Vendor Agreement
TRIANGLE VEGFEST
EXHIBITOR APPLICATION and RULES
My organization requests exhibitor space at Triangle Vegfest to be held from 12 p.m. to 3 p.m on Sunday, July 23, 2023, at Carolina Pines Park, 2305 Lake Wheeler Road, Raleigh, NC.
We are thrilled to have you as a vendor for our Vegan Pop Up Market
󠄀Bronze Fennel Level – For-Profit Vendors
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- Indoor Space inside Gym – Simple Set Up
- Bring your own table/chairs
󠄀Bronze Fennel Level – Food Trucks
- Set up outside – use your own electricity/generator
󠄀We need electricity Please include an additional $30 and we will position your vendor booth at the Carolina Park’s Gym close to an electrical outlet. There is limited access to electricity. Generators are not allowed inside, only outside.
󠄀 I have read and agree, upon payment, to comply with all Vegfest Rules.
This year Triangle Vegfest is accepting online payments only.
Triangle Vegfest is going to be a ZERO garbage event in 2018 and we are starting by only accepting online payments. Save your checks, your envelope, the stamp, and printing our vendor agreement.
COVID EVENT UPDATES
Due to the pandemic, things need to run differently from previous festival years. All vendors and staff will not be required to wear masks for the duration of the event, unless the world changes again. Social distancing is to be encouraged and attendees to be reminded of such throughout the event. Hand sanitizer is required to be at your booth and accessible to the attendees and your staff during the event.
TRIANGLE VEGFEST
Sponsor APPLICATION
Why sponsor Triangle Vegfest? Our annual event has over 2,000 attendees and is anticipated to grow again this year. Vegfest visitors range from millennials to baby boomers, and the festival connects folks who care about animals, the environment, and those who just want to enjoy a great community event. Our vendors rave about the outreach they have through Vegfest and many sell out of their products and certainly make a profit. Sponsorship provides all these perks plus additional online and post-event promotion. Come join the Triangle Vegfest family and celebrate with us!
Sponsor Benefits:
Saffron Level – $750
- Logo on posters and on flyers
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- 10×20 premium vendor space
- Sponsor of Virtual Vegfest Live for 2 months of your choice
- Interview on Virtual Vegfest Live
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- Recognition link as a Saffron Sponsor on Vegfest Website
- Recognition on Vegfest social media
- Recognition in the press release
- Logo on goodie bags and t-shirts (or whatever promotional material we create)- Top tier
Gold Potato Level – $500
- Logo on banner and on flyers
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- 10×10 premium vendor space
- Sponsor of Virtual Vegfest Live the month of your choice
- Recognition with logo link as a Gold Potato Sponsor on Vegfest Website
- Recognition on Vegfest social media
Silverbeet Level – $250
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- 10×10 vendor space and/or
- Logo on website, hyperlinked, for one year
- Recognition on Vegfest Website as a Silverbeet Level Sponsor
- Logo on t-shirts – Tertiary Tier
Silverbeet (Non-profit) Level – $250
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- 10×10 vendor space and/or
- Logo on website, hyperlinked, for one year
- Recognition on Vegfest Website as a Silverbeet Level Sponsor
- Logo on t-shirts – Tertiary Tier
Green Spinach Advertising Sponsor – $100
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- You’re unable to attend, but still want to advertise
- Recognition on Vegfest Website and social media
- Business card or flyer included in our goodie bags
- Can be added to your vendor fee for additional promotion
RULES GOVERNING EXHIBITORS
Please read carefully. These rules are part of the exhibitor contract.
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- Permit for Festival: All vendors will be required to be up to date on City of Raleigh permits applicable to their product.
- Subletting Not Permitted: Subletting of exhibitor space partially or in its entirety is not permitted.
- Food vendors will need to submit a TFE application and some will need to pay the $75 permit fee. Details for health department will be emailed ahead of time, if applicable.
- Setup Instructions: Exhibitors must allow adequate time to set up their booths. All exhibitors must be set up and ready for visitors by 12PM. When you arrive at our event location a volunteer will have you sign in, direct you to your booth, and answer any questions that you may have. Exhibitors are required to maintain a functioning exhibit the entire duration of the festival. Leaving early is not allowed.
- Parking: A festival volunteer will contact vendors before the event to schedule unloading. Vendors should have an estimate of how long it will take them to unload. Vendors will be able to unload/load by parking on streets near the festival during setup hours and after the event. Vendor will arrive at 11am and be ready to go by 12pm. All exhibitors must remove their cars from the festival area before 12pm and park in the parking lot. Vehicles will not be allowed back into the festival area until after 3 pm.
- Electricity: Power will be available, at an extra cost of $30. The festival will NOT be able to supply extension cords.
- Signage: All exhibitors must have adequate signage clearly identifying the name of their business or organization. Exhibitors distributing food must include the names of the foods they are serving, a complete list of ingredients in each item, and prices. Food signage should list any food allergens present. All food options must be vegan and not include honey, gelatin, or bone char sugar. Vendors are not allowed to hang items from the walls of the Carolina Pines Park or tape anything to the floor.
- Table Coverings and Canopies: All tables must have coverings, such as tablecloths. You must supply your own table coverings.
