Non-food Vendor Application: PearlPalooza 2025

Returning to N Pearl Street in 2025, the popular PearlPalooza outdoor music festival is scheduled for Saturday, September 13 from 12:00 PM to 7:00 PM. During the event, the street will be closed to all traffic between Sheridan Avenue and Pine Street and guests will experience free, open to the public, musical performances on a large, feature stage at Sheridan Avenue and N Pearl Street, as well as a variety of vendors, activities, and attractions lining both sides of N Pearl Street.

We are anticipating a crowd of 5,000 to 7,500 people from the Capital Region and beyond throughout the day. Approved retail and food vendors will be invited to set up booths to market and sell their goods in designated locations throughout the festival area.

Equipment Requirements

• Pop-up tent(s) or another form of overhead covering, secured with weights. PearlPalooza is rain or shine, and it is the vendor's responsibility to ensure vendor's staff and products are protected from the sun, rain, or other possible weather conditions. 
• Table and table coverings to display your products (does not apply to food trucks). Vertical displays such as gridwalls and clothing racks are also permitted as long as they are secured and remain within the bounds of your booth.
• Signage showing—at a minimum—the name of your business. Items for sale should be clearly marked with prices and descriptions. 
• Generator or electric power drop if using electricity (no electricity will be provided.) Noise from generator may not exceed 90-db at a distance of 4 ft from the generator.
• Waste receptacle(s). At a minimum, a garbage can is required to carry out any trash you produce. We encourage recycling and composting whenever possible.

Setup

Due to barricades and road closures, all vendors must be inside the festival footprint before 10:00 AM, prepared and fully set-up to vend by 11:30 AM. Vendors must remain open and operational for the duration of the event, 12:00 PM to 7:00 PM. Set-ups cannot be broken down or vacated prior to closing time, so please ensure you have enough product to last for the entire day. If you do run out of product before the end of the event, please remain with your booth and promote your place of business. N Pearl Street will not re-open until the event concludes, and vehicles will not be permitted in or out until that time.

Cleanup

All displays must be kept neat and clean. Vendors are responsible for clean-up at the end of the event by removing all equipment, supplies & trash, and leaving the public space in the same or better condition as initially presented. Vendors must bring their own trash receptacles, trash bags, and be responsible for disposing of their own trash. The public should be directed to use the event trash containers located throughout the footprint.

