3/22,23/25 Get Outside & Thrive, An Outdoor Show For Everyone -  Vendor Application

Arnot Mall Event Center
3300 Chambers Rd
Horseheads, NY

Event Details:

If you are a returning vendor, we appreciate your past support. If you are new to Southern Tier Events, LLC welcome and thanks for your interest in our event!

General:

1. Event is held inside the Arnot Mall Event Center and will be held rain or shine.  In extreme weather cases where the Event is cancelled it will be determined as early as possible, but in some cases may be the morning of the event.  There are no refunds for Vendor absences or cancellations.
2. Our typical setup takes place from Friday 3:30-6pm, and 8am Saturday morning.  It is common to expect guests prior to the published 10am start time on the day of the event.
3. Vendors will provide all display tables, tents and counters necessary for product sales, as applicable.
4. Each vendor spot will be numbered and staff will be available to help you find your spot. Details on space assignment, vendor unloading and parking will be provided within two days of the event.
5. Vendors can only bring items that they make themselves, absolutely no “flea market” items or “yard sale” items.  Direct Sellers can only bring items that pertain to their Company.
6. Southern Tier Events, LLC  reserves the right to make any space assignment for any vendor based on extraordinary circumstances including but not limited to safety considerations, type of merchandise sold, and other site considerations. All space assignment decisions are final.
7. Event management does not guarantee in any way the attendance figures for any event or the success of any vendor.
8. Submission of an application does not guarantee acceptance to the event. The staff reserves the right to decline any application and all decisions are final.
9. All vendors agree to staff their booths during the event from 10 AM to 4 PM. Vendors agree not to dismantle their display prior to 4:00 PM. Vendors who dismantle their display prior to 4:00 PM for whatever reason, jeopardize their acceptance to future events.

Prohibited:

1. Smoking on premise is prohibited (including vape devices).
2. No inappropriate clothing worn by Vendors.
3. No separate signage on property will be permitted.
4. Raffles, Lotteries, or Drawings will not be permitted without written pre-approval.
5. Southern Tier Events, LLC reserves the right to request the removal of inappropriate items and/or displays, and vendors selling unauthorized items will be asked to remove those items.
6. No illegal or undesirable conduct.
7. No staples, tacks, tape, confetti, rice, water beads and or glitter may be used to decorate the ceiling, curtains, or walls.
8. There will be no hanging of décor, lights ect. From ceiling, curtains or walls.
9. PETS (excluding certified service animals)

Garbage / Debris:

1. All packaging brought to event will be removed by Vendor.
2. Vendors will keep their area clean during market hours and are responsible to clean their area before departing.
3. Vendors are responsible for cleaning up their own area. All trash must be deposited in trash cans located throughout the venue.
4. Over-sized trash must be removed from the venue and disposed of by the vendor.

Permits / Insurance:

1. Sales tax certificates and food permits must be displayed at Vendor’s booth.
2. Vendor will obtain a Certificate of General Liability Insurance naming Southern Tier Events LLC as Additional Insured.  Insurance Certificate must be on file prior to event.
3. Southern Tier Events LLC signed by Vendors shall include Vendor’s agreement to hold harmless Southern Tier Events LLC and Arnot Mall against claims arising out of Vendor’s participation in the Southern Tier Events LLC Sportsman's Expo.
4. Southern Tier Events, LLC is not liable or responsible for any accidents or incidents that occur while vendors, volunteers or patrons are at the event. In addition, Southern Tier Events, LLC assumes no liability or responsibility for any effects vendor products may have on patrons. Each vendor holds responsibility and liability for their own products and product effects.
5. Southern Tier Events LLC application signed by Vendors shall include Vendor’s agreement to hold harmless Southern Tier Events LLC and Arnot Mall against claims arising out of Vendor’s participation in Southern Tier Events LLC.

Parking:

1. During loading & unloading Vendors MUST NOT block the fire lane OR ramp.
2.  After you are finished unloading you must move your vehicle.  Staying in the Fire Lane is a safety violation.
3.  You MUST park in the designated parking area (photo below).  DO NOT park near the front doors.  Vendors that do not park where you are asked,  for whatever reason, may jeopardize their acceptance to future events.
4. DO NOT park in the red area indicated below during the hours of the event.

Compliance:

1. NYS Law Compliance – All Vendors must comply with all NYS Department of Health & Agriculture & Market rules and regulations.
2. All Vendors are responsible for any fines incurred for noncompliance.
3. The Southern Tier Events LLC application/contract will state that the Vendor understands the Rules and Regulations, that Vendor is in compliance with (have provided proof of certificate to) NYS Agriculture & Markets and Health Department regulations, and that Vendor is providing proof of General Liability Insurance.  Violations of the Rules and Regulations may result in removal of a Vendor from the Event.  All fees will be nonrefundable in this instance.
4. Vendors are responsible for collection and reporting of applicable taxes.

Non-Compete:

1. Southern Tier Events LLC is non-compete.  Vendors will not compete with the other Tenant’s in Arnot Mall or Vendors at the Southern Tier Events LLC.  Non-compete allows a variety of products which not only benefit the Patrons, but also allows the Vendors a better opportunity for sales.
2. Vendors who are direct sellers of product lines will be limited to one per category.

Utilities / Amenities:

1. Heating and cooling in the space is not controlled or accessible by any Southern Tier Events, LLC staff.  We are provided the space as-is.
2. Lighting and power in the space is not controlled or accessible by any Southern Tier Events, LLC staff.  We are provided the space as-is.
3. Electrical outlets are available for electronic equipment, but are limited, those needs should be specified in the application.   Vendors must supply their own extension cords as needed.  Any extension cord used shall be deployed in a manner that does not create any trip hazards for staff and guests.
4. Wireless internet is available throughout the space.  Credentials for logging into the wireless network currently are (SSID: Event Center, Key: AMEvent001!).
5. Bathrooms are located in the facility.  They are shared with the sports complex.  If you notice anything out of order, please let the Southern Tier Events, LLC staff know (typically found at the front desk).
6. There is an ATM located at the center court of the mall near the escalator.

Privacy:

1. Unless explicitly permitted by the vendor, Southern Tier Events, LLC will not share or distribute vendor’s personal contact information with other individuals or organizations. If provided in the application, Southern Tier Events, LLC will use the Vendor’s website/Facebook link to promote their participation as well as include in a list of participating vendors which will be posted prior to the event.

Marketing:

1. Facebook marketing
2. Targeted text messaging
3. Digital signage on premise
4. Streaming TV
5. Broadcast TV

Payment:

1. Once online application is submitted, Southern Tier Events, LLC will review, approve/ dismiss and contact each vendor directly via information provided for payment. Accepted methods of payment include check, money order or cash.  Vendor spots are not considered reserved until both application and payment are received. Southern Tier Events, LLC reserves the right to lease out vendor space to next vendor if payment is not received within 7 business days of application.
2. Fees for accepted vendors are non-refundable. Fees from those applicants that are not accepted will be returned.
3. Make checks payable to:
   Southern Tier Events
   c/o Amber Saltsman
   165 Walnut Street
   Corning, NY  14830

Deadline: Applications will not be accepted after 14 days prior to each event.

In the event of an emergency at any time while on premise, please contact 911, there are no local or remote alarms within the space.

All applications must be completed fully, include a check in the full amount for space(s), and your insurance information.

Any application not including ALL of the above information will be considered incomplete and will be returned without consideration. If you are you are not chosen for participation for the event, your check will be returned.