17th Annual Dia De Los Muertos Festival

SATURDAY, October 25th, 2025

FESTIVAL HOURS:

5 PM TO 9 PM

Avondale Goodyear Farms Historic Cemetery

3720 N Santa Fe Trail Avondale, AZ 85392

 

GENERAL INFORMATION

Thank you for your interest in participating as a Food Vendor at the 17th Annual Día de los Muertos Festival, hosted at the Avondale Goodyear Farms Historic Cemetery.

This unique cultural celebration honors the memory of our departed loved ones through vibrant artistic expression. The family-friendly event is FREE and features live entertainment, arts and crafts, and cultural education for the community.

Vendor space is limited—submit your application today!

APPLICATION PROCESS

To be considered, please submit your completed Food Vendor Application and all required documents no later than:

September 30, 2025.* 

*Incomplete applications will not be accepted.*

REQUIRED DOCUMENTS

• A current copy of your Maricopa County Food Permit or Cottage Food Permit
• A copy of your Transaction Privilege Tax (TPT) License with the Arizona Department of Revenue
• A Certificate of Liability Insurance naming Ballet Folklorico Esperanza as the Certificate Holder

All required documents must be submitted by the deadline. Submission of your application does not guarantee acceptance into the festival. Once all documents are received, a notification of your application status will be sent via email.

PAYMENT

Food Vendor Registration Fee is due at the time of application submission.

• Cottage Food Vendor (pre-packaged food) — 10’ x 10’ space: $65
• Food Tent Vendor — 10’ x 10’ space: $100
• Food Truck/Trailer Vendor: $140

Food Tent Vendors requiring space larger than 10’ x 10’ will be registered under the Food Truck/Trailer category and associated fee.

DISCLAIMER

Vendor fees are non-refundable in the event of festival cancellation due to weather, acts of God, or any other circumstances deemed necessary by Festival or City officials.

By submitting payment, vendors acknowledge that Ballet Folklorico Esperanza, Inc. reserves the right to decline any vendor application, payment, or reservation at any time and for any reason.
If your application is not accepted, a refund will be issued by the event coordinators prior to the event date.

Vendor selections are made based on event needs, target audience, and to ensure diversity of offerings. We may limit vendors within certain categories to avoid oversaturation of similar products.

Maricopa County Environmental Services Department

Per Maricopa County Environmental Services Department regulations, all Special Event Food Vendors operating within county limits are required to obtain a valid Maricopa County Food Permit or Cottage Food Permit.

To comply with county and state guidelines, a copy of your valid permit must be submitted by September 30, 2025.

Please note: A Maricopa County Environmental Health Inspector will be present at the event to conduct on-site inspections. Vendors who fail to provide proper documentation will be required to leave the premises.
No refunds will be issued for non-compliance.

For more information, please visit: 

https://www.maricopa.gov/5339/Food-Permits

TPT and Business License Requirements

All vendors are required to provide a current Transaction Privilege Tax (TPT) license issued by the Arizona Department of Revenue, listing Avondale as the location for reporting all sales made within the city.

Vendors with a fixed business location in Avondale must also submit a current Avondale business license. 

All documents must be submitted by September 30, 2025. Please upload or email the required documents to: info@balletfolkloricoesperanza.org

For more information, please visit:
https://azdor.gov/business/transaction-privilege-tax

CERTIFICATE OF LIABILITY INSURANCE REQUIREMENTS

A Certificate of Liability Insurance must be submitted no later than: September 30, 2025

Certificate Requirements:

1. General Aggregate Coverage:
   Minimum of $1,000,000.00 in general liability coverage.
2. Event Coverage Period:
   The policy must be active and include the event date:
   October 25, 2025 (Día de los Muertos Festival)
3. Certificate Holder:
   The following must appear in the Certificate Holder box: City of Avondale/Ballet Folklorico Esperanza
   11465 W Civic Center Dr.
   Avondale, AZ 85323
4. Ballet Folklorico Esperanza, Inc. and City of Avondale named "Additional Insured" on the general liability policy:

This area MUST include the following language: "Additional Insured: City of Avondale & Ballet Folklorico Esperanza, Inc., their agents, representatives, directors, officiers, board members, employees, officials, and volunteers.

VENDOR SPACE & SETUP REQUIREMENTS

• Vendor fee includes one (1) 10 ft x 10 ft tent space OR one (1) food truck/trailer space.
• Vendors must provide their own tent, food truck/trailer, tables, chairs, side walls and display materials.
• Tent Weights are required.
• Event organizers do not supply any setup materials.
• Vendors are strictly prohibited from using any tables, chairs, or equipment owned by event organizers.

POWER & EQUIPMENT GUIDELINES

1. No electrical power or Wi-Fi is available at the venue.
2. If you plan to use a generator, it must:

• Be included in your vendor space layout diagram or photo.
• Be approved in advance by Ballet Folklorico Esperanza, Inc.

SIGNAGE & DISPLAY

• Vendors are responsible for bringing all necessary display equipment and signage.
• Signage must be neat, legible, professional, and appropriate for family-friendly audiences.

VENDOR SETUP & BREAKDOWN

Setup:
Saturday, October 25, 2025 | 10:00 AM – 1:00 PM

All vehicles must exit the venue by 3:00 PM.
All vendor spaces must be fully set up by 5:00 PM.

Breakdown:
Saturday, October 25, 2025 | 9:00 PM – 12:00 AM (Midnight)

• Vehicles will be allowed back into the venue starting at 9:30 PM.
• Vendors are required to remain for the full duration of the event.
• Vendor booths must be attended at all times during event hours (5:00 PM – 9:00 PM).
• Early breakdown or ceasing sales before 9:00 PM is strictly prohibited.
• All vendors must complete breakdown and vacate the venue by Midnight.

