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What we 2018 AMERICAN ROYAL WORLD SERIES OF BARBECUE® VENDOR

APPLICATION PACKET

September 14-16, 2018 Kansas Speedway, Kansas City, Kansas

Contents AMERICAN ROYAL ASSOCIATION 2 World Series of Barbecue® Event Information 2 Event Open Times: 2 MARKETPLACE/FOOD VENDOR BOOTH INFORMATION 3 Booth Options and Pricing: 3 Marketplace Vendors 3 Food Truck Vendors 3 Booth Equipment: 3 PRIOR TO THE BBQ - INFORMATION TO KNOW 4 Application Process: 4 Review Process: 5 Prohibited Vendors: 5 Permits Required: 5 Food Vendors: 6 Tax Requirements: 7 KANSAS SALES TAX REQUIREMENTS 7 Insurance: 7 AT THE BBQ – INFORMATION TO KNOW 8 General Guidelines: 8 USE OF LOGO 8 Booth Space Specifics: 9 Electric 9 Security 9 Water 9 Tickets/wristbands 9 Care of Booth Space: 10 Setup and Tear Down: 10 Load In 10 Tear down/Load out 11 Required Vendor Operating Hours 11 Vehicle information for Load in/Load out 12 PAYMENTS/REFUNDS/CANCELLATION 13 Payments: 13 Refunds: 13

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AMERICAN ROYAL ASSOCIATION The American Royal is a non-profit organization based in Kansas City since 1899. We provide opportunities for

youth and adults from around the country to compete in our Livestock Show, ProRodeo, and Horse Shows. Many

people know us for our World Series of Barbecue®, which is actually our largest fundraiser. Events including the

barbecue allow us to give over $1 million annually for youth scholarships and support agriculture education

programs.

World Series of Barbecue® Event Information Returning again to the Kansas Speedway, the World Series of Barbecue will host 40,000+ people for the

weekend to enjoy the sights and smells of Kansas City’s greatest competition! In addition to being the largest

BBQ competition in the world, this weekend will also bring activities including local live music, local food and

vendors, Car show and more!

Event Open Times: Teams on the ground:

Wednesday 8:00am – Sunday 10:00pm

Open to the Public:

Friday: 3:00pm – 11:00pm, Saturday: 11:00am – 11:00pm

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MARKETPLACE/FOOD VENDOR BOOTH INFORMATION

Booth Options and Pricing:

Marketplace Vendors MARKETPLACE SPACE OPTIONS

SPACE COST REVENUE SHARE SPACE INCLUDES

10x10 Space $250 Required to pay the American Royal 20% above $5,000 after taxes and fees.

10x10 space, 2 Weekend Wristbands, 1 General Parking Pass (not on the infield)

10x20 Space $500 Required to pay the American Royal 20% above $5,000 after taxes and fees.

10x10 space, 4 Weekend Wristbands, 1 General Parking Pass (not on the infield)

Food Vendors FOOD VENDOR SPACE OPTIONS

SPACE COST REVENUE SHARE SPACE INCLUDES

10x30 Space (FOR A FOOD TRUCK ONLY)

$250 Required to pay the American Royal 20% on food gross sales after taxes and fees.

10x30 space, 2 Weekend Wristbands, 1 General Parking Pass (not on the infield)

10x10 Food Vending Space

$250 Required to pay the American Royal 20% on food gross sales after taxes and fees.

10x10 space, 2 Weekend Wristbands, 1 General Parking Pass (not on the infield)

Booth Equipment:

● Vendor is responsible for ALL equipment in their space. This includes but is not limited to: Electric, rental needs (chairs, tents, etc), signs, displays, etc.

● Vendors cannot exceed the 8 ft. height limit of the booth. The maximum height in the front and the first 5 ft. of the sides of the booth is 4 ft. high.

● Displays, signs and products must stay 4 ft. or below in the front 5 ft. of the booth to allow maximum view of all vendors.

● Any exceptions must be approved in advance by the American Royal. ● If rental equipment is needed (tent, tables, chairs, linens), Vendor must contract and make all

arrangements and payments with Marquee Event Rental for these needs. ● Awnings and canopies must not extend past the visual front line of vendor row. Units must be

placed in compliance with the space allotted. ● Refrigerated storage, storage vehicles, trailers, etc. must fit in the size of booth space

purchased and must be approved prior to the event. ● You will be allotted the exact frontage and depth you purchase, there will be no

additional space available.

