Buffalo Italian Heritage Festival Vendor Application

Application Instructions:

1. The Buffalo Italian Festival Board will review all applications, and they reserve the full authority to approve or deny participation in the festival.

2. Buffalo Italian Festival reserves the right to restrict the type and number of vendors and select vendors who best meet the event's needs.

3. Full payment is due upon approval. Please do not submit payment until you have received the approval email and invoice.

4. Buffalo Italian Festival will charge an additional $100 every 15 days if vendor booth payment is not paid by the due date indicated on the approval invoice. Failure to make full payment by June 15, 2025, will result in loss of vendor booth space.

5. Applications must be received by May 1, 2025. If approved by the Buffalo Italian Festival Board, any application submitted after May 1, 2025, will be invoiced an additional $200 late submission fee. Applications will not be accepted after June 1, 2025.

Questions? Please email: italianfestivalbuffalo@gmail.com

Booth Fees:

Health Permit Fees are included in the booth pricing listed below.

Food Truck: $1,600

10' x 12' Vendor Booth Space: $1,200

10' x 24' Vendor Booth Space: $1,600

Food Vendors: An additional $25 will be included in your fee if you require the use of propane to obtain your permit. Propane is not included in the above pricing.

Sales Tax: If you do not have a New York State Tax ID, you must apply for one at the Department of Taxation located at 77 Broadway- suite 112, Buffalo, NY. As always, the vendors collect and pay all NYS Sales Tax.
*Any food truck or trailer that exceeds 24 feet will be charged an additional cost. We cannot guarantee space if you do not provide measurements or if the measurements are inaccurate.

Any food truck or trailer that exceeds 24 feet will be charged an additional cost. We cannot guarantee space if you do not provide measurements or if the measurements are inaccurate.

Insurance

Every vendor must have insurance, a minimum of $1,000,000 per occurrence/$ 1,000,000 aggregate. A certificate of insurance must be received with your application or payment. The certificate of insurance must be issued with the following:

Certificate Holder:	Additional Insured:
Buffalo Italian Heritage Festival	City of Buffalo
P.O. Box 39	65 Niagara Square
Buffalo, NY 14207	14202

Electric

Under no circumstances should large 220V lines be used for equipment like fryers, stoves, or similar appliances.

Water

A 100-foot hose is required; food-grade is preferred.

Vendor Name*

First NameLast Name

Vendor Booth Name*

Vendor Email*

example@example.com

Vendor Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Vendor Phone Number*

Please enter a valid phone number.

List of Items to be Sold: All items you intend to sell must be listed below. At least three items must be Italian. Alcoholic beverages and lemonade products are prohibited. Vendors may only sell items that the Buffalo Italian Heritage Festival approves.*

Will you need access to water?*

YesNo

Will you need propane?*

YesNo

Food truck or trailer vendors must indicate their size below, measuring from bumper to bumper, including the hitch, where applicable. If you are not a food truck or trailer vendor, please enter N/A.*

Please list all appliances you use that require electrical power, including any cooking equipment, refrigeration units, or other electrical devices. If you do not need any power, please enter N/A.*

I would like to pay for:*

Food Truck Fee

$1,600.00 Quantity

10' x 12' Vendor Booth Space

$1,200.00 Quantity

10' x 24' Vendor Booth Space

$1,600.00 Quantity

Total

$0.00

Please upload a copy of your insurance.

The following are the agreement terms and conditions for vendors participating in the Buffalo Italian Heritage Festival. As a vendor, your acceptance of these terms and conditions shall constitute a binding agreement. It is agreed that each vendor will abide by all terms listed in this agreement.

1. Food Tickets

Food tickets are valued at $5 per ticket; they must be honored, and change must be made if necessary. The Buffalo Italian Festival will reimburse the vendor in full if tickets are returned by September 1, 2025. Only board members and VIPs will have these food tickets.

2. Insurance

Each vendor is responsible for getting their Certificate of Insurance for Liability, which is due before you are allowed to open at the festival. The coverage dates need to be July 24-27, 2025, and must have $1,000,000 of coverage. The Buffalo Italian Heritage Festival and the City of Buffalo must be named as Additional Insured.

3. Items & Pricing

All items sold are subject to board approval. The board will ask you to stop if an item you sell is not on your application. The board cannot tell any vendor what price to sell their items for, but we ask that you keep your prices at about the same rate for fairness and optimal profit.

4. Maintenance

Vendors must have trash bags and break down their boxes for disposal. The board will provide trash containers in public areas for patrons' use only. It will be the responsibility of the vendors to empty their trash and/or dispose of boxes during hours of operation as needed. Vendors must dispose of trash in the nearest dumpster provided by the festival. Vendors must only dispose of trash in the dumpsters and not into the containers for patron use. The vendor will be responsible for adequately cleaning and maintaining their booth(s) and surrounding public areas, including behind your booth, at all times during the festival. At the closing of each day, vendors must bag all trash and deposit it in the nearest dumpster. On the festival's last day, all garbage from vendors is to be brought to the dumpster and not left in the middle of the street or your surrounding booth space. No trash may be stored on the festival grounds or adjacent to vendor booths at any time. The festival board will assess a $300 clean-up fee if your booth area is not thoroughly cleaned. Invoices will be mailed after the festival.