RULES & REGULATIONS

1. Vendors will conduct business in accordance with all laws and the highest standards of business ethics. Additionally, Vendors shall obey fire regulations and County, State and other applicable laws.
2. Please note that Vendors that do not adhere to all event rules will not be allowed to return to the festival the following year. Final determination will be ruled by the Downtown Albany BID’s Executive Committee. The success of this event is dependent upon reliable participation from all vendors, and therefore the BID will not condone unprofessional or unreliable business practices.
3. The Downtown Albany BID will provide written notice to all vendors of the start and end time for load-in, prior to the event. Vendors must arrive, load-in, and remove their vehicles from the footprint within this timeframe. Vendors who fail to arrive within the designated timeframe will not be permitted to drive their vehicles within the footprint. The Downtown Albany BID retains the right to revoke a vendor’s permission to sell at PearlPalooza if the vendor fails to arrive within the given timeframe.
4. Vendors must abide by all current CDC and NYS COVID-19 safety guidelines.
5. Vendors must provide all their own supplies including: water, electricity, tables and chairs.
6. Vendors must make their own arrangements for transport of their products, equipment, etc. to and from their exhibit spaces; event personnel are not available to assist, and the event cannot provide storage space for product, equipment, literature, etc. for Vendors.
7. Vendors must have personnel present and in their booths at all times during the official operating hours of the event:  12:00 PM to 7:00 PM.
8. Only one business or organization may operate in each space, sharing of booth space with other businesses or organizations is prohibited. Booth/tent space may not be reassigned or sublet. Vendors may not distribute, display, or sell products, literature, or other items from any business or organization other than the one specifically contracted with the Downtown Albany BID.
9. Vendors may not operate outside the boundaries of their assigned spaces, which are defined as 20 feet wide by 10 feet deep, or 10 feet wide by 10 feet deep. In special cases, custom booth sizes may be assigned at the sole discretion of the Downtown Albany BID. Special rates may apply for these types of booths. Placement of vendors will be determined solely by the Downtown Albany BID.
10. The Downtown Albany BID reserves the right to change the location, dates, hours, or to terminate entirely the operation of the scheduled event, at any time and without prior notice to the Vendor. The Downtown Albany BID will make reasonable efforts to provide advance notice to Vendors of any changes or cancellations. This is a RAIN OR SHINE event and will take place as regularly scheduled and advertised except in the case of lightning or severe weather that may pose a danger to the public. BID staff will send official cancellation notice to the vendors when the event is canceled.
11. Vendors may not open or close earlier or later than the official operating hours, without express permission of the Downtown Albany BID.
12. Vendors must keep boxes and cartons out of sight.
13. Vendors must maintain a neat and clean area, also provide refuse bags to condense and secure all waste produced by the booth.
14. Vendors may not hawk, peddle, sell, or advertise outside the assigned area.
15. Vendors may not distribute literature or other items to passers-by while standing outside of the assigned area. Materials may only be displayed on vendor tables.
16. Vendors may not play music or conduct activities that may be disruptive to neighboring Vendors or event participants. The Downtown Albany BID reserves the right to make such determinations.
17. Vendors must return the areas to their pre-event condition (if repair and cleaning costs are incurred and Downtown Albany BID determines Vendor is responsible, the Vendor will be billed for the cost of the repair.) The Vendor must comply with the September 1, 1992 New York State Source Separation Law when vending in the City of Albany (separate all waste for proper recycling and disposal).
18. Vendors must comply with the event’s parking regulations. Off-site parking may be provided for trucks that tow food trailers; please contact the BID staff if parking is needed.
19. Vehicles (cars, trucks, trailers, etc.) of any type may not be driven on the sidewalks or parked on or near Vendor’s assigned location during the event.
20. At the end of the event, all vendors must promptly break down their booths and prepare to load out. For the safety of all guests, vendors, and event personnel, vendors will not be permitted to drive their vehicles within the footprint until verbally instructed to do so by the Downtown Albany BID, following the event. Vendors are expected to follow all instructions given by Downtown Albany BID event personnel and/or law enforcement officers.
21. Downtown Albany BID may, for publicity purposes, use any photographs and information received or obtained, prior to or during the event.
22. Vendor shall not bring any animal or pet of any kind within the event, except any animal as defined as a service animal under the Americans with Disabilities Act (ADA); this includes Vendor booth spaces.
23. Vendors must operate their business in a professional manner. At the discretion of the Downtown Albany BID, any Vendors, or any agents or employees of Vendors who do not conduct themselves in a professional manner and according to the policies contained herein may be removed from the event.  Event coordinators reserve the right to remove any objectionable merchandise from any booth.
24. Vendors that are using an electric generator or any other motor must soundproof that device so as not to exceed a 90-decibel sound rating from a distance of 4 feet from the generator unit. In the case the generator exceeds the allowable decibel level, or it is determined by the BID that it is negatively affecting the atmosphere of the event and safety of the attendees, the vendor will be relocated, if possible, so that it does not affect the entertainment or general atmosphere, or the operator will be asked to turn off the generator. The BID has the right to make this determination and any contingent plans as they see fit, which may also include the removal of the vendor from the event in extreme circumstances.
25. Exhibitors that are cooking and/or vending food products (other than using deep-fryers) shall at all times have a 10lb minimum, commercial grade, ABC-type fire extinguisher within the permitted exhibition space.  Exhibitors that are using deep fryers shall at all times have a 6-liter, K-type fire extinguisher within the permitted exhibition space. Exhibitors shall allow the Albany Fire Department to inspect said fire extinguisher, as well as the permitted exhibition space. The Downtown Albany BID maintains the right to close any exhibit not in compliance with the above policy.
26. In keeping with Albany’s “Going Green” initiative, the City prohibits the use of polystyrene foam containers, cups or bowls. Vendors will be prohibited from the use of polystyrene foam containers, cups, or bowls. Also known as “Styrofoam”, these items are usually marked with a triangular symbol showing the number 6 and the letters "PS".  Any vendor found using the above-mentioned products marked with this symbol will receive a warning.  A second offense will be immediate termination of contract and removal from event without a refund of deposit fee.  Moreover, no products shall be sold in glass containers.

Certificates, Licenses, & Insurance

1. Vendors are solely responsible for collecting and paying all New York State sales taxes during the event and shall properly display their New York State Sales Tax Certificate at their booth.
2. Vendors are responsible for displaying required event permits, and operating within any local, state, or federal guidelines or laws. As part of this application, the event permit will be obtained for the vendors by the Downtown Albany BID.  Approved food vendors will be given the required Albany County health permit to display by the Downtown Albany BID.
3. Food vendors are required to provide a certificate proof of workers compensation (C105.2) and disability (DB-120.1), or a Certificate of Attestation of Exemption (CE-200) attached to the application.
4. Food vendors must procure and maintain Commercial General Liability insurance coverage with limits of $1,000,000 for each occurrence. As an attachment to the application, food vendors must submit a certificate proof of Commercial General Liability insurance, stating the name of the event, PearlPalooza, and the date, and name the following parties as additional insured on a primary and non-contributory basis:
   
   Downtown Albany BID
   21 Lodge Street, 1st Floor
   Albany, NY 12207
   
   City of Albany
   24 Eagle Street
   Albany, NY 12207
   
   Albany County
   112 State Street
   Albany, NY 12207
   
   
5. Vendor is solely liable for equipment (installation, operation, and tear down), and any other personal property at the event. Vendor must show evidence that he or she has insurance coverage for said items to cover loss due to vandalism, theft, or any other casualty. Any losses due to fire, theft, damage, or injury are the sole responsibility of the Vendor. It is specifically agreed that Downtown Albany BID shall be held harmless for any claim of theft, vandalism, casualty, or loss.
6. The Vendor shall defend, indemnify, and save harmless the Downtown Albany BID, and their employees and agents, from and against all claims, damages, losses and expenses (including, without limitation, reasonable attorney's fees) arising out of, or in consequence of, any negligent or intentional act or omission of the Vendor and/or the Vendor’s employees or agents, to the extent of the responsibility of the Vendor and/or the Vendor’s employees or agents for such claims, damages, losses, and expenses.