MuslimFoodies Eid Fest / March 2026 Vendor Application

MuslimFoodies Eid Fest March 2026
Vendor Contract & Agreement
Date: Sunday, March 22, 2026
Rain Date: Sunday, March 29, 2026
Location: Parking Fields H-11, H-14 / 27 Heitz Pl, Hicksville, NY 11801

This Terms & Conditions document constitutes a legally binding agreement between MuslimFoodies, LLC (“Organizer”) and the participating "Vendor". By submitting this form and completing payment, the Vendor agrees to all terms outlined herein. Violation of any section may result in removal from the event, forfeiture of any fees or deposits, and disqualification from future participation.

1. DEFINITIONS

For the purposes of this Agreement:

Vendor encompasses any one of the following categories:

• Food Vendor (Cooking): Prepares and cooks food on-site during the event (e.g., grills, fryers, ovens, propane or electric appliances).
• Food Vendor (Non-Cooking / Prep Only): Prepares food on-site without active cooking (e.g., assembling sandwiches, plating desserts, brewing tea/coffee, making iced drinks), may keep items warm/cool but no grilling or frying.
• Pre-Packaged Food Vendor: Sells sealed, ready-to-eat or shelf-stable products with no on-site preparation (e.g., packaged snacks, bottled beverages). Home businesses (home-prepared or home-stored foods under an unlicenced business & kitchen are prohibited as per county regulations).
• Non-Food Vendor: Sells goods or services unrelated to food or beverage (e.g., crafts, apparel, accessories, art).

2. EVENT OVERVIEW

Setup: 7:00 AM - 10:00 AM
Live Event Duration: 11:00 AM – 7:00 PM
Breakdown and Load Out: 7:00 PM - 9:00 PM

3. GENERAL TERMS (Applies to All Vendors)

• Setup: 7:00 AM – 10:00 AM; must be completed by 10:00 AM.
• Vendor load-in and set-up must occur between 7:00 AM and 10:00 AM and be fully completed by 10:00 AM to be open by public event time. Any vendor not set up by 10:00 AM due to reasons within their control will forfeit their security deposit and may be removed without refund.
  • If delays are caused by the Organizer, venue, or external factors beyond the Vendor’s control, the deposit will not be forfeited, and the Organizer may adjust the setup time accordingly. Delays caused by such factors are considered “Organizer-related.”
• Vendor who fails to appear or leave before event end time without Organizer approval will forfeit their deposit and may be prohibited from participating in future events.
• Booth space: 10x10 ft; up to four (5) self-provided tables (only one facing customers). Vendors who operate out of mobile vending vehicles must notify Organizer of vehicle size to ensure proper space is allocated.
• Bring your own equipment (tents, tables, propane tanks, disposal bins, generators, grills, fryers, ovens, take-out containers, POS systems, wifi, hotspots, kitchen supplies, food packaging and consuming supplies. The Organizer will not be providing or supplying any materials to Vendor.). Organizer does not supply these.
• Vendor (food & non-food) may have up to five (5) staff members at their booth site. Additional staff must be approved in writing by the Organizer.
• The Organizer makes no guarantee of sales or profit.
• The Organizer will not be responsible for any lost/damaged merchants or goods. Vendor is solely responsible for securing their belongings and valuables.
• No amplified sound except by Organizer.
• Load-out: Must be completed by 9:00 PM with all garbage removed to allocated event dumpsters.
• Any damage to space will be billed to Vendor.

