Guidelines For Vendors (downloadable copy below)
Tent & Table
- Tents required and each vendor must provide their own 10x10 sized tent
- No vendor will be allowed setup without tent and payment is nonrefundable
- Vendors may purchase two connected spaces
- Vendor must provide their own table(s) and chairs
- Vendors can be as creative as they like within their space
- Vendors must have display tablecloth that goes to floor/ground if offering a table display
- Electricity is a paid amenity and can be made available at additional cost
- Do not use light poles as a power source
Food Vendors
- No GREASE is allowed in the park except in a self-contained food trailer or food truck.
- No glass bottles will be permitted.
- Ice should be disposed of on concrete surfaces only
- Food vendors must cover the ground in the booth with mats, ground tarp or other material to avoid excessive oil and food waste on the grass
- Food vendors MUST follow the Department of Health and Safety Guidelines for temporary food service.
Marketing & Promotions
- Vendors may have marketing materials and contact information on their table
- Vendors may provide promotional items to attract more people to their table
- Vendors are encouraged to share on social media about the event and their participation
Set-up & Break-down
- No vehicles are to be driven on the grass, sidewalks, or brick areas
- Loading and unloading must be done at designated curbside locations
- Vendors will be assigned a time to set-up
- No staking of tents or inflatable devices is allowed in the park
- All tents must be weighted down to avoid being blown over
- Use tent weights, sandbags, water jugs/barrels (water available on site) or concrete weights
- Tents may not be tied to benches, trees or lamp posts
- Must have display down and area clean within 30 minutes after the event
- Vendors must leave the location clean of all garbage and trash
Refunds / Cancellations
- Once approved, no refunds will be issued for Vendor cancellations.
- Refunds will not be made for inclement weather or other acts of God over which BACE has no control, and the risk of loss from such an event shall be borne by the vendor. This is an outdoor event with no rain date.
- Application submission does NOT guarantee acceptance.
Vendor Agreement (downloadable copy below)
This Vendor Agreement relates to the African American Culture and Arts Festival that will be held on October 4, 2025, at Suwanee Town Center Park in Suwanee, GA (the “Festival”).
The City of Suwanee and Black Art Culture & Education, Inc. (“BACE”) and their respective officers, directors, staff members, sponsors, partners, or owners, are not responsible for lost, stolen, or damaged merchandise. By entering into this Vendor Agreement, I agree to hold the City of Suwanee and BACE and their respective officers, directors, staff members, sponsors, partners, or owners harmless from any and all damages to property, merchandise, and/or injuries to and/or caused by vendors and/or employees or agents of vendors, and/or attendees that are possibly incurred while at the event.
In no event shall the City of Suwanee and BACE and their respective officers, directors, staff members, sponsors, partners, and owners be liable to me or any other person or entity for consequential, special, indirect, incidental, or punitive damages, costs, expenses or losses (including without limitation lost profits, loss of business, anticipatory profits and opportunity costs). Under no circumstance shall the liability of the City of Suwanee and BACE and their respective officers, directors, staff members, sponsors, partners, and owners in the aggregate exceed the total amount of fees I paid to the organizers to participate in the event.
I agree to indemnify and hold harmless the City of Suwanee and BACE and their respective officers, directors, staff members, sponsors, partners, and owners from and against any and all losses, lawsuits, judgments, causes of action, costs, damages, claims (actual or alleged) and expenses resulting from claims for bodily injury, death, property destruction, or property damage arising out of or incidental to or in any way resulting from acts or omissions, whether negligent or otherwise, of myself, or my employees, subcontractors, or agents, if any, in performance under this Agreement and the use of its space at the event unless such bodily injury, death, property destruction, property damage, or personal injury is determined to be the result of the negligence or intentional misconduct of the party against whom such action in brought.
The performance of this or any agreement by BACE shall be subject to force majeure, including but not limited to acts of God, fire, flood, natural disaster, severe or inclement weather, war or threat of war, acts or threats of terrorism, civil disorder, unauthorized strikes, governmental regulation or advisory, recognized health threats as determined by the Centers for Disease Control, or local government authority or health agencies (including but not limited to the health threats of COVID-19 or similar pandemics or infectious diseases), curtailment of transportation facilities, or other similar occurrence beyond the control of the parties, where any of those factors, circumstances, situations, or conditions make it illegal, impossible, inadvisable, or commercially impracticable to hold the Festival or to fully perform the terms of this agreement. BACE’s nonperformance shall be excused by force majeure or pandemic as outlined above. I agree that this agreement may be canceled by the BACE, without liability, damages, fees, or penalty, and any unused deposits or amounts paid will be refunded, for any one or more of the above reasons, by written notice to the other party; provided, however, that if such cancellation is due to a force majeure event that is beyond the control of BACE, no refunds will be made and the risk of loss from such an event shall be borne by me.
BACE will be photographing and making video and audio recordings of the Festival. I hereby authorize and irrevocably grant to BACE permission to take photographs, video recordings, digital images and audio recordings of me and my participation in the Festival and use the same in publications and/or on BACE’s website(s), as well as in newsletters, news releases, other printed materials, and in materials made available on the Internet or in other media now known or hereafter developed for any purpose BACE deems proper without any further compensation to me.
Please be advised that this will be a family-friendly community event and that all participants are expected to behave in a professional manner. BACE reserves the right to require that a vendor cease engaging in any conduct that is disruptive to public order or lacks decorum and remove from public display any lewd products or inappropriate materials. My failure to comply with such request may result in me being removed from participation in the event. If this were to occur, I will not receive a refund of my vendor fees.
I hereby agree that all disputes arising or relating to this agreement with BACE will be adjudicated solely in binding arbitration in Gwinnett County, Georgia with an independent arbitrator selected by BACE, and that the sole venue for disputes regarding this arbitration provision shall be the Superior Court of Gwinnett County, Georgia.
By submitting this application, I acknowledge that I have read and fully understand all the terms and conditions of this application, and I understand that this application creates a binding contract between me, and any entity through which I shall conduct business at the Festival and BACE. Vendor hereby agrees to abide by all of the terms of this contract, as set forth herein, and by all additional rules and policies imposed by the Festival upon its participation in the Festival, including the attached guidelines, should this application be accepted. Failure to abide by the terms of this Agreement and the attached guidelines will result in termination of your participation in the Festival and forfeiture of all monies paid.
