Calling All Creative Community Collaborators!

Provide an awesome family friendly free activity for PEP Fest attendees!

Don’t miss this amazing opportunity to build community in the name of equity. You can promote and share your business, project, hobbies, passion, and projects by providing a free art activity, craft, community collaborative project, games, lessons and more. We are open to your ideas!

*PEP FEST will only work with your help! Can you lead a craft, game, teach a skill, contribute supplies, water, snacks, raffle items, your time, or be a sponsor? Community partners, businesses, PTAs, and students are encouraged to participate to help create community by the sharing of our talents and resources! Sign up to become an invaluable part of PEP Fest today!

Collaborator Form

Thank you for wanting to provide a free family friendly activity at the 2024 PEP Fest! In the spirit of equity we look forward to having our local families collaborating with us for this district wide community building event.

Some examples of free activities: art creating, crafts, games, or learning materials focused on equity, inclusion, representation, diversity, or community. Coloring sheets, sign making, drum circle, bubbles, face painting, sidewalk chalk, creative building, yarn bombing, rock painting, interactive art. We are open to your ideas!

This form is for individuals looking to provide a FREE family friendly activity, businesses please see our sponsorship form. All forms must be submitted by May 12, 2024. We are expecting our participants to be in support of equity. Political campaigning will not be allowed.

*Add "n/a" if the field is not applicable*

EVENT DATE:   Saturday, May 18th

EVENT HOURS:   12:00 PM - 5:00 PM

LOAD-IN:   9:00 AM - 11:00 AM 

LOAD-OUT:   5:00 PM - 6:00 PM

*Load-in & out times are subject to change.

PLEASE NOTE:

  • No adult themed activities

  • Booth covers (1) assigned space

  • Tent is NOT included

  • Table is NOT included

  • Event is Rain or Shine

 

Terms & Conditions / Important Information: 
While most of the information given is for our vendors, all participants attending the event must “agree” in order to participate. If you are under 18, your legal guardian who will be in attendance with you, must sign.

Event Details

Participation

  • Exclusivity is NOT granted to any participant.

  • The producer does not guarantee any revenues to be generated by the participant.

  • This is a rain or shine event and will remain open regardless of weather conditions, although operations may be suspended during severe weather.

  • Vendors may not sell alcoholic beverages.

  • Food vendors must have all the necessary permits.

Application Process

  • Applications are to be fully filled out via the online registration form.

  • Participants shall be notified by email if they have been accepted, rejected, or on waiting list within a month of submitting application.

  • If participant does not see a message saying “Thank you”” after clicking “Send” your application has not been submitted. Please make sure all required information is filled in and send again, until you see the thank you message.

  • If application is approved, applicant will receive an invoice and payment instructions at the email they provide on their application.

  • Vendor participants will NOT be guaranteed booth space until the invoice is paid IN FULL.

  • If the participant needs to change their application in any way, it must be done in writing by emailing ptaequityproject@gmail.com

 Cancellations

  • Cancellations must be done in writing via email.

  • A $50 non-refundable administration fee will be applied to any cancelled vendor applications. Those under 18 and D65 PTAs are the exceptions.

  • Vendor cancellations made before the application deadline are entitled to a full refund minus $50 fee and processing fees.

  • Cancellations made after the application deadline are not entitled to a refund.

 Contract Cancellations

  • The producer has the right to control all aspects of the event.

  • The producer reserves the right to cancel a vendor contract at any time for the good of the festival, by its sole discretion.

  • Any cancellation by the producer will result in fees being refunded to the vendor if they have followed the rules and regulations.

  • A cancellation or suspension by the producer resulting from failure to meet or maintain guidelines stated within will not be eligible for refunds.

Refund Process

  • All vendor refund checks will be made out to the account holder listed on the initial payment, unless otherwise specified.

  • Event cancellation due to inclement weather or “Acts of God” will not result in the refunding of your vendor fees.

 Booth Space

Location

  • PEP Fest is held on school grounds, including the playground.

  • The participant will be assigned a booth space with the approximate square footage you requested and you were approved for: 10 feet by 10 feet, or other.