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PRIOR TO THE BBQ - INFORMATION TO KNOW

Application Process:

● If you are interested in vending at the American Royal World of Series, you must:

1. Read and review the Application packet (this packet) in full and agree with all the terms 2. Apply online at:

https://docs.google.com/forms/d/e/1FAIpQLSdALQQyxRPFBYOd4S4k-akMvIRbaWsL7foA4cLjQDIL278NYg/viewform

3. Once your application is received, it will be reviewed. All vendors will be contacted if they are approved or not approved.

Once you have been approved: 4. Registration form: you will be sent a link to complete your registration which will include your

deposit payment, additional items for purchase, etc. The online form must be completed by August 23rd, 2018.

5. All necessary documentation received (no later than August 23, 2018)

▪ Completed Vendor/Subcontractor Insurance & Indemnity Form ▪ Sellers License ▪ Proof of Liability Insurance ▪ Food Permit (if necessary)

6. A complete listing of products and services. Food vendors must include pricing with the menu.

Retail Vendors should include a range of prices for their products/services. Photos or samples of products are helpful and encouraged.

7. A photograph or artist’s rendition of your booth design. Photos of prior exhibits and/or set-up

specs are acceptable. All both design/setup must be managed by the vendor. (if possible)

8. You must pay in full prior to the event for space and all purchased items.

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Review Process: We strive to provide our visitors with a diverse selection of popular, quality products. When reviewing your product offerings, we’ll consider:

● How many other vendors offer similar products? ● Is your product new and exciting, and will our visitors be interested in it?

● If providing food, can you provide enough to meet the demands of up to 10 – 15,000 public

attendees over the course of the weekend? (this does not include the estimated 30,000 team

members on the ground)

● If you provide goods, can you meet the demands of the public sales with 10 – 15,000 public

attendees over the course of the weekend?

● How does your product/good become a marketable item at the world’s largest barbecue contest?

Prohibited Vendors: We have some limitations regarding space usage and product offerings. A few of these limitations are as follows:

● Balloons and materials with adhesive surfaces will not be approved for sale or other distribution.

● The sale or display of any tobacco products or weapons (i.e., guns, knives, spears, arrows, etc.) or

products promoting tobacco or weapons is prohibited.

● Exhibit spaces may not be used for religious or political purposes, or for solicitation of funds for any

political, educational, or charitable corporation or association, or any other corporation, association,

group, individual, or cause of any kind or character.

Permits Required: All vendors on the premise selling good of any kind must have the proper sellers permits and documentation.

● Seller Permit through Wyandotte County, KS

● Vendor/Subcontractor Insurance & Indemnity Formthrough KS Speedway and provide the necessary insurance information in regards to liability and State of Kansas tax verification.

All vendors are expected to obtain and provide relevant permits, including, but not limited to, resale permits,

health permits and fire permits. Our vendors are required to comply with all rules, regulations, and requirements

of the fire marshal, the City of Kansas City, KS Health Department, and any governmental entity having jurisdiction

over our premises.

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Food Vendors: The Kansas Department of Agriculture (KDA) may be onsite to inspect any mobile units or mobile food

establishments located at the event beginning at 9am on Thursday.

If you are selling food, you must abide by the seller permit requirements as listed above as well. Additionally, please read and adhere to the Food Safety requirements by the State of KS. Please review the requirements for mobile food establishments by accessing the KDA website

www.agriculture.ks.gov. Review the Temporary Food Establishment handout if you are operating less than 7 days

in the State of Kansas. Handout can be found here: http://agriculture.ks.gov/docs/default-source/fsl--handouts/-

51temporaryfoodestablishments.pdf?sfvrsn=2 If operating 7 or more days in the State of Kansas, a license is

required. Please contact KDA for more information about licensing at (785) 564-6767.

No Food and/or Beverage Tickets - All food, snack and commercial vendors selling goods will be sold using cash

and credit or debit card. There are NO exceptions.

Settlement must take place within 30 days of event. Within that 30 days, you are responsible for the % of sales payment to the American Royal as listed above. Beverages:

If you are a food vendor who would like to sell beverages (alcoholic or non-alcoholic):

- All non alcoholic beverages must be purchased through Americrown (beverage provider on site) and you

may re-sale at the rate provided. You may not bring in beverages to sell.

