Packet revised 2.2.2018
WELCOME
17th Annual German Christmas Market
“Weihnachtsmarkt”
Lake Mohawk Country Club, Sparta, NJ
Application for Nonprofit Organizations
*PRICING IS FOR A 3-DAY CHRISTMAS MARKET*
HOURS ON FRIDAY - MARKET OPENING NOW AT 12 NOON
SET UP INSTRUCTIONS WILL BE SENT IN OCTOBER
THURSDAY WILL BE AVAILALBLE FOR SET UP BY REQUEST ONLY
2018 marks the 17th year of our German Christmas Market. Over the past 16 years, the committee has donated over $240,000 to local charities that help our friends and neighbors in need. Our committee is an ALL-volunteer group that has worked very hard over the years to organize the German Christmas Market.
Our exciting news for 2018 is our EXPANSION. We have partnered with the Sparta Train Station located at 30 Station Road, to provide 30 indoor 10x10 vendor spaces (see map on website.) This new location will be called Santa’s Train Station. Santa's Train Station is only open two-day’s Saturday, December 1st and Sunday, December 2nd.Friday, November 30thwill be set up day. The Train Station operated as our third Park & Ride location last year. Shuttle buses will be directed to stop at Santa’s Train Station so shoppers can be dropped offpicked up and transported to the Boardwalk. Many activities are planned outside and around Santa’s Train Station including the Toy’s for Tots Train and Sparta Recreation’s Winter Festival; there will also be children’s activities and other wonderful surprises. Since this is our first year in this location, we are discounting the 10x10 spaces to $500 for the two days. An additional discount will be offered to vendors that would like multiple spaces.
Applications for nonprofit organizations are also now being accepted for the 2018 German Christmas Market. The numbers of Charitable and Not for Profit Organizations is capped to a maximum of 5, and are considered on a first come first served basis. Therefore, to be present, we encourage you to apply early and clearly describe what you intend to do in the spirit of Christmas as befitting our Market requirements. Attendance requires an activity, as donation solicitation alone will not be considered.
Your application will not be considered complete until your proof of insurance is also submitted. Proof of Insurance must be received no later than October 1, 2018. Failure to provide your proof of insurance will forfeit your application.Once your application is complete and accepted by the organizing Committee, you will be duly notified. You will be advised of your location on the Boardwalk after all applications from all vendors have been finalized. Final decision of your location on the Boardwalk is at the discretion of the committee.
If you have any questions, please contact me. We look forward to another successful year and we thank you for your interest!
Kind regards,
Stephanie Fay, Vendor Chair
Phone: 973-945-1590 Email:
Please send all paperwork to:
Lake Mohawk German Christmas Market Foundation, Inc.
Stephanie Fay, P.O. Box 392, Paupack, PA 18451
NEW: Checks made payable to: Lake Mohawk German Christmas Market Foundation, Inc. or we are accepting VISA, MasterCard or AMEX payment options. The charge to you for this convenience is an additional 3.5% processing fee.
Terms, Conditions and Agreements to Participate:
The Lake Mohawk German Christmas Market Foundation, Inc. (the Committee), is pleased that you (the vendor) wish to participate at the German Christmas Market Weihnachtsmarkt (Event) this year. This agreement is necessary to be considered during the Committee jury selection process. Once selected, this agreement will confirm your participation; it outlines the rules and regulations for this event.
- Insurance:All Vendors (except Elks Lodge vendors – see below)are required to supplya Certificate of General Liability insurancein the amount of $1,000,000 (Each Occurrence Limit) listing LakeMohawk Country Club and LMGCM Foundation, Inc., 21 The Boardwalk, Sparta, NJ 07871 as certificate holders and additional insured effective from Thursday, November 29, 2018 through to Sunday, December 2, 2018. TheInsurance certificate must be issued in your contract/business name.
Insurance for ELKS LODGE VENDORS(ONLY): are required to supply a Certificate of General Liability insurance in the amount of $1,000,000 (Each Occurrence Limit) listing Elks Lodge, 6 West Shore Trail, Sparta, NJ 07871 as certificate holder and additional insured effective from Friday, November 30th2018 through to Sunday, December 2nd 2018. TheInsurance certificate must be issued in your contract/business name.
If a certificate of insurance is not available from your insurance company, you may obtain one through Lake Mohawk Country Club Insurance Policy. Please contact Jeff London, 973-615-4043
Vendor is solely responsible and accountable for compliance with the State of New Jersey Department of Health and State of New Jersey Department of Labor rules and regulations.
