Wizarding Weekend 2016 Activities Application
Wizarding Weekend 2016: Activities Application Form
October 29, 2016
Deadline for Applications: July 22, 2016.
If you miss the deadline, please email ithacaiswizards@gmail.com

Our festival is a weekend dedicated to the celebration of community in the context of the Harry Potter series. In its inaugural year, over 8,000 people attended the initial 5 hour event. For 2016 we are extending the festival day to 10am-5pm and offering additional activities on the day before and after the festival day. We are anticipating attendance to increase to at least 12,000 attendees.

The 2016 footprint will include Press Bay Alley, the parking lots behind Press Bay Alley, the 100 block of State Street, North Cayuga Street, the DeWitt Mall, the Tompkins County Library, the Ithaca Commons and Bank Alley. All vendors will be set up on the paved surfaces. Awnings will not be allowed except in parking area behind Press Bay Alley due to fire lane requirements.

This application is for LOCAL ORGANIZATIONS AND NONPROFITS who wish to host ACTIVITIES during the festival weekend (includes any type of craft, story hour, class, seminar, interactive attraction).

Guidelines for a good activity:
- Be Creative and Use the Theme in conjunction with your organization
- Activities should aim to enhance the event but also to help attendees to actively engage with your organization.
- Activities should be low cost to the participants (donation containers are accepted).

If you are a vendor, entertainer, volunteer performer, or general volunteer, please find the appropriate application on our website (www.WizardingWeekend.com).

Selected organizations must have an activity that relates to the wizarding world - i.e. making a wizard theme craft, animal awareness, trivia contest, etc. We encourage you to really think outside of the box and tie your activity, the wizarding theme and your organization’s mission together. Our planning committee selects activities based on a variety of criteria including but not limited to (variety/uniqueness of activity, thematic match, diversity of interests, target age range, etc).

Wizarding Weekend will promote the entire weekend’s events and participants in our official Program, website, advertising and social media efforts. If you want your organization involved but need guidance for your activity, we are more than happy to discussing your involvement, please do not hesitate to contact us at IthacaisWizards@gmail.com

ACTIVITY GUIDELINES
Application Fee: $20
(this fee reserves your spot and allows us to promote your involvement in the festival)
Please make out check to Urban Core LLC and mail to Life's So Sweet Chocolates 116 West Green Street, Press Bay Alley, ATTN: Wizarding Weekend Activity Application, Ithaca, NY 14850

GENERAL LOAD IN/OUT: General set-up time is from 6AM - 9AM. Majority of this event takes place on a paved city street. If using a tent, tent weights are required and stakes may not be used (we suggest cinder blocks or 5 gallon water jugs). All organizations hosting activities must provide their own tent(s), display equipment and supplies (the festival may be able to assist with defraying the costs of certain supplies with enough advance notice). There is very little electricity available and organizations are encouraged to not to include the use of it in their plans. If it is absolutely necessary to your activity, please indicate it in your application.
All activities must adhere to all fire lane needs and requirements and stay within designated areas.
Vehicles must be removed immediately after unloading; vehicles are not permitted after 9AM. If you arrive after 9AM, vehicles will not be permitted and you will need to use a hand truck to move your items. After you unload your vehicle, please remove your car, park, and then come back to set up your booth. Vehicles must be removed promptly after unloading or it will create a traffic jam. Festival staff will be on site to assist with traffic flow.
Detailed load in/out instructions will be sent out after confirmation and location assignments are sent out.
Please note that applications do not guarantee an activity space, you must receive confirmation.

PARKING: You can park in the Cayuga St Parking Garage (across from the Hotel Ithaca), in the Green St. Garage, or in the Seneca St. Garage. Parking is $1/hour in each garage on Friday (with a $7 maximum). Event parking in each garage is $5 for the entire day on Saturday. If you cannot fit in a parking garage (7-foot clearance, no trailers), you must email ahead of time so that we can suggest alternate parking sites. On-Street Parking is $1.50/hour on Friday and free on Saturday (payable at the pay machines).
***If you require special arrangements for parking, there will be an opportunity to say that in this application. Please note that this requires advanced notice and there are fees associated with this arrangement.

GENERAL INFO: Your activity area must be kept neat and clean - if your activity involves messy craft items (glue, paint, etc) you must first place a drop cloth beneath your activity area. You are responsible for packing out your own trash and recycling. Access to brick-and-mortar stores must be maintained at all times. No alcoholic beverages are permitted in downtown Ithaca. Porta-Johns are available at the W State - Geneva St intersection and the N Cayuga - Buffalo St intersection. For an indoor restroom, please go to Center Ithaca (171 E State St on the Commons).

ACTIVITY REQUIREMENTS: Organizations who host an activity are required to provide a certificate of insurance for the event date. Organizations who host activities are encouraged to educate themselves about copyright and trademark infringement, and comply with the law.
Organizations hosting activities may directly sell up to 5 organization specific items to festival attendees but the sale of any items must not interfere with their hosted activity. Participation in the host activity must be free or have a nominal fee for festival participants even if costs are associated with the activity (i.e. - crafts, etc). Inflatables are discouraged due to insurance regulations and shortage of electrical access locations.
For lodging information, please visit www.WizardingWeekend.com and www.visitithaca.com

Your First Name
Your answer
Your Last Name
Your answer
Organization Name
Your answer
Non Profit Status
ID Number
Your answer
Your Email address (please double check spelling to avoid communication delays)
Your answer
Your Phone Number
Your answer
Address
Your answer
State
Your answer
Zip
Your answer
Website
Your answer
Facebook page
Your answer
Contact Preference
Activity Type?
(Check as many as apply)
Required
List your activity requirements
(Such as set up time required, supplies needed, etc.)
Your answer
Do you require electricity? If so, how many amps?
Your answer
Briefly describe your activity
Include approx. length of time participants need complete the activity, special features, relationship to the wizarding world, etc.
Your answer
Have you run this activity before?
Please send photos of your activity to ithacaiswizards@gmail.com
Why do you want to host an activity at Wizarding Weekend?
Your answer
Any other specifics you think we should know.
Your answer
Parking: Please indicate if you need to make special arrangements for parking.
Note that there may be fees associated with this
Participant Agreement.
As an activity host, I agree to comply with the rules and regulations of the Wizarding Weekend Festival, including but not limited to family friendly content, load in and load out procedures. That, in consideration of my application being accepted, I intend to be legally bound that I do hereby, for myself and my heirs, executors, administrators, successors and assigns release and forever discharge any and all rights and claims for damages which I may have or hereafter accrue to me against the City of Ithaca, Tompkins County, Wizarding Weekend Festival, Downtown Ithaca Alliance, and the Ithaca Downtown Business Improvement District, Inc., and its employees, members, Board of Directors, sponsors and other representatives of the event for any and all damages, losses, and injuries sustained to me and/or my work during the Festival. I hereby agree to indemnify, hold harmless, and defend the aforementioned entities from any claim or cause of action for property damage, personal injury, and/or wrongful death. I attest that I am physically fit and responsible for my own actions.
Submit
Never submit passwords through Google Forms.
This content is neither created nor endorsed by Google. Report Abuse - Terms of Service - Additional Terms