2023 Food Vendor Application Form

Hello, Food Vendors!

Thanks for your interest in Heart of Brevard's (HOB) 2023 events. We can't wait to work with y'all!

Space fills up quickly, we encourage you to apply today.

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.

New this year - Think Local pricing!

Everyone is encouraged to apply. Selected vendors are based on, but not limited to, the following criteria:

Our desire to offer a diverse, quality assortment of food/craft and retail options.
Rotation of previous vendors with new vendors to allow someone new an opportunity to vend as well as new options for our festival patrons.
Previous history with us. Previous participation in Heart of Brevard events does not guarantee a space in future festivals.

FOOD VENDOR APPLICATION DEADLINE - MARCH 10th

Submit Vendor Application and nonrefundable $30 fee no later than March 10th. Application fees paid online are $35 to cover processing fees. Payments not received by deadline are subject to a $50 late fee.

APPLICATION TIMELINE

Application/Application Fee Payment Deadline: March 10th
Payments can be made online or by check (details below).

Vendor Notification: March 27th
Pending receipt of all application materials listed above, HOB will approve or deny each vendor. Accepted applicants will receive additional event details and payment schedule.

Booth Fee Payment Deadline: April 3rd
Payments can be made online or by check (details below).

EVENT DETAILS

The beloved White Squirrel Weekend combines a stellar live music line-up, a smorgasbord of tasty offerings from vendors and local craft breweries and an assortment of treasures from craft & retail vendors into one fantastic event.

Tenative Event Hours:

Friday, May 26th
Food Vendors ONLY*: 5pm-10pm
Live Music on the White Squirrel Main Stage: 5pm-10:30pm

*Craft, Retail and Nonprofit Vendors: Saturday and Sunday Only

Saturday, May 27th
All Vendors: 10am-5pm (Vendors are invited to stay open later, as music will be going on from 5pm until 10:30pm.)

Sunday, May 28th
All Vendors: 10am-4pm

VENDOR FEES (VENDOR APPLICATION FEE IS DUE BY MARCH 10TH)

Electricity: We do not have electricity available for food vendors. Please bring a generator if you have electricity needs. Food vendors with whisper generators will receive priority placement at events.

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 FEE PAYMENT

Vendor application fees must be paid in full online or by check by deadline.

1. Online payments can be made via Square. A link will be sent to you in your confirmation email upon submitting your application. Online application fees are $35 to cover fees.

2. 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: Whie Squirrel Food Vendor Applications

26 Times Arcade Alley, Brevard, NC 28712

VENDOR BOOTH FEES

Accepted vendors will receive information on the booth fee payment schedule. White Squirrel Booth Fees are $250 for a 10x10 space and $350 for a 10x20 space.

THINK LOCAL FEES FOR LOCAL VENDORS

NEW THIS YEAR! If you are a local vendor booth fees are $175 for a 10x10 space and $275 for a 10x20 space. To receive the local vendor rate vendors must provide proof of residency in Transylvania County.

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.
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 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.
Vendors agree to accept up to (2) “Truck Buck” coupons, each redeemable for a full meal or equivalent, per event. HOB's logo will be printed on the coupons. Vendors must instruct staff to accept “Truck Bucks” as payment.

Vendor/Company Name*

Vendor Contact Name*

First NameLast Name

Vendor Phone Number*

Day of Phone Number (if different from above)

Vendor Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry

Vendor E-mail*

example@example.com

Emergency Contact Name*

First NameLast Name

Emergency Contact Phone Number*

Please briefly describe your products and the genre they fall under. For example, tacos, fresh-squeezed lemonade, pizza, BBQ, sandwiches, coffee.*

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.*

Please share a menu of your products with us.*

Please provide a price range of your products here.*

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

If you are a food truck which side of the truck do you serve from?*

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 agree to accept up to (2) “Truck Bucks” as payment for a full meal each per event.I have read and agree to abide by all terms in the 2023 Food Vendor Agreement.

Signature*

Clear

$30 VENDOR APPLICATION FEE IS DUE BY MARCH 10TH

Online payments can be made via Square. A link will be provided to you in the confirmation email you receive upon submitting your application.

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 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 FEE IS DUE BY MARCH 10TH

VENDOR BOOTH FEES ARE DUE IN FULL BY APRIL 3RD

2023 Heart of Brevard Food Vendor Application - White Squirrel Weekend