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Cowboy Festival Vendor Application

VENDOR INFORMATION
The 2023 Empire Ranch Cowboy Festival is a wonderful Western Heritage Event held on the beautiful Empire Ranch! The Festival features western demonstrations of all kinds, family activities, music, food and fun for everyone! It is a free, family-oriented event that is open to the public. We will have 2000+ people visiting us!

We welcome applications from vendors that provide western-oriented goods and services. Applications from political groups or political candidates are not accepted. The Empire Ranch Foundation reserves the right to refuse vendor applications deemed not suitable for the intended audience of the Cowboy Festival.

Food truck vendors providing full meals for attendees at the 2023 Cowboy Festival must use the separate Food Truck vendor application.

Dates/Times: November 4th, 5th, 2023, 10 am-4 pm

Admission: $20 parking donation requested

Location: Historic Empire Ranch, E Empire Ranch Rd, Las Cienegas National Conservation Area, Sonoita, AZ

Festival Details: The Festival introduces hundreds of people to the Cowboy way of life through horse and cattle demonstrations, blacksmithing, branding (wood not animals), music, Cowboy Conversations, exhibits, non-profit partners, great food, and more.

Application Dates: May 2023 to October 15th, 2023

Insurance: All vendors are required to carry individual liability insurance for $1,000,000 covering the vendor. Proof of coverage may be requested prior to the Festival.

Space Details & Fees: $100 Early Bird Registration. September 1, 2023 goes to $125 Vendor fee includes a 10 x 10 single booth space. If you would like a 20 x 20 space the fee is $200, after September 1st it will be $250 Fee due upon receipt of application.

Parking: Overnight parking is available. There are no hook-ups available onsite. Click here for more information. Vendors will be required to move their vehicles to the Vendor Parking area after they unload.

Tent and Space Requirements: All tents must be commercially made (no tarps allowed). All vendors are required to have their canopies sufficiently and safely anchored to the ground or with weights (40#per leg) the entire time the canopy is set up. All Vendors must maintain a sanitary and professionally managed space for the duration of the Festival. No vendor may “pack up and leave” until 4 pm, November 6, 2022. Most spaces, unless otherwise requested, are 10 x 10.

Event setup: Vendors may check in and set up between the following hours: Friday, Nov. 3rd between 12 pm and 4 pm, or Saturday, Nov. 4th before 8 am. No parking will be allowed on Ranch grounds – all vendors must move cars to approved parking area.

Information Packet: A welcome packet with event details will be mailed or emailed to each vendor with the acceptance notification upon receipt of application and payment.

Cowboy Festival Vendor Application

"*" indicates required fields

Business Name*

Contact Name*

First Last

Cell Phone #*

Business Phone #*

Business Address*

Street Address Address Line 2 City State ZIP Code

Email*

Website

Please provide a short description of the products you sell.*

Product Photo

Please upload a photo of your products.

Max. file size: 32 MB.

Booth Photo

Please upload a photo of your booth.

Max. file size: 32 MB.

Booth Space Selection*

Single Booth Space - $100.00

Double Booth Space - $200.00

What date will you be Checking in and Setting up?*

Friday, November 3rd between 12pm - 4 pm

Saturday, November 4th before 8 am

Space Requests

Do you have any special needs or requests?

Handicap Parking (Handicap parking is located off Festival Grounds, transportation to booth space can be provided)

Trailer type Booth Parking

Other

If other:

**Please note**

Space assignments will NOT be given over the phone, or prior to day of check in. Space assignments will be mailed with the Welcome Packet once registration is received. Requests are considered, but not guaranteed.

Payment Information

Cancellations will be refunded only if notified 30 days in advance.

Your application will not be considered without payment of the vendor fee. No refunds will be given for no-shows.

Total

Credit Card

American Express

Discover

MasterCard

Visa

Card Number

Expiration Date

Security Code Cardholder Name

Rules and Regulations

Application and participation constitutes agreement and acceptance of these policies as well as any additional instructions governing the Empire Ranch Cowboy Festival.

