Advisory Council Artistry in Iron



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Attn: Nevada Businesses – please send your Taxpayer ID Number to Laurie Prince at Lprince@convexx.com or by fax to 702-450-7732.

 

Nevada motorcycle dealers, be sure to contact the DMV for your sales/display permit.



 

ON SITE PROCEDURES:

 

Vendors will be given a pre-populated tax form to sign at check-in. Welcome letter will include information about tax collection procedure.



During the week, the tax forms will be placed in booth number order in a alpha/numeric sorter.

Sunday morning, staff will distribute envelopes with the tax information to each booth.

Sunday 11am, staff will go booth to booth to collect envelopes and taxes. They will take it to media lounge.

Tax Manager will take envelopes, record tax amount on vendor list and method of payment. Also record if Nevada paying direct.

Tax Manager will complete tax form with amount given and give to staff to distribute back to the booth.

 

SPECS

If possible 2 8' tables in an L Shape

4 chairs against wall for people waiting

3 chairs behind table

4 clipboards

6 fanny packs

Pens


1 cashbox - must have bill holder

2 wire baskets

3 sorters

1 big calculator

6 small calculators

2 scissors

White out

6"x9" envelopes for vendors

 

 

Tents



Person Responsible: Jenn

 


    • For Advanced rate pricing, place order before the deadline of September 09, 2016.

    • Full Circle Events is the official contractor, Las Vegas BikeFest will receive and process all orders in advance

    • See Vendor Kit for pricing and details.

 

Tent Rental

    • Tent stakes and patching are included with all tent rentals.

    • To receive advance rate orders must be made before September 09, 2016.

    • A 10% service charge will be retained from all refunds for cancellations made before

September 09, 2016. There will be no refunds for cancellations received after September 9th, including on-site at the event.

 


    • TENTS: If Vendor orders a tent smaller than their booth size - they need to be contacted to confirm placement location of tent.

 

 

Staking



    • Vendors will not be provided with tents/canopies by Las Vegas BikeFest®.

    • If the exhibitor has their own tents or awnings, Vendors can stake their own tents and are responsible for patching/repairing payment, or vendor can order patching thru Full Circle Events.

    • If trailers stake their own awnings there will be a $50 fee to patch all holes

    • Stakes ordered thru Full Circle include patching.

    • All tents/awnings are required to be secured to the ground - with stakes or weights in Rally Central.

    • EZ-Ups can use sandbags or weights to secure the structure.

 

    • Complete the “TENT/FURNITURE/ELECTRICAL ORDER” form for advance rate of $25 per stake or go to the Full Circle Events table onsite to arrange for this service at $40 per stake (must request stakes onsite by 12pm on Wednesday, September 28, 2016.)

    • All charges are the vendor’s responsibility.

 

Setting Up Their Own Tent - Fire Permits

    • If the exhibitor sets up their own tent outside, 10’x20’ or larger with side walls or 20’x20’ or larger with no side walls, they are required to acquire a fire permit from Clark County.  A permit is required for truck/trailer awnings more than 400 feet. 

 

    • If you utilize / rent a tent from Full Circle Events, no permit is necessary as permits will be paid for by LVBF as part of your vendor fee. 

 

    • Representatives from the Las Vegas Fire Department will also be on-site at the event to confirm that tents and awnings are in good condition and fire retardant.  Please be aware that should the Las Vegas Fire Department deem your tent to be a hazard, you will be required to remove your tent and should you request one of our tents, you will need to pay the standard rate for such tent. You may also need to provide a fire extinguisher or rent one from Full Circle Events.

 

    • NOTE: Halogen light bulbs that are exposed are not permitted inside the rally area and all extension cords must be three-prong and grounded. Halogen bulbs must be self-shielded and not exceed 75watts to be permitted.

 

Cost of Temporary Tent Permit thru the Las Vegas Fire Dept. Under 15,000 Sq. Ft = $80.00

Over 15,000 Sq. Ft = $160.00

Permit required if total sq. ft. of tent is 400 sq. ft. or more only.

 

 



    • See Vendor Kit for pricing and details.

