2024 Bear Paw Festival Vendor Court
Vendor Handbook & Agreement
Thursday, July 11 from 2PM-8PM
Friday, July 12 from 12PM to 10PM
Saturday, July 13 from 12PM to 10PM
Sunday, July 14 from 12PM to 6PM
(Hours may be updated closer to the event to match the carnival hours)
REGISTER ONLINE TODAY: https://shows.map-dynamics.com/bpfest2023/?register
Alaska Markets & Events, Inc.
Text (907) 272-5634
Issued August 2023©
The BPFVC Manager requires each Vendor read and understand all items in this Handbook, as well as their Online Registration Agreement, to eliminate, as much as possible, any misunderstandings or conflicts. It is recommended that these documents be brought to the event and referred to should a question or disagreement arise.
Bear Paw Festival Vendor Court Mission Statement
Bear Paw Festival Vendor Court “BPFVC” strives to provide BPFVC participants and visitors with a summer attraction featuring a large variety of Alaskan arts and crafts, food and imports at reasonable prices, for the purpose of enhancing their enjoyment of the Bear Paw Festival, maintaining the family friendly reputation of Chugiak-Eagle River and providing Vendors with a premier location which affords them an opportunity to successfully showcase and display their products to a broad base of consumers and potential consumers (“The Intended Atmosphere and Use”), and which best positions them to be successful.
This mission statement (“The BPFVC Mission”) and the Intended Atmosphere and Use are the primary purposes of BPFVC. In the interest of the Bear Paw Festival and its participants, any other purpose, advantage, or benefit is secondary and is subordinate to the primary purposes.
Code of Ethics
BPFVC and its organizers are committed to providing a vendor court that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments of Vendors, their agents, servants, employees, invitees, guests, or customers based on an individual’s sex, race, ethnicity, age, religion, disability, or any other legally protected characteristic will not be tolerated. It is the policy of the BPFVC to comply with the letter, the spirit and intent of Federal Equal Employment Opportunity laws and rules and other similar state and municipal laws and rules. Vendors observing or having knowledge of illegal incidents or practices or violations of this policy are encouraged to immediately report such incidents to the BPFVC Manager.
Bear Paw Festival Vendor Court Manager
Alaska Markets & Events, Inc. ”AMEI” operates & manages BPFVC. Throughout this Handbook, reference is made to the Bear Paw Festival Vendor Court Manager “BPFVC Manager” and this reference shall mean Alaska Markets & Events, Inc. and its authorized or designated representatives.
The BPFVC Manager has complete authority to interpret and implement policy, Vendor Online Registration Agreement and this Handbook at the BPFVC site, and to act on any breach or violation of any of these items. Vendor agrees to abide by decisions of the BPFVC Manager that are not specifically addressed in the Vendor Online Registration Agreement or this Handbook.
For purposes of the Registration Agreement and this Handbook Agreement, the term “Vendor” is defined as the person or persons named on the completed Registration Agreement. Throughout this Handbook, reference is made to the Vendor and this reference shall mean the person or persons named on the completed Registration Agreement.
All participants of the BPFVC will behave toward BPFVC customers, staff and volunteers in a professional manner which fosters a sense of Bear Paw Festival community and camaraderie, encourages a spirit of cooperative involvement, and promotes the Bear Paw Festival as a whole to the community that it serves.
The BPFVC is designed to project a family atmosphere where people can come together to buy and sell merchandise. Accordingly, fees are collected from Vendors to promote attendance and conduct the operations of the BPFVC. It is not permitted that individuals, without paying for the Reserved Space, may come into the BPFVC for the purpose of selling, displaying, or distributing products, services, promotions, or materials without completing the Vendor Registration Agreement, payment in full and being subject to the rules therein set forth. Individuals attempting to do so without registering online and paying fees will be asked to cease such activity; if they continue such activity, they may be ejected and possibly arrested as trespassers.
The above-mentioned policy may be relaxed for entertainers, at the discretion of the BPFVC Manager, in its sole discretion, when BPFVC quality and atmosphere can be enhanced thereby, and the Intended Atmosphere and Use of the BPFVC is protected.
Due to the nature of BPFVC and its Intended Atmosphere and Use, Vendors specifically agree to the following restrictions, limitations, and policies on the use of the Reserved Space, which shall be strictly construed in favor of the BPFVC Manager and in accordance with the BPFVC Manager’s interpretation of these restrictions, limitations, and policies.
It is the responsibility of each Vendor to fully understand and fully inform their agents, servants, employees, invitees, guests, and customers of all the policies, terms, conditions, rules, and regulations set forth in this Handbook, in Vendor’s Registration Agreement and to ensure compliance with the same. The BPFVC Manager may issue written additions and addenda to these policies, terms, conditions, rules and regulations, changes is any shall become part of this Handbook.
