Ends on March 11, 2019

$15.00 USD

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Baltimore Book Festival / Light City 2019: Exhibitor Application 

IMPORTANT DATES

  • January 9, 2019 – ALL applications open at https://promotionandarts.submittable.com/submit
  • February 24, 2019 – last day to receive early-bird application fee
  • March 11, 2019 – application closes at 11:59 PM EST
  • March 28, 2019 – on or before this date, notifications will be sent about applicant status
  • May 31, 2019 – last day to pay
  • June 3, 2019 – Booking deadline for the festival
  • September 2, 2019 – September 6, 2019 – Booth locations and Exhibitor Guidelines sent out during this week
  • November 1 – November 3, 2019 – Baltimore Book Festival, 12pm - 10pm
  • November 1 – November 10, 2019 – Light City 2019

GENERAL INFORMATION

New for this year:

  • Date change: This year’s festival dates are November 1-3, 2019 (the first weekend of Light City)
  • Single-Day Tablers Name and Location Change: Single-Day Tablers are will now be known as 1-Day Exhibitors! There is no longer a Tablers Pavilion on Bicentennial Plaza. Each 1-Day Exhibitor will receive a 10’x10’ exhibit space around the festival footprint on the promenade in the middle of the action!
  • Timeline: Please see the above timeline for all changes to dates and deadlines. Please note that all of this year’s festival deadlines are significantly earlier in the year. Note: There are a LIMITED number of these spaces available!
  • Exhibitor Exhancements: Coming soon in the Spring of 2019!

Who can be an Exhibitor? (1-Day or 3-Day)

  • Authors/Booksellers/Publishers
  • Zines/Small Press
  • Educational Institution promoting literary arts
  • Sellers of literary/book-themed products such as journals, pens, jewelry, clothing, stationary, e-readers, etc.
  • Those promoting a literary-oriented event or resource
  • An attraction with a literary connection (or related book)
  • Non-Profit or Cultural Organization: if your organization is not literary in nature, you must propose a STRONG book-themed element as part of your display

Please note: 1-Day Exhibitors participate for a single day during the festival; Friday, Saturday, OR Sunday, from 12pm – 10pm. 3-Day Exhibitors participate for ALL THREE [3] DAYS OF THE FESTIVAL, from 12pm - 10pm. 

WHAT IS INCLUDED IN THE STANDARD (1-DAY OR 3-DAY) EXHIBITOR PACKAGE

  • Festival-provided tent (10’ x 10’)
  • [1] 6' table per 10’ x 10’ of space
    • [2] chairs per 10’ x 10’ of space
  • Exhibitor sign
  • 24-hour roaming security
  • Listing in the event program, website and Press Kit
  • A comprehensive exhibitor guide (emailed pre-festival)
  • Please note: The Festival does NOT provide parking, but will supply a list of area garages to selected exhibitors. Spaces can be reserved in advance by visiting http://www.baltimoreparking.com

EXHIBITOR GUIDELINES:

  • Cancellations: If an Exhibitor cancels before August 9, 2019, the Baltimore Office of Promotion & The Arts will refund the Exhibitor 50% of the booth fee.
  • Refunds: After August 9, 2019, refunds for application fees, equipment fees, etc. are not issued.
  • Please note: All spaces will be sold on a first come, first served basis. Each exhibitor will be responsible for visiting the payment website to secure their space. When all spaces are sold out, any spaces that may be added are at the discretion of Festival management.
  • Stand-alone pop-up tents/extra tables are prohibited.
  • Unauthorized/unapproved use of any festival space is prohibited.
  • Exhibitor set-up is confined to the purchased tent space footprint.
  • Storage areas located behind or outside the tent footprint is prohibited.
  • No sound systems in tents. 
  • Participants agree that Baltimore Book Festival shall  have the right to reproduce digital images or the reproductions of  selected artwork for publicity or marketing purposes.
  • Exhibitors must keep their space open all hours of the  festival, rain or shine.
    • 1-Day Exhibitors must have their tents open from 12pm – 10pm on their designated day.
    • 3-Day Exhibitors must have their tents open all three days of the festival from 12pm – 10pm each day.
  • 80% of materials displayed, sold and distributed must be related to the literary arts.
  • Exhibitors may not re-sell, share with an unaccepted exhibitor or sublet any portion of their space – unless approved by the festival director. This includes media partners, corporate sponsors, and any/all third-parties. Violations will result in expulsion from the festival, with no refund.
  • Exhibitors are required close their tent walls each night. We will have festival staff      available to assist with closing tent walls at the end of each night of the festival. Exhibitors are permitted to keep their display and artwork in their space overnight at their own discretion
  • Exhibitors violating the rules of this show or who fail to cooperate with the Festival Staff will not be permitted to exhibit. The show will be monitored for misrepresentation and we reserve the right to remove any questionable, non-approved items from the show.

