EVENT DETAILS
Final event details and instructions will be emailed the week before the Festival.

SET-UP
Set-up on Friday, August 2, 2024 will be from 9:00am to 5:00pm. You may also set up on Saturday morning beginning at 6:00am. I will be at the Festival site between 9:00am and 5:00pm on Friday and beginning at 7:00am on Saturday. All set up must be completed, and your vehicle parked in a designated Vendor parking area, by 8:00am on Saturday morning.

We strongly encourage you to set up on Friday as things are very hectic and congested on Saturday morning and the Festival venue is very compact.

VEHICLES
Vendor vehicles may be temporarily parked in your booth area for unloading and reloading. Once you’ve unloaded you’ll be directed to park your vehicle in general festival parking.

PETS
ONLY DBI REGISTERED DOGS ARE ALLOWED at the festival. DBI rules and registration information can be found HERE.

QUESTIONS
Please direct all inquiries to: [email protected] or by calling
Meg Stern                                             or                                Erika Bathke
720-454-4103                                                                           303-507-0139

We encourage you to read through this packet and complete the attached Registration Form as soon as possible to reserve space for the 2024 Festival. The deadline for registration is June 30, 2024. Registrations and additions/changes received after that time will be subject to a 20% late fee. Please understand that due to limited space we cannot guarantee booth space to all who apply.

We look forward to your participation in the success of the 60th Annual Colorado Scottish Festival!

A downloadable copy of the application can be found here

2024 Consolidated Vendor Information and Registration Packet.pdf


Vendor Application Form

Type of Set Up
Vendors will be expected to provide their own tent. The Festival will not provide tent rentals.

Special Needs:

EVERY VENDOR MUST SUBMIT a Certificate of Liability Insurance with the Colorado Scottish Festival listed as an Additional Insured. This certificate should be submitted with your payment and signed Vendor Agreement and absolutely MUST be in my hands by Monday, July 1, 2024 or you will not be permitted to set up on the Festival grounds.

2024 Vendor Agreement

In consideration of the total amount paid upon registration approval, the St. Andrew Society of Colorado/Colorado Scottish Festival (“Lessor”) hereby agrees to lease to Lessee, certain space located at The Denver Polo Club (“the Space”), set aside for vendors of the Colorado Scottish Festival (“the Festival”). Lessee’s sole purpose of leasing the Space is to purvey merchandise and/or services. The term of the lease shall be from 9:00 a.m. MDT on Friday, August 2, through 4:00 p.m. MDT on Sunday, August 4, 2024.

It is understood and agreed that the Space leased by Lessee shall be occupied only by Lessee. Lessee may not sublet any portion of the Space leased to Lessee.

It is also understood and agreed that Lessee’s status is that of an independent contractor, not that of an agent, employee, volunteer or member of Lessor.

Lessor will describe more fully to Lessee the Space to be provided to Lessee on or before Friday, August 5, 2023. All property in conjunction with the Space, with the exception of fixtures leased to Lessee by Lessor, is deemed to be in the care, custody and control of Lessee. Lessee must return leased fixtures to Lessor in the condition issued, less normal wear and tear.

As a condition of this Agreement, Lessee agrees to indemnify and hold harmless Lessor, its officers, members, agents and sponsors from any and all loss and damage, including, but not limited to: 1) claims or suits for damages of any kind, including judgments and defense costs; and 2) damages to property, real or personal, arising out of Lessee’s concession or involvement in the Festival.

Lessee further agrees to obtain from the local authorities all necessary permits and licenses required for the operation of Lessee’s concession at the Festival.

Lessee may cancel reservation by notifying Lessor of such cancellation in writing. Notification received on or before July 1, 2024 will result in a full refund of money paid. Notification received on or before July 15, 2024, will result in a fifty percent (50%) refund. Cancellations received after July 15, 2024, will not be refunded.

Signed in understanding and agreement with the above:
ONCE ACCEPTED INTO THE COLORADO SCOTTISH FESTIVAL, I AGREE:
A. To hereby release and forever discharge Colorado Scottish Festival, The Denver Polo Club and its officers and agents.
All sponsoring organizations, and their directors, officers, employees, agents and volunteers from any responsibility,
personal liability, claims, loss or damages arising out of or in conjunction with my application and participation in the
Colorado Scottish Festival. the Colorado Scottish Festival will not be responsible for any injury sustained by artists,
vendors or guests while within space designated for the aforementioned, including the sale of all products or services
occurring at such booth space. I agree to pay for all damages that may have been caused as a result of the operation of my
booth, sale of my products or of any of my other actions at the Colorado Scottish Festival. I further agree to store my
products, merchandise, and/or art at my own risk without exception or limitations.
B. To supply my own tent(s) along with all necessary equipment and tables and chairs for my products.
C. To comply with all representations of this application and with all of the conditions and deadline set forth in the
informational letter sent me upon acceptance into the Colorado Scottish Festival. I Further agree that if I do not comply
with such representations or conditions, nor meet all requirements, I may not be allowed to operate that day of the Festival
and I would forfeit all entry fees.
D. To attach a certificate of insurance representing a minimum of $1,000,000 liability or to complete an indemnity form
releasing City of Edgewater and the Colorado Scottish Festival.
E. To leave my space as I found it, properly disposing of trash and all waste products within the components made
available by the Colorado Scottish Festival and removing all my equipment in a timely manner at the conclusion of the
Festival. I agree to pay for any expenses that Colorado Scottish Festival may have incurred as a result of my not fully
cooperating with the Festival organizers. Minimum fee incurred for non-compliance is $500.
 F. To use my best efforts to present high quality products and services and to cooperate with Festival organizers in
assuring the Colorado Scottish Festival will be the best possible.
G. Should an Act of God/terrorism/Mother Nature/or Community Disaster occur, Colorado Scottish Festival staff will
make all decisions regarding the Festival based on safety first. Colorado Scottish Festival cannot accept the risk of disaster
for everyone. Each participant and vendor needs to accept the risk of his or her entry fee. There will be NO REFUNDS.
The money paid is spent developing the event. Colorado Scottish Festival does not save money if you do not participate in
the event. Colorado Scottish Festival has ordered and is liable for every supply, rental and services needed for the event,
regardless of the outcome. These costs include but are not limited to paying for marketing, entertainments, permits, event
staff, offices and administration costs all year.
 I have read, understand and will comply with all rules and regulations as outlined in this application.

Sponsoring Vendor

  • 10x10 Open Space

    100 square feet
    Preferred location

    Price $500.00

  • 10x20 Open Space

    200 square feet
    Preferred location

    Price $850.00

Merchandise Vendor

  • 10x10 Open Space

    100 square feet

    Price $140.00

  • 10x20 Open Space

    200 square feet

    Price $280.00

  • 20x20 Open Space

    400 square feet

    Price $560.00

Food Vendor

  • 10x20 Food Vendor

    200 square foot food space

    Price $400.00

  • 20x20 Food Vendor

    400 square foot food space

    Price $700.00

Your card will not be charged. This is a pre-registration to reserve your spot until your payment is processed in the future. By completing this page, you agree that this payment information will be used to process your payment for the full amount at the proper time.

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