Regatta Dates: Saturday, October 24, 2009 & Sunday, October 25, 2009

Deadline to Pay Vendor Fee: October 1, 2009…reserve early!


Marketing opportunities at the two-day Regatta Festival!

• Expanded festival location at The Three Angels
• New vendor opportunities to directly connect with our theme of
• Building healthy athletes…Building a healthy community
• Frequent awards ceremonies in Festival location
• More than 5000 athletes plus spectators


The 39th Thomas Eakins Head of the Schuylkill Regatta ® (the Regatta) invites the Philadelphia community and our rowing and healthy-lifestyle friends to join us at our newly expanded 2-day Regatta Festival. Whether you are an established vendor or introducing a new product or service, you will be in front of your targeted audience of more than 10,000. Being a marketing partner at the Regatta is a win-win-win. You win by being in front a very large audience of athletes and other spectators; the athletes win because they have the opportunity to discuss your products and buy directly from you...and,we win by bringing all of you together for a competitive and successful weekend on the Schuylkill.


A few facts from prior years…

Total entrants – 5,000 +

who came from…

Greater Philadelphia – 21%
Eastern Pa, NJ and DE – 18%
New York & New England – 32%
DC,VA,W VA, and MD – 18%

in the following age categories…

Masters (30-70+) – 1000 +
Open (23-30) – 750+
College (19-22) – 2,670+
Scholastic (14-18) – 1,350+


The Venue:

The Regatta Festival is located at The Three Angels statue (identified as Angels dock on all maps) adjoining the official launching area for out-of-town boats, and approximately 1-mile north of boathouse row. The festival site features the popular results board, vendors, exhibitors, artists, boat builders, food and beverage and frequent awards ceremonies. The festival area includes a main vending/exhibition tent and an expanded area for individual tents…all positioned to give our marketing partners access to the public and good site lines to the excitement on the river.


The Schedule:

The event schedule for The Three Angels Regatta Festival is as follows:

Racing events:
Saturday 8:00am – 4:30pm
Sunday 8:00am – 2:00pm

Award ceremonies:
Saturday 11:00am/1:00pm/4:40pm
Sunday 10:00am/12:00noon/1:30pm/3:30pm

After party:
Sunday, 12:00 noon – 3:30pm

Move In:
Move in for vendors/exhibitors: Saturday, October 24, 6:00am
Move out for vendors/exhibitors: Sunday, October 25, 3:30pm


Vendors and Exhibitor Instructions and Registration:

The Thomas Eakins Head of the Schuylkill Regatta ® (the Regatta) holds an exclusive permit for the exhibition and sale of all merchandise during the two-day regatta in the area bounded by Sedgely Boathouse/Boathouse Row on the south to the East Park Canoe House on the north. Individuals and organizations wishing to exhibit or sell items on either day of the Regatta in this area must pay all appropriate fees as itemized on the reservation form, no later than October 1, 2008.

Food Vendors must contact The Regatta vendor committee directly Vendors@hosr.org.


Vendor Services & Fees:

Vending/Exhibition Fee: We have defined several vending zones within the Regatta Festival area, as illustrated on the adjoining map. All vendors must locate either within a Regatta supplied vending tent, or erect their own tent within one of the designated vending zones. All vendors and exhibitors must pay the appropriate Vending/Exhibition Fee for their selected vending zone as itemized on the reservation form.

Tents & Space Rental in the Festival Area: There will be a main vending/exhibition tent as well as an expanded area for individual outside tents. Tents and/or tent booths are rented in multiples of 100 square feet (10’ x 10’), and come equipped with one table and two chairs. Tent/booth rental fees are in addition to the Vending/Exhibition Fee.

We are also allowing a limited number of vendors to bring and erect their own tent in designated areas, and only if prior arrangements are made with the Regatta vendor committee by contacting Vendors@hosr.org. Vendors will be responsible for obtaining any tent permit required for tents over 100 square feet.

All vending locations are assigned on a first come, first serve basis at the time of registration … so reserve your space early!

Second Vending Location: Limited vending is available in a Regatta supplied tent adjoining the Sedgely Lighthouse near the finish line at Boathouse Row. This is available as a second location only -- vendors must have reserved space in the Regatta Festival at The Three Angels.

Damage Deposit: Our host site, Fairmount Park, requests every vendor pay a $150 deposit as security against potential repair costs for damaged areas of the park. The deposit will be refunded as soon as possible following the event in whole to any vendor, which has not caused damage to the Park, and as determined by the Park and the Regatta officials. If a vendor is found to have caused any damage, all or a portion of the deposit will be retained by the Regatta to pay for the repairs.

Parking: For the first time we are able to offer vendors a limited number of reserved parking spaces on Kelly Drive adjoining the Regatta Festival area. These will be awarded on a first come, first serve basis at the time of registration. As in the past, all vendors may unload in the festival area, and trailers may remain on site. However, all vehicles must be removed from the festival area and parked on Kelly Drive. For those without reserved parking, shuttle buses will be available to return you to the festival area.
Other: Other services available include additional tables and chairs, access placards, and advertising opportunities.