4. FOOD (applicable to food vendors only)

• Vendor is responsible for obtaining a Temporary Food Service Permit from the Nassau County Department of Health and applicable fees.
• Vendor is responsible for providing a hand wash station encompassing a five (5) gallon beverage dispense with a continuous flow spigot, supplied with warm water, ahdn soap and disposable towels. A catch-bucket for wastewater is required. Hand sanitizer is not a subsitute for hand washing.
• All food products must fully adhere to Islamic dietary guidelines.
• Vendor who is selling products with meat must be able to provide proof of halal meats through most recent receipts and invoices from halal suppliers.
• Vendor must be able to confirm whether the meat is machine-slaughtered halal or hand-slaughtered halal.
• Vendor must source only hand-slaughtered meats for the event to accommodate all attendees.
• Vendor must indicate which meats are being used for which menu items.
• Vendor must comply with menu as approved by Organizer with no substitutions, additions, or unapproved menu changes may be made on the day of the event without written Organizer approval. Vendors must plan food inventory to serve attendees throughout the full live event duration.
• Vendor serving meat products are required to submit valid proof of purchase no later than March 20, 2026, in the form of dated, itemized invoices or receipts from a recognized hand-slaughtered halal meat supplier.
  • Proof must clearly indicate the location and address of the market purchased from and identify the type and quantity purchased. Failure to provide this documentation by the stated deadline will result in forfeiture of participation and the security deposit, without refund of Vendor fees.

Food Product Guidelines

• Foods cannot contain pork or any pork derivatives (such as in lard, enzymes or rennet), non-halal gelatin, alcohol, blood, or intoxicants.
• Permissible (halal) ingredients may include: non-pork enzymes or rennet, microbial enzymes, halal gelatin derived from fish, agar agar, or halal bovine/beef sources.
• All prices and ingredients must be outlined and readily available to provide to a customer on the day of the event.
• Photos of each dish and its portion to be provided to the Organizer.
• Vendor must clearly display signs with prices, ingredients, allergy information (nut, wheat, shellfish), and any dietary restrictions (dairy, vegetarian, vegan, gluten) on their space.

5. SPACE & VENDOR PLACEMENT

Each Vendor booth space (non-vending mobile trucks) is 10x10 ft and may include up to four (4) self-provided tables, with only one table facing customers. Vendor is responsible for all equipment, signage, anchoring devices, cords, protective tarps, and appliances needed for their operations. The Organizer will not supply materials.

Placement

• All Vendors must adhere to the assigned booth space given by the Organizer. All property must remain within the assigned booth space, and storage outside the booth is prohibited. The Organizer is not responsible for securing Vendor belongings.

Storage

• All Vendor property shall be kept within the assigned booth space. Storage of supplies, equipment or inventory outside the booth space will not be allowed.
• Vendor is responsible for securing their belongings and valuables.
• All tents must be properly weighted down at all times (recommended minimum 40 lbs per leg). Stakes may not be used unless explicitly permitted by the venue. Any unweighted tent may be removed by the Organizer for safety reasons.
• Vendor is allowed propane tanks of up to 20 lb at their booth space. For ease of use, additional tanks can be rented from the Organizer's third-party guard with G23 certification for propane tanks with legal storage.

Signage

• All Vendor signs and banners must be contained within the assigned booth space. Vendor is responsible for supplying their own signage for their booth.

Canvassing

• Vendor may conduct business only from inside their allotted booth space. Canvassing from outside of the booth space is not permissible and Vendor shall be liable for immediate closure and removal from the event with loss of all submitted monies.

6. GENERAL PROTOCOLS

• Vendor booths must be fully staffed and open, and must remain fully staffed and open between the hours of 11:00 AM and 7:00 PM.
• Vendor must stop taking orders at 6:45 PM to prepare for take down at 7:00 PM. Vendor may continue fulfilling and serving orders that was placed before 6:45 PM.
• Closing early or opening late for any invalid reason deemed by the Organizer may preclude Vendor from participating in future events. This does not include Vendor selling out of food early.
• Vendor is not allowed to sell or distribute anything other than the approved menu items by the Organizer.
• Vendor is required to provide the Organizer, within twenty-four (24) hours after the conclusion of the Event, a complete and accurate sales report detailing all transactions from the entire duration of the Event, as recorded through the POS system or any other sales system used. The report must cover 100% of sales activity for the Event day. Failure to comply shall result in forfeiture of the Vendor’s security deposit and future participation in events.
• Food, garbage, and beverages are not to be left in the parking lot. Vendor is responsible for their garbage, sweeping and mopping where necessary. No liquids can be disposed of in trash. No cooking grease is to be poured into drains or left behind anywhere on the premises. Vendor is responsible for disposing grease outside of the event premises in proper facilities. All garbage produced by the event and its affiliates must be put into the designated dumpsters (please check with onsite staff to ensure the correct dumpster is being used).
• Grease splattering is an area of highest concern. Make sure to lay down carpet remnants underneath cooking areas and ensure grease-catching sheets extend beyond the primary cooking area to catch splatters.
• Vendor load-in and allotted space set-up must be completed between the hours of 7:00 AM and 10:00 AM on event day. All Vendor set-up must be completed by 10:00 AM. Vendor must remove all personal vehicles off event-site to nearby allocated parking fields before 10:00 AM. Driving of any vehicles (including vending vehicles) during live event hours is strictly prohibited.
• Vendor load-out and take-down of allotted space setup must be taken down and garbage removed from event site by 9:00 PM.
• Vendor is not allowed to distribute any physical promotional materials during the event that is not reviewed and approved by the Organizer.
• No vending vehicles, tables, and tents will be allowed to remain on the premises after 9:00 PM.

