Be a Vendor
The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc. (MAJF) will accept vendor applications beginning September 6, 2011. The MAJF will take place February 17, 18, and 19, concluding on February 20 at the Hilton Washington DC/Rockville Hotel & Executive Meeting Center (formerly the Doubletree), located at 1750 Rockville Pike, Rockville, Maryland. Vendor days are February 17, 18 and 19 of the MAJF.
In our continuing efforts to make the MAJF experience as rewarding as possible for both vendors and attendees, this year’s MAJF will be limited to approximately 27 vendors. This represents a significant reduction in vendor stations. Our intent is to be as selective as possible in the acceptance of vendors for the 2012 MAJF, therefore attendance in the 2011 MAJF does not guarantee acceptance for 2012. We will base our decisions on quality of merchandise, appearance of display, and variety of offerings. However, in order to offer approved vendors the ability to choose their vendor locations, we cannot guarantee that a vendor with similar-type merchandise will not be in the vicinity or adjacent to the location chosen.
Each vendor will be given a 29″ x 6′ table and two chairs as their vending space (in an area up to 8′ x 3′). Vendors may supply their own smaller tables, but the overall space per vendor is still the 29″ x 6′ table dimension. To be listed in the MAJF program, vendors must have their application in by January 15, 2012. We will continue to accept applications for any available vendor spaces after that date, but you will not be listed as a vendor in the program.
In order to be considered, applications must be submitted IN FULL, including: completed and signed application, full payment, and a description with images of products to be sold. If you participated as a vendor at the 2011 MAJF and your product has not substantially changed, you are not required to provide a description or submit images with this year’s application.
Applications will be reviewed on a first come, first serve basis – space is limited. Please note: If you sell Traci Lynn products we are not accepting any additional vendors for this product line. If you have any specific questions about the 2012 Mid‐Atlantic Jazz Festival Vendor Program, please contact the Mid‐Atlantic Jazz Festival office at (301) 871‐0858 OR wguterl@midatlanticjazzfestival.org. Vendors who complete the application online and are not approved will receive refunds for their participation fee. As previously indicated, space is limited, Vendor selection will be based on the following criteria:
- The type and quality of products you sell and how they fit into the overall product diversification of the MAJF
- Submission date of your application and payment to our office
VENDOR PARTICIPATION FEE:
The rate for Vendor participation is $350 for a basic station and $400 for a premium location referred to as a “Premium: station. The station types are detailed on the attached festival layout plan. The participation fee must be included with the application in order for the application to be considered and processed.
- The fee includes one (1) 29″ width x 6′ length table ( with cloth and skirted) and 2 chairs and access to one electrical outlet and internet access. Vendors will need to supply their own heavy‐duty extension cords to be connected to power strips with the outlets.
SPECIAL INSTRUCTIONS AND EXCLUSIONS:
- Vendors cannot sell food or beverages of any sort.
- Vendors are required to maintain a staff person at their space at all times during the open hours of the vendor area of the event. These hours are from set‐up to 10:00 p.m. on Friday, February 17th and 10:00 a.m. ‐ 10:00 p.m. on Saturday and Sunday, February 18th and 19st.
- Signage must be professional. No handwritten signs allowed. The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc. reserve the right to remove inappropriate signage.
- Music is not allowed to be played at tables.
- No tobacco, drug, or alcohol products allowed.
- The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., have the right of refusal to ensure quality of products sold and to ensure diversity, thereby avoiding repetition.
- No refunds will be given for cancellations after the Vendor has been accepted for participation.
Arrival and Set Up
- Vendors can set up between the hours of noon and 5:30 p.m. on Friday, February 17th, 2011. All vendors must be set up by 6:00 p.m.
The Hilton Hotel is offering a special accommodation rate of $89.00 per night for MAJF participants and patrons. There are a limited number of rooms available at this special rate. Therefore, we encourage you to reserve your room(s) as soon as possible. Visit the Hilton website for further information.
Clean Up, Exiting – Monday February 20, 2012
- Vendors must vacate the vendor area of all products and materials by noon Monday, February 20, 2012.
- Clean Up – The area surrounding your table/booth must be kept completely clean by each vendor during and after event. The MAJF’s producer, The Jazz Academy of Music Inc., will charge a $100.00 clean‐ up fee to any vendor that fails to clean up its assigned space during or after the event.
If a vendor is not selected, the MAJF will refund the application payment. All acceptance decisions are made by the Festival Committee and are final. Vendor Fees are nonrefundable for any reason, once mutually contracted between the MAJF and the Vendor.
Maryland Sales Tax
Vendors are responsible for obtaining the appropriate permits and licenses as required by local authorities for conducting their business. All vendors required to pay Maryland State Sales Tax must do so on an individual basis. Please contact the Comptroller of the Treasury for the State of Maryland, Retail Sales Tax Division at 301-949-0280, 410-767-1544 or 410-767-1300 to determine vendor responsibilities with regard to Maryland State Sales and Use Tax.
Vendor Application
To get started, please click on one of the following statements to apply online or download the application 
to apply by mail:
