1. DESCRIPTION OF THE EVENT: The Pitman Potter Festival is a non-profit event created by Pitman residents to promote Pitman and its local businesses, while celebrating the well-loved series by J.K. Rowling and providing an opportunity for enthusiastic fans to celebrate the work of Harry Potter.
  2. THEME OF THE EVENT: We ask that all vendors have merchandise relating to the wizard theme of our festival. Items can often fit the theme just by being re-named.  For example, if you sell pulled pork, consider re-naming it to “dragon meat.”
  3. REQUIRED SUPPLIES: Vendors must provide their own table, tent or any other equipment needed for the booth. The space will fit a standard 10 x 10 tent.
  4. COMPLIANCE WITH THE LAW: The Pitman Potter Festival expects all vendors to educate themselves about copyright and trademark infringement, and to comply with the law. All vendors will be required to sign a hold harmless agreement stating that neither the Borough of Pitman, the Pitman Chamber of Commerce, and/or the Pitman Potter Festival will be liable for injuries or damages associated with copyright and trademark infringement.  Vendors shall comply with all applicable laws of the United States, the State of New Jersey, and the Borough of Pitman.
  5. SALES TAX: Vendor is solely responsible for reporting and paying all applicable sales taxes due for the merchandise sold at the event. The Pitman Potter Festival does not collect or pay sales taxes for Vendor.
  6. APPLICATION PROCESS: All applications MUST be submitted electronically via our website at http://www.growpitman.com/vendors/. Paper applications WILL NOT be accepted.
  7. APPLICATION DEADLINES: All online applications must be received by midnight on WEDNESDAY, AUGUST 16, 2017. NO EXCEPTIONS.
  8. APPLICATION REVIEW: The Pitman Potter Festival Planning Committee will review all vendor applications and will advise applicants of their acceptance or rejection via EMAIL ONLY, NO LATER THAN FRIDAY, SEPTEMBER 1, 2017. The Pitman Potter Festival Planning Committee reserves the right to accept or reject an application for any reason.
  9. ACCEPTANCE PROCESS: If accepted, a vendor will have FIVE (5) DAYS from notice of acceptance to pay for their booth via PayPal Link provided to them upon acceptance.  If payment is not received within five (5) days of acceptance, the Pitman Potter Festival Planning Committee reserves the right to offer the spot to another vendor.
  10. ENTRY FEE: The booth fee is $100 for food vendors and $50 for crafters. This fee is non-refundable.
  11. INSURANCE: Vendors are expected to insure their own property, including, but not limited to all tools, displayed work and personal items. The Borough of Pitman, the Greater Pitman Chamber of Commerce and/or the Pitman Potter Festival is not responsible for this coverage, and assumes no liability for damages or lost or stolen property. Property Insurance is the responsibility of the Vendor and shall be obtained at his/her own expense and initiation.
  12. BOOTH LOCATION: Booth Locations will be assigned at the SOLE DISCRETION of the Pitman Potter Festival Planning Committee.
  13. SET-UP: Displays must be set up by 10 a.m. or earlier Saturday morning and removed no earlier than 5 p.m.
  14. PHOTOGRAPHY: Exhibitors will consent to the use of their name and any photographs for publicity purposes without further permission unless they address any objections or limitations to the Greater Pitman Chamber of Commerce in writing prior to the show.
  15. FOOT TRAFFIC: Exhibitors must a leave walking path for shoppers and festival visitors. If your exhibit interferes with walking traffic, you will be asked to move and assigned whatever space is available. Canopies are restricted to certain areas.
  16. GENERATORS: Only Honda 1000’s or 2000’s accepted or generators with DB59 or less. All others will not be allowed to run. Must have paperwork if other than Honda to show DB’s.
  17. INCLEMENT WEATHER: The Pitman Potter Festival will take place RAIN OR SHINE. There will be NO REFUNDS for any reason.
  18. PERMITS: You are required to obtain and display all necessary permits and/or licenses in order to operate on the festival grounds. If you are forced to close by any government agency for failure to obtain your necessary permits and/or licenses, Pitman Potter Festival is not liable and will not refund fees.
  19. FOOD VENDORS: No more than 2 vendors with same food (first-come, first-served). Food and fire permits from Gloucester County Department of Health and Borough of Pitman are also required. Please call the County at 856-218-4170 and the Borough at 856- 582-3444 to request these permits.
  20. ALCOHOL SALES: The sale of alcoholic beverages of any kind is prohibited.
  21. TRASH: Vendor is expected to keep their booth area in a clean and sanitary condition at all times. Vendor is responsible for removing any and all trash from their booth and surrounding area.  Vendors may use the designated recycling or trash containers provided on site for disposing of their trash.  If Vendor violates this policy, Vendor may, at the sole discretion of the Pitman Potter Festival, be precluded by participating in future events.
  22. NOTE: Email is the preferred method of contact. PitmanPotterFestivalVendorInfo@gmail.com
  23. CHANGES & AMENDMENTS: The Pitman Potter Festival reserves the right to change or amend these terms at any time without prior notice. In the event that any changes are made, the revised terms and conditions shall be posted on this website and will be effective immediately.  Please check the latest information posted herein to inform yourself of any changes.
  24. INDEMNIFICIATION: In signing this Agreement, and in consideration for the fee paid, Vendor agrees to abide by all the policies, rules, and regulations listed here. The Pitman Potter Festival, the Greater Pitman Chamber of Commerce, and the Borough of Pitman, their officers, directors, employees, contractors, volunteers, or members, assume no risk. By acceptance of this agreement, Vendor expressly releases those named above from any all liability for any damages, injury or loss to any person or goods which may arise from Vendor’s participation, and agrees to hold and save those named above harmless from any and all claims which may arise out of merchandize exhibited or sold.  In addition, Vendor hereby agrees to this release on his/her behalf of all participants, helpers, volunteers, or employees or their business or group and affirms that they are informed of this waiver of responsibility, and by their individual and group participation, they too agree to this waiver as though signed by each and every one of them.
  25. APPLICABLE LAW JURISDICTION: This Agreement shall be construed and enforced under the laws of the State of New Jersey.  Any legal action arising out of this Agreement shall be brought in the competent courts of Gloucester County, New Jersey.
  26. SEVERABILITY: Invalidity or unenforceability of one or more provisions of this Agreement shall not affect any other provision of this Agreement.