APPLICATION DETAILS
Photos: All Artisan and Merchant vendors must provide 1-2 pictures of their work. These photos will be juried and used to determine acceptance into the festival. It is in the best interest of the participant to use clear, clean, and professional photographs that best represent your complete work. Submitted photos will not be returned.
Changes to Application: If a participant wishes to change their application, they must log on to Eventeny to make those changes. Any changes after approval will not be permitted.
Application Deadline: Applications should be received 10 weeks prior (April 5, 2024) to the event. Applications received up to less than 6 weeks prior (April 6 - May 31, 2024) to the event will also be considered for acceptance, but will incur a $100 late fee. No applications will be accepted after this deadline.
Application: Submission of an application does not guarantee selection. Once the application is submitted you will receive a status update no more than 5 business days after submission.
Approval Process: Vendor applications will be reviewed on a weekly basis. The approval of vendor applications will occur every Friday. Once the application is approved by the Homewood-Flossmoor Juneteenth Festival, your vendor fee will be charged on approval.
PAYMENT PROCESS DETAILS:
Application Fee: All applications require a non-refundable application fee of $25. This fee will be charged upon submission of the application.
Vendor Fee Payment Options: Upon submission of your application, you will have two payment options for your vendor fee:
- Full Payment: You may choose to pay the full vendor fee upon approval.
- Split Payment: Alternatively, you can opt for a split payment plan. The first payment will be charged upon approval, and the second payment will be automatically charged 14 days following the approval date. Please note that split payments will not be available after March 31st.
Once full payment and insurance paperwork has been received, your spot will be considered completely secure.
A credit/debit card must remain on file in the event that a fee is accessed.
REFUND POLICY
Refunds: No refunds or credits will be issued after April 5, 2024.
INSURANCE REQUIREMENTS:
Certificates of Insurance: All vendors are required to have insurance coverage. All Certificates of Insurance (COI) must include the following entities as additionally insured:
- You Matter 2, 2218 Hutchison Rd, Flossmoor, IL 60422
- Homewood-Flossmoor High School, 999 Kedzie Ave, Flossmoor, IL 60422
*PLEASE NOTE: Both of the above entities must be included exactly as listed above, including the names and addresses given for both entities. Any corrections that need to be made will slow the process down when submitting your insurance coverage.
Policy Duration: Insurance policies must be effective through June 16, 2024. Your policy cannot expire on June 15, 2024.
Submission Deadline: Insurance must be submitted accurately by April 5, 2024, to avoid additional charges for our insurance coverage. This requirement does not apply to certificates that are waiting for renewal. If you are waiting for a renewal, please submit your current Certificate of Insurance with the proper entities listed as additionally insured. Failure to comply may result in additional charges.
Purchase Coverage: Vendors with no coverage or those who do not wish to update their insurance may purchase coverage through us for the duration of the event.
CANCELLATION POLICY:
Cancellation Policy: In the event a vendor needs to cancel their participation after approval, the following policies apply:
- Cancellations received on or before April 5, 2024, will receive a full refund of the vendor fee.
- Cancellations received after April 5, 2024, will not be eligible for a refund.
- All cancellation requests must be submitted in writing to vendors@hfjuneteenthfestival.com.
EVENT DETAILS
Participation: The participant desires to participate in the event by providing merchandise, services, and information to our general public. If the Homewood-Flossmoor Juneteenth Festival accepts the participant’s application, the participant agrees to offer only those items listed on the application. No other merchandise will be permitted without the prior written consent of the Homewood-Flossmoor Juneteenth Festival. The participant agrees not to sell or distribute merchandise that includes the event logo, the event name, or any other likeness associated with our event without the prior written consent of the Homewood-Flossmoor Juneteenth Festival.
Set-up: Participants will need to check in with a Homewood-Flossmoor Juneteenth Festival representative upon arrival. Participants must adhere to their assigned one-hour load-in window, which will be communicated to them prior to the festival. During this time, vendors must unload their merchandise, park their vehicles, and then proceed with setting up their booths. All cars must be removed from the festival grounds no later than 10:00 AM to avoid a $50 fine. It is mandatory for all participants to submit the license plate number of the vehicle they intend to use for unloading on the day of the event. Failure to comply with these guidelines may result in the forfeiture of the assigned booth space. Detailed setup instructions and schedules will be provided to vendors leading up to the event to ensure a smooth setup process.
Vendor Badges and Parking Passes: Vendor badges and parking passes will be provided electronically via QR codes through Eventeny. These electronic QR codes must be presented at the festival check-in, where they will be scanned in exchange for physical wristbands and parking passes. Upon approval of your application, you will receive 3 complimentary vendor badges for your team electronically. Additionally, vendors have the option to purchase a maximum of 3 additional badges at a cost of $5 each, and these will also be provided electronically.
Each vendor will also receive 2 parking passes electronically. These electronic parking passes must be presented at the time of check-in, where they will be exchanged for physical parking passes. Any additional vehicles beyond the provided parking passes will need to be parked in attendee parking areas.
