Buffalo Italian Heritage Festival Vendor Application

Application Instructions:

1. Authority: The Buffalo Italian Festival Board reserves full authority to approve or deny participation and restrict vendor types to meet event needs.

2. Payment Timeline: Do not submit payment until you receive an official invoice.

• Deposit: $500 non-refundable deposit due within 15 days of acceptance.
• Final Balance: Due by May 15, 2026. 

3. Late Fees:

• Late Application: Any application received after April 1, 2026, incurs a $200 late fee.
• Late Payment: A $100 fee will be added every 15 days for balances past the invoice due date.

4. Final Cutoff: No applications will be accepted after May 1, 2026.

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

Propane Fee: $25

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.

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
1453 Hertel Ave	65 Niagara Square
Buffalo, NY 14216	14202

 

 

Buffalo Italian Heritage Festival: Vendor Terms & Conditions

This agreement constitutes a binding license. By participating, the vendor agrees to abide by all terms listed below. All final decisions regarding participation, conduct, and compliance are subject to board approval.

I. BOARD AUTHORITY & LICENSING

1. REMEDIES OF BOARD: This agreement constitutes a license, revocable at the sole discretion of the Festival Board. The Board retains the right to revoke this license immediately for noncompliance with contract terms or unprofessional conduct. In the event of revocation, the vendor shall forfeit all booth fees.

2. DISPUTE RESOLUTION: All complaints, concerns, and disputes will be addressed and resolved exclusively by the Festival Board.

3. NON-SUBLET POLICY: Vendors shall NOT sublet any booth space to any person, firm, or corporation. Any vendor who sublets their space shall forfeit all fees, be immediately ejected, and be banned from future participation.

4. INDEMNIFICATION: The vendor agrees to indemnify and hold harmless the Buffalo Italian Heritage Festival and the City of Buffalo for all claims for personal injury or property damage relating to vendor operation or participation.

II. BOOTH SETUP & APPEARANCE

1. SPACE LIMITATIONS: All equipment, tables, and materials must be confined strictly to your purchased tent space. No tables or chairs may be set up in open spaces, on sidewalks, or on either side of the tent.

2. TENT & ALIGNMENT: Tents must be weighted with sandbags or weights; staking into the ground is prohibited. All booths must be aligned with neighboring booths as coordinated by festival staff.

3. DECORATIONS: All vendors must decorate their booth/stand with Italian flags or Italian flag colors (green, white, and red).

4. SIGNAGE & LICENSING: Any literature or signage provided by Festival Staff must be displayed at all times. Your temporary license and Health Department license must be clearly visible.

5. LOAD-IN/LOAD-OUT: No setup is permitted before the assigned time on Thursday, July 23, 2026. All booths must be dismantled by 9:00 PM on Sunday, July 26, 2026. Vendors are responsible for all costs associated with booth removal. 

III. FOOD, BEVERAGE & PRICING

1. MENU REQUIREMENTS: All vendors must offer at least three (3) Italian items. Only items listed on the approved application may be sold. The Board reserves the right to halt the sale of unapproved items.

2. GALBANI EXCLUSIVITY: Galbani Cheese products must be used exclusively in all recipes containing cheese.

3. POURING RIGHTS: No alcohol or lemonade may be sold by vendors. Bringing outside alcohol onto festival grounds or serving it during hours of operation is strictly prohibited.

4. PRICING & TICKETS: The Board does not set retail prices but requests fair market rates for all items. Food tickets (valued at $5) held by Board members and VIPs must be honored; change must be provided if necessary. The Festival will reimburse vendors for tickets returned by September 1, 2026.

IV. UTILITIES & SAFETY

1. ELECTRICITY: A maximum of 6500 watts/220 volts is available. No 220V electric stoves or fryers over 30 AMPS are permitted. Extension cords must be heavy-duty grounding types (25ft or less). All equipment must remain inside the booth.

2. WATER: Arrangements will be made for water services. Vendors must provide a 100-foot hose (food-grade preferred).

3. GREASE DISPOSAL: No grease may be deposited into the sewer system. Vendors must use grease mats under all appliances containing oil and dispose of waste in designated festival grease barrels. Unauthorized dumping carries a $1,000 per day fine.

4. NOISE & AMPLIFICATION: No amplification devices (e.g., bullhorns) or music (live or recorded) may be played from vendor booths.

V. MAINTENANCE & PARKING

1. TRASH & CLEANLINESS: Vendors are responsible for cleaning their booth and the immediate surrounding area. Boxes must be broken down. All trash must be bagged and deposited in festival dumpsters, NOT in patron trash containers.

2. CLEAN-UP FEE: A $300 fee will be assessed and invoiced if the booth area is not thoroughly cleaned at the conclusion of the festival.

3. PARKING & ACCESS: After unloading, all vehicles must be moved immediately. Illegal parking will result in ticketing at the owner's expense. Large trucks/trailers are not permitted on side streets. Sidewalks and walkways must remain clear of equipment at all times.

VI. ETIQUETTE & PAYMENTS

1. CONDUCT: Vendors must maintain professional etiquette and treat staff, volunteers, and visitors with respect. Instructions from clearly identified Board members must be followed promptly.

2. RETURNED CHECKS: Any check returned by the bank for any reason is subject to a $75 fee, which must be paid before the vendor is allowed to operate.

3. FINAL AUTHORITY: All rules and regulations will be strictly enforced. The Festival Board has the authority to evict vendors whose behavior or attitude does not meet the standards of the Buffalo Italian Heritage Festival.

All rules and regulations will be strictly enforced.