2024 Light Up the Night Food Vendor Application

Hello Food Vendors,

Thank you for your interest in Heart of Brevard's Light Up the Night Merry Market and our Annual Tree Lighting Ceremony. We are expanding our holiday season event this year and we are excited to have you complete an application for us!

Light Up the Night is a community event that helps ring in our holiday season of gift giving and family in downtown Brevard and Transylvania County. We are expanding our event this year to include a Holiday Merry Market with Craft Vendors and Food Trucks, along with family fun activities to Light Up the Night in Brevard and celebrate the Holidays.

We are happy that you are applying as a food vendor to help us create the unique holiday street market event where attendees can find that perfect treat and meal while enjoying all that the festival market and event have to offer.

The following application and 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! Thank you for making time to complete this application.

If you have questions for HOB, contact us via email or phone: info@brevardnc.org, (828) 884-3278.

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 options and high quality food.
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 participation in Heart of Brevard events does not guarantee a space in future festivals.

EVENT DETAILS

Light up the Night and our Merry Market are two events that are combining all the fun things of the holiday seasons. We traditionally hold a Tree Lighting Ceremony on the Courthouse Lawn and accompany it with Carolers, Music and our Holiday Windows Competition. This year we are expanding our event to include a Merry Market of fine arts and craft vendors on West and East Main Streets, Nonprofit vendors and family entertainment.

Food Vendors will be located through out the festival footprint, and not congregated all in one section of the festival.

After the Chamber Christmas Parade passes through town we will be bringing out fire pits for roasting marshmallows, a local Ice Carver, real live Llamas for holiday photo opportunities, a Tuba Christmas and Dance Troupes to entertain all. Transylvania County will be sponsoring an event at Silvermont Mansion, the Ice Skating Rink and the Hay Ride Wagon on the east end of town. Our Social District Businesses will be participating with special drinks and cocktails for the adults and the kids will have plenty to keep the twinkles in their eyes.

We expect to have 4,000 attendees at this annual holiday event in 2024.

The event runs to 7:00pm and we highly recommend adding some outdoor string lights to your set-up, if you don't have them already. We have street lights in downtown, but it may not be as bright as you'd like. Plus, the extra string lights will really make our Merry Market stand out!

Take a look at something like these, as they are solar powered and have a run time of approximately 8 hours with a full charge: ZJOJO Solar Outdoor String Lights 35FT, Globe Patio Lights

Event Hours:

Saturday, December 7th - one day event only

Vendor Setup: 8:00am-10:45am
Event Open to the Public: 11:00am-7:00pm

Breakdown: 7:00pm

*Vendors must cease vending and begin breakdown upon the event's conclusion at 7:00pm and must clear the event area by 8:30pm.

Submit Vendor Application and nonrefundable $15 fee no later than NOVEMBER 8TH Application fees paid online are charged an additional $5.00 to cover processing fees. Payments not received by the deadline are subject to a $50 late fee.

Application Fees can be paid HERE via Credit Card. A $5.00 processing fee will be charged for all credit card payments.

If you prefer to pay by check, please write a $15.00 check, payable to Heart of Brevard. Please write LUTN 2024 on the memo line and mail to: Heart of Brevard, P.O. Box 931, Brevard, NC 28712.

Vendor Notification: Vendors will be notified of acceptance between October 10th to November 11th.
Pending receipt of application form and $15.00 application fee, HOB will approve or deny each vendor. Accepted applicants will receive additional event details and booth payment schedule.

Booth Fee Payment Deadline: November 13th
Payments can be made online or by check (details below).

ADDITIONAL VENDOR REQUIREMENTS

You will be responsible for your own booth setup. Please bring your own tent, area that you sell out of, water, fire extinguisher, weights, extension cords and tape. NOTE: If you are vending from a tent set up, 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).
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.
Vendors must bring their own electricity and will not be able to use City of Brevard electricty. If you bring a generator it will need to be a quiet generator due to crowds and noise levels.
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.
Please try to make all food service materials — including utensils, plates, napkins, cups and other materials compostable.
No glass containers allowed to be served. (Examples: soda bottles, beverage containers, etc.).
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.
Vendors must cease vending and begin breakdown upon the event's conclusion at 7:00PM and must clear the event area no later than 8:30PM.
Vendors 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.
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.
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.) Unapproved early departures by vendors will be taken into consideration during the application process of future events.

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 upload an image of your logo for Heart of Brevard to use in event promotional materials.*

Please upload an image of your truck, trailer or tent set up here.*

Please upload an image of your menu for this holiday/winter event.*

Please share 2-4 photos of your food offerings.*

Please provide a price range of your products here. *

Please share the actual physical dimensions of your truck/trailer/booth set up here. *

If your setup is a truck & trailer are you leaving the truck hooked up or are you dropping the trailer and parking the truck elsewhere?*

My setup is a tent or a food truck, so this question doesn't apply to me.My truck is part of my setup and is included in the overall dimensions I provided above.I plan on dropping my trailer and parking my truck elsewhere during the duration of the event.

Which side of the truck/trailer do you serve from?*

Neither! I sell from a booth or tent.Service window is on PASSENGER SIDE.Service window is on DRIVER SIDE.

Are you bringing a generator to power your set up?*

YesNo, I do not need a generator.

If you use a generator, please provide make/model below. If you do not use a generator to power your setup please enter N/A. *The use of Whisper Generators will help with the desirability of your location. We are discouraging the use of anything OTHER THAN A QUIET generator. *

Does your business have general liability insurance coverage?*

YesNo

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 and agree to the Leave No Trace policy and violation fee.I agree to take reasonable steps to make my service area 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 understand all food service items must be compostable.I agree to accept up to two (2) "TRUCK BUCKS" as payment for a full meal during the event.I understand that by checking this box I acknowledge that I have read and agree to abide by all terms in the 2024 Food Vendor Requirements detailed in this application form.

Signature*

VENDOR APPLICATION AND APPLICATION FEE IS DUE BY OCTOBER 30TH

*Please note, fees paid online are subject to a $5 processing fee.

Electricity: We do not provide electricity to vendors.

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.

VENDOR BOOTH FEES ARE DUE NOVEMBER 13TH