All uses of BPFVC premises shall be consistent with the BPFVC Mission and the Intended Atmosphere and Use. The BPFVC Manager intends to prevent the display or sale of drugs, alcohol, drug paraphernalia, firearms, BB guns, air guns, paintball guns, paintball supplies, fireworks, poppers, stink bombs and lethal martial arts items, as well as materials depicting or presenting the following to the casual passer-by: violence, inebriation, boisterous behavior, nudity, obscenity, pornography, or any violations of law. It is the policy of the BPFVC that no Vendor will offer for sale any item that would be deemed inappropriate for sale to an eight-year-old child, except age restricted items sold to persons of legal age. Sale of knives, swords, or non-lethal martial arts weapons to persons under the age of 18 is prohibited. Vendors selling age restricted items must prominently display, in their booths, a sign indicating that sales to persons under the legal age (list age) is prohibited. The BPFVC is intended to encourage use by all members of the family, and Vendors actions, products, displays, language, and dress must all be compatible with this intent. The BPFVC Manager will be sole judge of the appropriateness of these items and Vendor agrees to cooperate by immediately removing from display or sale any item deemed inappropriate. All items for sale must be new merchandise. Gaming is restricted to local nonprofit groups who are raising funds for the organization, on condition that all labor used to sell tickets is by volunteers or staff members of the organization; no “operator” or “fundraiser” or “consultant” who shares in the profits or receipts is utilized; all federal, state, and local laws are complied with and required permit is posted on site. Pull tabs are not allowed to be sold in the BPFVC.
Required Vendor Employee Training
All Cooking Vendors must ensure that an employee who is properly trained and certified to use a fire extinguisher is in the Cooking Vendor booth space at all times. Fire Extinguisher training can be found online or at: http://www.fireextinguishertraining.com. This training must be completed no later than 30 days prior to the BPFVC opening day.
Failure to complete the above listed training by the specified dates above will result in forfeiture of Vendor Booth Space and forfeiture of all Pre-Paid Rents and Fees.
Vendors are required to secure and maintain during their reserved dates, a Comprehensive General Liability Insurance with minimum bodily injury limits of $1,000,000 each occurrence. This protects both the Vendor and the BPFVC in the event of a claim.
Alaska Markets & Events, Inc. and Chugiak-Eagle River Chamber of Commerce must be named as additional named insured in the “description” section of the Vendor’s COI for the duration of the Bear Paw Festival and a certificate of insurance be provided to BPFVC Manager at the time of registration.
Should Vendor not have a suitable insurance policy, a temporary insurance policy may be obtained through the Bear Paw Festival organizer’s vendor policy with K&K Insurance for a fee of $65.00 per booth space plus a $25.00 administrative processing fee per insured booth space; insurance fee and administrative processing fee will be automatically included in rate calculations for qualifying Vendors. Vendor’s purchasing insurance through K&K insurance will be named directly on the insurance policy for the duration of the event only. Vendor registration will be considered incomplete if insurance certificate does not reflect the additional insured as stated above.
Alaska Markets & Events, Inc. and Chugiak-Eagle River Chamber of Commerce as additional named insured and listed in the “description” section of Vendor’s COI is received in our office on or before March 01, 2024.
The following risks cannot be covered under this policy: Medical Tests, Medical Exams, Blood Tests, Body Piercing, Permanent Tattoos, Mechanical Rides, Non-Mechanical Rides, Stroller or Wheelchair Rentals, Animal Rides, Animal Acts, Petting Zoos, National Companies/Chain Stores, Motor Sports Activities, Haunted House Attractions, Fireworks and Weapons. Vendors providing these services must obtain insurance on their own in amounts stated above. Any Vendor may obtain qualifying insurance on their own.
In the event Vendor fails to provide the correct COI meeting the requirements listed above by the due date listed above, the Agreement and Online Registration shall be deemed terminated at the option of the BPFVC Manager.
No refunds of insurance deposit or administrative processing fees will be made for any reason. Vendors who have paid the insurance deposit of $90 may receive an account credit for the insurance deposit so long as the vendor provides their COI meeting the minimum requirements above no later than 03/01/2024; absolutely no account credits will be made after this date for any reason.
Vendors may request specific spaces in accordance with BPFVC Manager’s procedures and subject to BPFVC Manager’s right to assign different spaces. Once Grandfather Rights have expired, space assignments are made on a “first-come, first-served” basis. Space assignments are viewable online, for this reason we recommend, encourage and request the vendors review their space assignment at the time of registration, 2 weeks prior to the event, the day of vendor set-up and anytime a change has been made to vendor assignments.
2023 Vendors, defined as a Vendor named in a 2023 Vendor Registration Agreement whom participated in all 4 days of the 2023 Bear Paw Festival Vendor Court and did not close early or open late and who did not have any policy violations may register the 2024 BPFVC commencing immediately upon release of the 2024 BPFVC Handbook, and activation of the Vendor Online Registration Agreement. These vendors have rights to their same space number or a similar space if the 2023 space has been removed from the event for any reason or any space that is not reclaimed by a vendor in this group. Space numbers and locations are subject to change at any time at the discretion of the BPFVC Manager.
Vendor Online Agreement must be completed by the established deadline, only online by going to https://shows.map-dynamics.com/bpfest2023/?register.
The following items are required:
- Vendor Online Agreement indicating choice of booths and/or booth requirements.
- Registration completed prior to 12/31/23 may select the extended payment option. For the extended payment option, payment of not less than 60% of the total rent due for the entire term of the reservation as calculated in the Vendor Online Agreement and in this Handbook. The remaining balance of your Vendor Registration Agreement and of your BPFVC invoice is due on or before 02/01/24.
For 2023 Vendors to be given preference in the assignment of 2024 spaces, Vendor Registration Agreement must be completed by 12:00 PM AST on September 30, 2023. The BPFVC Manager will give preference only to Vendors who have a completed 2023 Vendor Registration Agreement in their name and who completed all 4 days of the BPFVC, did not close early or open late and who did not have any policy violations on any of the BPFVC days.
