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Date and Time:
Friday July 17, 2009, beginning at 5:00pm and ending at 10:00pm

Description:
A FREE event, featuring a variety of family-friendly entertainers and performances presented at
various locations (both indoor and outdoor) throughout Downtown Schenectady. The festival will
focus on family entertainment, and will include local bands, street performers, comedians, a
hypnotist, a professional large-scale sand sculpture, and food and craft vendors. Schenectady
County SummerNight is a total family event that is designed to enhance the quality of life for
families in Schenectady County and visitors to our community. In 2008, SummerNight drew more
than ten thousand visitors and residents to downtown Schenectady! We expect even more than
that in 2009.

Location:
Downtown Schenectady, with the ��hub�� being the intersection of State and Jay Streets (The
Circle), with the other entertainment venues ��spoking�� out from the ��hub��. The celebration will be
concentrated on State Street between Broadway and Lafayette Street, and on Jay Street between
State and Franklin (the Jay Street Pedestrian Mall).

IF YOU WISH TO BE A VENDOR AT THIS EVENT, PLEASE COMPLETE
THE ATTACHED FORM, AND RETURN IT (ALONG WITH YOUR
PAYMENT) TO THE ADDRESS BELOW:

PLEASE RETURN FORM TO:
Wendy Voelker
Schenectady County Special Events Coordinator
County Office Building, 620 State Street
Schenectady NY 12305
Phone: 388-4355 / Fax: 388-4590
Email: wendy.voelker@schenectadycounty.com

2009 Schenectady County SummerNight Vendor Application
Friday, July 17th 5:00-10:00pm in Downtown Schenectady

Contact Information
Please Check One:
Food Vendor* Craft Vendor* Exhibitor (Commercial) Non-Profit (please attach proof of status)

Organization/Business Name
Contact Name
Mailing Address
City/State/ZIP
Home Phone Work Phone
Cell/Other Phone Fax Number
E-Mail Address
NYS Sales Tax ID*
*a copy of your valid NYS sales tax certificate must accompany this application

FOOD VENDOR / Standard 10'x10' ($125)
Please provide a photograph or sketch of your setup,
EXHIBITOR Double10'x20' ($150)
including location of vending window.
SPACE SIZE Triple 10'x30' ($200)
Does your booth need to be located on pavement (instead of on the sidewalk)? YES NO
Are you able to participate in the event of rain? YES NO
# of Parking Spaces Needed for Personal Vehicles ___________ (maximum of 2 spaces allowed per vendor)

Please list all items that will be sold and their prices (or attach list/menu):
Committee reserves the right to disallow sales of any items. You will be contacted immediately if there is an issue with the items you
will be selling (applications accepted on a first-come, first-served basis).

Item Price
1
2
3
4
5
6

Please enclose appropriate Booth Fee (make checks payable to ��Schenectady County��):
$30.00 Non-Profit Organization (10X10 space) $40.00 Craft Vendor (10X10 space)
$125.00 Food Vendor/Exhibitor Standard Space (10x10) $150.00 Food Vendor/Exhibitor Double Space (10x20)
$200.00 Food Vendor/Exhibitor Triple Space (10x30)

For Schenectady County Special Events Use Only
Date Application Received: _____ / _____ Insurance Form Encl ______ Tax ID Encl _____
Booth Assignment ____________ # of Parking Passes _______ Authorized Initials _______

