Aaron Bessant Park Food Vendor Application

Join us at our Gulf Coast Salute Air Show event!  *THIS APPLICATION IS FOR AARON BESSANT PARK ONLY*

Event Date/Time: APRIL 10TH-12TH.

Vending Times: 10:00 AM - 4:00 PM (ALL DAYS) 

Please note that times are subject to change

Friday is a practice day, but you are welcome to vend this day as well.

Please note that we do not offer exclusivity for any specific products or food items. While we do our best to maintain a balanced and diverse vendor lineup, we cannot guarantee that other vendors won’t be offering similar or overlapping items.

Venue: Aaron Bessant Park, 500 W Pier Park Drive, Panama City Beach FL 32413

Phone: 850-708-5662 

Email: smickey@visitpanamacitybeach.com 

EXHIBITOR PARKING – PLEASE NOTE: Exhibitor Parking is provided in the grass lot located behind Aaron Bessant Park.

Booth Load-In: You will be given a designated load-in timeslot to ensure everyone can maneuver safely.

Booth Tear Down: Post event on Sunday. 

Items to Bring: Handy items you may want to bring to set up your booth include - a staple gun, cable ties, duct tape, pens, Extension Cords 50-100 electric cords, lights, and scissors. If you have large, heavy items to move a dolly would be handy to also bring along with you.

Electricity/Equipment: We have numerous 50 AMPs throughout the park for each food truck to adequately use. IT IS YOUR RESPONSIBILITY TO HAVE A CORD LONG ENOUGH TO REACH AND/OR EXTEND TO THE POWER SOURCE. 50 ft to 100 ft is recommended.

Staffing: Please make sure the people staffing your food truck are familiar with the policies and guidelines. 

Cancellation Policy: No refunds for any fees paid. The application fee is taken immediately upon application received. Once the Committee approves you for the show, you will receive an acceptance email. Booth payment will be charged upon approval.
No Refunds.

No-Show Policy: Vendors who have not checked in and/or notified the event with a message viacall (850-708-5662), or email (events@visitpanamacitybeach.com) by 7 AM on the day of the event, will be considered a NO-SHOW and the assigned space will be forfeited.  Dates and details subject to change

SET UP: Vehicles must be removed from the load-in site by 9:30 AM. Please bring any carts/dollies, extension cords, lights, décor, tablecloths, or other items you might need.

During Check-In it is nearly IMPOSSIBLE to answer all phone calls. If you have any questions leading up to the event, please feel free to contact Sage Mickey at 850-708-5662. We look forward to another great show with you! This is an electronic agreement and by selecting the booths, you are validating and approving this agreement electronically.

1. There is a non-refundable fee of $1000.00 or $1500.00 plus fees to vend at this event.

2. TAXES – Concessionaire is solely and completely responsible for reporting and paying any and all applicable taxes as required by City, County, and State law. Organizer will, as is required, provide any and all taxing authorities with Concessionaire name and contact information.     a. Concessionaire must be current and in good standing with City, County and State tax obligations.

UTILITIES & FACILITIES:

1. ELECTRICITY - Power is available on-site. We are aiming to eliminate the use of generators to reduce noise and provide ease of operation.  It is the sole responsibility of Concessionaire to satisfy all local permitting requirements and inspection requirements prior to opening.      a. Extension Cords - It is the responsibility of the Concessionaire to bring their own extension cords to the event.

2. PROPANE - If applicable, Concessionaire will be responsible to provide all propane necessary to operate its operation. It is the sole responsibility of Concessionaire to satisfy all local permitting requirements and inspection requirements prior to opening.

3. SUPPLIED ITEMS - Organizer will supply potable water in reasonable amounts for Concessionaire use during the event. Organizer shall supply adequate trash containers, and Concessionaire agrees to bring its trash/recycling to these containers throughout the event. It is the sole responsibility and duty of Concessionaire to keep his/her location clean and free of trash buildup.

