UVA's Summer Arts Festival: Food Vendor Application

Festival Dates: June 27, 28 & 29

Deadline to submit: March 28, 2025

Local and regional Food Vendors are welcome to apply to participate in  the McMenamin's Food Court at Umpqua Valley Arts' Summer Arts Festival. The high traffic Food Court, that surrounds the festival Main Stage, is a very important piece of the community festival offering endless culinary creations and serving as a popular gathering space during the weekend event. Food Vendors will create and serve both sweet and savory foods that will be enjoyed by visitors and vendors alike and provide fuel for the weekend's festivities. 

Our food court is carefully curated to provide a variety of culinary options to the thousands of festival attendees. All Food & Beverage Vendor Applications are reviewed by our Food & Entertainment Committee who embrace the philosophy and goals of the Summer Arts Festival. When evaluating applications, the Food & Entertainment Committee considers the following application details: 

• The food presented in the application is of quality and has it's own unique take on the cuisine it is rooted in.
• The presentation of the food truck, tent, or booth being served out of has a pleasant presentation and feels welcoming for visitors. 
• The proposed selection of food will enhance the festival and bring more variety to the Food Court for visitors/vendors to choose from.

The Food & Entertainment Committee is also dedicated to ensuring diversity in our food court to ensure a more successful and positive experience for the small businesses serving throughout the festival. Due to the limits of the utilities & services on our festival grounds, committee members will only be selecting the following number of applicants in each area of the food court:

Food Vendors: 6
(only one vendor accepted per cuisine type)
Dessert/Sweets Vendor: 2
Non-Alcoholic Beverage Vendor: 2
Wine Vendor: 2

All applications for Food Vendors are reviewed and juried by UVA Staff and the Food & Entertainment Committee after the March 28th deadline. If selected, you will receive notification of your acceptance and information about how to secure your spot in the Food Court no later than April 14th. 

APPLICATION TIMELINE

• Application Deadline: March 28th
• All Vendors Notified: No later than April 14th 
• Food Vendor Fee Deadline: May 16th
• Food Vendor Booklet & Move-In Information Sent: May 6th
• Proof of Insurance & COR Business Registration: May 16th
• Cancellation for 50% refund: May 30th

CITY OF ROSEBURG REQUIREMENTS

ALL PARTICIPATING FOOD VENDORS MUST BE IN COMPLIANCE WITH THE CITY OF ROSEBURG'S 2025 PARKS RULES & REGULATIONS (as they apply to mobile food vendors in City of Roseburg parks).
This includes:

• Providing UVA with a City of Roseburg (COR) Business Registration Card. The COR Business Registration comes with a one-time, non-refundable fee of $150. This applies to your business as long as the ownership and location of the business remain the same.
  
• Proof of Insurance (listing the City as additionally insured). The requirements for insurance as is governed by the COR.
  
  If you have any questions about this, please review the City of Roseburg's 2025 Parks Rules & Regulations under sections 5 and 6.
  

FOOD & BEVERAGE VENDOR FEES 

All Food & Beverage Vendor applicants MUST complete the online form in its entirety and submit a non-refundable $20 processing fee to be considered for review. 

If you are accepted, UVA Staff will then reach out to you by phone to discuss the the Food & Beverage Vendor fee with you. This is a $425 flat fee and is due to UVA by 6pm on May 16th along with proof of insurance and your COR Business Registration. If your registration fee and required documents are not received by May 16th, you may forfeit your spot in the 2025 Summer Arts Festival Food Court.

Other expenses to expect based on the requirements of other entities include the COR Business Registration, the required insurance as is outlined in the City Parks Rules & Regulations, and a fire inspection fee ($50 in cash ready to provide to the fire inspector the day of load-in).

PLEASE NOTE:
Vendors may cancel and be eligible to receive a 50% refund until May 30th. No refunds will be provided after May 30th, 2025.

 

FOOD & BEVERAGE VENDOR FESTIVAL TIMELINE

• Food Vendors MUST set up on Thursday June 26, 2025, Between 10am and 2pm at the specific times assigned on the Food Court Map by the festival committee. These times and placements are to be adhered to without exception. These times will be assigned and sent to vendors May 6th.
  
  
• Food Vendors will be sent their Move-In Booklets around May 6th and given a physical copy in their welcome packets on Thursday during trailer/booth set-up and are not required to to to the Vendor Hospitality check-in.
  
  
• Festival Friday June 27th Hours: 10am-8pm (Art Vendors), 11am-9pm (Entertainment and Food Vendors)
  
  
• Festival Saturday June 28th Hours: 10am-8pm (Art Vendors), 11am-9pm (Entertainment and Food Vendors)
  
  
• Festival Sunday June 29th Hours: 10am-4pm (All Art Vendors, Entertainment, and Food Vendors)
  
  
• No opening late, closing early, or leaving the festival early during the three days. All Food Vendors are required to be open 11am-9pm Fri & Sat, and 10am-4pm on Sunday.
  
  

• Load-Out: Begins Sunday, June 29th at 4pm and is completed by 7pm.

 

Photo and Menu Submission: 

Please submit three photographs, one of the food you will be serving, one of your menu/price list, and one of your trailer/tent/booth setup. Submissions will be used during the jury process.

Please note:

• Files must exceed 6000 KB each for quality purposes.
• Applications without at least one of the required photo examples  will be considered incomplete. Please be advised that this may cause a delay or issues in your application being accepted.