2025 Carolina BalloonFest Food Vendor

Message from the Food Director—PLEASE READ

Welcome to 2025!  On behalf of the entire Carolina BalloonFest Board of Directors, I would like to welcome new and returning vendors as we prepare for our 50th year celebration.

This year we will be using an online form to collect information and streamline the paperwork process.  Please note that payment information and deadlines will be sent to the email address provided once your application has been accepted.

Carolina BalloonFest, given its limited footprint, strives to provide a diverse selection of food vendors that appeal to a wide range of audiences.  Our goal is to offer a variety of options to enhance the festival experience for all attendees.  However, due to space constraints, it can be challenging to accommodate multiple vendors offering the same category of product.  This approach ensures a balanced representation of food offerings while maximizing the opportunity for each vendor to succeed.
 
The Carolina BalloonFest has a long and positive history.  Beginning in a pasture of Love Valley in the fall of 1974 and thriving as we enter the 50th year celebration (minus the Covid years).  Our entire board is made up of volunteers and none of us receive any financial compensation for the work put into the festival.
 
Carolina BalloonFest, a nonprofit organization, partners with other local non-profit groups each year who provide volunteers to help us execute the festival.  A portion of the proceeds from Carolina BalloonFest are returned to these non-profit groups and help to fund many of their initiatives throughout the year. 
 
After reviewing the application, if there are additional questions, please reach out via email and I will respond or work to get you an answer as quickly as possible. 

My email is Food@CarolinaBalloonFest.com

FESTIVAL BASICS:

Hours of Operation:

Friday, October 17, 2025 3PM - 8:30PM

Saturday, October 18, 2025 6:30AM - 8:30PM

Sunday, October 19, 2025 6:30AM - 4:30PM

Expected Attendance: 40,000

Iredell County (TFE) Permit Information

Temporary Food Establishment Permit (TFE) is required for many vendors

Since vendors remain throughout the weekend, an Iredell County Health Department Food Service Establishment Permit will be required. 

The permit can be downloaded at
https://selfservice.iredellcountync.gov/energov_prod/selfservice#/home

This step must be completed once you have been notified of acceptance into the festival.  There will be a $75.00 charge.

INSURANCE

Food vendors must have in full force and effect a minimum of the following:

- $1,000,000.00 in General Aggregate/Comprehensive and Combined Single Limit Coverage

- $1,000,000.00 in Bodily Injury and Property Damage Coverage 

General comprehensive liability must include Products and Completed Operations coverage AND Contractual Liability coverage. 

Certificate of Insurance must include:  

- Carrier’s name, address & phone number with Agent's signature

- Company providing coverage

- Insured's name, address, type of insurance and policy number, effective dates and limit amounts.

National Balloon Rally Charities, Inc., DBA Carolina BalloonFest should be listed as an Additional Insured, using address:
PO Box 267
Statesville, NC 28687

If approved as a vendor at Carolina BalloonFest you must provide your Certificate of Insurance to CBF as soon as possible.

Vending Unit Information: How to Determine Space Needed

Unit measurements must include ALL space required including vending windows, awnings, trailer tongues, storage, hitches, etc.

“Length/Frontage” is that of the side from which selling occurs. 

Depth of each space may vary depending on location.  Vending unit and any additional items must stay within designated limits.  No equipment, materials, supplies, storage, vehicles, trailers, etc. are allowed outside designated space.

FOOD VENDOR PRICING

**Fees are based on Frontage/Length required.  If your unit is in between sizes, you must round up to the larger space**

ELECTRICAL INFORMATION

Carolina BalloonFest provides A SINGLE ELECTRICAL SERVICE OF YOUR CHOICE with your vendor fee.  The festival will ONLY provide the following receptacles for food vendor power shown below.

The cables will be connected to our power supply and will be placed near your vending location.  Vendors are responsible for providing any adapters needed to make their electrical connections compatible or any additional extension cables needed to reach their plug.

We make every effort to put the connection as close as possible to your space, but vendors should bring at least 100 feet of additional cord.