2024 BPFVC Grandfather Rights will expire on September 30, 2023.
Spaces will be assigned to the following groups of 2023 Vendors, who apply before the September 30, 2023 deadline, in order of preference. Deadline is recognized as the date the Vendor Registration Agreement is completed by Vendor. Registration Agreement link will be emailed to all Vendors who registered for the 2023 BPFVC; to their last email address of record. The Vendor Registration Agreement may also be found at: https://shows.map-dynamics.com/bpfest2023/?register.
Group 1: Vendors who reserved and paid for a Space for the 2023 BPFVC and who wish to register for a space at the 2024 BPFVC. Vendors requesting their same space as assigned at the 2023 BPFVC will be assigned first and then Vendors requesting spaces other than the space used in 2023 will be assigned second. Exact space numbers and locations cannot be guaranteed.
Cooking Vendors will be required to request a booth in the 4oo row; booths 400 to 426. No other vendors are allowed in this row.
Group 2: New Vendors who wish to rent space for the 2024 BPFVC, or 2023 Vendors who apply after the September 30, 2023 deadline may use the Vendor Registration Agreement after September 30, 2023.
Note: The number of Cooking Vendors allowed to sell food items intended for consumption at the BPFVC will be limited to no more than 32. It is in the best interest of the BPFVC to have a wide variety of quality food items available for BPFVC customers. New Vendors, if any, will be selected solely by the BPFVC Manager, giving preference to those Vendors who offer new and desirable food products.
Deadline for Rent Payments
Not less than Sixty percent (60%) of the entire Vendor Registration Agreement Fees due must be paid upon completion of Vendor Registration Agreement. The remaining balance of the Vendor Registration Agreement and BPFVC Invoice must be paid on or before 02/01/24. In the event any balance or Fees owed are not paid when due, the Agreement shall be deemed terminated at the option of the BPFVC Manager. If the Vendor Registration Agreement is terminated, any reserved space shall be released, and the amount paid shall be forfeited.
A late payment fee of $100 will be assessed 3 days after the initial due date of 02/01/24, this late fee will be reassessed every 30 days from the original due date until your account is made current.
The past due balance will be sent to a debt collection agency for the purposes of collecting the delinquent debt. Vendor agrees to pay any and all fees associated with collection, administrative costs or any outstanding debt paid to the debt collection agency.
Cancellation and Refund Policy
All sales are FINAL, no refunds are provided for any reason.
Vendor requested cancelation: If a Vendor business requests to cancel their reserved space for any reason, the vendor business forfeits all pre-paid funds and rights to the reserved space.
Space reservation fees may not be reallocated to another event.
The cancelling Vendor has no right to the space and may not sublease the space or obligate the space to another party. All Vendors who cancel their booth space without notifying the BPFVC Manager at least 30 days in advance in writing and all Vendors that choose not to participate after completing the Vendor Registration Agreement, without notifying the BPFVC Manager in writing are assessed an additional $100 fee in addition to their space rental fee.
Event Cancelation and/or Postponement: BPFVC Manager shall not be liable for any damage or expense incurred by Vendor in the event the BPFVC is delayed, interrupted, moved or not held as scheduled. If, for any reason beyond the control of the BPFVC Manager, the BPFVC is not held, the BPFVC Manager will retain so much of the amount paid by Vendors as necessary to defray expenses already incurred by the BPFVC Manager. Any amount not retained by the BPFVC Manager will be credited back to the Vendors account with Alaska Markets & Events, Inc. and can be used towards a future event with Alaska Markets & Events, Inc. within the same calendar year.
No refunds of paid funds will be offered for any reason.
Returned Payment Fee
Beginning in 2019, the BPFVC Manager no longer accepts check payments.
If the Vendor’s financial institution for any reason returns a Vendor’s payment, a fee of not less than $50.00 will be assessed and added to Vendor’s invoice. This fee and the amount of the returned payment must be paid in cash, money order or certified check to the BPFVC Manager within five days and prior to Vendor’s entry to the BPFVC.
Base rental charges for Vendors shall be determined by the number and size of space rented as well as other services listed below:
|Single 10′ wide space
||$550.00 per space
|Premium booth space
||$650.00 per space
|Single 10′ wide food space
||$825.00 per space
||$140.00 per 15 AMP outlet
|50AMP electric outlet
||$280.00 per outlet
|Liability insurance & Administrative fee
||$90.00 per space
Reserved space must be used for a single Vendor’s booth/merchandise and not used for another Vendor’s benefit. The BPFVC Manager will be the sole judge of the booth’s appropriate use and eligibility for above rates.
Sharing or Subleasing Booths
Vendors may share their booth with another Vendor only after being approved by BPFVC Manager and after paying the appropriate fees. However, the person sharing Vendor’s booth will have no rights in terms of future events and the registered Vendor is responsible for sharing Vendor’s compliance with BPFVC policies and procedures, outlined in this Handbook and the Registration Agreement. Vendors sharing a space must make known a minimum of thirty days in advance of first BPFVC date, in writing, to BPFVC Manager, sharing Vendor’s name, contact information and product description. All spaces must be occupied during BPFVC hours by the registered Vendor of the booth. Vendors who close their booth early or decide to leave for any reason without first speaking directly with and receiving written authorization from BPFVC Manager will be assessed a $150 penalty fee per occurrence and per day. Subleasing is not allowed.
Limited electrical service is available in booths 200 to 224; 300 to 324 and 400 to 426. Cooking Vendors will be given preference in the purchase of electricity.