  • The location of the participant’s space within the event shall be determined by sole discretion of the producer. We are mindful to not place you by vendors selling similar items.

  • The participant agrees to accept the space as designated by the producer.

  • The producer reserves the right to relocate any booth when necessary even after a space has been assigned.

  • The participant agrees to conduct its business only within the space assigned by the producer.

  • The producer does not guarantee a corner space or for there to be room between tents for any participant, in fact it is unlikely a booth space will have either of those and so participants should plan their booth layout accordingly.

Set Up & Strike

  • Each participant is responsible for setup, tear down, and clean-up of their stand. No assistance will be available on-site.

  • Exact load-in times will be provided prior to the event.

  • Vehicles are allowed to pull up to loading zones to unload. After a car is unloaded it is to be immediately removed from site to allow other participants access to their booths.

  • Cars must be cleared off site 1 hour before the festival opens.

  • Cars are not permitted to re-enter the site until the producer gives an all-clear, about 30 minutes after the posted closing time.

  • At strike, vehicles are not to be brought to the loading zone until merchandise and materials are ready to be loaded.

  • All items left onsite after the event on Saturday will be disposed of.

 Equipment and Signage

 Tents/Canopies

  • Tents must be in GOOD condition.

  • All tents must be properly weighted prior to the start of the event.

 Signage

  • Booth signage is not provided, but participants are welcome to bring their own.

  • The producer has the right to ask you to remove any signage they decide is inappropriate or is not within the aesthetic of the festival at any time.

 Electricity

  • Electricity is not provided for any reason

  • Personal generators are PROHIBITED.

Operations

  • The participant agrees to be open from the starting time until 5pm.

  • Participants are welcome to keep their booths open until the closing time of the festival. If they decide to shut their booth down before closing they will not be able to pull cars into the loading zone until a half hour after closing.

  • The participant shall maintain its space in a neat, clean, and sanitary condition during the event and shall dispose of all trash produced.

  • If a booth space is left in disarray the participant may be subject to a fine of $100 and/or loss of vending privileges.

  • Participants MUST remain within their booth space and may not conduct any business while wandering around the event.

  • All walkways, including any behind the booth must be left unobstructed unless otherwise indicated.

  • Running water is NOT provided.

  • Family friendly amplified sound may be played in your booth including recorded or live music, but it may not exceed a volume disruptive to other booths.

  • Drilling in the streets is not permitted. Violators will be subject to a fine of $200 and/or space cancellations.

  • Participants are directly responsible for any violated City of Evanston or Evanston /Skokie School District 65 ordinances and fines.

  • Vendors and their employees must maintain the highest degree of professionalism in their booths and on event grounds at all times.

  • The producer reserves the right to ask a participant to cease any action they decide is not in the best interest of the event.

Security

  • Participants are solely responsible for all items in their booth at all times before, during, and after the festival.

  • The producer and the event are not responsible for any items lost, stolen, or damaged.

Indemnification

  • The participant shall comply with all local, federal, state, and municipal laws and ordinances.

  • Evanston/ Skokie School District 65, The Evanston/Skokie Council of PTAs, PTA Equity Project, Washington School PTA, Illinois PTA, its officers, directors, volunteers, and members, related festival providers of goods and services, or any participating sponsor will NOT be held responsible for any injury, loss, or damage that may occur to the vendor, volunteer, sponsor, collaborator or to the vendor’s employees or property of said vendor, volunteer, sponsor, collaborator from any cause whatsoever prior to, during or subsequent to, the period covered by the vending contract.

  • By submitting this application, the participant further agrees to indemnify and hold harmless Evanston/ Skokie School District 65, The Evanston/Skokie Council of PTAs, PTA Equity Project, Washington School PTA, Illinois PTA, its officers, directors, and members, its officers, directors, and volunteers, from and against any and all claims for personal injury, loss by theft or damage, whether to the Participant, its agents or employees or any third party, caused in part or in whole, by the participation of the Participant in the Event.

If you have any questions, please contact:
PTAEquityProject@gmail.com

Terms & Conditions By filling out the form below the applicant agrees to all the Terms & Conditions. The applicant will be emailed a copy of these Terms & Conditions with invoice if approved.