5. Water

Arrangements will be made for water services.

6. Grease

The Buffalo Italian Festival will provide barrels for grease at each corner. No grease should be deposited into the sewer system. Any vendors caught dumping grease into non-designated areas will be subject to a fine of $1,000 per day and subject to prosecution. Each vendor must supply their grease mats and have them under any appliance that contains grease or oil before the start of the festival. You will not be able to open your booth without grease mats.

7. Electricity

No 220 electric stoves are allowed. No electric fryers over 30 AMPS are permitted. If you bring any of the above, electricity will not be hooked up.

The festival will provide electrical service to vendors for the four days of the festival, beginning late afternoon on Thursday before opening day. A maximum of 6500 watts; 220 volts is available. One panel with three duplex receptacles will be supplied. Special receptacles will be installed upon request, i.e., for twist locks 120, 208, and 250 volts, 20 amps and greater.

Rules for electrcity:

A. All extension cords must be heavy duty grounding types: 25 feet or less.

B. All freezers, coolers and refrigerators must be cooled down to their operating temperature before delivery.

C. All electrical equipment must be placed within each vendor’s booth. Any equipment located outside your booth is prohibited.

D. Power will remain on until Sunday at 8pm.

E. 120-volt 20-amp outlets are GFI protected (ground fault interruptive), and the ground fault can be tripped. You should check your freezers and coolers throughout the event to make sure they are operating properly.

8. RETURN CHECK POLICY

Any vendor, whose check is returned by the bank for any reason, will be subject to an additional $75. Such fee will be collected before the vendor is allowed to operate.

9. NON-SUBLET POLICY

Vendors shall NOT sublet any booth to any person, firm, association, or corporation. Any vendor who sublets their space shall forfeit all fees paid and will immediately be ejected from the festival and banned from future participation.

10. AMPLIFICATION DEVICES
All vendors shall not be permitted to use any amplification devices, e.g., bullhorns.

11. INDEMNIFICATION
The vendor agrees to indemnify and hold harmless the Buffalo Italian Heritage Festival and the City of Buffalo, their agents, servants, employees, and board members for all claims for personal injury or property damage relating in any way from vendor operation of a booth and/or participation in the festival.

12. REMEDIES OF BOARD
This agreement shall constitute a license, revocable in the sole discretion of the festival board. Festival board members will be clearly identified. Instructions and requests from all board members shall be promptly complied. The board retains the right to revoke this license for noncompliance with terms of the contract. In the event of revocation, vendor shall forfeit any booth fees.

13. PARKING
Do not park illegally, if you or your employee’s park illegally you will get a ticket – the festival is NOT responsible for any violation tickets received by a vendor. After unloading, all cars must be moved immediately. Parking of large trucks/trailers is not permitted on the side streets. You should make alternate arrangements to park your vehicle at a different location.

14. POURING RIGHTS
No alchol or lemonade.

Rules and Regulations

1. Vendors should respect each other, the visitors, the Festival Board members, employees, and volunteers.

2. All tents must be weighted with sandbags or weights. You cannot stake tents in the ground. All booths must be aligned with the booth next to them. The festival staff will coordinate this setup. All booths/stands must not exceed the agreed-upon size and must always be clean, safe, and in good condition. You are not permitted to use another tent in front of your booth once you are approved for the size of your booth (ex. 10x10 pops-ups, umbrellas, etc.).

3. All vendors must have their booth/stand decorated with the Italian flags or Italian flag colors (green, white, red).

4. All vendors must offer a menu with at least 3 Italian dishes. Absolutely no selling of items not approved by the Festival Board will be permitted. All items to be sold during the festival must be listed on this application for approval.

5. Absolutely no set up will be permitted before noon Thursday, July 24, 2025. Vendor schedule will be sent out 2 weeks prior to festival. All booth/stands must be down by 9:00pm on Sunday, July 27, 2025. Vendor must pay any cost associated with the removal of their booth/stand and all trash.

6. All complaints and/or concerns will be addressed by the Festival Board. The board will also resolve all disputes.

7. The Festival Board shall have the authority to evict vendors whose behavior and attitude is not up to the standards of the Buffalo Italian Heritage Festival.

8. All your cooking equipment, set-up tables, etc., must be confined to your purchased tent space ONLY.

9. Galbani Cheese Products must be exclusively used in all your recipes containing cheese.

10. Any literature or signage that is provided by the Festival Staff must be always displayed. Your temporary license and Health Department license must be visibly displayed at all times during the festival.

11. All rules and regulations will be strictly enforced.

Signature

Date Signed:

Date