7. NON-FOOD VENDORS

• Vendor must ensure all display structures (including but not limited to clothing racks, shelving units, mannequins, and art easels) are sturdy, stable, and safely secured to prevent tipping or collapse.
• Any decorative or structural elements must fit entirely within the assigned booth space and may not obstruct aisles, emergency exits, or other Vendors’ spaces.
  Vendor must use protective coverings (such as drop cloths or mats) under any items or activities that could stain or damage the venue floors, including but not limited to henna, paints, dyes, glitters, or liquids.
• All paints, dyes, henna, or similar materials must be non-toxic and compliant with applicable health and safety regulations.
• The Organizer reserves the right to inspect any substances used on-site and may prohibit their use if deemed unsafe, non-compliant, or a potential hazard.
• Vendor is responsible for cleaning any spills, stains, or debris resulting from their products or services. Failure to fully clean the booth space will result in forfeiture of the security deposit and may result in exclusion from future events.
• Any damage caused to the venue (including flooring, walls, or fixtures) by the Vendor’s activities, displays, or products will be billed to the Vendor in addition to forfeiture of the security deposit.

8. FEES & SECURITY DEPOSIT

Application Review & Payment Authorization

• Vendor acknowledges that submitting an application may require a temporary payment authorization (shown as a “Pending” transaction) through the Organizer’s registration platform. The Organizer has up to six (6) days to review and approve or deny Vendor applications.
• If the Vendor application is approved, the Organizer will manually process and charge the Vendor for the applicable Vendor participation fee and security deposit.
• If the Vendor application is not approved, the pending authorization will automatically be released and will not result in a completed charge. Vendor understands that the timeline for the pending transaction to disappear depends on the Vendor’s bank or card issuer.
• Vendor participation is not confirmed until the Organizer provides written approval and payment has been successfully processed.
• Submission of an application does not guarantee acceptance into the event.

Food Vendors (Savory Food)

• The $1000.00 Vendor participation fee for food is non-refundable.
  • The participation fee secures your space at Eid Fest 2026 and is non-refundable under any circumstances, including but not limited to Vendor cancellation, inability to attend (no-shows), or unforeseen circumstances. If the Organizer cancels the event without offering a rescheduled date within 90 days, vendor fee will be fully refunded excluding the payment processing fees.
  • Vendor acknowledges that all payment processing fees charged by the registration platform or payment processor (including but not limited to credit card or transaction fees) are non-refundable. Any refunds issued by the Organizer, including refunds of security deposits, will be issued net of non-refundable processing fees.
• A $100.00 refundable security deposit is required at the time of registration and must be submitted alongside the Vendor fee.
  • The security deposit will be refunded within 7–10 business days after the event, provided that:
    • Vendor arrives and is fully set up by the required time (10:00 AM). Late arrival or incomplete setup beyond 10:00 AM will result in forfeiture of the $100 deposit unless the delay is caused by the Organizer, venue, or external factors beyond the Vendor’s control.
    • Vendor participates for the entire event duration (no early breakdown).
    • Vendor leaves their space free of trash, grease, and equipment.
    • Vendor causes no damage to venue property.
      • Damage includes, but is not limited to: grease/oil stains, structural damage, damage caused by tents, or damage caused by equipment use.
    • Vendor complies with all health, safety, and event rules.
    • Failure to meet any of these conditions will result in forfeiture of the deposit.

Food Vendors (Beverages and/or Dessert only)

• The $750.00 Vendor participation fee for food is non-refundable.
  • The participation fee secures your space at Eid Fest 2026 and is non-refundable under any circumstances, including but not limited to Vendor cancellation, inability to attend (no-shows), or unforeseen circumstances. If the Organizer cancels the event without offering a rescheduled date within 90 days, vendor fee will be fully refunded excluding the payment processing fees.
  • Vendor acknowledges that all payment processing fees charged by the registration platform or payment processor (including but not limited to credit card or transaction fees) are non-refundable. Any refunds issued by the Organizer, including refunds of security deposits, will be issued net of non-refundable processing fees.
• A $100.00 refundable security deposit is required at the time of registration and must be submitted alongside the Vendor fee.
  • The security deposit will be refunded within 7–10 business days after the event, provided that:
    • Vendor arrives and is fully set up by the required time (10:00 AM). Late arrival or incomplete setup beyond 10:00 AM will result in forfeiture of the $100 deposit unless the delay is caused by the Organizer, venue, or external factors beyond the Vendor’s control.
    • Vendor participates for the entire event duration (no early breakdown).
    • Vendor leaves their space free of trash, grease, and equipment.
    • Vendor causes no damage to venue property.
      • Damage includes, but is not limited to: grease/oil stains, structural damage, damage caused by tents, or damage caused by equipment use.
    • Vendor complies with all health, safety, and event rules.
    • Failure to meet any of these conditions will result in forfeiture of the deposit.

Non-Food Vendors

• The $300.00 Vendor participation fee for non-food is non-refundable.
  • The participation fee secures your space at Eid Fest 2026 and is non-refundable under any circumstances, including but not limited to Vendor cancellation, inability to attend (no-shows), or unforeseen circumstances. If the Organizer cancels the event without offering a rescheduled date within 90 days, vendor fee will be fully refunded excluding the payment processing fees.
  • Vendor acknowledges that all payment processing fees charged by the registration platform or payment processor (including but not limited to credit card or transaction fees) are non-refundable. Any refunds issued by the Organizer, including refunds of security deposits, will be issued net of non-refundable processing fees.
• A $50.00 refundable security deposit is required at the time of registration and must be submitted alongside the Vendor fee.
  • The security deposit will be refunded within 7–10 business days after the event, provided that:
    • Vendor arrives on time and is fully set up by the required time (10:00 AM). Late arrival or incomplete setup beyond 10:00 AM will result in forfeiture of the $50 deposit unless the delay is caused by the Organizer, venue, or external factors beyond the Vendor’s control.
    • Vendor participates for the entire event duration (no early takedown).
    • Vendor leaves their space free of trash and equipment.
    • Vendor causes no damage to venue property.
      • Damage includes, but is not limited to: structural damage, damaged cause by tents, or damage caused by equipment use.
    • Vendor complies with all health, safety, and event rules.
    • Failure to meet any of these conditions will result in forfeiture of the deposit.

9. SALES COLLECTION & DISTRIBUTION (applicable to all vendors)

• All Vendors are required to report a sales report to the Organizer within 24 hours of conclusion of the event via email.
• Vendors must confirm what methods of payment they will be administering for the event such as cash, debit/credit card, Venmo, Zelle, CashApp for marketing purposes.
• Violation of this policy, including the acceptance of unauthorized payment methods, will result in immediate removal from the event, forfeiture of all sales proceeds held by the Organizer, and forfeiture of the security deposit.

