Jackalope Pasadena: Half Booth Acceptance Packet
Welcome to Jackalope!
Before we get into all of the fair details, please take a moment to confirm whether you're still able to participate in our upcoming Jackalope Indie Artisan Fair. Please take note that the 4 below Registration Steps are due by Sunday, September 9th. Booth location requests are not accepted until payment is made.
We are excited to be back in Pasadena for our Fall 2018 fair this November 17th & 18th from 10:00am-4:00pm each day at Central Park: 275 S. Raymond Ave, Pasadena CA 91105 and we can't wait to see you there.
Please review the below acceptance kit, all registration steps are due by Sunday, September 9th.
Step 1: Artisan Contract
THIS AGREEMENT, dated August 27, 2018 is between Jackalope Arts, LLC (“Jackalope Arts”) and the signatory at the end of this agreement (“Artisan”).
Artisan will be participating in Jackalope Fall 2018 on November 17th & 18th, 2018. This agreement must be signed by the participating Artisan and submitted to Jackalope Arts.
Terms: This agreement will be effective for the Event in which the Artisan participates. This agreement may be terminated by Jackalope Arts with or without cause immediately upon notice to Artisan.
Artisan and its employees, personnel, and agents agree to be bound by the terms of this agreement and all Event rules, regulations, and directives.
Safety: Artisan will act with the highest regard for the safety of the attendees and other participants of the Event, and will adhere to all laws, policies, rules, and regulations applicable to the goods and/or activities of Artisan.
Permits and Licensing: Artisan should have a temporary or permanent seller's permit for the State of California by the time you vend with us. For assistance, please see: WWW.BOE.CA.GOV Additionally, each vendor must hold a Special Event Permit from the City of Pasadena. This permit can be acquired directly through Jackalope Arts. Any Artisan with a City of Pasadena Business License is exempt from the Special Event Permit Fee.
If Artisan sells food and/or non alcoholic beverages at the Event, the following terms apply: Jackalope Arts reserves the right to review and approve Artisan’s proposed menu, and only the approved items will be allowed at the Event. Jackalope Arts will also need a copy of the Food Artisan's Certificate of Insurance, and the City of Pasadena Temporary Food Facility Permit application.
Liability: Jackalope Arts will not be responsible for any loss or damage to Artisan's property, injury to, or death of the Artisan (or its agents, employees, and/or personnel), or Artisan sales. Artisan expressly assumes all risks of loss, damage, liability, injury, or destruction resulting from any cause whatsoever, including but not limited to acts or omissions by Artisan, and hereby releases and waives any claims against Jackalope Arts related to such loss, damage, liability, injury, and/or destruction.
Insurance: Artisan represents that it has, or will have at the time of the Event, appropriate insurance to cover liability for the types of activities Artisan will conduct at the Event, Artisan covenants to be fully responsible for any of its liabilities, actions, or omissions, and will indemnify, defend, and hold Jackalope Arts (and its officers, employees, agents, vendors, affiliates, and representatives) harmless against any claims related to Artisan’s liabilities, actions, or omissions.
Cancellations: The Event will proceed regardless of weather. If there is a cancellation: (a) by Jackalope Arts: If a cancellation of the Event by Jackalope Arts is necessary due to unforeseen circumstances, acts of a third party, or other circumstances which (in Jackalope Arts judgement) may compromise the safety of Event participants, then Jackalope Arts will do its best to reschedule the Event and there will be no refunds to the participant. (b) By Artisan. If Artisan cancels within 3 weeks of the event, no refund will be processed. Any permit fees paid are non-refundable.
Artisan may not assign this Agreement to any third party, or delegate any of its obligations without the written consent of Jackalope Arts. Only the accepted Artisans are able to sell or distribute their items and/or conduct activities at the Event. The vendor list, map, and booth assignments are subject to change without notice. Jackalope Arts does not guarantee any level of attendance at the Event and there will be no refunds, under any circumstances, after the Event is over.
Change in Terms: The terms of this agreement may be changed by Jackalope Arts and notice of such changes will be sent to you in writing. You agree to accept notices via email, sent to the address on your Artisan application. Jackalope reserves the right to decline, prohibit, or expel any Artisan exhibit, or prevent any activity, displays, product or conduct, which (In Jackalope Arts sole judgement) is out of keeping with the character of the Event or endangers the venue, any attendee or other Artisans.
Artisan and its agents, employees, personnel, and or independent contractors who participate in the Event agree to be bound to the agreement. The terms of the agreement, including any waivers, defaults to the benefit of Jackalope Arts and its affiliates and Event co-producers and sponsors.
Independent Contractors: The relationship of Artisan to Jackalope Arts is that of an independent contractor, and nothing contained in this agreement will be construed as creating a partnership, joint venture, employment relationship, agency, or other relationship between the parties, or to make Jackalope Arts liable for the debts or obligations of Artisan.
The validity, interpretation, construction, and enforcement of the agreement will be governed and controlled by the laws of the State of California, without regard to its rules with respect to choice of law. Any dispute arising out of or related to this agreement must be brought in federal or state court in Los Angeles County and the parties here by consent to the exclusive jurisdiction and the venue if such forum.
This agreement, and any rules and regulations provided to Artisan by Jackalope Arts will contain the entire Agreement and understanding between the parties hereto with respect to participation in the Event. If any terms is contrary to law then that term will be severed and the remainder of the agreement will remain in force.
If Jackalope Arts assigns Artisan a specific space (the “Booth”), then the following terms apply: The Booth is for Artisan’s use only (including its employees); any transfer, resale, or assignment of the Booth by Artisan is prohibited.
If a Fee is due from Artisan, then the following terms apply: The fee payable by Artisan to Jackalope Arts for participation in the Event is due at the time of acceptance, or as outlined in the invoice submitted to Artisan prior to the Event. Payment is due no later than September 9th, 2018.
Artisan agrees that his/her name, image, and images of work may be used for publicity of the Event. This includes online features, social media, and any other printable materials.
The aisles and passageways remain strictly under the control of Jackalope Arts and no signs, decorations, banners, advertising materials or special exhibits will be permitted in the aisles outside of Artisan's space. Any and all advertising distribution must be made from the Artisan's provided space.
Artisan will have his/her space set up and fully staffed for customers for the entire duration of the Event and may not dismantle or close display until the official closing time. Artisans must remain open during Event hours. If Artisan closes their display prior to event closing or without the express permission from the Jackalope Arts Staff, Artisan will not be allowed to return to a future Jackalope Arts Event.
By clicking "Submit My Contract!", I AGREE to the Artisan Contract Terms outlined above by Jackalope Arts, and this constitutes my valid signature.
Step 2: Making Your Booth Payment and City of Pasadena Special Event Permit
Purchase your 10’x5’ booth at Jackalope Pasadena. Please note that Pasadena requires each vendor to obtain a one time Special Event Permit for $51. This permit is MANDATORY and must be purchased along with your booth payment, it can not be obtained separately. If you already have an annual Pasadena Business License, the fee is waived.
Please pay above by credit card. After adding to your cart, you will need to check out before your payment is complete, your cart will show in the upper right corner of your screen.
Or, If you'd prefer to send us a check, you can send to:
314 S Sunset Place
Monrovia CA 91016
Step 3: Booth Location Request Form
As an early bird accepted artisan, you get first booth pick within the fair. Using the map and form below please submit your top 5 booth location requests. Spaces are first come first served once we receive your booth payment. Please note this map is not to scale and that blue spaces are reserved for food vendors. Red spaces are already taken.
Please indicate if your booth mate request takes precedence so we ensure that you are placed together, otherwise we will utilize your location requests first when making placements. If all of your requests are already taken, we will reach out to you directly to find an alternative.
Step 4: Rental Requests
After your rental requests are received, we will personally reach out with a bill for selected items. Please pay for rentals upon receipt of your rental bill via email. NOTE: this is NOT an automatic process (you are not adding these rentals to your "cart") and the Jackalope staff will personally be emailing you an invoice in the coming weeks after receipt.
Please complete the below form with your requests for rental items:
Artisan Happy Hour
We will be hosting an artisan happy hour where you can meet the Jackalope Staff, ask any questions you may have and pick up promotional materials. Stay tuned for more information.
Promoting the Fair
Keep up with Jackalope by following us on our BLOG, FACEBOOK, INSTAGRAM, TWITTER, and PINTEREST accounts. Please use the hashtag #jackalopepasadena and #jackalopeartfair for any Jackalope related posts.
If you are a Facebook user, please invite your fans, friends, and family to our Official Facebook Event.
Promotional Graphics: Coming Soon!
How To Get Prepared For The Fair
Contribute to the Jackalope Boutique
At the fair, we often have many makers who create special "jackalope" themed items. We love highlighting these awesome creations and would like to feature them all together in our own "jackalope themed" booth at the front of the fair.
One of each jackalope themed item will be on display and labeled with the artist name, price, and booth number. If someone is interested in purchasing your item, we'll send them your way! We won't actually sell your products, this is just a fun way to give you some extra promotion and to spread some jackalope love.
Jackalope Boutique items can be brought directly to us at the fair before 10am on Saturday, November 17th.
However, we'll need you to email us an image, along with the title and price of your item at least one week before the fair. Please email info to firstname.lastname@example.org
Note: If you do send us your Jackalope Boutique item early, we will do an Instagram post, sharing your item and tagging you.
LA Weekly: Giveaway
We're teaming up with LA Weekly to do an exciting giveaway leading up to the fair to help with promotions. The giveaway will feature a bundle of items from vendors participating in the fair and will be publicized in print, on LA Weekly's website, and in their social media leading up to the fair.
Want to contribute to the giveaway?
1) Send us an image of your item that you'd like us to use for promotion by Sunday, October 7th.
2) Send us your item by Sunday, October 7th.
Our mailing address is:
314 S. Sunset Place
Monrovia CA 91016
*Please no live items included in your donation. We can't guarantee the LA Weekly staff will properly water a plant, and we don't want our winner to collect a dead prize.
Grab Bag Contribution
Who doesn't LOVE grab bags?! We will be offering the first 25 people who check in at the info booth on BOTH Saturday and Sunday a Jackalope Tote filled with special finds. A great way to promote yourself and send people to your booth right away!
Please make sure that all grab bag items have a monetary value. Sorry but no business cards, it needs to be a special gift! Need some ideas? Just ask us!
Grab bag items are due by Sunday, November 11th. Please mail items to Jackalope Arts 314 S. Sunset Place Monrovia CA 91016 and include a note letting us know that your package is for the grab bags.
You can include as many items as you want for the grab bags. We have 50 total bags -- so you can provide items for as many bags as you want, must do a MINIMUM OF 10 BAGS.
Fair Details: Jackalope: an indie artisan fair is an all ages outdoor event with free entry. General attendee information can be found here: http://www.jackalopeartfair.com/pasadena
Load In: There will be optional tent load in from 1:00pm-4:00pm on Friday, November 16th. If you are supplying your own tent and do not come Friday, you will be assigned load in between 6:00am-7:30am Saturday, November 17th. All remaining artisans can unload between 7:00am-8:30am on Saturday, November 17th. When loading in please use the meters surrounding the park on Dayton, Raymond and Fair Oaks, they will be marked with "No Parking" signs and are solely reserved for loading hours. Once your vehicle is emptied, please move out of the street loading zone and allow space for other vendors to load in their materials.
We recommend parking in the "Schoolhouse" Parking Structure on Green Street. Head north on Fair Oaks, and make a right on Green Street, and Left into the structure, for parking. All day parking in the Schoolhouse lot is $6.00.
Food & Drink: There will be a selection of food trucks and booths, entire food listing coming soon.
Security: Security will be hired to monitor the park on Friday evening overnight, as well as Saturday evening overnight. We do recommend packing up your product between fair days, but you can certainly leave your display items such as tent, tables, set up for the entire event.
Vendor Map: A venue map with vendor locations and booth numbers will be available soon. We will have copies of the map available for guests at our information booth upon entry to the fair.
Official Vendor Listing: Our vendor listing will be announced once all participants are confirmed into the fair. You can view the official vendor listing for the fair at www.jackalopeartfair.com/pasadenavendors
Collecting Taxes: All vendors must have a temporary or permanent seller's permit for the State of California by the time you vend with us. You are also required to hold a City of Pasadena Special Event Permit. A Special Event Permit can be obtained directly through Jackalope Arts. The cost is $51 for the permit. If your business already has a City of Pasadena Business License, you are exempt from the permit fee.
More information on obtaining a CA State Seller's Permit available here:
Press and Promotions: Keep updated on our press and promotional efforts at www.jackalopeartfair.com/press
Where to Stay: Traveling to the fair and need somewhere nearby to stay? Check out these options (all under one mile from Central Park):
Pasadena Inn: 400 S Arroyo Pkwy, Pasadena CA 91105
Sheraton Pasadena Hotel: 303 Cordova St, Pasadena CA 91101
Hilton Pasadena: 168 S Los Robles Ave, Pasadena CA 91101
Courtyard by Marriott Old Pasadena: 180 N Fair Oaks Ave, Pasadena CA 91103
Have a question that isn't addressed here? Email us! Call us!