Wilmington VEGFEST
EXHIBITOR APPLICATION and RULES
My organization requests exhibitor space at Wilmington Vegfest to be held from 12pm to 4pm on Sunday, April 21, 2024, at Legion Sports Complex (Backfield), 2149 Carolina Beach Road, Wilmington, NC 28401
We are thrilled to have you as a vendor for our Fifth Annual festival!
󠄀Bronze Fennel Level - For-Profit Vendors
10x10 booth
You’ll bring your own tent, tables, chairs
Early Registration $200.00
Register after 1/1/2024 - $250.00
Register after 4/1/2024 - $300.00
Bronze Fennel Level - Start Up Businesses - 2 years old or less
10x10 booth
You’ll bring your own tent, tables, chairs
Early Registration $150.00
Register after 1/1/2024 - $200.00
Register after 4/1/2024 - $250.00
󠄀Bronze Fennel Level - Non-Profit Vendors
10x10 booth
You’ll bring your own tent, tables, chairs
Early Registration $100.00
Register after 1/1/2024 - $150.00
Register after 4/1/2024 - $200.00
Bronze Fennel Level - Food Truck
Outside Vendor Spot (no electric)
Bring your own generator
Early Registration $250.00
Register after 1/1/2024 $300.00
Register after 4/1/2024 $350.00
󠄀We need electricity Please include an additional $100 and we will position your vendor booth close to an electrical outlet or a generator. Very limited access to electricity at this venue. Access to electricity will be based on when you sign up so only vendors that absolutely need access should pay for it.
󠄀 I have read and agree to comply with all Vegfest Rules.
This year Wilmington Vegfest is accepting online payments only. Upon payment, you are agreeing to this vendor agreement and have marked you have read it in your order.
Wilmington Vegfest is going to be a ZERO garbage event and we are starting by only accepting online payments. Save your checks, your envelope, the stamp, and printing our vendor agreement.
Wilmington VEGFEST
Sponsor APPLICATION
Why sponsor Wilmington Vegfest? Wilmington has an incredible vegan community with over 2,000 members in Wilmington Vegan alone. 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 Wilmington Vegfest family and celebrate with us!
Sponsor Benefits:
Saffron Level - $2000
Logo on flyers
2 - 10x10 foot table vendor spaces
Tent set up included
6 foot tables and chairs - as many as you need
Recognition link as a Saffron Sponsor on Vegfest Website
Recognition on Vegfest social media
Highlight in our newsletter
Highlight in our press release
Logo on website, hyperlinked, for one year
Gold Potato Level - $1500
Logo on website, hyperlinked, for one year
Live Talk on Virtual Vegfest Live ahead of the event
10x10 foot table vendor space
Recognition with logo link as a Gold Potato Sponsor on Vegfest Website
Recognition on Vegfest social media
Highlight in our newsletter
Silverbeet Level - $1000
10x10 foot table vendor space
Virtual Vegfest Live 15 minute promotional talk prior to the event
Recognition on Vegfest Website as a Silverbeet Level Sponsor
Highlight in our newsletter
Logo on website, hyperlinked leading up to the event.
Silverbeet (Non-profit) Level - $500
10x10 foot table vendor space
Virtual Vegfest Live 15 minute promotional talk prior to the event
Recognition on Vegfest Website as a Silverbeet Level Sponsor
Highlight in our newsletter
Logo on website, hyperlinked leading up to the event.
Green Spinach Advertising Sponsor - $200
You’re unable to attend, but still want to advertise
Logo added to our website - hyperlinked leading up to the event
Recognition on Vegfest Website and social media
Business card/flyer/coupons/samples included in our goodie bags
Can be added to your vendor fee for additional social media marketing
RULES GOVERNING EXHIBITORS
Please read carefully. These rules are part of the exhibitor contract.
Permit for Festival: All vendors will be required to be up to date on permits applicable to their product.
Subletting Not Permitted: Subletting of exhibitor space partially or in its entirety is not permitted.
The county health department will be informed of all food vendors and any vendors who need a TFE permit will be required to pay the $75 fee.
All vendors will receive a handstamp for themselves and their staff. This will be an attendee paid event.
3. Setup Instructions: Exhibitors must allow adequate time to set up their booths. All exhibitors must be set up and ready for visitors by 11:30 AM. The VIP’s will be let in at 11:30am. 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.
4. 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.. All exhibitors must remove their cars from the festival area before 11 a.m. and park in the lot off W. Lakeshore Drive) or the main parking lot surrounding the event. Vehicles will not be allowed back into the festival area until after 4 pm.
5. Electricity: Power will be available, at an extra cost of $100. Electricity is very limited for this venue. Only add it to your order if you must have it and cannot bring your own generator. The festival will NOT be able to supply extension cords.
6. 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.
7. Table Coverings and Canopies: All tables must have coverings, such as tablecloths. You must supply your own table coverings.
8. Care of Space: Exhibitors must keep the areas around their booths 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 for your tents. You must bring weights for your tents. You are not allowed to drive on the field. You need to bring carts to assist with load in/load out.
9. Festival Cancellation: If any contingency interrupts or prevents the holding of Wilmington 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, and for equipment rentals, festival supplies, and festival promotion.
10. Limitation of Liability: Exhibitors agree to make no claim for any reason against festival coordinators or Wilmington Vegfest/Triangle Vegfest/The City of Wilmington 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 Wilmington Vegfest/Triangle Vegfest/The City of Wilmington 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 (1425 Freshwater Court, Wake Forest, NC 27587) as an additional insured or a waiver of liability prior to vending at the event.
11. 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. Composting will be provided at the festival.
12. Water: Potable water will not be provided for food vendors but vendors are encouraged to bring their own if possible. Bottled water is NOT allowed to be sold at the event. If you opt to sell water it needs to be in a box or can and not plastic.
13. There is a $55 fee for returned checks.
14. Live Animals: The presence of animals in any exhibit, other than those offered for adoption, must be approved in advance by festival management.
15. 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.
16. 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 two COIs that must be received in order to vend at the event. The deadline to submit these COIs is April 1, 2024. 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.
The 2nd COI required to be provided has to list the City of Wilmington (302 Willard St., Wilmington, NC 28401) as an additional insured.
17. 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.
18. Upon signing up, please enter what you plan on selling in your profile. This will help with our promotion and will assist us in determining if we need a COI(s) from you.
19. Photos and video of you and your vendor table may be used for future outreach, education, marketing, and or other purposes.
20. No balloons of any type will be allowed.
21. 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.
22. 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, 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.
1. 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.
2. Manner of Food Distribution: Exhibitors distributing food can sell their food, give away free samples, or both. We do have access to a kitchen on site at the Conference Center. If you need access to the kitchen please send an email explaining what you need and we will do our best to accommodate.
3. By submitting payment you are agreeing to only bring vegan products or food options.