- Care of Space: Exhibitors must keep the areas around their booth’s clean. Spaces must be surrendered in the same condition in which they were received. Festival coordinators will provide garbage cans and recycling bins. Please bring your own garbage/recycling bins as well. In case of damage, exhibitors will pay such claims as are necessary to restore such spaces to their original conditions. Vendors are NOT allowed to put a stake into the ground of the field or deck for your tents. You must bring weights for your tents.
- Festival Cancellation: If any contingency interrupts or prevents the holding of Triangle Vegfest, including but not limited to inclement weather or other acts of nature, festival coordinators shall in no way be liable to exhibitors. Exhibitor registration fees cannot be refunded if the festival is interrupted or canceled since the fees are disbursed before the festival for operating licenses, permits, park rental fees and liability insurance required by the City of Raleigh and for equipment rentals, festival supplies, and festival promotion.
- Limitation of Liability: Exhibitors agree to make no claim for any reason against festival coordinators or Triangle Vegfest for loss, theft, damage, or destruction of goods, nor for any injury to themselves, their employees or volunteers, or market visitors incurred at the festival. Exhibitors agree to indemnify festival coordinators and Triangle Vegfest against litigation and hold them harmless for any liability arising out of the exhibitor’s participation in the market. Exhibitors agree to accept full responsibility for any such loss, theft, damage, destruction of goods, or injury caused or experienced by the exhibitor. Exhibitors will supply a COI (certificate of insurance) naming Triangle Vegfest as an additional insured and a COI naming as an additional insured or a waiver of liability prior to vending at the event.
- Recyclable/Recycled/Reusable/Biodegradable Products: In an attempt to protect our environment, this year we are REQUIRING the use of recyclable, recycled, reusable, and biodegradable serving or packaging products. Based on feedback from other festivals, attendees may favor food vendors using biodegradable/environmentally friendly serving products. We will be happy to offer suggestions in regards to such products. No STYROFOAM allowed whatsoever.
- Water: Potable water will not be provided for food vendors but vendors are encouraged to bring their own if possible. There is a kitchen on site that we will have access to. Bottled water is NOT allowed to be sold at the event.
- There is a $55 fee for returned checks.
- Live Animals: The presence of animals in any exhibit, other than those offered for adoption, must be approved in advance by festival management. Carolina Pines Park is a pet friendly space outside, not inside. Only service animals are allowed indoors.
- Social Media: Under no circumstances is any vendor or sponsor to create their own event page on Facebook or any other type of social media. All vendors can (and should) add our event to their business page.
- Certificate of Insurance – All food/drink vendors must provide a COI with Triangle Vegfest (1425 Freshwater Court, Wake Forest, NC 27587) as an additional insured or a waiver of liability prior to vending at the event. There will be ONE separate certificate that must be received in order to vend at the event. The deadline to submit this COI is July 15, 2023. Please submit ASAP to avoid missing the deadline and possibly losing your spot at the event. All vendors must provide either a COI or a waiver of liability to attend the event. Upon signing up, you can enter N/A in the box agreeing to the waiver if you are not selling, sampling any food or drinks at your booth.
- If for any reason you cannot attend the festival and you cancel in the final 45 days, there will be no refunds or exceptions for a refund. There are no refunds per item 9, but consideration is on a case by case basis based on circumstances and/or if the vendor space can be filled by another paid vendor prior to the 45 day deadline.
- Upon signing up, please email what you plan on selling to vegfestexpos@gmail.com. This will help with our promotion and will assist us in determining if we need a COI(s) from you.
- Photos and video of you and your vendor table may be used for future outreach, education, marketing, and or other purposes.
- No balloons of any type will be allowed.
- All food vendors who are cooking/heating onsite and/or have a refrigerator must each have a class k fire extinguisher plus:
– LP Tanks may NOT be under the tent during operations.
– Each tent is required to have a Certificate of Flame Resistance on site. If no certificate exists upon inspection, no cooking will be allowed.
– All tents where there will be cooking of any type shall have a 2A-10BC rated fire extinguisher, or larger, with an up-to-date inspection tag.
– All grease laden cooking shall require a minimum of one Class K Fire Extinguisher with an up-to-date service tag. Any vendor who will be deep frying shall have a tent made from flame retardant material and will need to set up outside.
- We encourage all vendors at this event to purchase food at the event to support our restaurant vendors. However, if you choose to bring something to eat with you, we ask that you please not bring any animal products to eat (meat, etc.) out of respect for all animals and the effort that has gone into making this event a completely meat-free and animal product-free event.
Upon processing your payment via our accounting software/Map-Dynamics, I certify that I will abide by this Exhibitor Contract and that I have read and agreed to the Rules Governing Exhibitors. I understand that this contract is not valid until I have submitted payment to festival officials, and they have confirmed receipt. Please save a copy of this contract for future reference. Please do NOT print unless you absolutely find it to be necessary. Thank you.
- All Food Must Be Vegan: No animal flesh, such as beef, pork, poultry or seafood, or broth made from animal flesh, or animal fat, or gelatin, or bone char sugar is permitted in any foods or nutritional supplements. Vegan food contains no animal products whatsoever, thus excluding such items as eggs and dairy products (examples: milk, cheese, butter). We will be more than happy to help you choose vegan food offerings that will be popular and help you with any questions that you may have regarding this matter.
- Manner of Food Distribution: Exhibitors distributing food can sell their food, give away free samples, or both.
- By submitting payment you are agreeing to only bring vegan products and/or food options and to use compostable/recyclable, no styrofoam when serving food.