- FOOD VENDORS ONLY: A change in the policy this year – we will collect your health department forms and fees, forwarding to Sparta Health Dept. and Sussex County Health Dept.
A copy of the New Jersey Board of Health form must be filled out from the Sparta Health Department (the form is attached on our website) and a fee of $15 must be included when you are submitting your vendor fees to the committee.A copy of the Sussex County Health form must be filled out (the form is attached on our website) and a fee of $25 must be included when you are submitting your vendor fees to the committee.
(These are 2017prices; please confirm 2018 pricing with Vendor Chair.) NOTE: Food vendors, who have participated in Sussex County events during 2018, please discuss prices with Sussex County Health Dept. directly (Ph: 973-579-0370) since fees may not apply for the 2018 German Christmas Market.
- Setup: Closer to the Market dates; setup instructions will be emailed to vendors. You must be setup and ready to sell 30 minutes prior to the opening of the Christmas Market each day.
- Vendor agrees to provide the following, at Vendor’s sole cost and expense, in connection with the Event:
$25 nonrefundable cleaning fee (per vendor/per location.) The maintenance and cleanliness of Vendor’s space during and after the Event is the responsibility of the Vendor. Committee shall inspect the space at the conclusion of the Event for compliance. - Electrical requirements – see separate page. ALL Boardwalk FOOD vendors must fill out this form.
- Alcohol: Vendor may not sell alcoholic beverages at the Event.
- Loss: Neither the Lake Mohawk Country Club nor the Committee can be liable for any losses or theft suffered by the Vendor in connection with the Vendor’s participation in this Event.
- Cancellation: If the Vendor cancels prior to November 1, 2018 vendor fee will be refunded. If the Vendor cancels on or after November 1, 2018, the Vendor fees will NOT be refunded. Committee retains, in its sole discretion, the right to suspend any and all operations of Vendor deemed to be unsafe, unlawful or unacceptable for any reason.
- Takedown: Vendor is required to stay until the close of the event at 9 PM on Friday and Saturday - and Sunday to leave no earlier than 5:00 PM. If you leave your space before the required times, you will NOT be allowed to return in future years.
- Sub letting: The Vendor agrees NOT to sublet any or part thereof of the space that is allocated for the duration of the event. If this is breached, the committee reserves the right to immediately remove the sublet and the committee will decide if the primary Vendor is required to immediately leave. In recognition of this breach of the Vendor agreement no event fees will be returned, and due consideration will be given to your application in future years.
- Failure to comply with points 1 – 8 may result in one and/or all of the following:
- Termination of involvement in Event, with retention, in full, of Vendor Fee and Deposit by Committee, and/or
- An additional charge, to be determined solely by Committee to the aforementioned fee. - Your signature below indicates you have fully read and accept our Terms & Conditions to participate.
Vendor Name ______Signed ______Date______
Nonprofit Application:
Package A – Boardwalk Yes, I need electrical connection
$100 weekend fee for ALL nonprofits
+
$25 Nonrefundable cleaning fee / $125
These fees ONLY apply if selling food:
Sparta Health Department Fee $15
Sussex County Health Department Fee $25 /
______
______
TOTAL DUE / $______
Print Your Name: ______Phone: (_____)______
By signing this contract, I agree to participate as a vendor in the 2018 German Christmas Market and will follow the rules and regulations contained herein. I will submit all materials required before October 1, 2018.
Signature: ______Date: ______
Organization Name*: ______
Contact Name: ______
(*Please write your organization name as you wish to have it appear on our website, advertising, program and other promotional material developed and distributed by the committee.)
Email: ______@______
Phone: (______)______Cell Phone: (______)______
Mailing address: ______
City: ______State: ______ZIP: ______
Intended activityand/orproposed product to be sold: (attach additional pages as needed)
______
Attendance requires an activity or item to be sold, as donation solicitation alone will not be considered.
Checklist:
Please check off all paperwork below before submitting your application. Any missing materials will delay our consideration, and your participation will not be confirmed.
Insurance Certificate
Terms and Conditions page read, signed and returned
Photos or link to website with photos of products and pricing
Boardwalk Food Vendor Only: Electrical form filled out
Food Vendors Only: Sparta Health Department and Sussex County Health Department forms and fees
Electrical & Propane Requirements for Boardwalk Food Vendors ONLY
Vendor Name
Location on Boardwalk (to be filled out by Vendor Chair)
Electrical Appliances you will be using (PLEASE LIST ALL)
______
______
______
IMPORTANT – What is your total watts consumption of all appliances?
______
Propane Use - a separate permit is required from Sparta Fire Marshall
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