10. INSURANCES & SAFETY

• Vendor handling any food must provide the applicable permits to the Organizer and be able to present it on the day of the event:
  • Temporary Food Establishment Permit issued by Nassau County Department of Health
• Vendors arriving without these requirements will be denied participation and forfeit all fees.
• Vendors using propane, grills, fryers, or any live cooking equipment must have a working fire extinguisher on-site at all times and must maintain a safe distance between open flames, tents, vehicles, and customers. The Organizer reserves the right to shut down any unsafe setup immediately without refund.

11. FOOD HEALTH & HYGEINE

• Vendor who is selling food must submit an application to obtain the Temporary Food Service Permit from the Nassau County Department of Health and must have it ready to present on event day.
  • Vendor stations are subjected to inspection by the Nassau County Department of Health.
  • Vendors arriving without these requirements will be denied participation and forfeit all fees.
• Vendor is responsible for providing a hand wash station encompassing a five (5) gallon beverage dispense with a continuous flow spigot, supplied with warm water, ahdn soap and disposable towels. A catch-bucket for wastewater is required. Hand sanitizer is not a subsitute for hand washing.

12. INDEMNIFICATION

• Vendor assumes full responsibility for their participation in the event and agrees to indemnify, defend, and hold harmless Organizer, staff, volunteers, and the venue from any and all claims, damages, losses, or expenses — including attorney fees — arising from vendor’s participation, operations, or products, including but not limited to foodborne illness, injury, property damage, or violations of law.

13. MARKETING RIGHTS

• By participating, Vendor grants the Organizer a perpetual, worldwide, royalty-free license to use Vendor’s name, logo, likeness, and images of their products or booth for event promotion, marketing, and publicity in any media now known or later developed, without additional compensation.

14. LEGAL

• The Organizer reserves the right to issue written addendums or additional event policies at any time, including on the day of the event. Such addendums may cover health and safety requirements, Vendor placement, promotional obligations, or other operational matters. All addendums will be sent to the Vendor via the email address provided in this agreement and will be binding upon receipt.
• This Agreement shall be governed by and construed in accordance with the laws of the State of New York. Any dispute arising out of or relating to this Agreement shall be resolved exclusively through binding arbitration held in Kings County, New York.
• In the event this agreement is terminated as a result of any breach by the Vendor, they shall not be entitled to any refund but shall forfeit all amounts previously paid as liquidated damages.
• Vendor shall fully indemnify and hold harmless the Organizer from any actions, suits, claims, payments, costs, or damages that may be brought against them arising from participation in the event.

15. CONDUCT

• Vendor must be professional and respectful at all times.
• Any rowdy and negligent behavior during the event will result in being asked to leave the premises.
• Vendor must keep their area presentable during the event and clean up their area completely before leaving. Special attention must be taken to prevent oil stains, spills, and/or dumping.
• Failure to comply will result in prohibition in future events. All cooking oils, cardboard boxes, and other vending or cooking debris must be carried out for disposal and/or recycling.
• Although prohibited on premises, Vendor may not bring or consume alcoholic beverages in vendor booth space or general event space.
• Vendor must be dressed work-appropriate and modestly at all times.
• Vendor shall not play any amplified music or sound unless given permission from within their allotted space during the event.

16. FORCE MAJEURE / WEATHER POLICY

• Eid Fest March 2026 is a rain-or-shine event. In the event of circumstances beyond the Organizer’s control — including severe weather, public safety orders, government action, natural disaster, venue closure, strikes, or other force majeure events — the Organizer reserves the right to reschedule the event. All Vendor fees will automatically be applied to the rescheduled date. No refunds will be issued for postponements.
• If the Event is postponed and rescheduled, Vendor's inability to attend the rescheduled date shall not constitute grounds for a refund or credit of any fees paid.
• The rain date is set to Sunday, March 29, 2026.
• All Vendors are expected to come prepared with appropriate weatherproofing, including tent weights, coverings, and any necessary protective equipment for inclement weather.
• In the event of cancellation or postponement due to weather, safety orders, venue closures, or other force majeure events, all vendor fees will be automatically refunded (excluding payment processing fees).
• The Organizer assumes no responsibility for Vendor losses resulting from weather-related issues, including but not limited to damage to equipment, loss of sales, or travel disruptions.