Signature Required in the Box Below*

VENDOR WELCOME PACKET: Vendor welcome packets will be emailed or mailed to you up receipt of application and payment.

BOOTH ASSIGNMENTS will NOT be given to the vendor in advance. All Space Assignments will be with the Welcome Packet once application and payment have been received.

CANCELLATIONS & REFUNDS: No refund will be given for no shows. Cancellations will be refunded if notified 30 days in advance.

ARRIVAL: Vendors should arrive on time to the Festival allowing for adequate time to unload and set up their materials. The Empire Ranch Foundation does NOT provide set up, unloading or loading assistance for exhibitors.

PROFESSIONAL BEHAVIOR: Intoxication is intolerable. No liquor, smoking or drugs should be in evidence at ANYTIME. Inappropriate and/or foul language will not be tolerated. If your behavior is deemed unruly at any time during the Festival, we reserve the right to expel you from the Festival and refuse your participation in any future festival. A refund will not be given in the event of disqualification due to unruly behavior.

PARKING: Vendors must park their vehicle during Festival hours in the designated VENDOR PARKING area. Parking within festival grounds is available only during loading/unloading.

BOOTH SPACE: Display areas should be kept neat and attractive to visitors at all times. Vendors are liable for their own trash within their allotted space prior to, during and following the Festival.

SPECIAL REQUESTS: (e.g. location, proximity to other exhibitors, etc.) should be made on this application, but are not guaranteed or implied. Exhibitors do not have exclusivity of any one product type.

SECURITY: The Ranch grounds will be monitored by security services overnight. The Empire Ranch Foundation and the BLM are not liable for damage, theft or other destruction of vendor display, product or bodily harm.

Accepted and Agreed:

Release and Hold Harmless

Signature Required in the Box Below*

The Empire Ranch Foundation (ERF) partners with the Bureau of Land Management (BLM) to host the annual ERF Cowboy Festival event. Vendors are invited to participate in the Cowboy Festival event at their own risk.

The Vendor shall assume all risk, liability and responsibility for the following, including but not limited to:

Vendor’s vehicles, trailers, equipment, structures, food and merchandise.
The delivery of, dismantling of and removing of any and all of the Vendor’s personal property.
The location of the Vendor booth/space.

Vendor understand that any deviance from this Vendor Application package will result in termination of their participation in the Festival.

Vendor understands that if weather, other acts of nature, or other reasons beyond the control of the Vendor, ERF or BLM causes the event’s cancellation, Vendor will be entitled to a refund of their entry fee(s), but ERF/BLM is under no obligation to re-schedule the event and the Vendor hereby holds ERF/BLM harmless for failure of this event to take place.

By signing below, Vendor understands and agrees to:

Comply with all Pima County Department of Environmental Health requirements.
Comply with all current Center for Disease Control (CDC) COVID 19 safety requirements.
Maintain a sanitary, clean, professionally managed booth throughout the duration of the Festival.
Comply with the requirement to have a valid liability insurance policy ($1 million in coverage).
To allow images included in this application as well as any pictures of me, my booth and/or merchandise taken at the Festival to be used in promotional materials or published advertising as the discretion of the ERF.

By signing below, Vendor agrees to hold the Empire Ranch Foundation and the Bureau of Land Management, their agents, employees, volunteers and servants harmless from any and all responsibility and/or liability in connection with the above, including but not limited to costs and attorney’s fees resulting from any and all actions or claims by the Vendor or damages to persons or property from any source as a result of Vendor’s participation in the Cowboy Festival event.

This Release and Hold Harmless shall remain in full force and affect for the entire time the Vendor is on the ERF/BLM property and shall terminate only when Vendor, together with all of their personal property and possessions has completely vacated the ERF/BLM property.

Accepted and Agreed:

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