2023 SIESTA KEY CRYSTAL CLASSIC VENDOR INFORMATION, POLICIES & DISCLAIMERS
General Info: The Siesta Key Crystal Classic is an International Master Sand Sculpting Competition & Festival managed by the Siesta Key Chamber of Commerce. The event will be held November 10-13, 2023 on beautiful Siesta Beach. www.siestakeycrystalclassic.com
FOR 2023 SITE MAP - CLICK HERE
Site Map and Vendor Village: Refer to the event site map which includes the layout of Vendor Village. Please submit 3 of your preferred vendor areas in order of preference. Space preferences will be made on a first come first serve basis. Once vendor application is submitted, check the www.siestakeycrystalclassic.com for updated vendor placement. Booth placement subject to change based on sand condition and final festival layout.
Note: Spaces SP 2 and SP 3 are for internal use and FT 1-6 are for food trailers only.
Vendor Village is open for business from 10:00 AM – 5:00 PM on Friday, November 10, through Monday, November 13, 2023. The Village is set up around the perimeter of the festival, accessible by the public and beach goers, and provides great food, unique shopping and helpful information about services. Attendees do not have to pay for entry into the Vendor Village. Food trailers will also be accessible via event entry on Saturday night until close of event at 9:00 PM.
- All merchandise and food (size, material, selling price, etc.) sold or distributed at the event are subject to approval by the Siesta Key Chamber of Commerce.
- The use of the Siesta Key Crystal Classic event name or logo on vendor merchandise is not permitted without a signed contract from the Siesta Key Chamber of Commerce. Otherwise said merchandise is subject to forfeiture.
- Distribution, layout or hanging of any items outside of the designated booth area is not permitted.
- Vendors are responsible for paying all fees, and obtaining all permits, and insurance required by federal, state and/or local government entity. The Siesta Key Chamber of Commerce is not responsible for collection or submission of any such government fees or filings.
- There will be a $250.00 charge if your booth area requires clean up after the event.
Application: All vendor applications are subject to approval. Vendors must submit a signed application, all required documentation and full payment via credit card to be considered for approval. Approved vendors will be notified to confirm participation. A wait list will be started once the Vendor Village has been sold out.
Vendor Conduct: All vendors are expected to adhere to all policy and disclaimers as presented by the Siesta Key Chamber of Commerce and must conduct themselves in a professional and courteous manner at all time. Non-compliance will result in permanent removal from the event with no fee refund. Issues and concerns are to be reported to an attendant at the Advance Pre-Paid Ticket Entrance by leaving their contact information and booth number.
Retail Vendor Spaces: All retail spaces are 10' x 10' in size and are $700. Multiple spaces may be purchased by the same vendor. All spaces are first come, first serve. Fees are payable at the time the application is filled out and submitted for approval. Vendors must provide their own equipment, tents, tables, and chairs, etc. Retail vendors must close daily at 5:00 PM in accordance with Sarasota County permitting requirements.
Food Trailers: Food Trailer spots are $800. All food trailers are located on the south side of the perimeter and will operate from 10 AM - 5 PM on Friday, Sunday, Monday and 10 AM to 9 PM on Saturday. Application approval is pending prior review of set up and food list with pictures. Food vendors must provide an all-inclusive trailer and 4-wheel drive truck to pull the trailer out to the hard packed ground area. (See layout – designated food trailer spaces, FT 1-6). Food service must take place from the trailer - service or tents outside of the trailer will not be permitted. Electrical connection will not be available. Food trailers are responsible for their own gray water and must discharge off site. Please see application for details. We cannot accept food trucks.
Vendor Check-In & Set-Up: Pre-assigned vendor check-in and set-up is scheduled on Thursday, November 9th. Once approved please watch your email for your scheduled arrival/unload time. If you do not have a submitted application, you will be unable to unload and enter the vendor area. All retail vendors are transported out to the sand to their space via personnel authorized to operate ATVs, trucks and trailers but vendors must have their own labor on hand to assist and move heavy equipment. All food trailers must be pulled by a 4-wheel drive vehicle to their spot. The food trailers are stationed on hard packed earth but must drive through sand to get there.
