The Mid‐Atlantic Jazz Festival (MAJF) and its producer, The Jazz Academy of Music, Inc. (JAM) will accept vendor applications beginning October 15, 2015. The MAJF will take place February 12, 13, and 14, concluding on February 15, 2016 at the Hilton Washington, DC/Rockville Hotel & Executive Meeting Center (formerly the Doubletree), located at 1750 Rockville Pike, Rockville, Maryland. Vendor days are February 12, 13, and 14 of the MAJF.
In our continuing efforts to make the MAJF experience as rewarding as possible for both vendors and attendees, this year we are designating two vendor categories: General Merchandise/Product vendors and Art vendors. We have thirty-three (33) stations, five (5) of which are economy stations along the education hallway.
2016 Please insure that the MAJF office has your 200 character description for the program.
Vendors must commit to exhibit for the entire Festival term. All stations receive ample exposure due to their proximity to higher traffic areas of the Festival, so, the basic station fee is $400. The five (5) Economy stations that are along the Education Hallway are $350. The station types are detailed on the attached Festival layout plan. The participation fee must be included with the application in order for the vendor location to be held pending processing and consideration of the application.
The fee includes one (1) 29″ width x 6′ length table and 2 chairs.
HOTEL REQUIREMENT—PLEASE NOTE
Electrical services, internet, telephone connections etc., must be arranged through the hotel. After your vendor application has been accepted, if you need this type of support, please contact the Hilton Hotel at 301-468-1100 and ask for the Convention Services Department. Indicate that you will be vending at the 2016 Mid-Atlantic Jazz Festival and discuss your requirements with the hotel representatives. Please note that fees may apply.
SPECIAL INSTRUCTIONS AND EXCLUSIONS:
Product/Merchandise and Art Vendors cannot sell food or beverages of any sort.
Vendors are required to maintain a staff person at their space at all times during the open hours of the vendor area of the event. These hours are from set‐up to 10:00 p.m. on Friday, February 12th, and 10:00 a.m. to 10:00 p.m. on Saturday and Sunday, February 13th and 14th.
Signage must be professional. No handwritten signs are allowed. The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., reserve the right to remove inappropriate signage.
Music of any kind is not allowed to be played at tables.
No tobacco or drug products allowed.
The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., have the right of refusal to ensure quality of products sold and to ensure diversity, thereby avoiding repetition whenever possible.
No refunds will be given for cancellations after the Vendor has been accepted for participation.
Arrival and Set Up
Vendors can set up between the hours of noon and 5:30 p.m. on Friday, February 12, 2016. All vendors must be set up by 6:00 p.m. on Friday and remain open until 10pm every day until the festival closes on Sunday, February 14.
The Hilton Hotel is offering a special accommodation rate of $110.00 per night for MAJF participants and patrons. There are a limited number of rooms available at this special rate. Therefore, we encourage you to reserve your room(s) as soon as possible. Visit the Hilton website for further information. Vendors will also receive a 15% meal discount card for all food purchases in the Hilton’s Twinbrook Grille and Riffs Lounge.
Cleanup, Exiting – Monday February 15, 2016
Vendors must vacate the vendor area of all products and materials by noon Monday, February 15, 2016.
Cleanup – The area surrounding each table/booth must be kept completely clean by each vendor during and after the MAJF. The MAJF’s producer, The Jazz Academy of Music Inc., will charge a $100.00 cleanup fee to any vendor that fails to clean up its assigned space during or after the event.
Refund of Vendor Fee
If a vendor is not selected, the MAJF will refund the application payment. All acceptance decisions are made by the Festival Committee and are final. Vendor fees are nonrefundable for any reason, once mutually contracted between the MAJF and the Vendor.
Maryland Sales Tax
Vendors are responsible for obtaining the appropriate permits and licenses as required by local authorities for conducting their business. All vendors required to pay Maryland State Sales Tax must do so on an individual basis. Please contact the Comptroller of the Treasury for the State of Maryland, Retail Sales Tax Division at 301-949-0280, 410-767-1544 or 410-767-1300 to determine vendor responsibilities with regard to Maryland State Sales and Use Tax.
Check Vendor Type: _____Product/Merchandise _____Art
Vendor Product Information
In 200 characters or less, pPlease provide a brief statement that describes the product(s) you intend to sell. [NOTE: This statement is required for all vendors. All or a portion of your description will be listed in the 2016 MAJF Program. ] is required for ALL vendors who wish to participate in the 2014 MAJF.]
Please review the attached festival layout document and choose three station locations in order of preference and write the station numbers in the spaces provided below:
First Station Preference: _#_________
Second Station Preference: _#_________
Third Station Preference: _#_________
RELEASE AND SIGNATURE
The Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., do not carry insurance to cover theft, loss or damage to your products or personal property, or against personal injury. I understand that I have been advised to obtain my own insurance if necessary. Mysignature releases the Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., from any damage to business or personal property, or personalinjury that I or my helpers may sustain while participating in the MAJF.
My signature indicates that my application is complete and includes all other required materials to be submitted with this contract. I have read and understand the requirements for vendor participation in the Mid-Atlantic Jazz Festival. I agree to abide by the rules, policies, and guidelines of Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., and I understand that failure to follow these regulations may result in the expulsion from this year’s MAJF, and/or from future festivals, at the sole discretion of Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc. If accepted, I agree to have Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., process my included participation fee, therefore agreeing to participate in the Mid-Atlantic Jazz Festival. I also agree to the use of my images by Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., for promotional purposes and for display on the Mid-Atlantic Jazz Festival website.
I understand and agree that this signed application will act as a contractual agreement to participate in the 2016 Mid-Atlantic Jazz Festival should my application be accepted. ______________________________________________________________________________
If applying by mail, this signed application should be returned to Mid-Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., no later than FriSaturday, January 15, 2016. However, applying on-line at www.midatlanticjazzfestival.org is strongly encouraged.
Include the MID-ATLANTIC JAZZ FESTIVAL VENDOR APPLICATION, completed as required.
Include Include your VENDOR FEE of $400 for a Basic Station ($350 for Economy Stations along education hallway). CASHIER’S CHECK OR MONEY ORDER accepted payable to: Jazz Academy of Music, Inc. your VENDOR FEE of$250 for an Economy Station, $350 for a Basic station, or $400 for a Premium station. CASHIER’S CHECK OR MONEY ORDER accepted. If you would like to pay by Visa or MasterCard, please complete our on-line application at www.midatlanticjazzfestival.org or contact the MAJF office at 301-871-0858, to pay by phone. Please remember that your station is not reserved pending approval as a vendor until payment is received.
You will be notified within 10 business days if you have been accepted for vendor participation at the 2016 Mid-Atlantic Jazz Festival.