Vendor and Exhibition Terms, Conditions and Instructions
These regulations have been imposed on the Regatta by the City of Philadelphia, and the Organizing Committee regrets any convenience.


Permits and Licenses:
Vendors are responsible for obtaining all appropriate license, permits and certifications from the City of Philadelphia. The City has informed the Regatta Committee that on the day of the Regatta, City inspectors will be checking all vendors for appropriate licenses, permits and certifications, and will shut down noncomplying vendors.

Please be sure to allow enough time to receive your license!

City of Philadelphia Business Privilege License:
Vendors who do not have a permanent City of Philadelphia Business Privilege License must obtain a Temporary Business Privilege License. This applies to all vendors or exhibitors who will be selling or taking orders for services or merchandise during the Regatta. For your convenience you can contact Geraldine Johnson, City of Philadelphia, Licenses & Inspections (Business Compliance Unit) at: Geraldine.Johnson@phila.gov
(Telephone: 215-685-3704)

Department of Public Health Licensing and Certifications:
The City additionally requires food vendors to possess a current and valid Food Safety Certification and a Food Service Eligibility Certificate, which must be obtained and displayed by food vendors. For your convenience, this information is published at the following website: http://www.phila.gov/Health/units/ehs/Special_Event_Progra.html

A minimum processing time of 30 days is required to obtain all permitting and licensing from the Department of Public Health.

Licensed Merchandise:
The Regatta has exclusive rights to the use of the registered service mark “Thomas Eakins Head of the Schuylkill Regatta”. No vendor will be permitted to sell any items bearing the service mark "Thomas Eakins Head of the Schuylkill Regatta" or any mark confusingly similar thereto, except with the prior written permission of the Regatta Committee. Permission to vend at the Regatta does not constitute permission to use the service mark.


Cancellation:
Evidenced by our expansion to a two day regatta …by request from participants and vendors alike… the Head of the Schuylkill Regatta continues to grow and attract participants and spectators from the region and beyond. Unfortunately, we cannot guarantee the volume of sales or attendance during the Regatta. The Head of the Schuylkill Regatta will not guarantee a refund of any fees, other than the vending fee, upon cancellation of the event due to circumstances beyond its control, including river conditions or acts of nature. If any Regatta events are completed, the Regatta will not refund any fees.


Security:
Because the Regatta has expanded to a two-day event, there will be some security in the vendor area over Saturday night. However, vendors are advised that the Regatta cannot assume responsibility for vendor merchandise, equipment, personal effects or trailers left at the regatta site.


Insurance:
All vendors and exhibitors must provide a certificate of insurance naming Thomas Eakins Head of the Schuylkill Regatta ® as additional insured.


Regatta Access:
As in the past, the City of Fairmount Park will control ALL access to Kelly Drive from Boathouse Row to Falls Bridge on Saturday and from The Three Angels to Falls Bridge on Sunday. Access to the Regatta venue will be from one access point ONLY at Falls Bridge. City Police at TWO checkpoints will check an access placard before access to the Regatta Festival area will be permitted. Vendors will receive access placards prior to the regatta.
In order to ensure timely delivery, ALL vendors must provide an address that can receive Overnight Delivery of required traffic directions and access placards. (NO P.O. BOXES).


Vendor Set-up:
Vendor set-up will begin on Saturday morning, October 24, 2009 at 6 a.m. A vending supervisor will be present to supervise set-up and assure that vendors occupy their proper locations. Vendors will be subject to all Fairmount Park rules and regulations, in addition to the rules imposed by the Regatta.


Any questions should be directed to: Vendors@hosr.org

While there are thousands of students competing in the sport at the high school and college level, many continue to row after graduation and well into their adult and retirement years. Increasing numbers discover rowing as adults. It is a sport for a lifetime.
• Above average household income – Average income for rowers is $150,000.
• Above average educations - Over 90 percent of rowers are college graduates and 60 percent also hold advanced degrees.
• The national rowing community holds over 350,000 individuals, split fairly evenly between men (55%) and women (45%).__Rowers are people who get up early, are always on time, are tremendously loyal and truly need to be team players for the boat to move ahead.


Head of the Schuylkill Demographics

We expect 150 high schools and colleges to be represented in Saturday’s competition. They come mainly from New York to northern Virginia, with strong representation from the Philadelphia region and New Jersey Although eighty percent of the participants come from the Mid-Atlantic region, in 2008 there were rowers from 31 states, 4 provinces and 11 countries.
On Sunday we expect 500 boats with elite rowers, including US National Team members, ranging in age from 21-30, and masters rowers, who range in age from 30 to 70+.


Of the 5,000 competitors at the event:

• 30 % are high school students
• 40 % are college/university students
• 20 % are masters – over the age of 27
• 10 % are club, elite and other categories, including athletes


An additional 15,000 SUPPORTERS AND SPECTATORS:

Rowers bring with them an audience of family, friends, classmates and the community. It is an attractive sport to watch and the expanded Head of the Schuylkill continues to attract spectators from the many neighborhoods surrounding the venue.