4. WEATHER/PARKING - The event location is outdoors at a non-permanent location and is subject to conditions caused by wind, rain, and other weather events. Organizer may be forced from time to time to limit or not permit driving within certain areas of the event. Under no circumstances can a vehicle ever be driven in or out of the event while the event is in public operation. Vehicle parking will be assigned to Concessionaire for its on-site supply vehicles. All other vehicles, including staffing, will be parked in general parking unless otherwise told by Organizer.

5. GLASS CONTAINERS/SERVICE ITEMS – Concessionaire agrees that it will not serve anything to the public in glass. This includes but is not limited to bottles, glasses, plates, etc.

INDEMNIFICATION & INSURANCE:

INDEMNIFICATION – Concessionaire shall indemnify and hold harmless Organizer, (Panama City Beach Convention and Visitors Bureau), the City of Panama City Beach, FL and all of their respective employees, directors, officers, consultants and agents from any and all claims or other liabilities arising out of the conduct of the Concessionaire or members of its staff whether or not such conduct was performed in the offering of Concessionaires food to the public or the general operations of Concessionaires stand. Concessionaire is solely and fully responsible and liable for the conduct and behavior of its personnel. Additionally, Concessionaire shall hold harmless the Organizer, (Panama City Beach Convention and Visitors Bureau), the City of Panama City Beach, FL, and all of their respective employees, directors, officers, consultants, and agents from any and all claims or other liabilities that may arise from the Concessionaire operation at the event. This shall also include product liability, employment issues, or operation/procedure issues.

2. INSURANCE – In order to give full force and effect to this entire agreement, Concessionaire agrees to show proof of and keep in force at all times during the event an active comprehensive general public liability and property damage insurance policy. All insurance policies as per this paragraph will provide for no less than $1,000,000.00 (one million) of comprehensive general public liability. Failure to provide proper proof of insurance as stated herein will result in the termination of this agreement, and Organizer will retain the space rental fee paid by Concessionaire.

3. ASSUMPTION OF LIABILITY – Concessionaire assumes full and sole liability and responsibility for all of its equipment, product, vehicles, staff, and any other items that it may bring on site in conjunction with its fulfillment of this agreement.

SET UP/LICENSING/INSPECTION :SET UP - Organizer will assign Concessionaire prior to the event, a date and time for setting up/loading in Concessionaire's stand, tent, or trailer, as well as Concessionaire's supplies. Concessionaire agrees to adhere to the time schedule set by Organizer and to set up and secure its operation in a timely manner.

4. LICENSING/INSPECTION - It is the sole responsibility of Concessionaire to be properly licensed and permitted by any applicable state, county, or local municipality as is required by law in conjunction with this event. Concessionaire further agrees to adhere to all applicable health, fire, electrical, and/or other codes as required by law in conjunction with this event. Concessionaire will be prepared for inspection by state, county, or local inspector(s) prior to opening and at times to be set either by the Organizer or inspector(s). The signing of this agreement does not guarantee participation in this event(s) should Concessionaire not be properly licensed/permitted or fail applicable inspection(s).

ADDITIONAL TERMS AND CONDITIONS:

1. SALE OF BEVERAGES – Concessionaire agrees that Organizer has the sole right to name an official beverage sponsor and Concessionaire will offer for sale only those brands. Example - Pepsi Cola sponsorship, only the Pepsi Cola product line will be sold.

2. HOURS OF OPERATION – Concessionaire is required to be open and operational during all hours of the event. Under no circumstances will Concessionaire close, tear down, or abandon their vending location without the approval of Organizer. It is the Concessionaires sole responsibility to staff its location at all times the event is open.

3. TERMINATION DUE TO FAILURE TO COMPLY – Concessionaire agrees and understands that adherence to all of the terms stated in this agreement is of the essence to this agreement, and any violation of these terms will be grounds for termination of this agreement at any time.

4. ALCOHOL- Any vendor caught consuming or selling alcohol is subject to eviction from the event with no refund.

5. WEATHER - All attempts will be made to hold the event; however, in the event of inclement weather, cancellation may occur. Refunds, if any, are at the sole discretion of the Organizer.