Vendor Wristbands and Parking Passes: Applicable wristbands and parking passes provided onsite at check-in. All vendors will receive 4 wristbands for the event per booth space purchased. The first 25 vendors to register will also receive 1 reserved parking pass for 1 space in the reserved lot (no trailer parking allowed). No exceptions will be permitted as reserved space is extremely limited. Reserved parking will be allocated on a first come, first serve basis as we will not have availability for all vendor vehicles.
Supply Restock and Ice: Every morning, authorized service to your space to bring out additional inventory will be provided between 8:00 AM and 9:30 AM. After 9:30 AM, you will need to transport your own items on and off the beach by hand since ATVs and other vehicles cannot run during festival hours. Exception to this rule are food vendors who will service their own trailers. Ice will be available for purchase prior to 10:00 AM for $5.00 per 20 lb. bag.
Load Out: A limited number of vendors can be assisted off the sand beginning at 3:00 PM on Monday, if needed, on a first come, first served basis. Booth number must be given to a known designated event representative after the vendor is completely broken down and ready to go. If you prefer to remain open until the event closes at 5:00 PM you may do so. Vendors will not have assistance to leave the beach prior to Monday, November 13, by order of our permit requirements.
Security: Booths must be staffed at all time during the event hours. Security will be provided during the event and overnight but the Siesta Key Chamber of Commerce will not be responsible for any loss or issues that may occur.
Cancellation by Vendor: Vendor space is not confirmed until your payment has been received. Should a vendor cancel their participation and booth space, the vendor fee is non-refundable on or after October 1, 2023, unless an approved replacement vendor is secured.
Acts of Nature – Event Cancellation and Refund Policy: There is no contingency plan or alternate day to reschedule the event. If, due to acts beyond the control of the Producer (Siesta Key Chamber of Commerce), conditions (such as wind, rain, hurricane, fire, pandemic, etc.) make it impracticable or dangerous to continue to operate the event, producer, sponsor, or public safety officials have the right to cancel any portion of or the entire event. Should full event cancellation occur prior to the event start date, one-half of the vendor fee collected by the Producer, would be refunded to the vendor.
Insurance Policy Information: All vendors must present a fully executed insurance policy no later than October 1, 2023 in order to participate in the 2023 Siesta Key Crystal Classic as a vendor.
Vendor Liability Certificate of Insurance: All vendors are required to submit a copy of current liability insurance, listing the Siesta Key Chamber of Commerce, and Sarasota County FL. Government as additionally insured.
In the “Description of Operations/Special Provisions” section: Sarasota County Government, and Siesta Key Chamber of Commerce, shall be named as an additionally insured, as their interests may appear on all polices except Professional Liability and Workers’ Compensation. Waiver of subrogation in favor of Sarasota County Government on all policies except Professional Liability and Workers’ Compensation.
In the “Certificate Holder” section add in the following:
- Sarasota County Government, Attn: Risk Management, 1660 Ringling Blvd., 3rd Floor, Sarasota, Fl., 34236.
- Siesta Key Chamber of Commerce, 5114 Ocean Boulevard, Sarasota, FL 34242
The County requires a minimum of $500,000 per occurrence General Liability including Products and $500,000 per accident auto liability. Vendors do not have to provide Workers’ Compensation nor umbrella.
Vendor(s) agrees that it shall indemnify, defend and hold harmless the Siesta Key Chamber of Commerce, its officers, volunteers, directors, agents, successors and assigns from and against any and all losses, costs, claims, damages and expenses (including attorney’s fees) arising from or related to vendor(s) actions, business activity, booth, advertising or otherwise arising from or related to vendor’s participation in the subject event. In addition, it will further hold harmless the above from any and all losses, direct or consequential, arising from or related to cancellation, postponement, delay or rescheduling of the subject event, regardless of cause.
Please contact Marisa Merlino, Promotion and Event Manager, at events@siestakeychamber.com or 941-349-3800 for more information.
CLICK HERE TO DOWNLOAD A COPY OF THE VENDOR INFO, POLICY & DISCLAIMER DOCUMENT
