2022 Nonprofit Vendor Application Form

Hello, Nonprofit Vendors!

Thanks for your interest in Heart of Brevard's 2022 events. We can't wait to work with y'all!

The following agreement outlines information and regulations set by HOB's Events Committee and the City of Brevard. This allows us to produce high quality community events in downtown Brevard!

If you have questions for HOB, contact us via email or phone: info@brevardnc.org, (828) 884-3278.

All are encouraged to apply! Preference will be given to local organizations.

NONPROFIT VENDOR APPLICATION DEADLINE - EXTENDED TO MAY 1

Submit Vendor Application and nonrefundable $30 fee no later than deadline. Payments not received by April 15 are subject to a $50 late fee.

Note: Pending receipt of all application materials listed above, HOB will approve or deny each vendor. Applicants will be notified and accepted applicants will receive additional event details and payment schedule.

EVENT DETAILS

View our complete 2022 Roster of Events, here, for detailed information on each event.

VENDOR FEES ($30 VENDOR APPLICATION FEE IS DUE BY MAY 1)

Electricity: We do not have electricity available for retail vendors.

If paying by check, make checks payable to Heart of Brevard, put the event name in the memo line.

Mail to:
Heart of Brevard, Attention Retail Vendor Applications

26 Times Arcade, Brevard, NC 28712

Vendor fees are nonrefundable. No show/no call will result in exclusion from future events. All vendor application fees are due by deadline for consideration.

All Heart of Brevard events are rain or shine, so come prepared for weather conditions. Keep in mind, however, that refunds are not issued for weather-related conditions and the event may be canceled or shortened at the discretion of Brevard or Transylvania County public safety officials. (Check with your insurance agent about event insurance that provides coverage for this.)

VENDOR APPLICATION FEES

Vendor application fees must be paid in full online or by check by deadline. Online payments can be made via PayPal using info@brevardnc.org (no login needed; list event in comment box) or by check (see instructions below).

VENDOR BOOTH FEES

Accepted vendors will receive information on the booth fee payment schedule. Please see booth fees by event and booth description detailed below. ALL BOOTHS ARE FOR A 10'x10' SPACE.

Please check the box of the event(s )you are applying for. *

June 3-4, White Squirrel Weekend July 4, July 4th Celebration October 29, Halloweenfest December 3, Light Up the Night

VENDOR INSURANCE REQUIREMENTS (ONLY REQUIRED UPON ACCEPTANCE)

Heart of Brevard requires event partners to provide a certificate of insurance.

The Certificate of Insurance (COI) should list BOTH the City of Brevard and Heart of Brevard as additional insured AND as certificate holders with respect to the general liability policy of at least $1M. Heart of Brevard’s address is 26 Times Arcade, Brevard, NC 28712. City of Brevard address is 95 W. Main Street, Brevard, NC 28712.

In “description” field, write: “Certificate holder is an additional insured with respect to general liability policy.”

You may combine these two documents by listing multiple entities as additional insured. COI can be uploaded below, emailed to info@brevardnc.org by the deadline or physically mailed in with payment before deadline. Mailed COIs must be mailed to Heart of Brevard at 26 Times Arcade, Brevard, NC 28712.

COI’s will be required of accepted vendors. More information will be provided upon acceptance.