2009 Schenectady County SummerNight Vendor Application
Terms for Application
? The non-refundable booth fee is due by 5/31/09 (please see application for appropriate booth fee).
? Make Checks Payable to: Schenectady County.
? We require each commercial food vendor to show proof of at least $1,000,000 in liability insurance for bodily injury
and death and property damage per occurrence. The County of Schenectady and the City of Schenectady
must be listed as additional insured. Please include a copy of your certificate of insurance verifying liability
coverage with your application. Applications will not be accepted without proof of insurance.
? Food and craft vendors must provide a copy of their valid NYS Sales Tax Certificate of Authority.
? Mail payment, application, copy of tax certificate, & insurance certificate to:
Schenectady County Special Events, County Office Building, 620 State Street �� Schenectady, NY 12305
? The Committee will assign vendor location. The Committee reserves the right to adjust booth placement prior to the
event.
? In an effort to be fair to downtown restaurants, food vendors will only be authorized on a limited basis to sell
products that are already available at downtown establishments. For example, a food vendor will not be allowed to
sell pizza, since there are already 2 pizza shops in the festival area. Each application will be evaluated, and vendors
will be contacted if adjustments need to be made. If in doubt, please call prior to submitting your application.
? In order to maximize business for each participating vendor, only one vendor will be permitted to sell a particular
item (for example, only 1 hot dog vendor will be permitted). Applications will be accepted on a first-come, first-
served basis. You will be contacted immediately if you need to make changes to your menu.
? Schenectady County SummerNight Committee may, for publicity purposes, use any photographs/slides and
information received or obtained.
? Vendors are responsible for their own tents, tables, chairs, and generators, and for cleaning up their booth.
Schenectady County cannot provide any of the above. Trash removal will be handled by the event organizers;
however, participants are expected to maintain the cleanliness of their booths at all times. Vendors are strongly
encouraged to recycle items whenever possible.
? The event committee will be securing a blanket vendor permit from the City of Schenectady, but Vendors are solely
responsible for securing any other permits necessary to operate within the City and County of Schenectady,
including Department of Health permits.
? Food vendors: You must apply for and secure a temporary food service permit from the Schenectady County
Environmental Health Department (518-386-2818) before vending any food items within Schenectady County. A
temporary food permit is valid for one event lasting 14 days or less and requires a $75.00 fee. Please note that the
Health Department will be present at the event to perform inspections.
? Each vendor will park personal vehicles in designated areas after setting up their booth. Parking passes will be
issued (maximum of 2 personal vehicles per vendor)
? Booths must be attended at all times. Vendors will not be permitted to move from their assigned location during the
festival, nor will they be permitted to break down their booth until the end of the festival (10:00pm). Vendors must
completely break down their booth at the end of the festival.
? Please let us know if you decide to cancel even if you must cancel the day before or day of event. No-shows will not
be invited back.
? Vendor is solely liable for equipment (installation, operation, and teardown), and any other personal property at the
festival. Vendor represents that he or she has insurance coverage for said items to cover loss due to vandalism,
theft, or any other casualty. Loss due to fire, theft, damage, or injury is the sole responsibility of the exhibitor. It is
specifically agreed that the County of Schenectady and the City of Schenectady shall be held harmless for any claim
of theft, vandalism, casualty, or loss.
? Vendors are responsible for operating within any local, state, or federal guidelines or laws. The Vendor shall
defend, indemnify, and hold harmless the County of Schenectady, the City of Schenectady, and their
employees and agents, from and against all claims, damages, losses and expenses (including, without limitation,
reasonable attorney��s fees) arising out of, or in consequence of, any negligent or intentional act or omission of the
Vendor and/or the Vendor��s employees or agents, to the extent of the responsibility of the Vendor and/or the
Vendor��s employees or agents for such claims, damages, losses, and expenses.

Agreement and Signature
By submitting this application, I accept all terms set forth in the enclosed Terms For Application.
Name (printed)
Signature
Date
Mail completed form along with payment and insurance certificate by May 31, 2009 to:
Schenectady County Special Events �� County Office Building, 620 State Street �� Schenectady NY 12305
Please make checks payable to Schenectady County
Please keep a copy of this completed application for your records.

Please make sure you have included the following in your mailing - your
application will NOT be accepted without the following:

Original complete signed and dated application
Full Payment for space indicated (payable to ��Schenectady County��)
Photo or diagram of your space layout (food vendors only)
Proof of not-for-profit status (if applicable)
A list of all products that will be sold and the prices charged for each
A Copy of your valid 2009 NYS Sales Tax Certificate of Authority (food & craft
vendors only)

For Food Vendors Only:
Certificate of General Liability Insurance, minimum $1,000,000 per occurrence,
listing both Schenectady County and the City of Schenectady as additional insured.
Please have your insurer list Certificate Holders as follows:
County of Schenectady City of Schenectady
620 State Street City Hall 105 Jay Street
Schenectady, NY 12305 Schenectady NY 12305

Please be sure to keep a copy of your completed application for your records.

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Vendor Application2009

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