2024 San Antonio Coffee Festival Roaster Application

To apply to participate in the 10th Annual San Antonio Coffee Festival, please read through the following roaster details and complete the form below.

San Antonio's ORIGINAL Coffee Festival happens at Travis Park in the heart of downtown San Antonio on Saturday, February 10, 2024, from 8am to 3pm.

Roasters will have the opportunity to showcase their beans (via coffee samples) to over 5,000 coffee lovers in attendance as well as to SELL beans directly to attendees and retain 100% of their profits.

There is NO fee to participate.

Roasters will be expected to provide the following:

• On site brewing of your roasts to produce 1500, 4-ounce samples, for festival attendees
• Bring all necessary equipment needed including tables, chairs, brewing machines, extension cords, and a tent or canopy for your 10' x10' space, etc.
• Please note that all 10'x10' tents/canopies must be weighed down with a minimum of 50 pounds per leg. (Optional - we can provide a 10x10 weighted tent for a $250 rental/set up fee.)
• Staffing for your tent, to make and pour your samples and sell your product.
• Promotion of your participation at the San Antonio Coffee Festival via your own social channels
• Name and description of one to four roasts, which you will showcase at the festival, for inclusion on website and the festival app (see below)
• Upload your square format logo at a maximum file size of 1 MB in either jpg, gif, png or jpeg to this application for inclusion in all promotional materials and sites.
• Roasters will be asked to attend one informational session either via Zoom or in person, in the weeks leading up the event.
• ALL roasters are required to submit a COI (certificate of insurance) listing the following as additionally insured:
  • Galaxy Productions LLC
    314 El Paso St.
    San Antonio, TX 78207
  • If you do not have an insurance policy, you may purchase temporary insurance for $75 following this link: https://securevendorinsurance.com/Kaliff

The San Antonio Coffee Festival will provide:

• 10' x 10' booth space
• (1) 30-amp power drop. Please check your brewing machine power ratings and plan accordingly or reach out to matt@galaxyproductions.com to coordinate alternate needs
• Water throughout the event for brewing
• Creamer, sugar, sweetener, stir sticks at several stations throughout the event
• Sample cups
• All necessary permits
• One branded banner for all participating roasters
• Logo inclusion on website and festival app
• Logo inclusion in press release
• Logo inclusion on targeted email blast

Sales:

• Roaster may NOT sell cups of coffee.
• Roasters are ALLOWED to sell bags of their roasts.
• Roasters are ALLOWED to sell their own merchandise and retain 100% of your profits.

Line Management:

• It is expected that the line for sampling is the priority.
• Potential sales at your booth space should be asked to form a separate line so that the line for sampling can continue and not be slowed down.
• Please be vocal and help guide the attendees in line for sampling.

Load-In Details:

Details will be advanced with all participating roasters leading up the event.

If you have any additional questions or special needs, please email matt@galaxyproductions.com

*If you do not have an insurance policy, you may purchase temporary insurance for $99.36 following this link: https://securevendorinsurance.com/Kaliff

By signing below, I acknowledge that:

• I/we understand the responsibilities and liabilities associated with participating as a roaster at the San Antonio Coffee Festival held in Travis Park on February 10th, 2024 (the "Festival").
• I/We agree to follow all Festival policies and safety procedures.
• I/We agree to release and hold harmless City of San Antonio, Galaxy Productions LLC, the Festival, and any of their employees, volunteers, artists, agents or other organizers, and the owners or management of the grounds or location where this event is held, from any loss, damage, claim, or injury resulting from participating in the San Antonio Coffee Festival.
• I/We are aware that our group/business is responsible for any damages or missing items that are assigned to us by the Festival or that are brought with me/us to the Festival.

This release is granted on behalf of me, my company and any minors participating in the Festival for which I am the legal guardian, caretaker, or are otherwise in my custody or care at the event. The Festival reserves the right to reassign exhibit/roaster/vendor space so as to ensure the safety and/or convenience of the Festival participants. The Festival reserves the right to exclude any company or individual from participation. I/We specifically grant the City of San Antonio, Galaxy Productions LLC, the Festival, and any of its assignees all rights and interests in photographs, videos and other depictions of the Participants arising out of the participation in the Festival. I/We understand that said depictions or reproductions may be used in various types of media, advertisements, and promotions although this language shall in no way limit other uses. Participants acting as a group may sign same waiver.