Sycamore Pumpkin Festival Vendor Application

The Sycamore Pumpkin Festival a volunteer run 501(C)(3) non-profit that serves as a great way to raise funds for your non-profit organization and to obtain new members. Vendor participation is limited to DeKalb County non-profit organizations.

You will only submit payment to the Sycamore Pumpkin Festival Committee after receiving an itemized invoice after the festival via email. In order to maintain a quality fest, the application includes a signed agreement to contribute an honest 10% of your net profits generated during the Pumpkin Fest to the Pumpkin Festival Committee Overhead Fund (committee is all volunteer) to cover expenses.

Health Department Food Permit must be obtained by the DeKalb County Health Department at least one week prior to the Festival- Additional fees to the County for this permit will apply- contact 815-758-6673 or go online at https://health.dekalbcounty.org/services/food-safety/ to learn more about temporary food permitting applications

Trademark use approval must be obtained at or before the September Committee meeting (Third Wednesday of September, 7pm in the basement of the Sycamore City Building). In order to protect the integrity of the Sycamore Pumpkin Festival, the Committee has trademarked several phrases and copyrighted the logo of the fest (a pumpkin on a Sycamore leaf). If your organization desires to sell any items with the trademarked phrases or the logo on them, the licensing agreement must be adhered to. There is a nominal fee of $1 required for application to use the trademark. Trademarked or copyrighted items of the Sycamore Pumpkin Festival sold at your booth require a signed licensing agreement by the Sycamore Pumpkin Festival Vendor Committee Chairman. Do not order items prior to receiving approval from the committee chairperson before the September meeting. An exact replica must be approved by the committee before permission is granted.

Raffle Permit must be obtained by the city and county and included with application or at a minimum, prior to festival

Each booth is required to display the Pumpkin Festival Committee permit and the name of the not-for-profit organization. Booths must be appropriately sized for their location and be secured and built sturdy enough to withstand the weather. Additionally, each booth must have group representation and adult supervision at all times. You are allowed to have one piece of literature at the booth. The literature may not be handed out unless a customer requests it. (No hand-billing allowed.)

Standard booth space that is allowed is 10’ deep by 10’ in width for the $25 permit fee. For each additional 10’width, an additional $25 will be charged. The depth cannot be changed. However, any variance to standard size must receive approval from the Pumpkin Fest Committee prior to the event. Two feet of space free from obstructions must be maintained between booths. All vendor booths shall be positioned to sell toward the food court. Parking of vehicles in the food court area is prohibited unless special permissions are granted.

It is necessary to receive permission from the business where you are set up. Vendors may use up to 1⁄2 the width of the sidewalk from the building to the curb (50% of the sidewalk must remain clear of any obstructions so that pedestrians may pass freely).Booth space must be confined to the storefront of the business that granted permission and must not block any entrances to any building.

At least one representative of your organization must attend the annual pre-event vendor meeting (The Wednesday a week prior to the Festival, 6pm, Sycamore City Building Council Chamber). Lack of attendance will jeopardize your ability to participate in the event this year and for the following years. It is preferable that the representative be the contact person listed on the application. Permits are handed out at this meeting. The meeting also includes detailed information about Health Department requirements, electrical and fire prevention regulations. This meeting will be the Wednesday prior to the festival beginning at 6:00pm in the Sycamore Center’s City Council Chamber (corner of State and Somonauk Streets).

The signature of a member of your organization on the application indicates that said organization: Will abide by the regulations set forth by the Sycamore Pumpkin Festival Committee and acknowledges receipt of written copy of such. Understands that failure to comply with these policies and procedures may result in the Committee refusing participation by that group in future events and may result in removal of items from the area by the Committee or its representatives the City of Sycamore and its representatives, the Officials and representatives of DeKalb County, any store or property owner and its representatives for losses injury or damages that may occur as a result of participation in the Festival events. Recognizes that the fundraising activities must be in accordance with local, county, and state laws and regulations. Understands that a member or their organization can be designated a liaison to the Festival Committee to represent that group’s interests. Agrees to donate an honest 10% of profit from Pumpkin Fest within 30 days of receiving the invoice after the festival. Failure to contribute this percentage in a timely manner may result in disciplinary action or assessment of a penalty.