MENU REQUIREMENTS

• A complete list of all menu items must be submitted with your application.
• Vendors are only permitted to sell the approved items listed on their application.
• Any changes or substitutions must be submitted at least two (2) weeks prior to the event for approval.

BEVERAGE SALES

• Food vendors may sell non-alcoholic beverages from their booth.
• If a beverage sponsor is secured for the event, vendors will be required to sell only the sponsored brand and refrain from offering competing products. 
• Notice of a beverage sponsorship will be provided no later than twenty (20) days before the event.

Permitted containers: Plastic bottles and aluminum cans
Not allowed: Glass containers or any alcoholic beverages

PROHIBITED ITEMS

All food, merchandise, and services must be appropriate for a family-friendly audience. The following items and actions are strictly prohibited:

• Mature content:
  No items (including literature, imagery, or other media) depicting nudity, explicit sexual acts, smoking, or drug paraphernalia may be sold.
  Additionally, no merchandise may suggest, imply, or promote such activities.
• Culturally insensitive or political content:
  Vendors may not sell items that are culturally inappropriate, political in nature, include trademarked slogans or phrases, or promote any political candidate.
• Recalled or unsafe products:
  Vendors may not sell any food, merchandise, or services that have been recalled or deemed unsafe.
• Unauthorized food or drink sales:
  • Only approved Food Vendors may sell food items.
  • Vendors may not sell concessions, drinks, or merchandise unrelated to their business or not pre-approved by Ballet Folklorico Esperanza, Inc.
• Alcohol:
  Alcoholic beverages or any products containing alcohol are strictly prohibited.

Violations of these rules may result in immediate removal from the event without a refund.

SANITATION REQUIREMENTS

• Vendors are responsible for keeping their area clean and orderly throughout the event.
• All refuse, unsold goods, and debris must be removed from the venue at the end of the event.
• Trash must be bagged and disposed of in the designated large dumpster located along the western wall of the cemetery.
• Vendors are prohibited from using attendee trash containers for their waste.
• Grease and greywater disposal on-site is strictly prohibited. Any violations will result in a clean-up fine charged to the vendor.
• Food Vendors must follow all sanitary procedures as required for safe food handling and value-added food sales.
• All vendors must be appropriately dressed. Shirts and shoes are required at all times.

Failure to leave your vendor space clean and in its original condition may result in disqualification from future events.

FIRE & SAFETY COMPLIANCE

• Vendors must comply with all Arizona fire codes, laws, and public safety regulations.
• Food Vendors are required to have a 2S10BC fire extinguisher on hand at all times during the event.

CODE OF CONDUCT

All vendors and their guests are expected to conduct themselves with courtesy, professionalism, and respect throughout the event. The following rules must be observed:

• Disruptive behavior—including arguments, harassment of any kind, use of profanity, or physical altercations—will result in immediate revocation of vendor privileges and removal from the event.
• Vendors who misrepresent themselves or their products in order to obtain a space will be disqualified from future participation.
• Sharing, loaning, or subletting vendor space is strictly prohibited. Only the approved applicant may occupy the assigned space.
• Vendor booths must be attended at all times during event hours.
• Vendors are not permitted to play music from their booth.
• Smoking is not allowed near the venue entrance, food areas, or vendor booths.

Failure to adhere to the code of conduct may result in immediate removal and disqualification from future events.

Photo/Video Release

The vendor agrees to release the rights to any photos or videos taken of his or her person, likeness, and/or merchandise/food/services while at the 17th Annual Dia De Los Muertos Festival, which may be used for promotional purposes, marketing, and/or paid advertising. 

GENERAL RELEASE OF CLAIMS & HOLD HARMLESS AGREEMENT

Vendor agrees to indemnify, defend, save and hold harmless Ballet Folklorico Esperanza, Inc., the City of Avondale and its officers, officials, agents, volunteers, employees and festival sponsors (hereinafter referred to as “Indemnitee”) from and against any and all claims, actions, liabilities, damages, losses, or expenses (including court costs, attorneys’ fees, and costs of claim processing, investigation and litigation) (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or alleged to be caused, in whole or in part, by the negligent or willful acts or omissions of Vendor or any of its owners, officers, directors, agents, employees, volunteers or subcontractors. This indemnity includes any claim or amount arising out of or recovered under the Workers’ Compensation Law or arising out of the failure of such vendor to conform to any federal, state or local law, statute, ordinance, rule, regulation or court decree. It is the specific intention of the parties that the Indemnitee shall, in all instances, except for Claims arising solely from the negligent or willful acts or omissions of the Indemnitee, be indemnified by Vendor from and against any and all claims. It is agreed that Vendor will be responsible for primary loss investigation, defense and judgment costs where this indemnification is applicable. In consideration of the award of vending rights, the Vendor agrees to waive all rights of subrogation against Ballet Folklorico Esperanza, Inc., the City of Avondale, its officers, officials, agents, volunteers, employees and festival sponsors for losses arising from the vending performed by the Vendor at the 2025 Dia De Los Muertos Festival. Ballet Folklorico Esperanza, Inc., the City of Avondale, and the City of Avondale Police Department reserve the right to remove any misrepresented or inappropriate material or persons from any Ballet Folklorico Esperanza, Inc. and the City of Avondale event, including but not limited to, Avondale Goodyear Farms Historic Cemetery.