Food Vendors

Thank you for your interest in participating as a food vendor at the 2025 Depot Days Festival. To ensure a safe and successful event for all participants and guests, the following guidelines must be followed by all food vendors. Noncompliance may result in removal from the event and disqualification from future festivals. Acknowledgment of this agreement is made by completing the application. 

Food Vendors Pricing: $225-250

1. Soft Drink Exclusivity 

• All food vendors must purchase soft drinks exclusively through the Hartselle High School Band. 

• An order form will be provided upon vendor acceptance. 

• Orders and full payment are due no later than September 1, 2025. 

• Vendors may not sell or distribute soft drinks purchased from any other source. 

2. Lemonade / Shaved Ice / Ice-cream Policy

• The sell and distribution of lemonade is strictly prohibited. 

• The Depot Days Festival has an exclusivity agreement in place for Lemonade, Shaved Ice, and Ice-cream. 

• Violation of this policy will result in immediate cessation of operations and possible removal from the event without refund.

3. Setup and Health Inspection 

• Vendors must be fully set up and ready for inspection by 4:00 PM on Friday, September 19, 2025. 

• Health and Fire Marshal inspections will take place after this time. 

• All vendors must comply with applicable state and local health and safety regulations and be prepared to present required documentation on-site. 

4. Operating Hours and Vehicle Restrictions 

• Vendors must be fully operational from 8:00 AM to 4:00 PM on Saturday, September 20. 

• Early teardown or departure is strictly prohibited. 

• Vehicles may not enter, exit, or move within the festival footprint until after 4:00 PM, for the safety of all attendees. 

5. Licensing and Permits 

• Vendors are required to obtain and display the following on-site: 

• • Current business license 

• • Health department permits 

• • Any applicable temporary food permits 

• Vendors are responsible for collecting and remitting all applicable taxes. Forms are available at: www.hartsellechamber.com/Depot-Days 

6. Insurance Requirements 

• Vendors must carry general liability insurance with minimum coverage of $1,000,000 per occurrence. 

• The Hartselle Area Chamber of Commerce and the City of Hartselle must be listed as additional insureds. 

• Proof of insurance is required before participation. 

7. Fire Safety Compliance 

• Vendors using fryers, grills, or any open flame must have a Class K fire extinguisher on-site. 

• All cooking equipment must be safe, stable, and compliant with local fire codes. 

• Fire Marshal inspections may occur at any time before or during the event. 

8. Power and Generator Use 

• Vendors must not exceed their designated electrical limits if power is provided by the festival. 

• Vendors bringing their own generators must ensure: 

• • Quiet operation (low-decibel models are preferred) 

• • Safe storage and fueling practices 

• • All cords must be safely secured and covered to prevent tripping hazards 

• Unauthorized electrical hookups are strictly prohibited. 

9. Waste Disposal 

• Vendors are responsible for properly disposing of all trash, grease, gray water, and other waste materials. 

• Dumping on the streets, in storm drains, or surrounding areas is strictly prohibited. 

• Waste must be bagged and placed in designated dumpsters or removed from the festival grounds. 

10. Menu Approval and Duplication Policy 

• Vendors must submit a full menu at the time of application. 

• The festival reserves the right to limit duplicate menu items to ensure a diverse offering for attendees. 

• Any necessary adjustments to the menu will be communicated in advance of the event. 

11. Booth Appearance and Maintenance 

• All booths must maintain a clean, professional, and family-friendly appearance throughout the festival. 

• Tents must be properly secured and weighted for wind safety. 

• Clear signage identifying your business is required. Handwritten signs must be neat and legible. (Truck and vehicle branding is sufficient)

12. Check-In and Load-In Procedure 

• Detailed check-in instructions including staging locations and arrival times will be emailed two weeks before the event. 

• All vehicles must be cleared from the event area after setup unless part of the vendor display. Food vendors desiring to utilize a vehicle as part of their display must complete the Food Vendor Vehicle Admittance form, provided on www.HartselleChamber.com/Depot-Days

• Final placement and space assignments are decided by the Festival Committee, and their word is final. 

13. Conduct and Compliance 

• Vendors must remain respectful to all staff, volunteers, attendees, and fellow vendors. 

• Disruptive behavior, non-compliance with guidelines, or harassment may result in dismissal without refund and future disqualification. 

• Music played at individual booths must not interfere with official Depot Days entertainment. If music from your booth disrupts festival performances or public announcements, you may be asked to turn it off. 

14. Food Safety Standards 

• Food must be stored, prepared, and served in accordance with public health regulations. 

• Gloves or utensils must be used when handling ready-to-eat items. 

• Vendors must keep preparation and service areas clean at all times. 

• Hot and cold foods must be maintained at safe temperatures throughout the day. 

15. Refund and Cancellation Policy 

• The Depot Days Festival is a rain or shine event, and no refunds will be issued due to weather-related conditions or cancellations beyond the control of event organizers. 

• No refunds will be issued due to inclement weather, vendor no-shows, poor sales, or guideline violations. 

Cancellation Terms: 

• Written cancellations received by July 20, 2025, will receive a 75% refund of the original booking fee. 

• The festival will retain 25% as an administrative fee. 

• No refunds will be issued for cancellations received after July 20, 2025.