ADDITIONAL VENDOR REQUIREMENTS

You will be responsible for your own booth setup. Please bring your own tent, tables, chairs, fire extinguisher, weights, extension cords and tape. NOTE: Each tent must have 40lb weights for each leg. Weight requirements will be enforced by the Brevard Fire Department. If you forget them, you may purchase sandbags and 5-gallon buckets at Ace Hardware (87 W. Main St., Brevard, NC 28712).
No glass containers allowed to be served. (Examples: soda bottles, beverage containers, etc.).
All food service materials — including utensils, plates, napkins, cups and other materials — must be compostable. (Local supplier: Jacks Boxes jacksboxes.com.)
Vendors must take reasonable steps to make their service counter accessible to patrons with disabilities. If your service counter is taller than 36"; you must be prepared to complete order and payment transactions with a clipboard or other device.
Leave your area as you found it. Bring a broom and materials to clean your area of food and debris. Bag all waste and take it with you. Failure will result in a $150 Leave No Trace violation fee.
Set-up times will begin 2 hours before the opening time of the festival. Streets will open for 1 hour after the festival ending time to allow vendor time to break down.
Vendors must bring their own ground cover to protect surfaces under their food prep areas.
All sales must be conducted within the booth space. No roving vendors. No hand billing.
You cannot sublease your booth space.
No extra structures (i.e. extra tents, seating areas, etc.) are allowed without prior approval.
Vendors must comply with the State of North Carolina on sales tax and business license requirements.
Vendors must be prepared to pass a safety inspection by designated authorities of the City of Brevard.
Vendor shall comply with all laws, ordinances, rules and regulations of any lawful authority, agency or government unit which apply to the use of its vending unit requirements, including and without limitation, any applicable fire and building code of the City of Brevard and health regulations of the Transylvania County Health Department. Only food vendors are approved by the health department to cook and sell food in the festival area.
Vendors agree to indemnify and hold harmless the event, Heart of Brevard, the City of Brevard, their officers, directors, representatives, volunteers, employees and agents for any penalties, fines, expenses or damages from participating vendor’s failure to comply with such laws.
Vendors agree to accept as conclusive and binding the decision of the Events Committee as to any dispute between you and any other participating restaurant, vendor or any person attending the event.
Vendors may not sell or consume alcoholic beverages.
Vendors shall not use noise-making devices or public address systems in or around their allocated space without prior approval of the festival committee, pursuant to the Code of Ordinances of the City of Brevard.

Vendor/Company Name *

Vendor Contact Name *

First Name Last Name

Vendor Phone Number *

Day of Phone Number (if different from above)

Vendor Address *

Street Address

Street Address Line 2

City State / Province

Postal / Zip Code Country

Vendor E-mail *

example@example.com

Emergency Contact Name *

First Name Last Name

Emergency Contact Phone Number *

Please upload an image of your logo for Heart of Brevard to use in event promotional materials.

Please upload photos of your booth setup here.

Nonprofit vendors are required to have an activity or game that engages the public. Please share the activity you have planned below. Examples: Corn hole, ornament decorating or another craft, face painting, organizational themed games like trivia or bingo and a holiday themed selfie station. Need some more ideas, we're happy to help. Drop us a note at info@brevardnc.org

Please share the actual physical dimensions for your booth setup here.

What makes you special? Please tell us why we should have you at our events. *

Please share any questions or comments you have for Heart of Brevard here.

Please check each box here, and sign below, to indicate that you have read and agreed with each statement. *

I understand vendors must meet all deadlines and documentation requirements. I understand all food service materials must be compostable. I understand and agree to the Leave No Trace policy and violation fee. I agree to take reasonable steps to make my service counter accessible to people with disabilities. I understand that all decisions of the Heart of Brevard Events Committee are final and any decision will be made in keeping with the overall objectives and quality of the event. I have read and agree to abide by all terms in the 2022 Nonprofit Vendor Requirements detailed in this application form.

Signature *

Clear

$30 VENDOR APPLICATION FEE IS DUE BY EXTENDED DEADLINE

Online payments can be made via PayPal using info@brevardnc.org (no login needed; list event in comment box).

If paying by check, make checks payable to Heart of Brevard, put the event name in the memo line.

Mail to:
Heart of Brevard, Attention Retail Vendor Applications

26 Times Arcade, Brevard, NC 28712

Vendor fees are nonrefundable. No show/no call will result in exclusion from future events. All vendor application fees are due by deadline for consideration.

All Heart of Brevard events are rain or shine, so come prepared for weather conditions. Keep in mind, however, that refunds are not issued for weather-related conditions and the event may be canceled or shortened at the discretion of Brevard or Transylvania County public safety officials. (Check with your insurance agent about event insurance that provides coverage for this.)

VENDOR BOOTH FEES

Vendor booth fees are due one month before the event.

ALL BOOTHS ARE FOR A 10'x10' SPACE.

2022 Heart of Brevard Nonprofit Vendor Application