Application Approval
Food Vendor applications are subject to approval by the Celebrate! West Hartford (CWH) Committee. Approved vendors will be placed on the Waitlist until insurance documentation is received and approved by our Risk Manager.
Payment & Processing Fee
Submission of credit card information is required to cover the application fee. Full vendor fees will not be charged until after the Approval of an organization’s application or when placed on the Waitlist. A processing fee of approximately 2.9% + $0.30 will be charged by the credit card processor and added to the registration total. Other fees will be absorbed by CWH.
If you request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application.
Menus
CWH reserves the right to approve all menus. Please be as specific as possible about your menu items, as you may only sell from your approved menu. Items listed in the program will be limited to four. Hamburgers and hotdogs are reserved for non-profits. Alcohol is not permitted.
Temporary Food Permit
Upon CWH Approval or Waitlist notification, all food vendors must secure a Temporary Food Event Application permit through the West Hartford/Bloomfield Health District -
https://www.westhartfordct.gov/town-departments/health-district
580 Cottage Grove Road, Ste. 100
Bloomfield, CT 06002
860-561-7900
The permit fee is $50. Payment is made to the West Hartford/Bloomfield Health District.
Non-Profits Serving Food
Qualified non-profit organizations will receive a $100 discount off Food Vendor Fees. Please contact Event Director for Discount Code.
Insurance
Approved vendors will be placed on the Waitlist and booth/location assignments will not be made until insurance requirements have been met. A Certificate of Insurance must be submitted to us by April 15 or vendor risks forfeiting exhibiting space.
Certificate of Insurance Requirements
- Vendors must hold General Liability coverage of at least $1,000,000 each occurrence.
- Food Truck Vendors must also carry Auto Liability and Physical Damage coverage of $1,000,000 each occurrence.
- Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law).
- Description of Operations section must include the name and dates of the event - Celebrate! West Hartford, June 7 & 8, 2025.
- Description of Operations section must list: The Town of West Hartford, West Hartford Board of Education, and their respective boards and commissions, officers, officials, agents, representatives, employees, and volunteers as Additional Insured.
- The Certificate Holder must be: The Town of West Hartford, 50 South Main Street, West Hartford, CT 06107.
Contact your insurance provider with this information to issue these documents. Call the Town's Risk Management Office with questions - 860-561-7485.Upload documents to application in Eventeny portal.
Electricity
20 amp duplex outlets are available for $50 per plug on a limited basis. Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amperage, voltage or watt usage. Please refer to the appliance’s tags for this required information. Vendors must provide their own electrical cords (12 gauge extra hard usage weatherproof SOW accepted). Quiet generators may be allowed, but must have prior approval; please check with the office by May 1.
Cooking & Fire Prevention
Vendors cooking with open flame must indicate fuel type in application and must comply with State and Local fire codes. Propane for cooking is preferred. Vendors cooking with open flame must provide appropriate extinguishers at the booth:
- Fryolaters: Class K fire extinguisher
- Gas/Electric burners, sterno: all-purpose 5lb BC fire extinguisher
- Carbon Monoxide Detector
Cooking may not take place under tents regardless of weather conditions. Participants are required to comply with the "Fire Marshal's Guide for Tents and Other Membrane Structures" which can be found in the Documents section.
Fire Marshal and Health Department Inspections will take place one hour before the opening of the event.
Parking
Two free parking passes are provided for food vendors in Memorial Garage on the Top Level only. Carpooling is encouraged. Limited space is available for oversized vehicles (larger than car/minivan) or trailers which are registered in the application.
Hours & Weather
Celebrate! West Hartford is open to the public on Saturday from 10 a.m. to 6 p.m. and on Sunday from 12 p.m. to 6 p.m. Exhibitors are expected to staff booths for all hours of the event on the days they are exhibiting.
In the event of rain, every effort will be made to proceed as planned. Therefore, special consideration should be made by each participant to prepare for such a circumstance. The festival may be cancelled/closed only in the event of extreme and dangerous weather conditions. Event staff will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions.
Security and Liability
Town staff will be onsite providing security on Saturday overnight. Participants may leave their setup overnight, however, goods must be removed or left at the participant's risk. Refer to Liability Waiver in the application.
Town Ordinances
Smoking, vaping & alcohol use are prohibited on the grounds of West Hartford Town Hall. Dogs are highly discouraged on festival grounds. For the protection of the environment, balloons are prohibited.