 
Ticket Sales

RALLY CENTRAL TICKET SALES

  • Advance Ticket Sales

    • Available at lasvegasbikefest.com

      • Daily Prices

        • Thursday - $15.00

        • Friday - $15.00

        • Saturday- $15.00

        • Sunday not available

        • Weekend Pass - $25.00 - good all four days

 

  • On Site Ticket Sales

    • Tickets:

      • Thursday $15.00

      • Friday $15.00

      • Saturday - $15.00

      • Sunday - $5.00

      • Weekend Pass - $25.00 - good all four days

    • 12 and under are free

 

  • Coupons

    • Local 2 for 1

      • Thursday and Sunday

      • Buy one get one free for Clark County locals with Valid I.D.

    • $5.00 discount coupon

      • will be available at Las Vegas Harley Davidson, Red Rock Harley Davidson, Henderson Harley-Davidson and all RideNow Powersports locations

      • Also in Las Vegas Weekly magazine

      • All bands were given $5 coupons to post on their facebook pages.

    • Groupon

      • (1) 4-day Pass (value $25) for $15

      • Can redeem at rally by printing Groupon and showing their ID or they can redeem on their phone.

      • Groupon will send us a list of all Groupons prior to the rally

      • Promotion runs through September 1, with 1,000 max sells.

      • If someone has a Groupon from last year ($15), the purchase price can be used towards the purchase of a ticket this year, but the deal is no longer valid.

 

  • Registration Packages

    • New Purchases can be purchased at Ticket Booths

      • Party $55

      • Ultimate $85

      • Attendee pays and receives wristband along with coupon book and registration bag. Coupon book includes t-shirt voucher that can be redeemed at any Rally Central store. They will also need to fill out a registration form.

      • No Refunds

      • Cash and Credit cards accepted on site. ATMs located just inside gates where attendees can access.

    • Online Purchases can be fulfilled at Ticket Booths

    • Online Purchases can be upgraded at Ticket Booths

 

  • Wristband Colors:

 

SPECS

 


Prepared By

Mike Clark

Staff Contact

Mike Clark

Set-Up Time

Wednesday, 4pm-6pm; Thursday, 8am-1pm

Staff

Mike Clark

Jennie Jackson

Louis Weiss


 

SUPPLIES


  • 9 tables (5 on 8th, 4 in North)

  • 12 chairs (7 on 8th, 5 in North)

  • 4 fans (2 on 8th, 2 in North)

  • Electrical

  • 2 iPads with GoPayment installed (1 on 8th, 1 in North)

  • 4 Ticket Price signs to strap to bike rack (2 8th, 2 North)

  • 6 Ticket Price laminated paper to tape to table

  • Red sharpie for each seller (to mark discount coupons)

  • 5 2-hole clip boards (3 8th, 2 North)

  • ? Registration forms

  • 8 PAID Stamps

  • 8 Calculators

  • Wristbands

    • Thursday

    • Thursday 2 for 1

    • Friday

    • Saturday

    • Sunday

    • Weekend

    • Party

    • Ultimate

  • Programs

  • 11 Combo lock boxes

  • 5,000 raffle entries

  • ? Registration Bags

  • ? Party Pass coupon books

  • ? Ultimate Pass coupon books

  • ? VIP Pass coupon books

 

TEMPORARY STAFF

  • Use staff schedule to check in and out staff

  • Ensure each staff member takes breaks

 

INSTRUCTIONS

  • Ticket price:

    • Thursday: $15

    • Friday: $15

    • Saturday: $15

    • Sunday: $5

  • 12 and under are free and should not be given wristbands.

    • It is not necessary to put the wristband on kids.

  • There are no refunds or exchanges for lost or broken wristbands.

  • Open as few wristband boxes as possible so that there are not a lot of “used” boxes returned at the end of the day.

  • Release ticket sellers as the crowd diminishes.

  • If a person working a vendor booth shows up, they must call the vendor and have the vendor meet them at the gate with the wristband.

 

Bundles

 


  • As cash come in, bundle as follows:

100s in $10,000

$50s in $5,000

$20s in $2,000

$10s in $1,000

$1s in $100

 

 



Opening Till

 


Denomination

Number

Amount

5’s

40 bills

$200

10’s

20 bills

$200

20’s

5 bills

$100

TOTAL

 

$500

 

 

Trailer Parking

Person Responsible:

 


    • Trailers are not allowed to park in Vendor Parking Lot.