Price of $140.00 will be charged for each single 15 AMP outlet for the entire 4-day period, beginning at 6:00 PM on Wednesday, July 10, 2024 and operating continuously thorough 6:15 PM on Sunday, July 14, 2024. Cooking Vendors who require higher amperage may purchase a single 50AMP outlet at a price of $280.00 per outlet, if outlet is reserved by June 1, 2024 (after this date Vendor will be billed on time & materials). The total number of available 50AMP outlets is extremely limited, for this reason it is advised to submit your request for 50AMP service as early as possible for the best opportunity.
NO GENERATORS ARE ALLOWED in the BPFVC.
Vendors may only plug electrical appliances into the outlet assigned to the Vendor by the BPFVC Manager. Vendors found using electricity from unmarked, unapproved, another vendors outlet, light-poles and/or sign pedestals anywhere inside of or within 100’ of the BPFVC will be billed at a rate of $250 for use of the electricity and must be paid within 48 hours of the conclusion of the event.
From the State of Alaska Fire Marshal: All electrical equipment, appliances, power strips, and extension cords shall be labeled by a nationally recognized testing laboratory (i.e., UL, FM or NTRL). Extension cords and flexible cords shall not be a substitute for permanent wiring. Extension cords and flexible cords shall not be affixed to structures, extended through walls, ceilings, or floors, or under doors or floor coverings, nor shall such cords be subject to environmental damage or physical impact. Extension cords shall be used only with portable appliances.
Extension cords and re-locatable power taps shall be rated for heavy-duty use, a minimum 14 gauge, polarized, grounded type, 3-prong plug.
Re-locatable power taps shall not be plugged into another re-locatable power tap. All re-locatable power taps must have an internal circuit breaker.
Extension cords for refrigerators, freezers, or microwave ovens are to be a minimum 12 gauge, polarized, grounded type, with a 3-prong plug that is in-tended for heavy duty use. These items shall be plugged directly into the nearest permanent outlet.
Cooking Vendor Space
A Cooking Vendor is defined as a Vendor preparing or selling food or beverage products which are reasonably determined by the BPFVC Manager, in its sole discretion, to be generally for consumption at or near the point of sale. If no charge is included in the Vendor Registration Agreement for a Cooking Booth, Vendor agrees that they shall not sell or allow to be sold or given away, from their Reserved Space, such food or beverage products (including water). Violation shall be a breach of the Registration Agreement by Vendor, and the BPFVC Manager shall have the right to immediately terminate the Registration Agreement and exercise other remedies available. Cooking Vendors must receive written permission from the BPFVC Manager prior to changing the menu (adding items) originally stated on the Vendor registration Agreement. A maximum of three Vendors will be approved to sell the exact same main menu items, unless approved in writing by the BPFVC Manager. If an item is similar but considered by the BPFVC Manager to be different variation of the menu item it will be considered for the event; examples include soft-serve ice-cream vs hand-scooped sundaes, Cajun shrimp vs. unseasoned shrimp, reindeer dog vs. pork dog. Breads, beverages (except espresso type drinks), smoothies, slushies, and sides such as fries, chips, chili as a topping, etc. are not limited.
Coca-Cola is the beverage sponsor for the BPFVC, all pre-packaged beverages must be Coca-Cola products, purchased only from the BPFVC Manager using only the provided Odom Corporation order form. This includes all bottles, cans, boxes, jars, etc.
All cooking vendors are required to attend a fire safety/fire extinguisher training. A one (1) year certificate will be issued to those completing the class. Please see above section “Required Vendor Employee Training”.
NO TURKEY FRYERS ARE ALLOWED.
Cooking Vendors that produces grease laden vapors shall have a Type-I hood, without fire suppression, installed over the cooking appliance. Exemption: Outside cooking that utilizes an open flame cooking device (such as a grill, smoker, or other fuel-fired appliance) that is equipped with a closing cover may be used with a minimum separation distance of at least 10 feet from any/all combustible materials. (If a Vendor is unsure if their cooking produces grease laden vapors, contact the Office of the Alaska State Fire Marshal at 907.269.5637.)
Cooking Vendors whose booth requires a Type I hood shall have a non-combustible backing that is smooth, cleanable, and nonabsorbent installed between the hood and the wall that extends a minimum of 18 inches in all directions from the hood.
No cooking will be permitted in a tent or under readily combustible materials. Cooking is only approved under pre-approved cooking structures. It is advised that Cooking Vendors receive approval in writing from the State of Alaska Fire Marshall for Vendor’s approved cooking structure.
Cooking Vendors should avoid using tents in their reserved space. Cooking Vendors using tents may have a tent in the front half of their space and the back half of the space must be open air. Cooking Vendors using tents may not for any reason cook in the front half of their booth space and not within 4′ of any fabric tent or fabric tent sidewalls.
At no time is any customer or member of the public allowed to enter a Cooking Vendor structure, food truck, or food trailer, for any reason.
Only commercially sold charcoal lighter fluid or electric starters may be used. No gasoline or other propellent may be used at any time. Lighter fluid may not be stored in any tent or membrane structure or within 10 feet of a grill. Coals will be disposed of in metal containers approved by the Fire Marshall. Dumping of coals into trash containers is prohibited.
