HBCU YardFest

Food Vendor Application Terms and Conditions

Application Overview
Welcome to the Food Vendor Application process! This guide provides essential information for vendors interested in participating in our event. Please review the details carefully before applying. This is an electronic agreement, and by selecting your booth and submitting your payment, you are validating and approving this agreement electronically. 

General Information
Our event brings together a diverse selection of food vendors to create an exciting culinary experience for attendees. We aim to showcase high-quality food offerings while maintaining strict health and safety standards.

Accepted Categories & Descriptions

• Hot Foods: Cooked meals, including grilled, fried, or steamed dishes.

• Baked Goods: Freshly baked pastries, cakes, and cookies.

• Specialty Foods: Gourmet, organic, vegan, gluten-free, or unique food items.

• LIQUID VENDORS ARE NOT ACCEPTED

Event Protocol

• Vendors must comply with all event guidelines, including setup and breakdown times.

• Booths must remain open and operational for the entire event duration.

• Vendors are responsible for ensuring their space remains clean and organized.

Food Management & Safety

• All food must be stored, handled, and served following health department regulations.

• Vendors must provide proper food allergen labeling.

• Cooking equipment must meet fire safety requirements.

Parking & Load-In/Out

• Designated vendor parking areas will be provided.

• Load-in times will be assigned before the event, and vendors must adhere to these schedules.

• Breakdown must be completed within the designated time frame.

Setup & Breakdown

• Vendors are only allowed a 10x10 tent space

• Vendors will be allocated a specific booth space and must set up within the provided timeframe.

• All equipment, tables, and signage must fit within the assigned space.

• Vendors must remove all trash and leave their space clean after the event.

1. Application Process
1.1. All applicants must complete and submit the vendor application form with accurate and up-to-date information.
1.2. Submission of an application does not guarantee acceptance. Vendors will be selected based on availability, product suitability, and compliance with event regulations.
1.3. Approved vendors will be notified via email or phone and must confirm their participation within the given deadline.

2. Fees and Payments
2.1. Vendors must pay all required fees as outlined in the application before the specified deadline.
2.2. Payments are non-refundable except in cases where the event organizer cancels the event.

3. Vendor Responsibilities
3.1. Vendors must comply with all local, state, and federal health and safety regulations.
3.2. Vendors are responsible for obtaining all necessary permits, licenses, and insurance.
3.3. Vendors must provide their own equipment, including tents, tables, and cooking appliances, unless otherwise specified.
3.4. Vendors must maintain a clean and sanitary workspace and properly dispose of waste.
3.5. Vendors must arrive and set up within the designated time frame and may not dismantle their booth before the event ends.

4. Food Safety and Compliance
4.1. Vendors must follow all health and safety protocols, including food handling, storage, and preparation.
4.2. All food products must be properly labeled and allergen information must be clearly displayed.
4.3. Vendors must provide proof of liability insurance covering foodborne illnesses and other liabilities.

5. Conduct and Behavior
5.1. Vendors and their staff must conduct themselves professionally and courteously toward customers, staff, and other vendors.
5.2. Any disruptive, disorderly, or inappropriate behavior may result in immediate removal from the event without a refund.

Thank you for your interest in becoming a vendor. This application is designed for businesses and individuals offering NON-FOOD products and services. Please read through the guidelines below to ensure a smooth application process. This is an electronic agreement and by selecting the booths, you are validating and approving this agreement electronically

Application Process:

• Complete and submit the application form with all required details by the specified deadline.

• Applications will be reviewed based on product category, event needs, and space availability.

• Submission of an application does not guarantee acceptance.

• Approved vendors will receive a confirmation email along with event details.