Vendor Rules & Regulations
44th Annual John’s Pass Seafood Festival
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Application & Booth Information
• Application – Submission of an application does not guarantee acceptance.
• Application Approval or Rejection – Acceptance, waitlist, or rejection of an application will be sent via Eventeny notification or, if necessary, via email. Event staff will not discuss applications via phone without prior written confirmation.
• Booth Spaces – Booth spaces are approximately 10’x10’ or 10’x20’. Only one vendor per space. No subletting or sharing of space is allowed. Spaces larger than 10’x20’ require approval by the City of Madeira Beach and the event committee. All vendor contents must remain within the allotted booth space. Placing items in pedestrian walkways is strictly prohibited.
• Fees – Application and booth fees are non-refundable regardless of reason, including weather, illness, or inability to attend. All fees must be paid in full prior to the event.
• Prior Event Participation – Previous participation in the festival does not guarantee acceptance. The committee reserves the right to select vendors to maximize the value of the overall event.
• Space Assignments – Space assignments and setup times will be sent via email/Eventeny prior to the event.
• Vendor Placement and Participation – The John’s Pass Seafood Festival and its staff reserve the right to move, discontinue, or limit the participation of any approved vendor or applicant at any time.
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Event Information
• Exclusivity – Exclusivity will not be granted to any one vendor. However, precautions will be taken to limit duplication of similar items. Sales are limited to items listed on your approved application.
• Items for Sale – The sale of firearms, alcohol, counterfeit items, obscene materials, stolen merchandise, or illegal paraphernalia is strictly prohibited. Vendors found selling such items will be removed from the event.
• Permits & Licenses – Vendors are responsible for obtaining and maintaining all necessary local, county, or state permits/licenses required for their participation.
• Photo/Video Release – Photos and/or video may be taken of you, your tent, and/or your products at this event and used in future promotional materials.
• Rain or Shine – The John’s Pass Seafood Festival is a rain or shine event. The event may be temporarily shut down for safety due to weather conditions such as high winds, lightning, or flooding. No refunds will be issued for inclement weather or weather-related shutdowns.
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Vendor Responsibilities
• ADA Compliance – Vendors must ensure booth setup allows accessible paths for persons with disabilities in accordance with ADA guidelines.
• Amplified Sound – Public address systems or amplified sound devices are prohibited.
• Booth Area – Vendor equipment and materials must fit within the assigned booth space and be constructed to withstand inclement weather. Booth areas must be kept clean and free of debris at all times and cleaned each evening after closing.
• Canopies – Canopies must be weighted on all four corners with at least 30 lbs. per leg. Vendor is responsible for any and all damages caused by their canopy. Canopies must have a manufacturer’s tag showing compliance with flame-retardant material standards.
• Fire Extinguisher – All food vendors are required to have a fire extinguisher. Other vendors are strongly encouraged to have one.
• Generators – Quiet generators are permitted. If deemed loud or disruptive, use must cease immediately upon request. Fuel must be stored safely in approved containers.
• Operations – Vendors may only operate during event hours.
• Power – Power is not provided unless otherwise noted. All cords must be outdoor-rated and in good condition. Daisy-chaining extension cords and the use of power strips are prohibited.
• Prices – All prices must be clearly posted. Vendors are responsible for their own payment systems. Wi-Fi is not provided.
• Product Authenticity – All merchandise must be lawfully possessed and labeled in accordance with applicable laws.
• Sales Tax – Vendors are responsible for collecting and remitting their own sales tax.
• Supplies – Vendors must provide their own commercial-grade canopy, tables, chairs, extension cords, displays, and any other items necessary for setup.
• Sustainability – The use of environmentally friendly packaging and materials is strongly encouraged.
• Vendor Disqualification – The City of Madeira Beach reserves the right to close any vendor who fails to comply with event rules.
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Food Vendors
• Approved Items – Food vendors may only sell items approved on their application. Alcohol sales are prohibited. The festival provides all alcohol and water sales.
• Cooking Oil & Grey Water – Proper disposal containers will be provided. Failure to use them will result in immediate removal from the event.
• Insurance – All vendors must provide proof of general liability insurance no later than 14 days prior to the event. Policies must name the City of Madeira Beach as an additional insured with limits of not less than $1,000,000 per occurrence and $2,000,000 general aggregate.
• Inspections – Booths will be inspected by the Madeira Beach Fire Department and the Florida Department of Health. Booths not in compliance may be shut down. All electrical cords must be securely covered.
• Sanitation – Vendors must dispose of all trash in designated dumpsters. Failure to maintain a clean space may result in removal from the festival.
• Work Area Protection – Food vendors cooking on-site outside of a food truck must cover the cooking/work area with tar paper to protect the venue.
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Setup & Break Down
• Load-In – Unload at your booth, then move vehicles to vendor parking before setting up.
• Load-Out – No early breakdown. All vendors must remain until the event ends. Vehicles may enter the event footprint only after the all-clear is given.
• Security – Overnight security will be provided, but vendors are responsible for their own property. The City of Madeira Beach assumes no liability for loss or damage.
• Vehicular Traffic – Unauthorized vehicles in the barricaded event area during event hours are prohibited.
• Vendor Parking – Vendor parking is available at designated lots. Trailers longer than 20 ft. must park at Winn-Dixie in the designated area.
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Waiver, Release, and Hold Harmless Agreement
Applicant and/or sponsoring organization shall defend, indemnify, and hold harmless the City of Madeira Beach, its officials, agents, employees, and volunteers from and against all actions, losses, damages, liability, costs, and expenses of every type and description, including attorney’s fees, arising from participation in the 44th Annual John’s Pass Seafood Festival.
Enforcement of these terms and conditions is at the sole discretion of the City of Madeira Beach. The City reserves the right to make the final interpretation of all event rules.