Any appliance in a Vendor Space that could be tipped over must be restrained and protected while being located a minimum of 4 feet from combustibles. Some appliances may need more spacing and should be discussed with State of Alaska Fire Marshal prior to the opening of the BPFVC. Appliances must sit on noncombustible materials. Food truck/trailer inspection stickers must be attached to the trailer/food truck and be prominently displayed. Food truck/trailer must be kept in and remain in compliance with inspection at all times.
Attendance & Punctuality
Vendors participating in all 4 days must check-in with the BPFVC Manager by 8:00 AM on Thursday, July 11, 2024. Vendors must be open for business for all event hours listed at the beginning of this Vendor Handbook. In the event a Vendor arrives after 8:00 AM on Thursday, July 11, 2024, space reservations and any monies paid to the BPFVC Manager shall be forfeited.
Table space Vendors participating in 1-3 days must check-in by 10am on each of their reserved day(s) and must follow all policies listed in the Vendor Handbook and Registration Agreement for all reserved days to include remaining open for all BPFVC hours on the reserved day(s).
No vehicle will be allowed to enter the BPFVC areas after 12:00 PM on Thursday, July 11, 2024. For the safety of Vendors and customers, all vehicles must be out of BPFVC areas by 12:30 PM on this date. Vehicles will again be allowed in the BPFVC area after 7:35 PM on Sunday, July 14, 2024. Any re-supply of booths during the 12:30 PM on Thursday, July 11, 2024 to 7:35 PM on Sunday, July 14, 2024 must be done via hand cart or be hand carried.
All booths must be occupied during event hours by the Vendor named on the Registration Agreement for the space. Vendors who close their space early, open their booth late, do not open their booth at all or decide to leave for any reason without first speaking directly with and receiving written permission from the BPFVC Manager will be assessed a $150 penalty fee per occurrence and per day. Example: If a vendor closes their booth early for 2 days of the event, opens late 1 day of the event and does not open at all for one day of the event, the vendor will be assessed an attendance penalty of not less that $600 which will be due no later than 10 days after the documented occurrence listed on the vendors invoice.
All vendors must vacate the Bear Paw Vendor Court premises by 9:00 PM on Sunday, July 14, 2024 to ensure no disruption or irritation of the surrounding businesses.
Opening & Closing BPFVC
The BPFVC Manager reserves the right to shorten any BPFVC day by minutes or hours, to allow Vendors to leave due to inclement weather (or for other reasons) while keeping the BPFVC open, to close the BPFVC, and/or to close BPFVC and then reopen it. The decision to do so rests solely with the BPFVC Manager during each BPFVC day.
Vendors’ rights in such events shall be those set forth in their Vendor Registration Agreement and in this Handbook, which is part of each Vendor’s Registration Agreement. The decision of the BPFVC Manager shall be final. In making this decision, the BPFVC Manager may be guided by considerations of convenience, weather or the like, and the decision may – but is not guaranteed to – facilitate or contribute to the health, safety or welfare of Vendors, their agents, servants, employees, guests, invitees, customers, and others. Notwithstanding the fact that the BPFVC Manager has the discretion to so act, the BPFVC Manager does not, by doing so, undertake to protect the health, safety, or welfare of any persons; the responsibility for doing so lies solely and exclusively with the Vendors.
Vendor Court Hours
Vendors are required to be open for business – rain, wind, snow, or shine – during BPFVC hours unless prior written arrangements have been made with the BPFVC Manager such as in the event of an emergency. The BPFVC shall be open to the public during the following hours:
Thursday, July 11 from 2PM-8PM
Friday, July 12 from 12noon to 10PM
Saturday, July 13 from 12noon to 10PM
Sunday, July 14 from 12noon to 6PM
Vendors who close their booth early or decide to leave for any reason without first speaking directly with and receiving written permission from the BPFVC Manager will be assessed a $150 penalty fee.
Note: The Bear Paw Festival Grand Parade is held on Saturday morning. Business Boulevard will be closed from 9:00AM until the end of parade, around 12:00PM. Vendors should plan their resupply and staffing around this closure as vehicle access to the BPFVC area will be closed during this period. See the Bear Paw Guide for more details on closure.
Prior planning, with respect to inventory is essential. Vendors should plan for inclement weather by having ready for use a waterproof shelter, weights, heaters, and other equipment necessary for operation during bad weather.
Parking & Access – Safety
Vendors may arrive at the BPFVC as early as 8:00 AM on the first BPFVC day and remain until 3 hours after posted closing time on the last BPFVC day for the purpose of set-up and takedown. Vendor specifically agrees that they shall have no right of access to the Reserved Space prior to the commencement or after the expiration of this stated term, for any purpose. Nothing may be placed in the BPFVC area prior to 8:00 AM on Wednesday, July 10, 2024 unless approved by the BPFVC Manager in writing and all items must be removed by 9:00 PM on Sunday, July 14, 2024 to allow cleanup, including mechanical sweeping and washing of the BPFVC area.
All vendor entry to the BPFVC must be from the South end of the lot on Easy Street. Traffic in BPFVC area is one-way only from South to North. Do not turn around in BPFVC area. If in the wrong aisle, exit on the North end of lot and reenter through the South entry. Vendor will not move or remove barricades. Park on the left side of the aisle (West side, opposite the mountains) and unload your vehicle quickly. Remove your vehicle from the BPFVC before starting set up of your space, displays or merchandise. Do not park in other vendor spaces for even a temporary period. Vendors need to make sure all persons entering the BPFVC area know the number of their space.