- No alcoholic beverages can be sold from vendors.

Additional information will be provided to approved vendors once payment is received. Approved vendors will

receive an on-site information packet prior to the event.

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Tax Requirements:

KANSAS SALES TAX REQUIREMENTS Kansas requires most persons making retail sales within the State of Kansas to collect and remit sales tax. This

includes most non-profit organizations and those selling only one time per year. Vendors may use their current

registration number or if you do not have a number, you may register for your own number or use the number

assigned to the event. Those vendors using the event number will receive a sales tax certificate in the packet

given to you at vendor check-in at the festival and must remit sales taxes to KDOR immediately after the event.

Both registered and non-registered vendors need to display their certificates during the event. FAQ’s regarding

sales tax, and any other information can be accessed at http://www.ksrevenue.org/specialsalesevents.htmlor you

may call 785-368-8222.

Tax Clearance Every vendor must contact the Kansas Department of Revenue to receive a tax clearance letter prior to setting up at our event. The Tax Clearance letter will only be issued to vendors who are current on their Kansas State Business tax filings and payments. To request this Tax Clearance letter, please complete the Tax Clearance applications https://www.kdor.ks.gov/apps/taxclearance/SpecialEvent.aspx and be sure to list the American Royal event to receive a copy. Only copies received directly from the Kansas Department of Revenue will be valid. American Royal must have this

on file before you are permitted to set up at the event.

Insurance: All subcontractors, vendors and sponsors must provide proof of liability insurance and list American Royal Association and The Kansas Speedway Corporation as an additional insured 30 days prior to move-in. You will not be permitted to setup at the event until we have a copy of your proof of liability insurance. Workers Compensation ( If required by law) Coverage A Statutory Coverage B $100,000 BI each accident $500,000 Disease aggregate $100,000 Disease each employee General Liability Form Occurrence General Aggregate Limit $1,000,000 Products/Completed Operations $1,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage Limit $ 50,000 Medical Expense $1,000 Automobile Liability Vehicle coverage Any Auto Bodily Injury $1,000,000 Combined single limit Property Damage (Included) Uninsured Motorists $1,000,000 If you do not have insurance, you will have the opportunity to purchase insurance through the American Royal during the registration process.

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AT THE BBQ – INFORMATION TO KNOW

General Guidelines: The American Royal (AR) shall have full authority of interpretation of these regulations. All vendor contracts,

when executed properly, shall be considered a binding agreement. Vendors shall abide by Federal, State, and

City ordinances and regulations.

● You are permitted to sell/exhibit within the space you purchase. ● You must have proper paperwork in order to sell any merchandise. Please see above for

information regarding permit requirements. ● Absolutely no roaming sales allowed! Anyone found selling outside of their purchased space will

forfeit their space and will no longer be eligible for vending space at future American Royal events. ● Space assignments are subject to change anytime. ● All vendors must have proof of insurance. ● Anyone selling unauthorized items will be removed from the grounds. All items must be approved prior to

acceptance. American Royal will not allow any items i.e., flags, T-shirts, bandanas, novelty items, to be sold or promoted that reference illegal activities, violence, profanity, nudity, or discrimination. This is a no tolerance policy. AR reserves the right to remove from the grounds, any vendor breaching this policy and will result in permanent termination from displaying at any future AR events.

● NO food or beverage carry-ins. One small water dispensing cooler may be placed at your booth at the time of set-up for you and your employees.

● Once the festival gates have opened, absolutely no one is allowed to carry in water dispensing items. ● Food coolers are not allowed. (unless in Food Truck) ● Anyone found dispensing water or beverages to patrons will be automatically removed from the grounds.

(unless approved by Americrown and all beverage purchased through Americrown) ● Any usage of any type of noise-making devices, flashing lights, etc. must have prior approval by AR

management. ● Any vendor expecting UPS or FedEx shipments must be on-site to accept packages in their name. AR will

not be responsible for accepting shipments. ● NO VIDEO CAMERAS ALLOWED. NO DRONES AREA ALLOWED. ● ABSOLUTELY NO PETS ALLOWED ● No unauthorized sweepstakes or trip registration allowed ● ATV’s and golf carts are not permitted unless otherwise specified by the American Royal. ● Vehicle traffic must use paved roads only. No vehicles may enter the track at any time for any

reason. Vehicles of vendors found on the track will be escorted off property immediately and may

not return to the event.

