Policies & Procedures

General

1. All participants must adhere to Sonoma County Community College District (SRJC) Policies & Procedures.

2. No alcoholic beverages are permitted at LumaFest.

3. No dogs EXCEPT service dogs are permitted on Campus.

4. No raffles of any kind are allowed at SRJC.

5. SRJC is not responsible for any personal injuries, property damage, or loss during the event.

6. Failure to comply with any LumaFest or SRJC Policies & Procedures may result in you or your group being asked to leave the event.

Participant

1. All booths must display signs indicating the name of the sponsoring department, club, or organization.

2. The use of styrofoam is prohibited at LumaFest, and the use of plastic water bottles, plastic bags, and balloons is strongly discouraged. Please help us with our sustainability efforts.

3. All booth locations will be assigned by the LumaFest Planning Committee.

4. All canopies, tarps, ropes, and stakes must be flagged for safety purposes. All participants will be reviewed for safety considerations (sharp corners, exposed metal edges, uncovered extension cords, chemical solvents, motors or other mechanical devices, electrical connections, etc.). Any unsafe conditions must be corrected or removed.

5. Set-up will take place between 8:30 am and 10:15 am. Participants who have not set up their booths by 10:30 am will not be allowed to participate in LumaFest.

6. Take down will take place between 4:00 pm and 4:30 pm. All participants must operate until 4:00 pm.

7. LumaFest and SRJC are not responsible for booth set up or take down (except where tables and chairs are provided by prior arrangement).

8. Music and performance at participant booths must be approved by the LumaFest Planning Committee.

9. All participants are responsible for their own set-up, security, sales, and equipment. The college will provide a limited number of tables, chairs, and other utilities on a case by case basis.

10. LumaFest will be held rain or shine. There are no refunds due to inclement weather. In the event of rain, booths may be relocated under the eves of adjacent buildings. Booths so relocated will be limited to a 10' x 10' space and no canopies or tarps will be allowed. Please plan accordingly.

Concessions

1. Concession booths will be limited to those operated by SRJC Departments and/or authorized SRJC clubs that are also operating an educational or informational exhibit, and to LumaFest official sponsors, unless approved by the LumaFest Planning Committee.

2. All concessions sold at LumaFest must be approved by the LumaFest Planning Committee on a case by case basis.

a. Item must have the correct, official SRJC logo, or SRJC name on it and the name of the department or club. Contact Public Relations for logo art.

b. Official LumaFest Sponsors may offer their own logo items, but may not display or offer any other company, business, or organization logo or materials. 

c. Items for sale should be family friendly. Item being sold may not be illegal, libelous, or slanderous, and must conform to SRJC Standards of Conduct Guidelines. The LumaFest Planning Committee reserves the right to prohibit selling items it deems inappropriate.

3. High risk foods may not be sold at club or department booths. These are foods that must be refrigerated or cooked at a certain temperature so that harmful bacteria or other toxic microorganisms can develop. Alternatively, booths may sell low risk foods that are unlikely to grow harmful bacteria or other toxic microorganisms when stored at room temperature.

4. Concessions booths must establish prices for items to be sold at the time their LumaFest application is submitted and must be included on the application form. Any changes to price information must be approved by the LumaFest Coordinator prior to the day of the event. Concessions booths may lower prices the day of the event, but no price increases will be permitted. No individual item sold at LumaFest may exceed $40 (excluding tax).

5. Concessions booths must have either a District Account, Foundation Account, or a Club Trust Account. for receipt of sales, and must follow all district guidelines and state educational code procedures regarding sales tax, use of monies, and accounting practices. Groups that do not have access to such an account may be required to participate as a Vendor.

6. Concessions booths may sell items made by student or faculty as part of an instructional program or club activity (i.e., plants, ceramics, art, floral arrangements) at LumaFest as long as all proceeds benefit a District, Foundation, or Club Trust account.

a. If proceeds from the sale will go to individual students, staff, or faculty members, those individuals are required to apply as a Craft Vendor and file the appropriate application and application fee.

7. Salespeople are to remain within the confines of the sales space allowed and may not solicit in other areas.

8. The LumaFest Planning Committee recommends that the pries for drinks not exceed $2 each. 

9. Participants that do not comply with the policies and/or the approved application will be asked to leave.

Vendors and Food Trucks

1. All Vendors and Food Trucks must comply with LumaFest Concessions Policies & Procedures.

2. All Vendors and Food Trucks must be fully licensed and permitted to operate in Sonoma County.

a. Non-profit organizations must pay a $35 application fee to participate in LumaFest and fill out a booth and participation form.

b. Craft Vendors must pay a $35 application fee to participate in LumaFest. Craft Vendors must fill out a LumaFest Craft Vendor application form.

c. Food Trucks must pay a $100 vendor fee to participate in LumaFest. Food Trucks must fill out a LumaFest participation application form.

d. The LumaFest Coordinator or designee is authorized to negotiate application fee value with groups interested in participating in LumaFest.

3. Craft Vendors are responsible for their own set up, security, sales, and equipment.

a. Crafts must be the creation of the applicant, and must be approved by the LumaFest Committee.

b. SRJC is not responsible for any personal injuries, property damage, or loss.

c. Photos of the item(s) to be sold must be submitted with the applications (any hard copies will be returned). Selections will be based on the quality of workmanship, uniqueness of design, and presentation.

d. Please list in your application all the items you intend to sell. Only items approved in advance may be sold in your booth.

e. All policies and responsibilities listed on the arts and crafts registration form are in effect.

 

By submitting your event application, you indicate that your group understands and agrees to comply with these policies and procedures.​ Thank you for your participation and cooperation.