Vendors will use extreme caution when moving vehicles; maximum speed limit is 3 M.P.H. when safe. Any vehicle that is specifically authorized, in writing, to remain on the Reserved Space during the term of the BPFVC, must sit entirely within the Reserved Space.
Vehicles are not permitted on the BPFVC grounds except as provided herein. All Vendors may use vehicles during set-up and takedown hours.
Vehicles and trailers inspected and approved in writing for use by the State of Alaska Fire Marshal, may be used by Vendors and Cooking Vendors during BPFVC hours, only if Vendors have obtained prior written approval from the BPFVC Manager. Upon approval, the BPFVC Manager will designate special placement for vehicles and trailers, designed to impose minimal impact on adjacent Vendors. Cooking Vendors with trailers are encouraged to park their trailers on Tuesday, July 09, 2024 at the Vendors discretion. Vendor grants the BPFVC Manager the right to require Vendor to move, or to remove at Vendor’s sole cost and expense, any vehicle, trailer, equipment, furniture, or other property of any kind, which does not sit entirely within the Reserved Space and that does not meet the State of Alaska Fire Code and Regulations. Any emergency movement of vehicles during BPFVC operating hours shall be completed only with approval and supervision of the BPFVC Manager.
Vendors are encouraged to park in the parking lot to the South of the BPFVC, behind the grocery store; the lot is suggested by the BPFVC Manager for Vendor use.
Use of Common Areas
Common areas are designed to provide sufficient open areas for the common enjoyment of BPFVC visitors, and to allow them to pass from Vendor to Vendor without inconvenience or disruption. Accordingly, the BPFVC Manager will endeavor to prevent individuals from congregating, soliciting, selling, promoting or in any manner interrupting, impeding, or interfering with the free and easy access of visitors as they attempt to visit BPFVC Vendors. No amplified sound that can be heard outside of the Vendor’s Reserved Space may originate in any Vendor space.
Roving entertainers, with prior approval of BPFVC Manager, may use open or common areas. Entertainers may receive donations for their performances; however, if they provide a product (e.g. CDs) for sale, they must reserve a space from the BPFVC Manager. Vendors who are inadvertently disturbed by the activities of roving entertainers are encouraged to politely ask the entertainer to relocate to another area of the BPFVC.
Vendor shall be liable to the BPFVC Manager for any and all costs incurred by the BPFVC Manager, or others, in cleaning or removing or in causing to be cleaned or removed, any substance of any kind which is left upon the Reserved Space, or surrounding area, or which is left upon areas around the Reserved Space and which came to be upon the area around the Reserved Space as a result of the action or inaction of the Vendor, its agents, servants, employees, contractors, guests, customers or invitees. Removal or vandalism of the BPFVC Manager’s products, equipment to include fencing will result in fees to cover the cost of the products or equipment as well as any associated payroll. E.G. removal of fence posts from the ground will result in a fee of $150 per removed post.
Signs, Display & Placement
All of Vendor’s equipment, furniture, items offered for sale or otherwise displayed, and all other property of any kind maintained on the Reserved Space during the term of BPFVC shall be clean, neat, attractive and presentable as determined in the sole discretion of BPFVC Manager, and shall be of a kind and character, the appearance of which is suitable for and consistent with the BPFVC Mission Statement and the Intended Atmosphere and Use, as determined in the sole and absolute discretion of the BPFVC Manager. All Vendor equipment, furniture, items offered for sale or otherwise displayed and property of any kind belonging to Vendor must remain with the Vendor’s Registered Space at all times.
Bear Paw Festival organizers will supply minimal plant security for the protection of their own premises, for the advancement of their own interests, and for the enforcement of the BPFVC Manager’s decisions in a manner that avoids disputes or other breaches of the peace.
Security personnel may incidentally observe and undertake to prevent disputes, breaches of the peace, or other violations of law unrelated to BPFVC premises, rights, and interests. The fact that the BPFVC Manager’s security personnel do so will not be interpreted as a decision by the BPFVC Manager to undertake full security for BPFVC.
Responsibility for the health, safety and welfare of Vendors, their agents, servants, employees, invitees, guests, and customers remain the sole and exclusive responsibility of Vendors. Should Vendors determine that security is necessary, the Vendor may supply security at their own cost and expense. BPFVC staff will not be involved in incidences of theft or shoplifting.
No Interfering Use
Vendor, its agents, servants, employees, invitees, guests, customers, or other persons authorized by the BPFVC Manager to use BPFVC grounds, shall not use all or any portion of the BPFVC grounds in a manner which impedes, obstructs, or interferes with any Vendor’s Reserved Space, any Vendor’s ability to conduct business operations from their Reserved Space, or in a manner which impedes, obstructs or interferes with the free flow of pedestrian traffic throughout the BPFVC grounds.
All persons authorized by the BPFVC Manager to use any portion of the BPFVC grounds, whether pursuant to the Vendor Registration Agreement or otherwise, shall be bound by the provisions of this Handbook. The only exception to the No Interfering Use policy is the BPFVC Manager.
All Vendors agree to keep any open flame or combustible material(s) away from any canopy or covering, to conform to all fire safety requirements and to maintain an operable and appropriate fire extinguisher with current inspection tag on Vendor’s premises. All spaces and decorations MUST comply with State of Alaska fire regulations. Any violations may result in the removal of any materials found to be in violation. All Vendors must supply and have a properly inspected and tagged fire extinguisher and a person knowledgeable in its proper use. Further, Vendors will be responsible for ensuring their tents, tables, inventory, and other items located in their Reserved Space area are securely anchored in case of wind gusts or other inclement weather conditions. Vendors remain solely responsible for any damages caused by items within their reserved area.