USE OF LOGO The American Royal has sole and exclusive right to produce, sell or give away products bearing its logo(s)

and only its designated licensees may distribute such products at the show.

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Booth Space Specifics:

Electric ● The booth space/food truck space does NOT come with electricity. ● Electricity is the responsibility of the vendor. ● During the registration process, you will be provided information to purchase electrical drops from the

American Royal AND/OR Rent a generator. ● It is the responsibility of the vendor to purchase the appropriate amount of electric to manage operations

throughout the weekend. ● There will not be electricity available for purchase when you arrive at the event – all must be purchased

prior to the event. ● If you purchase electric, it will be turned on by 5:00pm on Thursday.

Security Security is provided on a 24-hour basis; however, Vendors agree that the American Royal or Kansas Speedway

assumes no responsibility for any accident, injury or mishap which may befall you, your employees or members of

the show public. Vendor agrees to indemnify and hold harmless The American Royal Association, the Kansas

Speedway, the City of Kansas City, Kansas, the County of Wyandotte, their agents, officers, directors, and employees

from all claims, losses, costs, damages or expenses resulting or arising from any and all injuries to or death of any

person or damage to any property caused by any act, omission or neglect of Vendor, its agents, employees, invitees,

contractors, sub-contractors, or guests which occurs on the grounds of the American Royal Barbecue Festival or the

Kansas Speedway. The American Royal will NOT be responsible for any damage incurred if you request American

Royal equipment and/or employees to move your property during setup or tear down of exhibit(s).

American Royal does not assume responsibility for any stolen or damaged items.

Water ● On site water: There are hydrants on the grounds of the speedway to get water. This water is not

potable. If you choose to use this water, you must bring your own bucket/container to get water to/from your vending location. Water is not accessible from your vending location.

● Grey water cannot be disposed into the grounds.

Tickets/wristbands Food vendors will receive 2 weekend wristbands for each 10x30 space.

Marketplace vendors will receive 2 weekend wristbands for each 10x10 space.

Every person on the ground beginning on Friday at 3:00pm must have a valid wristband or ticket.

Additional tickets for staff working during the event MUST BE PURCHASED IN ADVANCE. Wristbands provide

access both days. Single day tickets do NOT allow for re-entry so we stress that all vendors obtain wristbands that

allow for re-entry. These must be worn at all times. These will be available for purchase through the registration

process.

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Care of Booth Space: The American Royals will arrange for sweeping of aisles. Vendors will be responsible for the cleanliness of booth space.

All signage must be professionally made and fit within booth dimensions without blocking the view of any other

Vendor. Vendor may not use nails, staples, hooks, tacks or screws to erect any decorations, or adhesives, including tape

that would deface the walls, floors, facilities and equipment contained on the Kansas Speedway grounds. Vendors may

not place anything in the aisles during the show. Vendor will be expected to leave booth in usable condition as when

moving in. Additional cleanup charges will be deducted from the security deposit for any trash, food items or objects

left on your site.

Setup and Tear Down:

Load In During load in, vehicles may enter the grounds to provide supplies/equipment into space. All vehicles must exit the

infield by 11:00am on Friday. Any vehicles found after 12:00pm on Friday will be towed at the owner’s expense. You will

be provided a general public parking tag to move your vehicle that helped load in, to the general public lot. No vehicles

may be in your vendor space unless specific to your selling of goods and approved from the American Royal prior to the

event (ie: promotional truck that goods are sold from).

ATV’s and golf carts are not permitted unless otherwise specified by the American Royal. During the event days: Friday at 12:00pm – Saturday at 11:59pm, all vehicles found on the infield without the proper

permits will be impounded and accessed an impound fee. All persons operating a motor vehicle must abide by traffic

laws, have a valid driver’s license and obey all posted speed limit signs.

Load in may begin Wednesday at 8:00am and must be completed and space must be operational/ready no

later than 2:00pm on Friday. (Load in may occur Wednesday 8:00am – 10:00pm, Thursday 8:00am – 10:00pm

and Friday 8:00am – 11:00pm.)

Vendor must be ready to vend: 2:00pm on Friday

Gates open to the public at 3:00pm on Friday.

