Foodees Food and Culture Festival Vendor Agreement
Welcome to the Foodees Food and Culture Festival
Thank you for joining us as a vendor at our vibrant event in Ft. Walton, FL. This document outlines our mutual obligations and expectations to guarantee a successful, enjoyable experience for vendors, participants, and attendees alike.
Event Overview
The Foodees Food and Culture Festival, hosted at the Northwest Florida Fair, is a dynamic celebration of diverse cuisines, artisan crafts, and rich cultural expressions designed to unify and delight our community. We aim to provide a memorable platform for both new and established vendors to connect with a wide audience in an atmosphere of celebration and discovery.
Vendor Participation
Foodees Vendors and Sponsors Facebook Group: ALL vendors are required to join the Foodees Vendors and Sponsors Facebook group. This is where vendors will find all information concerning events, layouts, load-ins, and permit information. Vendors will also find all information about event specific rules in the Facebook group. Joining the group is mandatory.
https://www.facebook.com/groups/foodeesvendors
Space Allocation: Upon selection, we will allocate a specific area tailored to accommodate your setup needs, ensuring you have the necessary space to engage effectively with festivalgoers. Vendors are responsible for supplying any required utilities, including power and water, as well as all equipment necessary for their operation.
Pricing Transparency: All food prices must be clearly posted and visible to customers. Any vendor caught "price gouging" or changing prices for different customers will be asked to leave immediately without warning or refund.
Approved Merchandise: Vendors must submit a full list of items or merchandise to be sold at each event. Once your menu or products have been approved, you may not sell any additional items. This helps eliminate oversaturation of similar items. Vendors caught selling "unapproved" items will be asked to leave the event.
Alcohol Sales: No vendor is permitted to sell alcohol at an event without prior approval from Foodees. If a vendor is found selling adult beverages Foodees, LLC will contact local authorities and eject vendor from the event. There will be no refund or exchange for transfer of booking fee.
Compliance and Termination: Any vendor that violates these agreements will be asked to leave immediately and will be barred from all future Foodees events. No refunds will be issued.
Food Preparation and Waste Management: Vendors preparing food on-site must provide an additional 10x10 tent, tables, and chairs for patrons. They are also responsible for their own waste receptacles and must dispose of all food waste or vendor waste in designated dumpsters. Failure to comply will result in the loss of deposit and/or a fee of no less than $100.00 and no more than $500.00.
Silent Generators and Canopy Tents: All food trucks and vendors must use a silent generator with a noise level of 70db or below. Vendors must also use straight leg canopy tents.
Hygiene and Cleanliness: Vendor spaces must remain clean throughout the event. Food prep areas, food prep items, vendor waste, and similar items must be hidden from the general public using canopy tents, pipe and drape, or other approved items.
Vehicle Access: Vendors are not allowed to pull their personal vehicles onto the event grounds until all customers have left the event area. Food trucks, food trailers, or any vehicle will not be permitted on festival grounds until ALL customers have vacated the event grounds.
Financial Commitment
Participation Fee: Your participation fee secures your designated spot at the festival and contributes to the event's operational costs. This fee varies based on the nature and size of your vendor space and is payable upon acceptance of this agreement. This fee is non-refundable except in the case of a full event cancellation by Foodees, LLC.
Rescheduling vs. Cancellation
Weather Policy: The festival is designed to proceed regardless of weather conditions. Should a reschedule be necessary, this does not constitute a cancellation. Refunds are only provided if the entire event is canceled by Foodees, LLC.
Licensing and Permits
Compliance: All vendors must comply with health and safety standards and hold appropriate licenses and permits for their operations. Vendors participating regularly in Foodees events should obtain a retail license for each state where events are held, including NC, SC, GA, FL, TN, and AL.
Timing and Scheduling
Setup and Teardown: Timely setup is essential for a seamless event start. Failure to meet the designated load-in schedule will result in the loss of your space and forfeiture of your fee. Any vendor that is late, unless due to a true emergency, will be asked to leave and will not be allowed to participate in the event.
Vendors will be set-up and ready to sell no later than one hour before event open hours. On load-in days, vendors will be required to be on-site at the specified time (in the Foodees Vendors and Sponsors Facebook group), this is typically between the hours of 8:00AM to 11:00AM for Friday morning load-ins and in the case of a Thursday load-in 2:00PM to 6:00PM. These hours are not the standard, but are typical. For the most accurate information, please refer to the Foodees Vendors and Sponsors Facebook group.
Operational Hours: Vendors must adhere to the event’s operational hours:
Friday: 1:00 PM - 7:00 PM
Saturday: 11:00 AM - 7:00 PM
Sunday: 11:00 AM - 7:00 PM
Operational Compliance
Daily Inspections: Vendors are subject to inspections each morning by Foodees staff to verify compliance with cleanliness, safety protocols, and regulatory requirements. Vendors should clean and organize their space before leaving each day. No food, condiments, or trash should be left out overnight.
Cleanup and Environmental Responsibility
Waste Management: Vendors are expected to leave their area in the same condition as found upon arrival. This includes disposing of all trash and food waste in designated dumpsters. Cardboard should be broken down and placed in the designated dumpsters. A Foodees staff member will check your area Sunday night and must sign off for you to leave the event. Failure to comply will result in the loss of your $100 deposit and removal from participation in future events.
Deposit Policy: A $100 deposit will be collected from each food truck and tented food vendor upon arrival. This deposit ensures compliance with cleanup and environmental responsibility requirements and is refundable post-event, provided the vendor adheres to all specified cleanup standards. A $50.00 deposit will be required for all artisans and crafters. ANY VENDOR WHO LEAVES EARLY WILL FORFEIT THEIR DEPOSIT.
Acknowledgment and Agreement
Text Message Consent: By signing this form, you consent to receive text messages from Foodees at 1(877) 909-FEST [3378], its affiliates, and agents. This includes SMS and MMS messages to your mobile phone number provided herein for purposes including promotions, special offers, and updates. Message frequency may vary, and standard message and data rates may apply. You can unsubscribe at any time by replying 'STOP' to any message.
Regulatory Compliance: Vendors must comply with all applicable federal, state, and local laws, ordinances, and regulations related to food preparation, handling, and sales. This includes obtaining and displaying any necessary permits or licenses.
Indemnification: Vendors agree to indemnify and hold harmless Foodees, LLC, its directors, officers, employees, volunteers, and agents from any claims, damages, losses, liability, or expenses, including attorney's fees, arising out of or in connection with the vendor's participation in the festival. Foodees, LLC or our sponsors, staff, associates, or vendors are not responsible for stolen items.
Agreement to Terms: By signing this agreement, the vendor confirms they have read, understood, and agreed to all terms and conditions outlined in this contract. Failure to comply with these terms may result in removal from the festival and forfeiture of the deposit without refund.
Vendor Fees: In addition to the vendor fee, an invoice will include North Carolina state tax and a 4% processing fee.
ARTISANS, CRAFTERS, and PREPACKAGED FOOD VENDORS:
10X10: $150.00
Trailer (10x20): $350.00
Additional 10X10 Space: $100.00
TENTED BEVERAGE VENDORS:
10X10: $250.00
Additional 10X10 Space: $100.00
TENTED FOOD VENDORS:
10X20: $450.00
Additional 10X10 Space: $50.00
FOOD TRUCKS, FOOD TRAILER, and RESTAURANT:
10X20: $450.00
10X30: $500.00
10X40: $550.00
If additional space is required, each 10 foot space will be charged as a tented food vendor space.