 

    • Trailers can park in 10th & Ogden

 

    • Other places to park trailers

      • Flying J Travel Plaza (Morton’s Truck Stop)

      • 1000 East Cheyenne Avenue (702) 649-2001

      • $10 a night

 

The Wild Wild West

    • 3330 West Tropicana (702) 740-0000

    • free for guests $25 for non-guests.

 

Palace Station Hotel & Casino

    • 2411 W Sahara Ave, Las Vegas, NV 89102

    • Parking available to guests only, free

 

The Plaza Hotel and Casino

 

 

Trash Maintenance

Person Responsible: Jenn

 

Supervisor: George Turton



Cell: 702-417-6158

Home: 702-823-5332

Will be on radio

 

Payment:



George Turton - $11/per hour

2nd Supervisor - $9.50/per hour

Staff - $9/per hour

 

There will always be a supervisor during work hours. Most of the time it will be George Turton. George to provide names of staff onsite. They will need to complete W9 forms in the Event Office. Give 4 shirts to each worker. One worker will be a female who will handle the cleaning inside the Pavilion



 

Equipment Schedule

Delivery

  • Century - (6) tilt rolling trash dumpsters on Tuesday, September 27 between 8am - 12pm

  • Republic - (3) 40 yrd roll off and 50 toters a on Tuesday, September 27 between 10am - 2pm. (2) placed on 8th South and (1) on Fremont and 10th

 

Equipment

  • (6) Tilt rolling dumpsters

  • (6) Brooms and Dust Pans

  • (1250) Trash liners

 

 

Pick-up



  • Toters will be picked-up from 9th St (along Western Building Wall) on Monday, October 5th between 10am - 12pm

 

ConvExx to provide push brooms and (2) radios for supervisors

 

Schedule

 

Wednesday

8am - 5pm

4ppl

Staff to place receptacles in parking lots with liners.

5pm - 9pm

2ppl

Cleaning

 

Thursday

10am - 3pm

4ppl

Cleaning

3pm - 11pm

6ppl

Cleaning

 

Friday

10am - 3pm

4ppl

Cleaning

3pm - 11pm

6ppl

Cleaning

 

Saturday

10am - 3pm

4ppl

Cleaning

3pm - 11pm

6ppl

Cleaning

 

Sunday

9am - 12pm

2ppl

Cleaning

12pm - 5pm

6ppl

Cleaning

5pm - 9pm

4ppl

Cleaning

 

Monday

8am - 12pm

3ppl

Cleaning & placing receptacles on 9th St along wall for pick-up

 

Restroom Supplies:

Supplies provided by Downtown Project

 

 

 



 

Truck Rental (CX Staff)

Person Responsible: Jeff

 

Reserved 17' trucks through Uhaul per the following schedule:



 

Truck #1 (15' truck for this day)

Date: Wednesday, September 21

Pick-Up: 9am

Location:

Pecos Sunset Storage

6185 S Pecos Rd

Las Vegas, NV 89120

(702) 451-5058

Confirmation Number: 22020173

Drop-Off:

This day will be to deliver bag stuffing supplies to Golden Nugget

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Truck #2

Monday, September 26 - Wednesday, September 28

Pick-Up: 9m

Location:

Pecos Sunset Storage

6185 S Pecos Rd

Las Vegas, NV 89120

(702) 451-5058

Confirmation Number: 21477688

Guaranteed under Jeff Pressman

Loading truck on Monday with delivery to Western Hotel once loaded

Loading truck Tuesday afternoon with registration supplies with delivery on Wednesday when we receive the space at the Golden Nugget

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Truck #3

Saturday, October 1 - Monday, October 3

Pick-Up: 9am

Location:

Pecos Sunset Storage

6185 S Pecos Rd

Las Vegas, NV 89120

(702) 451-5058

Confirmation Number: 21477786

Guaranteed under Jeff Pressman

Drop-Off: October 3

Loading truck on Saturday from Golden Nugget and Sunday from FSE

Unloading at office on either Sunday or Monday



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Truck #4

Sunday, October 2 - Monday, October 3

Pick-Up: 10am

Location:

Pecos Sunset Storage

6185 S Pecos Rd

Las Vegas, NV 89120

(702) 451-5058

Confirmation Number: 22020098

Guaranteed under Jeff Pressman

Drop-Off: October 3

Loading truck on Sunday, extra truck for moving out

Unloading at office on either Sunday or Monday



<>

 