Purpose of Vendor Badges:
Vendor badges serve as essential credentials for all participating vendors at the Homewood-Flossmoor Juneteenth Festival. Since this is a ticketed event that attracts a diverse crowd, vendor badges are a crucial means of identification and access control. These badges help ensure a smooth and secure festival experience for everyone involved.
Vendor badges grant the following benefits:
- Identification: Vendor badges prominently display your vendor status, allowing festival staff, attendees, and fellow vendors to easily identify you as an authorized participant.
- Access Control: As the festival is a ticketed event, vendor badges grant you access to the festival grounds, vendor areas, and other designated locations. This access ensures that only authorized vendors are present within these areas.
- Security: By wearing your vendor badge, you contribute to the overall security of the event. It allows security personnel to quickly recognize and assist vendors, enhancing safety throughout the festival.
- Convenience: Vendor badges help streamline check-in processes, reducing wait times and ensuring efficient entry to the festival.
Please be sure to wear your vendor badge at all times during the festival to enjoy these benefits and help maintain a secure and well-organized event environment.
Tent Requirements: Participants will be able to set up one canopy tent not exceeding 10x10 feet. All tents must be weighed down properly with at least 25 pounds per leg of the tent. All weights will be checked prior to set up. If your tent is not properly secured you will not be allowed to set up a tent. No tent weights will be available for purchase on-site. WE DO NOT PROVIDE TENTS. ALL VENDORS ARE WELCOME TO PROVIDE THEIR OWN.
Tear Down: Participants are allowed to begin to tear down/clean up once the event ends at 6:30. However, no vehicles will be allowed to enter the premises until one hour after the end of the event on Saturday evening or once we get an all clear for pedestrian traffic. Homewood-Flossmoor Juneteenth Festival will open the gates at 7:30 pm and allow cars to pull onto the venue lot. All participants must remove all belongings and trash before leaving the premises. Failure to do so will result in a $50 trash removal fine.
BOOTH REQUIREMENTS
Booth Allocation: The Homewood-Flossmoor Juneteenth Festival Vendor Team is responsible for booth placement and will make every effort to ensure that similar vendors are not placed in close proximity to each other.
Equipment and Signage: All canopies must be properly weighed prior to the start of the event. All signage must be clean and properly placed.
Maintenance: Participants are solely responsible for the appearance of their space. The participant shall maintain their space in a neat, clean, and sanitary condition.
Booth Security: We will have security on-site during all event hours. The participant will be solely responsible for items left unattended. We are not responsible for any items lost, stolen, or damaged.
Hours of Operation: We ask that participants remain open from open to close, 11:00 AM - 6:30 PM.
GENERAL POLICIES
Acceptance/Rejection: The Homewood-Flossmoor Juneteenth Festival will notify each participant if they are accepted, waitlisted or rejected by email to the address listed on the application. The Homewood-Flossmoor Juneteenth Festival reserves the right to limit the number of vendors selling similar items or services. Once approval has been communicated, participants will be provided with all necessary documents. All approved vendors will be notified of the assigned booth location and will not be changed once assigned. The Homewood-Flossmoor Juneteenth Festival does not guarantee exclusivity to any participant, nor has the participant relied upon any representation or guarantee of the Homewood-Flossmoor Juneteenth Festival regarding the revenues to be generated by the participant.
Food Vendors: Food vendors are required to have a Cook County Department of Public Health “Temporary” and “Farmer's Market” Food Vendor Permit. Permit applications must be submitted to the Cook County Department of Public Health. No vehicles will be allowed on the festival grounds beyond the designated unloading times. No vehicles (excluding food trucks) will be allowed to remain next to food vendor tents.
Vendor Conduct: We expect all vendors to conduct themselves in a professional and respectful manner. This includes:
- Treating customers, fellow vendors, and event staff with courtesy and respect.
- Complying with all local, state, and federal laws, including permits and licenses.
- Maintaining a clean and sanitary booth space.
- Abiding by all festival policies and guidelines.
- Vendors found in violation of these conduct standards may face dismissal from the event.
Dismissal from the event: In the event the participant is dismissed from the event, they will be asked to vacate the booth space immediately, take all belongings, and will not be allowed to participate for the remainder of the event. The participant may be dismissed or removed from the event if found to be in violation of any of the Terms and Conditions.
Legal Department: The participant shall comply with all local, federal, state, and municipal laws and ordinances in the operation of its booth during the event and shall insure its merchandise against loss by theft or damage. The participant hereby releases the Homewood-Flossmoor Juneteenth Festival, and its Client, officers, directors, members, and employees from any and all claims for, and agrees that Homewood-Flossmoor Juneteenth Festival and the Client, officers, directors, members, and employees shall have no responsibility for personal injury sustained by the participant, its agents or employees, or damage to, or loss or destruction of, the participant’s properties. The participant further agrees to indemnify and hold Homewood-Flossmoor Juneteenth Festival and the Client, its officers, directors, members, and employees harmless from and against any and all claims for personal injury, damage to property, or theft occurring in or about the event area, whether to the participant, its agents or employees or any third party, caused in part or in whole by the participation of the participant in the event. All vendors will be required to add You Matter 2 and Homewood-Flossmoor High School as additionally insured and provide an insurance certificate.
