VENDOR INFORMATION & APPLICATION
Welcome to the South Main Holiday Market and Trolley Night. This indoor/outdoor, one-day event is sponsored and hosted by the South Main Association. The Market will take place on Friday, November 30, 2018 from 4:00 pm until 9:00 pm on South Main Street in the heart of the historic arts district of downtown Memphis, Tennessee. The inaugural Holiday Market will be held in conjunction with the South Main Trolley Night, a Memphis institution celebrating its 18th anniversary. The event will include live music, performances and games for adults and kids alongside the great art galleries, restaurants, shops and bars featuring holiday discounts, sales and seasonal specialties. Vendor locations will be available indoors in pop-up locations and shared business spaces, and outdoors in booths and open lots locations. Vendors will be selected by the SMA and Memphis Maker Council. The market will take place - rain or shine.
The Holiday Market is designed to bring all of Memphis - downtown, midtown, east and suburban residential communities together for an afternoon and evening of fun, family and festivities during the holiday shopping season. The Holiday Market joins the growing number of SMA events and record crowds at the monthly Trolley Night events of 2018. The South Main Association plans to make the Holiday Market an annual featured event in the years to come.
As always, Trolley Night is a free event, and the Holiday Market will be free of charge as well. Free on-street parking is readily available in close proximity throughout the neighborhood, which also offers convenient Uber, Lyft and zipcar designated drop off/pick up locations.
Vendor Booths, Spaces and Storefronts
Vendor locations are limited, and available only by application. All vendors must submit a description of the products and/or services to be sold/delivered before being considered for participation. No vendor fees will be charged, however there is an outside chance of a small service/utility fee associated with the available indoor locations. Any utility fees will be handled on a case-by-case basis. All signed agreements are due by November 19, 2018. Vendor assignments will be forfeited, in the case of late submissions past the deadline. The deadline for signed vendor applications is November 19, 2018.
The standard booth size is 10 feet by 10 feet in size situated on an extra wide sidewalk or parking lot. The organizers are making arrangements to provide electricity for most of the booths. Please be prepared to bring your own tent, countertops/tables, chairs, extension cords and any additional furnishings needed for your booth. Vendors will be asked to make substantial investments in their booth materials and design. Vendors are also asked to include holiday decorations as a part of their booth or display. The success of a market/festival is often linked closely to the quality of the booth presentation and appeal. The entire South Main District will be decorated and lighted for the event and the season. Please be prepared to describe your booth in detail on the vendor application or provide sample photos. Please contact Daniel Masters at firstname.lastname@example.org or 901.871.4988 or Debra Edge at email@example.com or (901) 647-9242 with questions.
Terms and Conditions
The following terms and conditions of the Vendor Agreement must be followed at all times. Any breach of these terms may result in the invalidation of this agreement and dismissal from the Holiday Market and Holiday Market property.
Vendor agrees to complete and sign a vendor agreement to participate in the Market. The Agreement signed and returned to the South Main Association by the deadline, and retained on file throughout the event. Any unusual utility fees must be paid by the individual deadlines established on a case-by-case basis.
Vendor agrees to provide: (1) Cash box and appropriate change for duration of event, (2) sufficient staff for expedient service based on attendance estimates (800), and (3) any other items necessary for compliance with the Shelby County Health Department (hand wash facilities, appropriate refrigeration, etc.)
Vendor agrees to abide by all set-up guidelines and times, provide staffing during the entire Market schedule, and place and maintain their booth in the location assigned. No changes in location will be made during the event, unless necessary due to weather.
Vendors and their staff must be skilled and experienced in the selling of products and/or services to large crowds of people. If necessary, they must be willing to comply with all applicable Memphis and Shelby County Health Department regulations, in order to sell any perishable products at this Market.
The South Main Association reserves the right to relocate all vendors according to the official “rain layout”, only if necessary during inclement weather.