Cooking vendors must ensure that all open flames are at least 10’ from propane tanks; propane tanks are securely anchored in a basket or chained to a post; proper fire extinguisher type(s) is/are available in the booth and no trip hazards are in the booth. All items belonging to Vendor, including personnel, must always remain within their assigned booth.
State of Alaska Fire Marshal (SOAFM) – Several things have evolved over the years to ensure the BPFVC is fire safe for our Vendors and our many thousands of customers. Be aware of the following requirements and make sure that your business is in compliance from the first day to the last.
Smoking to include electronic cigarettes is not be permitted in or around booths. No open flames shall be permitted within 25 feet of any structure (such as torches and candles).
NOTE: FOOD & COOKING VENDORS WILL NOT BE ALLOWED TO OPEN THEIR FOOD BOOTH UNTIL THEY ARE IN COMPLIANCE WITH THESE REQUIREMENTS.
Propane is the biggest concern and potential threat to BPFVC fire safety. The maximum amount of propane stored in any booth space should be the amount needed for one weekend (maximum 100lbs on site). Cylinders must be securely held in a square case or strapped to a post, wall or specialty apparatus designed for this purpose. All propane appliances must have a 20’ or longer hose attached to ensure that the propane cylinder is at least 10’ from any open flame…yours and your neighbors…and does not create a trip hazard in the vendor space. Some appliances with cylinder designed in are exempt from 10’ rule. Design your booth’s layout with this in mind. All equipment, hoses and connectors must be in good shape. Tight fitting lids must be available for all deep fryers and used in case of rain. Propane Compressed gas cylinders must be re-inspected every 5-12 years. Vendor must ensure that their cylinder(s) are in compliance, (See Here).
Open flame or other devices emitting flame, fire or heat, use of flammable liquids, gas, charcoal or cooking devices shall not be located within 10 feet of a tent or membrane structure while it is open to the public unless approved by the fire code official. Cooking in a tent, temporary membrane structure or food booth accessible to the public is prohibited.
Only flame-resistant materials that are clearly marked as such should be used within or for the tent or shelter. Use of sterno cans is restricted to a noncombustible cover on the table where sterno is present. State of Alaska Fire Marshal requires that each Cooking Vendor space always have present in the space at least one employee who has completed an approved fire extinguisher class within the last twelve months. The person’s certificate must be present in the space whenever space is operating. Make sure you print out the certificate of completion and save a copy to your phone. One source of free online fire extinguisher training can be found at: http://www.fireextinguishertraining.com.
The State of Alaska Fire Marshal and/or their designee is authorized, at any time, to stop the use of any unsafe cooking or Vendor booth immediately. Failure to comply with the minimum requirements provided shall result in the Vendor booth being closed by the Office of the Alaska State Fire Marshal until the Vendor is in compliance and at the discretion of the BPFVCM.
Every Vendor space is required by the State of Alaska Fire Marshal (SOAFM) to have at a minimum of one (1) 2:A-10:BC rated fire extinguisher. The SOAFM may require additional fire extinguishers depending on the size and activity associated with the Vendor space, tent, or exhibit. For example, if Vendor is utilizing 3 Vendor spaces then the Vendor is required to have a total of (3) 2:A-10BC fire extinguishers. All fire extinguishers shall be tagged for annual service within the last 12 months by an approved fire extinguisher permit holder and not expire during BPFVC operations. Tags shall be attached to fire extinguishers. Fire extinguishers shall be in a conspicuous location, not obstructed, and shall be easily accessible.
Cooking Vendors shall have a minimum of two (2) 3:A- 40:BC rated fire extinguishers.
Cooking Vendors using deep fat fryers are required to have at least one additional type “K” fire extinguisher. NO EXCEPTIONS.
Cooking Vendors who have more than 3 cooking appliances (grills, deep fat fryers, char broilers, etc.) shall have one (1) additional 3:A-40:BC or type “K” fire extinguisher for every two (2) additional appliances.
Tents may be of any color variation but must remain solely in the reserved vendor space, to include but not limited to, tent weights and any overhang.
Tents, Canopies and Membrane Structures shall be treated with an approved flame retardant and shall have a permanently affixed tag or label showing the NFPA-701 certification. (See Here)
The side walls, drops, awnings and tops of booths, membrane structures, canopies, and tents shall be composed of flame-resistant material or shall be treated with an approved flame retardant. The use of non-treated polyethylene tarps and “Blue Tarps” during the hours of the public use is prohibited. Portable heaters are not permitted inside tents. Exception: exterior heaters that are ducted into the tents.
If the BPFVC Manager, its agents, clients, servants, employees and contractors and their successors in interest provides a Vendor with assistance, Vendor shall in no way hold that (those) person(s) or BPFVC Manager responsible for any real or perceived loss or injury.
Health & Regulatory Matters
Vendor and all other personnel authorized by the BPFVC Manager to use all or any portion of the BPFVC grounds shall comply with any and all federal, state and local laws, statutes, enactments, rules, mandates and regulations of any kind or nature whatsoever while in the use of BPFVC grounds. Food Vendors should contact the Municipal Health Department to obtain information, temporary food permit and food handler’s training.
BPFVC Manager shall not be liable for any damage or expense incurred by Vendor in the event the BPFVC is delayed, interrupted, relocated or not held as scheduled. If, for any reason beyond the control of BPFVC Manager, the BPFVC is not held then the BPFVC Manager will retain so much of the amount paid by Vendors as necessary to defray expenses already incurred by the BPFVC Manager. Any amount not retained by the BPFVC Manager will be credited back to the Vendors account with Alaska Markets & Events, Inc. and can be used towards a future event with AMEI within the same calendar year. No refunds of paid funds will be offered for any reason.
The BPFVC Manager has the authority to grant exceptions to BPFVC policies and this Handbook on an individual basis in their sole discretion. Suggested improvements or changes to existing policy may be made in writing and given to the BPFVC Manager.
Change of Contact Information
Vendors are responsible for ensuring that the BPFVC Manager has a record of their current address, email address, and telephone number.
Release & Agreement Not to Sue
Consistent with the exclusive remedy provision set forth in the Vendor Registration Agreement, Vendor releases and forever discharges Alaska Markets & Events, Inc., the BPFVC Manager, its agents, clients, servants, employees, volunteers and contractors and their successors in interest (hereinafter collectively referred to as “Releasees”) from all actions, suits, claims, demands and damages of every kind and nature, whether special, incidental, consequential or otherwise, mature or to mature in the future, arising out of or in any way connected with the relationship created by the Vendor or the Vendor Registration Agreement between Vendor and AMEI, Vendor’s occupancy and/or use of the BPFVC area or any portion thereof, or any acts, omissions, faults or negligence of Releasees.
Vendor agrees not to sue the Releasees for any of the matters stated above. In the event Vendor breaches this Agreement Not to Sue, Releasees shall be entitled to recover their actual reasonable attorney’s fees and costs in defending against any action brought by Vendor.
The BPFVC Manager reserves the right to refuse service to Vendors whose activities or products do not assist in fulfilling the BPFVC Mission as determined in the BPFVC Manager’s sole discretion. The right to establish categories and quality standards for items to be sold at BPFVC is reserved by the BPFVC Manager. Only new items or items determined by the BPFVC Manager to be authentic antiques or collectibles generally recognized as valuable among a broad base of collectors will be allowed to be sold at BPFVC. Garage sales or garage sale items are prohibited. Sale of used paperback books is not allowed.
These policies, rules and Registration Agreement have been created to ensure that the BPFVC experience is as fun, profitable, and fair as possible for the Vendors, customers, and staff of BPFVC. While the BPFVC Manager will devote energy to enforcement of the provisions of this Handbook and the Registration Agreement, Vendors shall not hold BPFVC Manager or its employees responsible for any real or perceived lack of enforcement of such provisions. These policies and Registration Agreement provisions give the BPFVC Manager the option but not the obligation of enforcement. The provisions of each Vendor Registration Agreement and of this Handbook, which is incorporated into each Vendor Registration Agreement, bind the parties to each Registration Agreement and create and confer no rights or benefits in favor of any third party.
Where verbal direction or policy may be interpreted to conflict with the Vendor Agreement, the Vendor Registration Agreement and this Handbook shall be the prevailing authority.
All equipment rentals to include but not limited to tents, tent frames, tent canopies, tent sidewalls, tent weights, tables, chairs, waste containers, etc. must be returned to the BPFVC manager at the conclusion on the 2024 BPFVC. Vendor must return all rental equipment in person to the BPFVC Manager. Any equipment that is returned by the Vendor to the BPFVC Manager which is damaged or missing parts will be the responsibility of the Vendor. Vendor will be responsible for all financial costs associated with replacing the damaged or missing rental equipment, to include shipping and payroll costs. The cost of replacing a damaged or missing tent can exceed $1,000 per tent. For this reason, Vendor should ensure their insurance policy covers rental equipment in the event of loss or damage. Any equipment not returned directly and in person from the Vendor to the BPFVC Manager will be billed to the Vendor within 48 hours of the conclusion of the 2024 BPFVC.
The process for a Vendor to return rental equipment is as follows; contact the BPFVC Manager, meet the BPFVC Manager at the Vendor’s space location where the rental equipment is located, verify all equipment is in the same condition as it was received by the Vendor. Vendor should not for any reason dismantle, disassemble, collapse, or take down rental equipment except in the event of an emergency.
Important Links & Training
Important Bear Paw Festival 2024 Dates
- August 30, 2023 Vendor Online Agreement and registration begins
- September 30, 2023 Deadline for Grandfather Rights
- October 1, 2023 Vendor Online Agreement open for all open booths
- February 01, 2024 Remaining balance of Vendor Online Agreement and full balance of BPFVC Invoice due.
- March 01, 2023 Vendor’s Certificate of Insurance due meeting the minimum requirements listed in this handbook
- Tuesday, July 09, 2024 Trailers Park
- Wednesday, July 10, 2024 Vendors may start setting up after 8:00AM; electricity on by 8:00PM
- Thursday, July 11, 2024
- Gate closes at 12:00PM
- Vehicles out by 12:30PM
- Booths Open 2PM-8PM
- Friday, July 12, 2024 Bear Paw Vendor Court Booths Open 12NN-10PM
- Saturday, July 13, 2024 Bear Paw Vendor Court Booths Open 12NN-10PM
- Sunday, July 14, 2024 Bear Paw Vendor Court Booths Open 12NN-6PM
- Sunday, July 14, 2024 Bear Paw Vendor Court must be clear of all vehicles, equipment, tents, etc. by 9:00 PM