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         Roman Empire Productions

P&P Collectibles Estate Sales

 Often imitated, never duplicated...

Vendor Contract


Oneida County Military Heritage Day


July 8, 2017 from 10am-7pm


Historic Rutger Park in Utica, New York


Contract Terms:


1. The vendor space being requested must be paid in full before the start of the event, at the signing of this contract. A space will only be considered reserved upon receipt of payment. Payments will be made to Roman Empire Productions, LLC. Should you need to cancel your reservation; no refunds will be granted after June 16, 2017 for any reasons.


2. Exhibitors must be in place by show opening and remain in place until closing time of the show. Positively no early packing until the close of the event, excluding emergency events that may arise. Outdoor vendors will be permitted to set up during the times of 6:30am and 9:30am. Indoor vendors will be permitted to set up during the times of 8:00am and 9:30am. The Event will open promptly at 10:00am to the general public and run through 7pm. Vendors may begin breaking down starting at 7:00pm and must be off the property by 9:00pm. Vehicles may not be left in the area you are renting unless it is necessary for set up or breakdown times only.


3. Exhibitors shall not assign or sublet all or any part of said space for profit.


4. The exhibitor shall keep the said space in good order. This is a historical location; as such it must remain in the same state you found it in when you leave. You will not be permitted to cause any damages internally (ie: hanging pictures or objects), disturbing items in place and etc, and likewise to the grounds other than reasonable restraints needed for tents. The exhibitor will be 100% liable for any damage caused by themselves or their help while on premises.


5. By the acceptance of this agreement and request to reserve exhibitor space, the exhibitor expressly releases, Roman Empire Productions, LLC, Peter M. Leonard, the Landmarks Society of Greater Utica and their agents and employees, of and from any and all liability for any damage, theft, destruction, injury or loss to any person or goods for any cause whatsoever.


6. Each exhibitor selling goods or services is required to have a New York State sales tax number and abide by all New York State sales tax collection rules.


7. This event is being conducted outdoors and will continue as is, rain or shine. Each outdoor vendor is encouraged to bring some type of shade or tent to protect themselves from the elements. NO RAIN DATE is scheduled for this event; it will take place on July 8, 2017 regardless of the weather unless necessitated by emergency officials. No refunds will be granted for any reason for failure to show up on the day of the event due to weather conditions.


8. Even though the event is outdoors, we request that no family pets be brought on site. Be mindful that some people do have legitimate fears being around animals. However, certified service animals are and will be allowed on site with supervision.


9. Special conditions apply to reenactment groups with regards to period weaponry.


10. Roman Empire Productions, LLC has the exclusive right to reject any submitted application, for any reason at its sole discretion if it does not meet the merits of the event. Money received from rejected applications will be returned.



General Vendor - $25 Quantity: ____

Outdoor space will consist of 10 feet by 10 feet. No tables or shade is provided. This is an outdoor space only for you to set up as you wish to sell your items. You are not permitted to sell or advertise anything prohibited by law including items of an adult or pornographic nature or anything deemed as political, offensive or disrespectful. You are not allowed to sell any type of edged weapons or knives, unless antique in nature (pre-1890). You are not permitted to sell firearms from any time period including BB and air propelled weapons. Pyrotechnics and fireworks of any type are also not allowed on site.



Organizational Vendor - $10 Quantity: ___

Outdoor space will consist of 10 feet by 10 feet. No tables or shade is provided. This is an outdoor space only for you to set up as you wish to promote your organization. You are not permitted to sell or advertise anything prohibited by law including items of an adult or pornographic nature or anything deemed as offensive or disrespectful. If you are selling food, baked goods or conducting raffles, you are certifying that you have the applicable licenses and insurances required to carry out those activities. Roman Empire Productions, LLC, Peter M. Leonard, the Landmarks Society of Greater Utica will not be responsible or liable for any legal problems that shall arise in the event of a problem or dispute.



Author Table - $10 Quantity: ___

A Vendor Table will consist of one 6 foot table and a chair. No table coverings are provided. This is an indoor space only for you to set up as you wish to sell your books and offer autographs. You are not permitted to sell or advertise anything prohibited by law including items of an adult or pornographic nature or anything deemed as political, offensive or disrespectful.



Historical Display Table – Free Limit 1 ___

A Historical Display Table will consist of one 6 foot table and a chair. No table coverings are provided. This is an indoor space only for you to set up as you wish to promote your collection or subject area. You are not permitted to sell or advertise anything prohibited by law including items of an adult or pornographic nature or anything deemed as political, offensive or disrespectful. You are solely and strictly responsible for your items during the duration of the event. Roman Empire Productions, LLC, Peter M. Leonard, the Landmarks Society of Greater Utica will not be responsible or liable for any theft or legal problems that shall arise in the event of a problem or dispute.



Historical Reenactor Vendor - $15 Quantity ___

Outdoor space will consist of 12 feet by 12 feet. No tables or shade is provided. This is an outdoor space only for you to set up as you wish to promote your organization and a specific time era. You are not permitted to sell or advertise anything prohibited by law including items of an adult or pornographic nature or anything deemed as offensive or disrespectful. If you plan on being in period costume including long arms, pistols and swords, a copy of your insurance certificate will be required to reserve this space. If you plan on doing live fire demonstrations, a detailed outline of what you plan on doing must be submitted 1 month prior to the event. Additional permits or clearance may be required by law enforcement or fire agencies. You will be responsible for any of those costs should there be any. Roman Empire Productions, LLC, Peter M. Leonard, the Landmarks Society of Greater Utica will not be responsible or liable for any legal problems that shall arise in the event of a problem, negligence, mishap, injury (including mental, physical or death) or physical dispute. The vendor signing this contract accepts full responsibility for everyone they bring into the event from their organization and their personal actions throughout. At no time ever, will live ammunition be allowed to be loaded into a weapon and readied for use. The local police will be notified immediately and we will press charges. (Live ammunition consists of a propellant such as gunpowder combined with wadding and a bullet, musket or minie ball. The express intention of this action can cause personal harm intentionally or accidentally to someone or something. For educational and display purposes those elements may be displayed, just not loaded into a weapon.)


Name: __________________________________________


Business Name for Advertising:

_________________________________________________________


Address: ______________________________________________________________________


City: _________________________________________ State: _________


Zip Code: ___________     Phone: ( ) ______________________ 


Email: _______________________________________


Type of Merchandise:

________________________________________________________________


Total Enclosed: $ _______________________________ 

Please make checks payable to Roman Empire Productions, LLC


I agree to and accept all of the terms and conditions outlined herein, especially #5


Signed: __________________________________________________ 


Dated: ________________



Roman Empire Productions, LLC

PO Box 4751

Rome, New York 13442

(315) 941-1795 leave message

[email protected]

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