OktoberWest Charity Participation | Old Town San Clemente

Organization & Contact Info

Organization Name *

Primary Contact - First Name *

Primary Contact – Last Name *

Phone *

Email *

Website *

Address *

Organization Address *

City *

State

Country *

Postal Code *

Eligibility & Basics

EIN / Tax ID *

9 digits

Are you fundraising at your booth? *

If Yes → Describe your fundraising method” (raffle, merch, donations, etc.)

Will you distribute food or beverages? *

If Yes → What type? (pre-packaged only / samples / cooked on-site)

Do you have/need a Health Permit?

Your Mission & Event Fit

Short Mission Statement (1–2 sentences) *

Describe your booth activation or experience (Required, 2–4 sentences) *

Do you need to collect attendee info/lead capture? *

Logistics & Space Needs

Space Requested *

10’x10’ (standard), Two adjacent 10’x10’s, Table-only (no canopy)

Electricity Needed? *

Which Market are you applying for?

Documents & Insurance

Most groups need General Liability insurance naming our event as Additional Insured for the event date. Food service may require a Health Permit.

IRS Determination Letter (or proof of nonprofit status) *

Insurance Certificate (COI) *

Health Permit (ONLY if serving food)

Logo (PNG/SVG preferred)

Booth Photo *

Agreements & Compliance

By submitting this application, I acknowledge and agree to the following:

Waiver and Release of Liability
I understand that by participating in this event, I release and hold harmless the organizers, their employees, volunteers, agents, and affiliates from any and all liability, injury, or damages that may occur in connection with this event.

Exhibitor Conduct
I agree that all representatives of our organization will conduct themselves in a respectful and professional manner. The organizers reserve the right to remove any participant from the event if deemed necessary.

Public Safety & Compliance
I agree to comply with all city, county, and state regulations related to fire, safety, and health. Canopies must be properly weighted, and cords must be secured safely.

Photo & Media Release
I grant permission for the organizers to use photos or videos of our booth, materials, and participants for promotional and community purposes.

Fundraising & Raffle Rules
If our organization conducts fundraising or raffles, I acknowledge that we are responsible for compliance with all local and state fundraising regulations, and any required permits.

Food Service Requirements
If we distribute food or beverages, I agree to follow all applicable health department guidelines and provide necessary permits or documentation prior to the event.

Arrival & Load-in Policy
I agree to follow all instructions for setup, including designated arrival times, unloading procedures, and parking. All vehicles must be moved from the event area after unloading.

Event Guidelines & Discretion
I confirm that I have read and understand the event guidelines, and acknowledge that participation is subject to approval by the event organizers.

Insurance Requirement
I understand that a valid Certificate of Insurance (COI) naming Old Town Market / Old Town San Clemente as additional insured must be submitted prior to participation, unless otherwise approved by the organizers.

Application Disclaimer
I understand that submission of this application does not guarantee acceptance or booth placement. Final participation and placement are at the discretion of the event organizers.

I have read and agree to all of the terms and conditions listed above.

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