The neighborhood bars and restaurants on South Main will serve as the sole alcohol and consumable drink vendors for the Market and Trolley Night. No vendors are permitted to sell any alcoholic beverage of any kind or consumable water, soft drinks, juices and other non-alcoholic drinks.
Vendors and their staff may NOT consume alcoholic beverages while working at the Market.
Booth, Set-up and Clean-up
Vendors and staff are required to arrive at their Main Street location between 2:00 pm and 3:00 pm to set up booths and deliver products. No late arrivals or set up activities will be permitted after 3:30 pm.
Electricity will be provided. Vendors should bring their own extension cords. If you will need anything other than two 110V receptacles, please contact Daniel Masters at firstname.lastname@example.org or 901.871.4988 or Debra Edge at email@example.com or (901) 647-9242 in advance for assistance.
Vendor must provide a fire extinguisher and present it to Milton Lamb, Trolley Night Chair on-site at time of set-up and maintain it on-site during the Market. If a fire extinguisher is not presented, the vendor must purchase one at their own expense before beginning operations at the market.
No weapons or firearms are permitted on the Market property at any time.
No glass bottles or glass containers should be dispensed to the public.
All sale items must be listed on the attached vendor application. No exceptions will be permitted unless confirmed in writing with one of the event organizers.
Vendor holds the responsibility for cleaning their area and bagging their garbage. Vendors must provide their own garbage bags. The organizers will provide a location for all bagged trash disposal during and after the event.
The South Main Association, its organizers, and their staff and volunteers are in no way responsible or will be held liable for personal injury, loss or adversity as a result of any incident or Act of God on the day of the Market. Vendors are required to provide proof of a certificate of insurance for the event, or the addition of the event to their existing insurance coverage policy.
All food vendors are required to provide proof of their temporary event permit and/or most recent health inspection.
Vendors will be greeted and inspected by Market staff and volunteers. Unauthorized goods will not be permitted. Vendors are responsible to pay the required taxes to the Department of Revenue.
For more information on event relations, please contact Daniel Masters at firstname.lastname@example.org or 901.871.4988 or Debra Edge at email@example.com or (901) 647-9242.
Insurance and Licenses
Vendor agrees to indemnify and to hold harmless all owners, organizers, staff and volunteers of the South Main Holiday Market and South Main Association from actions, claims, suits or proceedings which may be brought against any of them on account of injury to person or property in connection with this Agreement, and the transactions included, including reasonable attorneys’ fees, relating to any claim made by any third party due to or arising out of the vendor's violation of any of the foregoing terms and conditions and/or any breach of vendor's covenants, representations and warranties set forth above.
In the event that the vendor commences a lawsuit or other legal proceeding against the South Main Association or any of its officers, employees, agents, representatives or affiliates in connection with and/or arising from any claim whatsoever relating to the Holiday Market and/or its relationship with the vendor in any manner whatsoever; a) the vendor hereby unconditionally consents to the exclusive jurisdiction of the state and federal courts located in the State of Tennessee, Shelby County, b) Tennessee law shall apply for the adjudication of any such claim and c) the South Main Association shall be entitled to recover from the vendor all of its costs and expenses relating to any such proceeding including, without limitation, its attorneys’ fees.
Vendor agrees to obtain all required permits by the City of Memphis or Shelby County and to meet all regulations imposed by the Memphis and Shelby County Health Department and the Memphis/Shelby County Fire Department.
Vendor agrees to pay all applicable sales tax and to remit the same to the proper government agencies. Vendor further agrees to secure all necessary occupational licenses not already held.
Vendor agrees that the South Main Holiday Market organizers have the sole right to terminate this agreement at any time with or without cause.
This Agreement shall be binding upon the parties hereto, their heirs, successors, or assigns. This Agreement contains the entire understanding between the South Main Holiday Market organizers and the Vendor. No other representations have been made. Modifications or waivers of any provision(s) shall not be binding on either party, unless provided in writing and signed by the parties involved.