OPTION 1:

 OPTION 2:

*Vendors are responsible for providing any adapters needed to make their electrical connections compatible. 

EVENT DATES: October 17-19, 2025

APPLICATION DEADLINE: May 31, 2025

NOTICE OF ACCEPTANCE BY: June 15, 2025

TERMS AND CONDITIONS

Vendor agrees to follow all policies, terms and conditions outlined below.  These policies, terms and conditions may not be altered, edited, amended or otherwise changed without the permission of Carolina BalloonFest.

• Undersigned / Vendor confirms reservation for food exhibit space at Carolina BalloonFest 2025, acknowledges the form pages of Food Vendor Information, and agrees to the terms stated herein.

• Undersigned / Vendor shall in no way hold Carolina BalloonFest liable for accidents or claims which may occur as a result of participating in this event, and hereby releases and waives any and all rights, claims, or causes of action it may have against Carolina BalloonFest, its officers, employees, volunteers, and private property owners for theft, personal injury, death or other damage that may occur as a result of participating in this event.  Further the Undersigned/Vendor agrees to save and hold harmless Carolina BalloonFest from any and all claims or suits alleging personal injury, loss, and/or property damages on account of or connected with this event.

• Vendor understands that Carolina BalloonFest has no control over external elements/events that may prevent and/or disrupt the festival and agrees to hold Carolina BalloonFest harmless for any losses arising out of such elements/events.

• Failure to comply with the policies, terms and conditions grants Carolina BalloonFest, or its authorized agent to immediately terminate the vendor agreement: Require vendor, upon notice of violation, to cease operations and vacate the festival premises; and forfeit all fees paid to Carolina BalloonFest for the right and privilege of participating in the Carolina BalloonFest.

• Clean up: Vendor agrees to clean booth space at the end of the festival and remove any trash/debris or other items brought by Vendor or be subject to a $250 cleaning fee.

• Vendor Operating Hours: All vendor booths must be open and operational from 3:00PM until 8:30PM on Friday; from 10:30AM until 8:30PM on Saturday and from 10:30AM until 4:30PM on Sunday.  Vendors may choose to open early Saturday and Sunday.

• Prohibited Items: Vendor shall not display, offer for view, take orders for or sell any illegal or contraband. 

• Vendors may not taunt, abuse or engage in a verbal or written altercation with any event attendee, other vendor, entertainer or other participant.  Vendor may not engage in any action that may be in direct conflict with purpose, mission, values and or the spirit of Carolina BalloonFest.  Violators shall be subject to removal at the discretion of Carolina BalloonFest.

• Vendor agrees to post food prices for all items being sold in booth, including beverages, in a visible and legible manner. Pricing must be seen from a distance of at least 15 feet from booth edge. Prices will remain posted for the entirety of the festival.

• No Third Party Food Items allowed to be re-sold by food vendors, i.e. pizza, chicken sandwiches, pre-made subs.

• Lost items: Vendor accepts all responsibility and liability for any losses due to theft or damage.

• Rain or shine: Carolina BalloonFest is a rain or shine event.

• If the Undersigned/Vendor cancels this reservation / agreement after June 1, 2025, Undersigned/Vendor will forfeit the total amount of the fees/payments.

APPLICATION/RELEASE: All applicants must complete in full and sign the application form, binding themselves to the agreements & conditions contained hereon.
Release: I have read and do understand the rules and regulations of Carolina BalloonFest for Food Vendors and agree to abide by them. The undersigned shall indemnify and hold harmless the Carolina BalloonFest Committee, National Balloon Rally Charities, Inc., the City of Statesville, the Greater Statesville Chamber of Commerce and all sponsors and volunteers from all claims, liabilities, costs, expenses, and damages which may result from the operation of my concession. I certify that the information furnished on this application is true to the best of my knowledge and represents the items to be represented at Carolina BalloonFest. I further agree that any items deemed "inappropriate" by organizers of the event will be removed from the sales area, and that I will adhere strictly to the rules, conditions, and guidelines of the festival.