Rules & Regulations
1. Vendors will conduct business in accordance with all laws and the highest standards of business ethics. Additionally, Vendors shall obey fire regulations and County, State and other applicable laws.
2. Please note that Vendors that do not adhere to all event rules will not be allowed to return to the festival the following year. Final determination will be ruled by the Downtown Albany BID’s Executive Committee. The success of this event is dependent upon reliable participation from all vendors, and therefore the BID will not condone unprofessional or unreliable business practices.
3. Vendors must abide by all current CDC and NYS COVID-19 safety guidelines.
4. Vendors must provide all their own supplies including: water, electricity, tables and chairs.
5. Vendors must make their own arrangements for transport of their products, equipment, etc. to and from their exhibit spaces; event personnel are not available to assist, and the event cannot provide storage space for product, equipment, literature, etc. for Vendors.
6. Vendors must have personnel present and in their booths at all times during the official operating hours of the event: 12:00 PM to 7:00 PM.
7. Only one business or organization may operate in each space, sharing of booth space with other businesses or organizations is prohibited. Booth/tent space may not be reassigned or sublet. Vendors may not distribute, display, or sell products, literature, or other items from any business or organization other than the one specifically contracted with the Downtown Albany BID.
8. Vendors may not operate outside the boundaries of their assigned spaces, which are defined as 20 feet wide by 10 feet deep, or 10 feet wide by 10 feet deep. Placement of vendors will be determined solely by the Downtown Albany BID.
9. The Downtown Albany BID reserves the right to change the location, dates, hours, or to terminate entirely the operation of the scheduled event, at any time and without prior notice to the Vendor. The Downtown Albany BID will make reasonable efforts to provide advance notice to Vendors of any changes or cancellations. This is a RAIN OR SHINE event and will take place as regularly scheduled and advertised except in the case of lightning or severe weather that may pose a danger to the public. BID staff will send official cancellation notice to the vendors when the event is cancelled.
10. Vendors may not open or close earlier or later than the official operating hours, without express permission of the Downtown Albany BID staff member.
11. Vendors must keep boxes and cartons out of sight.
12. Vendors must maintain a neat and clean area, also provide refuse bags to condense and secure all waste produced by the booth.
13. Vendors may not hawk, peddle, sell, or advertise outside the assigned area.
14. Vendors may not distribute literature or other items to passers-by while standing outside of the assigned area. Materials may only be displayed on vendor tables.
15. Vendors may not have music or conduct activities that may be disruptive to neighboring Vendors or event participants. The Downtown Albany BID reserves the right to make such determinations.
16. Vendors must return the areas to their pre-event condition (if repair and cleaning costs are incurred and Downtown Albany BID determines Vendor is responsible, the Vendor will be billed for the cost of the repair.) The Vendor must comply with the September 1, 1992 New York State Source Separation Law when vending in the City of Albany (separate all waste for proper recycling and disposal).
17. Vendors must comply with the event’s parking regulations. Parking may be provided for trucks that tow food trailers; please contact the BID staff if parking is needed.
18. Vehicles – (cars, trucks, trailers, etc.) of any type may not be driven on the sidewalks or parked on or near Vendor’s assigned location during the event.
19. Downtown Albany BID may, for publicity purposes, use any photographs and information received or obtained, prior to or during the event.
20. Vendor shall not bring any animal or pet of any kind within the event, except any animal as defined as a service animal under the Americans with Disabilities Act (ADA); this includes Vendor booth spaces.
21. Vendors must operate their business in a professional manner. At the discretion of the Downtown Albany BID, any Vendors, or any agents or employees of Vendors who do not conduct themselves in a professional manner and according to the policies contained herein may be removed from the event. Event coordinators reserve the right to remove any objectionable merchandise from any booth.
22. Vendors that are using an electric generator or any other motor must soundproof that device so as not to exceed a 90-decibel sound rating from a distance of 4 feet from the generator unit. In the case the generator exceeds the allowable decibel level, or it is determined by the BID that it is negatively affecting the atmosphere of the event and safety of the attendees, the vendor will be relocated, if possible, so that it does not affect the entertainment or general atmosphere, or the operator will be asked to turn off the generator. The BID has the right to make this determination and any contingent plans as they see fit, which may also include the removal of the vendor from the event in extreme circumstances.
23. Exhibitors that are cooking and/or vending food products (other than using deep-fryers) shall at all times have a 10lb minimum, commercial grade, ABC-type fire extinguisher within the permitted exhibition space. Exhibitors that are using deep fryers shall at all times have a 6-liter, K-type fire extinguisher within the permitted exhibition space. Exhibitors shall allow the Albany Fire Department to inspect said fire extinguisher, as well as the permitted exhibition space. The Downtown Albany BID maintains the right to close any exhibit not incompliance with the above policy.
24. In keeping with Albany’s “Going Green” initiative, the City prohibits the use of polystyrene foam containers, cups or bowls. Vendors will be prohibited from the use of polystyrene foam containers, cups, or bowls, also known as "Styrofoam". Any vendor found using the above-mentioned products marked with this symbol will receive a warning. A second offense will be immediate termination of contract and removal from event without a refund of deposit fee. Moreover, no products shall be sold in glass containers.