 



Truck Wash

Person Responsible:



    • Blue Beacon Truck Wash
      2932 Losee Rd.
      North Las Vegas, NV 89030
      I-15, Exit 46
      By Morton's

 

Vendor Kit

Person Responsible: JC & LP



 

    • Hotel information is available on the website

 

    • Vendor Kit with the electrical order form, furniture order form, etc. is available on the Las Vegas BikeFest website (Vendors / Vendor Kit). Or www.LasVegasBikeFest.com/vendor-kit

    • Advance Rate Deadline: September 9, 2016

      • Companies that sign up after the September 9 deadline will still be able to purchase items at the advance rate (until day before move-in). The VSRA form on the web site will still have advance rate price.

        • Sheldon will create a separate form with advance rates that we will email to vendors that sign up after 9/9/16

        • Sheldon will change www.LasVegasBikeFest.com/vendor-kit to the onsite prices on 9/9/16.

      • Companies that sign up on site can purchase items at advance rate, subject to availability.

 

Vendor Tent/Furniture/Electrical

Item

Advance Order Price (before 9/9):

On-site Order Price

Table - 6' (30" high)

$15.00 each

$30.00 each

Chair - Folding

$5.00 each

$10.00 each

Tent - Front Panel 8' x 10'

$35.00 each

$50.00 each

Tent - 10x10 w/3 side walls

$200.00 each

$250.00 each

Tent - 10x10 w/4 side walls

$235.00 each

$300.00 each

Tent - 10x20 w/3 side walls

$275.00 each

$350.00 each

Tent - 10x20 w/4 side walls

$345.00 each

$450.00 each

Tent - 10x30 w/3 side walls

$400.00 each

$500.00 each

Tent - 10x30 w/4 side walls

$505.00 each

$650.00 each

Tent - 20x20 w/4 side walls

$450.00 each

$550.00 each

Tent - 20x40 w/4 side walls

$1000.00 each

$1250.00 each

Tent - Large are 450 sq no walls

.88/sq ft

.88/sq ft

 


Tent - Large are 450 sq with 4 walls

1 .03/sq ft

1.03/sq ft

Tent - Stake includes patching

$25.00 each

$40.00 each

Tent - Stake repair per hole

$10.00 each

$20.00 each

*Lighting Package

$125.00 each

$150.00 each

Electrical Outlet - 5amp

$89.00 each

$189.00 each

Electrical Outlet - 10amp

$149.00 each

$289.00 each

Electrical Outlet - 20amp

$179.00 each

$295.00 each

Electrical Outlet - 30amp

$495.00 each

$649.00 each

Electrical Trailer/Rig - 60A, 208v, 1-phase

$595.00 each

$795.00 each

24 Hour Power

$100 each line

$125.00 each line

 

 

*Tent Lighting Package includes 5-amp Outlet, Lights hung in ceiling of tent and 15’ extension cord. Vendors can supply their own power strips for additional outlets.



 

    • Tent stakes and patching are included with all tent rentals thru Full Circle Events.

    • Vendors can stake their own tents and are responsible for patching/repairing pavement. They can order patching based on above pricing.

    • To receive advance rate orders must be made before September 9th, 2016.

    • A 10% service charge will be retained from all refunds for cancellations made before September 9th, 2016. There will be no refunds for cancellations received after September 9th, 2016 including on-site at the event.

    • Tables and chairs will be delivered to the vendor's booth after they arrive. Vendor should check in at the Furnishings Desk located in the Event Office when they arrive and staff will deliver the order after all advance orders are delivered. Rental items not returned to Full Circle Events will be subject to replacement cost not to exceed $175 for each item.

    • Electrical, Furniture and tent orders placed onsite will need to be ordered in the Event Office based on availability.

    • Full Circle Event will have the onsite forms at their table to confirm they are able to accommodate onsite order. If they can, the vendor will complete the paper form with payment and give to LVBF Staff. Staff will process the form by charging cc and cash (no check). They will sign rental sheet and make a copy to be given to Full Circle Events. Full Circle will only complete an order that has been signed off by LVBF staff.

    • See tents for more details information.

 

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