Sycamore Pumpkin Festival Vendor Application
Deadline September 1th - Limited to DeKalb-County-Non-Profits
Certificate of Insurance- A permit will not be issued without a valid insurance certificate. Certificate Holder Box must list “Sycamore Pumpkin Festival Committee” as an additional insured.
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If you are unable to upload- please contact me directly to arrange delivery of the COI -email@example.com
Street Address Line 2
State / Province
Postal / Zip Code
Describe What You're Doing
Estimated Future Fees You Will Be Billed For (Not including 10% of profits)
( X )
Mandatory Vendor Fee
Includes 10 feet of booth space
Trademark Usage For Merchandise?
**Review Fee is non-refundable & approval is contingent on committee review of requested usage-be sure to upload image with this application**
Extra Food Court Booth Space? - 10 Foot Increments
Number of 10 foot sections
Pumpkin Festival Raffle Permission?
**Review Fee is non-refundable & approval is contingent on City of Sycamore Permit approval as well as Sycamore Pumpkin Festival Committee approval
More Than One Operating Location?
Enter the number of extra locations you will need in addition to your primary booth. Example: Food Court Booth plus booth in front of a business
ON TOP OF THE FEES ABOVE, your group agrees to pay 10% of the money raised during the festival, after expenses, to help cover the cost of the Sycamore Pumpkin Festival
IF YOU ARE SERVING FOOD, you will, on your own, retrieve a permit from the DeKalb County Health Department and pay their associated fees prior to the festival-contact 815-758-6673 or go online at https://health.dekalbcounty.org/services/food-safety/ to learn more about temporary food permitting applications
The Sycamore Pumpkin Festival a volunteer run 501(C)(3) non-profit that serves as a great way to raise funds for your non-profit organization and to obtain new members. Vendor participation is limited to DeKalb County non-profit organizations.
You will only submit payment to the Sycamore Pumpkin Festival Committee after receiving an itemized invoice after the festival via email. In order to maintain a quality fest, the application includes a signed agreement to contribute an honest 10% of your net profits generated during the Pumpkin Fest to the Pumpkin Festival Committee Overhead Fund (committee is all volunteer) to cover expenses.
Health Department Food Permit must be obtained by the DeKalb County Health Department at least one week prior to the Festival- Additional fees to the County for this permit will apply- contact 815-758-6673 or go online at https://health.dekalbcounty.org/services/food-safety/ to learn more about temporary food permitting applications
Trademark use approval must be obtained at or before the September Committee meeting (Third Wednesday of September, 7pm in the basement of the Sycamore City Building). In order to protect the integrity of the Sycamore Pumpkin Festival, the Committee has trademarked several phrases and copyrighted the logo of the fest (a pumpkin on a Sycamore leaf). If your organization desires to sell any items with the trademarked phrases or the logo on them, the licensing agreement must be adhered to. There is a nominal fee of $1 required for application to use the trademark. Trademarked or copyrighted items of the Sycamore Pumpkin Festival sold at your booth require a signed licensing agreement by the Sycamore Pumpkin Festival Vendor Committee Chairman. Do not order items prior to receiving approval from the committee chairperson before the September meeting. An exact replica must be approved by the committee before permission is granted.
Optional- If Requesting Trademark Usage, Please Upload An Image Of Proposed Usage For Review
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Raffle Permit must be obtained by the city and county and included with application or at a minimum, prior to festival
General Booth Rules...
Each booth is required to display the Pumpkin Festival Committee permit and the name of the not-for-profit organization. Booths must be appropriately sized for their location and be secured and built sturdy enough to withstand the weather. Additionally, each booth must have group representation and adult supervision at all times. You are allowed to have one piece of literature at the booth. The literature may not be handed out unless a customer requests it. (No hand-billing allowed.)
Food Court Specific Booths...
Standard booth space that is allowed is 10’ deep by 10’ in width for the $25 permit fee. For each additional 10’width, an additional $25 will be charged. The depth cannot be changed. However, any variance to standard size must receive approval from the Pumpkin Fest Committee prior to the event. Two feet of space free from obstructions must be maintained between booths. All vendor booths shall be positioned to sell toward the food court. Parking of vehicles in the food court area is prohibited unless special permissions are granted.
Sidewalk Vendor Booths...
It is necessary to receive permission from the business where you are set up. Vendors may use up to 1⁄2 the width of the sidewalk from the building to the curb (50% of the sidewalk must remain clear of any obstructions so that pedestrians may pass freely).Booth space must be confined to the storefront of the business that granted permission and must not block any entrances to any building.
Annual Mandatory Vendor Information Meeting...
At least one representative of your organization must attend the annual pre-event vendor meeting (The Wednesday a week prior to the Festival, 7pm, Sycamore City Building Council Chamber). Lack of attendance will jeopardize your ability to participate in the event this year and for the following years. It is preferable that the representative be the contact person listed on the application. Permits are handed out at this meeting. The meeting also includes detailed information about Health Department requirements, electrical and fire prevention regulations. This meeting will be the Wednesday prior to the festival beginning at 7:00pm in the Sycamore Center’s City Council Chamber (corner of State and Somonauk Streets).
The signature of a member of your organization on the application indicates that said organization: Will abide by the regulations set forth by the Sycamore Pumpkin Festival Committee and acknowledges receipt of written copy of such. Understands that failure to comply with these policies and procedures may result in the Committee refusing participation by that group in future events and may result in removal of items from the area by the Committee or its representatives the City of Sycamore and its representatives, the Officials and representatives of DeKalb County, any store or property owner and its representatives for losses injury or damages that may occur as a result of participation in the Festival events. Recognizes that the fundraising activities must be in accordance with local, county, and state laws and regulations. Understands that a member or their organization can be designated a liaison to the Festival Committee to represent that group’s interests. Agrees to donate an honest 10% of profit from Pumpkin Fest within 30 days of receiving the invoice after the festival. Failure to contribute this percentage in a timely manner may result in disciplinary action or assessment of a penalty.
As a representative of my organization, I have read the above disclosures and hereby agree to their requirements
Submit Application For Review
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