All load in must be managed by vendor. American Royal staff and volunteers will not be supplying support

for load in/load out measures.

When arriving for setup, we ask for your patience. American Royal is an outdoor festival; therefore, weather

may cause delays in our setup process. The American Royal staff will do our best to show you to your

designated booth space in a timely manner. If your setup requires plenty of time, arrive early. Prior to

arrival, you will receive a map noting your space as well.

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Tear down/Load out You may begin tear down no earlier than 11:00 pm on Saturday. Absolutely no vehicles will be able to access the

site for tear down until the grounds in accordance to the gate hours. All booths must be dismantled and removed

from the property by noon on Sunday.

Please bag all trash and place on the road for removal. Failure to leave your space clean and as you received it will

result in your refuse deposit being withheld.

No early tear-downs allowed. Booths will open and close corresponding with the festival hours. Vendors are

required to stay open until 11:00pm on Saturday. Load out/tear down may begin at that time, but vendor must

abide by gate hours for vehicles.

Sunday – not required, but food vendors are welcome to vend on Sunday to our teams for the Open Meat

Competition. If you choose to stay Sunday, you are required to vend until 6:00pm. You may tear down from

6:00pm – 10:00pm and must be off property by 10:00pm.

Required Vendor Operating Hours Friday: Set and ready: 2:00pm Vending: 3:00pm – 10:00pm (or until released based on crowd size) Saturday: Set and ready: 10:30am Vending: 11:00am – 10:00pm (or until released based on crowd size) Sunday: Not required: on your application, you will be asked if you are interested in vending Sunday to support our teams during the Open Contest. This is only available to food trucks. If you choose to join on Sunday, please abide by the following vending time Set and ready: 10:30am Vending: 11:00am – 4:00pm

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Vehicle information for Load in/Load out Gate Tunnel Hours for Vehicle Load in/Load out

DATE TIME GATE INFORMATION

Wednesday, 9/12/2018

8:00am – 11:59pm GATE OPEN

Thursday, 9/13/2018 12:00am – 11:59pm GATE OPEN

Friday, 9/14/2018 12:00am – 12:00pm (noon) GATE OPEN

Friday, 9/14/2018 At 12:00pm GATE CLOSES & All unnecessary cars removed

Friday, 9/14/2018 12:00pm – 11:59pm GATE CLOSED

Saturday, 9/15/2018 12:00am – 8:00am GATE OPEN

Saturday, 9/15/2018 8:00am – 11:59pm GATE CLOSED

Sunday, 9/16/2018 12:00am – 10:00pm GATE OPEN

Subject to change

Please pay close attention to vehicle traffic times. We have established a NO TOLERANCE POLICY for vehicle traffic

on the festival grounds as listed above in the interest of patron safety. Please plan accordingly. If you park within

your space, you must abide by the above gate hours. There will not be parking on the infield for vendor vehicles.

Vendor vehicles will be in one of the parking lots on the East or West sides of the Speedway.

General Public will access the grounds via the main entrance (Gate B, West side of the speedway) and enter

through the grandstands OR via tram which will run through the tunnel and drop off near the infield tower.

There are no other access points that will be used on the ground.

No general public vehicles are allowed on the grounds. BBQ teams and vendors may have vehicles (if

necessary for sales) and must abide by the gate hours. These hours note when the gate of the tunnel will be

open and closed.

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PAYMENTS/REFUNDS/CANCELLATION

Payments: Once you have been approved, you will be sent an online form (within 10 business days of approval) that you are requested to fill out and pay. You must pay in full prior to the event. All payments must be received in full by August 23, 2018 via the online registration form. If balance is not paid by deadline, the American Royal has the right to charge a late fee of $50.00 or cancel Vendor’s contract and release such space for resale, without refund of deposit. All vendors are required to pay the % of sales to the American Royal as listed above. This payment is due to the American Royal within 30 days of the conclusion of the event. Documentation is required with all payment. If you booth did not meet the minimum to pay the % of sales, documentation is required to denote total sales.

Refunds: Requests for refunds must be submitted to the American Royal and are subject to the discretion of the American Royal. Marketplace vendors may be eligible for a refund if the American Royal is able to fill their space with another vendor. Fees associated with space, minus a $50.00 cancellation fee may be refunded. Refunds will not be issued for events for events that are less than 7 days away. A roll over of funds for future events is not allowed.