Food & Beverage Vendor Application
About the application
Welcome! Food & Beverage Vendors
Thank you for your interest in participating in CarmelFest, one of the largest family‑oriented festivals in Indiana. This event is organized by a dedicated group of volunteers from the Rotary Club of Carmel. Each year, we welcome more than 50,000 attendees to enjoy the festivities and parade, culminating in an inspiring Symphonic Salute to America and a spectacular fireworks show.
Food & Non-Alcohol Beverage Vendors
This application is for food trucks, trailers, carts, and beverage vendors interested in serving food at CarmelFest. We value local food vendors, classic festival favorites, and a wide variety of menu options that create a great experience for all attendees. Vendors will not be required to share a percentage of their revenue.
To Apply:
Please submit your contact information, setup details, and a complete list of food and beverages you plan to offer. Applications are reviewed based on space availability, electricty requirements, timely payments, menu variety, and overall fit for the event.
Vendors will be notified if they are approved before May 31.
Approved vendors will receive next-step instructions through Eventeny, including payment, setup details, and event logistics.
We’re excited to see what you’ll bring to CarmelFest!
About the event
Terms & Conditions
Booth Placement Preferences
Placement will be determined based on:
Timely vendor payment and application submission
Previous participation
Type of food served
Logistical needs (drain access, power, water)
Deadline: Submit your contract and payment by April 3rd for priority placement.
Applications submitted after this date will be reviewed based on available space.
If you have not received communication by May 31st please check your Spam folder or email us for an update.
Payment Policy
You will not make any payment until you are formally accepted.
Upon acceptance, a non‑refundable deposit or full payment is required upon receipt of the contract and payment link.
Your reserved spot will be held for 14 days after acceptance. If a deposit is not received within that timeframe, your spot may be offered to another vendor.
Set-up Date andTime
Set‑up is scheduled for July 2nd from 1:30 PM to 9:00 PM.
You will be assigned a specific arrival window.
If you cannot arrive on July 2nd, you must arrive by 9:00 AM on July 3rd. Please indicate your arrival date on your form so that we may plan accordingly.
Set‑up will not be permitted after 10:00 AM on July 3rd (NO EXCEPTIONS).
Vendors are encouraged to be fully operational by 11:00 AM on July 3rd, as Board of Health inspections will begin at that time.
Power
Our largest food‑vendor expense each year is power. To manage costs fairly, we will be charging for the amount of power you request.
If you do not request sufficient power or adequate footage on your application, the cost for additional power or footage will double. (See the power grid options on the contract)
This will be strictly enforced.
Price Gouging
Price gouging is strictly prohibited. This includes charging excessively high prices or charging higher prices than those listed on your approved menu. Vendors who engage in these practices may be asked to shut-down and no refunds will be provided or permitted to return.
Examples of Price Gouging
Charging $10 for a bottle of water that normally sells for $2-$3
Selling simple menu items at inflated prices far above market value
Increasing prices significantly when customers pay using a card.
Prices
| 10x10 Pre-Packed Baked Goods Only Pop-Up Tent | $395.00 | Non-refundable | Baked Goods Pre-Packaged Pop-Up Tent Only (No Grills. No Trailers, No Vehicles, No cooking| No Warmers| No Beverages, No fixing, etc |
| 10x10 Standard Space (NO Grills, Open Flame, or Trailers) | $895.00 | Non-refundable | (No Trailers, No Grills) |
| 10x15 Medium | $1,295.00 | Non-refundable | |
| 10x20 Double | $1,495.00 | Non-refundable | |
| 10x25 Extra Large | $1,695.00 | Non-refundable | |
| 10x30 Triple | $1,895.00 | Non-refundable | |
| Ice Tickets | $9.00 | Non-refundable | At CarmelFest, we strive to enhance your vendor experience by offering a convenient ice supply right at your booth! Based on availability, you can have a large bag of ice delivered directly to you, ensuring your products stay refreshing and your operations run smoothly. To make the process easy, please indicate the estimated number of ice bags you’ll need for the event. Remember, all purchases are non-refundable, so plan accordingly to keep everything cool and inviting at your booth! We are going cashless this year. To order ice refills use the provided link or QR code in the contract page. Please pre-order ice bags for July 3rd using this provided link. |
| 10x40 Quad | $2,195.00 | Non-refundable |
Questions on the application
Business information
- Business name
- Legal business name
- Contact name
- Address
- Phone
- Website (Optional)
- Logo (Optional)
Additional information
- Select what type of vendor are you?
- How many booth spaces are you applying for
- Complete price list and description of food and beverages to be sold at this booth .
- Which area would you prefer?
- Select type of booth setup.
- What side of the trailer or vehicle do you serve out of?
- Do you require electricty of the following?
- Will the vendor be refrigerating food supplies on site or adjacent to the site overnight
- What are your electrical needs?
- Are you a local Hamilton County vendor?
- Do you require water hook up?
- What date will you make your payment?
- Will you be able to arrive for set-up July 2nd from 2pm-9pm?
- Second Contact Name and Number
- Indemnification and Release:
- Are you a first time vendor?
Picture requirements
- Minimum pictures required: 2