FEES:

Application Fee: 

  • $15 (includes Submittable Service Charge)

*The application fee is non-refundable*

Equipment Fees:

Please note: 1-Day Exhibitors may only rent one [1] 10’ x 10’space for one day. In order to exhibit for multiple days, you MUST purchase the 3-Day Exhibitor Standard Package

Friday 1-Day Exhibitor: $150

  • Standard (10’ x 10’ x 7’) Festival-provided tent
  • [1] 6 foot table
  • [2] chairs

Saturday 1-Day Exhibitor: $250

  • Standard (10’ x 10’ x 7’) Festival-provided tent
  • [1] 6 foot table
  • [2] chairs

Sunday 1-Day Exhibitor: $200

  • Standard (10’ x 10’ x 7’) Festival-provided tent
  • [1] 6 foot table
  • [2] chairs

3-Day Exhibitors: $600

  • Standard (10’ x 10’ x 7’) Festival-provided tent
    • [1] 6 foot  table per 10’ x 10’ of space
    • [2] chairs per  10’ x 10’of space


Standard Exhibitor Package includes:

  • [1] Exhibitor sign per 10’ x 10’ of space
  • [2] Exhibitor Credentials
  • 24-hour roaming security
  • Listing in the event program, website and Press Kit
  • A comprehensive exhibitor guide (emailed pre-festival)
  • Commemorative item for that year’s festival

Please note: The Festival does NOT provide parking, but will supply a list of area garages to selected exhibitors. Spaces should be reserved in advance.

Distribution of spaces are at the discretion of Festival Staff.


Your Space At The Festival

  • You must be open by noon (12pm) each day and remain open until the festival closes each day at 10pm. 
  • Display: Your materials must fit into the space you reserved, and be designed to separate you from your neighbors. The tents are of a number of different styles (such as 10x10, 10x20, 10x30, etc.) with most being larger tents shared by two or more exhibitors. 
  • Electricity: You will have access to 20 amps of electricity per 10’x10’ space. Bring a heavy-duty outdoor extension cord of at least 25 feet in order to access electricity      for your booth. The festival will not have extension cords to borrow, rent or purchase.
  • Lighting: The Baltimore Book Festival provides 1-2 lights per tent only. You will need to plug the lights into the electrical box behind your tent and then turn them on. You may want to bring supplementary lighting for your display. 
  • Signage: The Baltimore Book Festival does provide individual signage for each exhibitor. You may bring signage and other printed collateral material.
  • Wi-Fi internet is not guaranteed to be available to collect payments. Please be prepared to useanother method to collect payments that does not require Wi-Fi access.

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FOR FURTHER QUESTIONS PLEASE CONTACT: 

Kyree Jones | Festivals Coordinator 

Baltimore Office of Promotion & The Arts 

Phone: (410) 752-8632 

E-mail Address: KJones@PROMOTIONandARTs.org

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PLEASE NOTE: Media and corporate/commercial space is reserved for corporate sponsors/media outlets. Through their generosity, we are able to keep the Baltimore Book Festival free and open to the public. What constitutes "corporate/commercial space" or "Media Space" is at the discretion of the Baltimore Office of Promotion & The Arts. If you are interested in becoming a festival sponsor, please contact Jessica Abel at 410-752-8632 or email JAbel@PROMOTIONandARTS.org.

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Legal Agreement: 

BALTIMORE BOOK FESTIVAL 2019 PARTICIPANT - TERMS AND CONDITIONS 

These are the terms (the “Agreement”) that govern your attendance at and/or participation in the Baltimore Book Festival 2019 Event (the “Event”). By participating in the Event you (the “Participant”) agree to the following terms and conditions outlined below. 

1. Event Related Requirements. Participant will comply with all Baltimore Book Festival 2019 (the “Event”) -related guidelines and requirements as specified by the Baltimore Office of Promotion & The Arts, Inc. (BOPA). 

2. Exhibitor Space Regulations Participant may not re-sell, share or sub-let any portion of its exhibitor space to a third party. Failure to adhere to this term constitutes a breach of this agreement and will result in removal of the third party’s on-site presence at the Event. Unless prior approval has been obtained from BOPA, Participant may not play music or use amplified sound. 

3. Intellectual Property. Participant acknowledges and agrees that: (i) BOPA’s logos, trade names trademarks and service marks, e.g., Baltimore Book Festival (collectively “Marks”) are and shall remain the sole property of BOPA, (ii) nothing in this Agreement shall confer in Participant any right of ownership in BOPA’s Marks, and (iii) Participant shall not now or in the future contest the validity of the BOPA’s Marks. 

4. Assignment. Participant may not delegate his or her obligations hereunder, or assign this Agreement to any other person without the prior written consent of BOPA. 

5. Independent Contractor. Participant is an independent contractor and has no employee, partnership, co-venture, agent or other such relationship with BOPA, the Event, or the Mayor and City Council of Baltimore. 

6. Termination. Should the Participant fail to fulfill any of its obligations BOPA may, in addition to its other rights and remedies, in its sole discretion, terminate Participant’s participation in the Event upon written notice to Participant. 

7. Indemnification. Participant agrees to indemnify, defend and hold harmless the BOPA, the Baltimore Festival of the Arts, Inc. (BFAI), the Mayor and City Council of Baltimore, its elected/appointed officials, employees, agents, and volunteers from any and all claims, demands, suits, and actions including attorney’s fees and court costs, connected therewith, brought against BOPA, BFAI, the Mayor and City Council of Baltimore, its elected/appointed officials, employees, agents, and volunteers relating to or arising as a result of any direct or indirect, willful, or negligent act or omission of the Participant, its employees, agents, or volunteers, EXCEPT for activities caused by the sole gross negligence of BOPA, BFAI, the City, its elected/appointed officials, employees, agents, and volunteers arising out of, relating to or resulting from participation in the Event. 

8. Limited Liability. BOPA, BFAI, the Event sponsors, and the employees, representatives and agents of each shall not be liable for any claims, liabilities, costs and charges (including attorneys’ fees and costs) for injury, loss or damage to property or persons (including death) arising out of Participant’s activities in connection with the Event.

9. Non-Waiver. Waiver of any term of this Term and Conditions or failure of BOPA to terminate this Agreement on account of any breach by Participant shall not be deemed a waiver of BOPA’s rights to subsequently enforce any term or to terminate this Agreement by reason of any subsequent breach by Participant.

10. Insurance. The Participant is solely responsible for securing appropriate insurance to cover his/her operations, including storage at an on-site location if provided by BOPA in such amounts, as participant may deem necessary. BOPA; the Mayor and City Council of Baltimore; and BFAI have no responsibility for any damage or loss of property of the Participant. Participants who do not carry a business Insurance policy, are encouraged to consider a one (1) day or multi-day event insurance for purposes of performing at the Event, which can be obtained from a qualified insurance company.

11. Severable. Each provision of this Agreement shall be deemed to be a separate, severable, and independently enforceable provision. The invalidity or breach of any provision shall not cause the invalidity or breach of the remaining provisions or of the agreement, which shall remain in full force and effect.

12. Force Majeure: Notwithstanding any other provision of this Agreement, in the event that the performance of any obligation under this Agreement by either party is prevented due to acts of God, or any government restriction, wars, hostilities, blockades, civil disturbances, revolutions, strikes, terrorist attacks, lockouts, or any other cause beyond the reasonable control of a party, such party shall not be responsible to the other party for failure or delay in performance of its obligations under this Agreement. Each party shall promptly notify the other party of such force majeure condition and efforts will be made by both parties to reschedule the Event at a mutually convenient time, with the same terms as stated in this Agreement. The Baltimore Book Festival takes place rain or shine; however in the case of dangerously inclement weather, BFAI reserves the right to close the Event, which is a force majeure condition.

13. Further Assurances. Participant, upon notice from BOPA, shall sign, or caused to be signed all further documents, do, or cause to be done, all further acts and provide all assurances as may reasonably be necessary or desirable to give effect to the terms of this Agreement.

14. Taxes. Participant shall be responsible for all taxes, fees and assessments required by any applicable federal, state or local law in connection with participation in the Event.

15. Maryland Law. This Agreement shall in all respects be construed in accordance with and governed by the laws of the State of Maryland and subject to the jurisdiction of its courts. Furthermore, the parties agree that any suits or actions brought by either party against the other shall be in a court of competent jurisdiction in Baltimore City. 

16. Applications will ONLY be accepted through this form. Absolutely no paper applications will be accepted.

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