Food Truck Vendors
About the application
This application is for vendors who sell food. Food vendors must have a self-contained food truck that requires no electricity, water, or other utility:
Cost:
- $800 + 10% sales commission
What this includes:
- Two days of vending at the John Coltrane International Jazz and Blues Festival
- Festival Point of Sales (POS) system that accepts payment cards as well as Festival RFID Wristband Payments
- Credit card processing fees
About the event
Terms & Conditions
Introduction:
By submitting the application and the non-refundable $800 fee, the Vendor agrees to the terms outlined below. This Agreement is between Friends of John Coltrane, Inc., hereinafter referred to as the “Festival Organizer,” a nonprofit organization hosting the John Coltrane International Jazz and Blues Festival (JCIJBF) in High Point, North Carolina, and the Vendor, engaged in the sale of goods or services at the Festival.
This Agreement outlines the terms under which the Vendor will participate in the 2026 Festival, scheduled for September 5–6, 2026.
By submitting their application and paying the required fee, the Vendor acknowledges their commitment to these terms, contributing to the Festival’s atmosphere while gaining access to a diverse and engaged audience.
Vendor Presence and Compliance with Setup and Breakdown Instructions:
The Vendor agrees to maintain a continuous presence throughout the entire duration of the Festival, from opening to closing each day, as specified in the Festival schedule. The Vendor must adhere to all instructions provided by the Festival Organizer regarding the setup and breakdown of their vending area.
Setup Dates:
Vendors must arrive on September 4 or September 5, 2026, with exact arrival times to be scheduled with the Festival Organizer in advance. Detailed setup instructions will be provided prior to the event.
Breakdown:
Breakdown will take place immediately following the conclusion of the Festival on September 6, 2026. The Vendor is required to clear their space and all associated materials in a timely manner, ensuring a clean and orderly event area.
Safety and Emergency Protocols:
Vendors are required to comply with all safety protocols and emergency procedures as outlined by the Festival Organizer. This includes but is not limited to evacuation routes, fire safety measures, and other health and safety guidelines set by local authorities.
Failure to comply with these instructions may result in termination of this Agreement and forfeiture of any fees paid.
Food Truck Fee and Sales Commission:
The Vendor shall pay a non-refundable fee of $800 to participate in the 2026 Festival. This fee covers vending privileges for two days.
In addition to the fee, the Vendor agrees to pay a 10% commission on Gross Sales made during the Festival. The total payout to the Vendor, minus the applicable commission, will be issued within ten (10) business days following the event.
RFID System Compliance:
The Vendor agrees to utilize the Point of Sale (POS) system integrated with Radio-Frequency Identification (RFID) provided by the Festival Organizer for all sales transactions during the event.
The POS system will accept Visa, Mastercard, American Express, Discover, and mobile tap-payment types such as Apple Pay and Google Pay, in addition to RFID wristband payments.
All transactions must be processed through the provided handheld RFID reader to accurately record sales.
The Vendor is prohibited from conducting sales outside this system. Alternative payment methods (e.g., Venmo, CashApp, PayPal) must not be displayed or used at the Vendor’s booth.
The Festival Organizer will provide technical support onsite. The Vendor must immediately report any issues with the POS system.
Product Quality and Compliance:
The Vendor agrees to maintain the highest quality of products and services in compliance with all applicable laws and regulations. This includes ensuring that all items sold meet local and state health standards.
The Vendor is responsible for:
- Maintaining the integrity and safety of products throughout the Festival
- Proper food handling and sanitation
- Providing any required permits, certifications, or documentation
- Addressing customer complaints promptly and professionally
The Vendor must notify the Festival Organizer of any significant customer complaints or health-related issues.
Tax Compliance:
The Festival does not collect or remit taxes on behalf of the Vendor. The Vendor is responsible for complying with all applicable local, state, and federal tax regulations and for remitting any sales tax owed.
Facilities and Equipment Provision:
Food trucks must be fully self-contained and self-service.
The Festival does not provide electricity, ice, or water to food trucks. Vendors are responsible for supplying all necessary equipment to operate safely and in compliance with local regulations.
ADA Compliance:
In alignment with the Festival’s commitment to inclusivity, Vendors must adhere to ADA guidelines and make reasonable accommodations for individuals with disabilities.
The Vendor is expected to:
- Provide assistance upon request to individuals with mobility, visual, or auditory impairments.
- Accommodate individuals with other specific needs to ensure full participation in the Festival experience.
Intellectual Property Rights:
The Vendor acknowledges that Friends of John Coltrane, Inc. owns all intellectual property associated with the Festival.
The Vendor is granted a limited, non-exclusive license to use Festival intellectual property solely for promoting participation in the 2026 Festival, subject to prior written approval.
Vendors are prohibited from selling or distributing merchandise using:
- The Festival’s name
- John Coltrane
- Coltrane
- Festival logos or branding
Unauthorized use may result in revocation of participation and legal action.
Cancellation Policy:
Vendor Cancellation:
If the Vendor cancels participation:
- All fees paid will be forfeited.
- The Festival Organizer reserves the right to consider cancellation history when reviewing future applications.
Festival Cancellation:
If the Festival is canceled due to Force Majeure:
- Participation fees will be refunded.
- The Festival Organizer will not reimburse preparation expenses.
- Vendors will be notified promptly.
Indemnification:
The Vendor agrees to indemnify and hold harmless Friends of John Coltrane, Inc., its officers, directors, employees, agents, and affiliates from any claims arising from:
- Vendor operations
- Products sold
- Sales disputes
- Legal violations
- Injury or property damage
This obligation survives termination of the Agreement.
Insurance:
The Vendor must maintain adequate insurance coverage for operations and equipment. The Festival Organizer is not responsible for Vendor losses or damages.
Force Majeure:
Neither party shall be liable for failure to perform due to causes beyond reasonable control, including acts of God, weather, government restrictions, labor disputes, or transportation disruptions.
If such events extend beyond Festival dates, either party may terminate the Agreement, and participation fees will be refunded.
Non-Exclusivity Agreement:
This Agreement does not create an exclusive relationship. The Vendor may participate in other events, and the Festival Organizer may engage other vendors offering similar products.
Penalty for Non-Compliance:
- Failure to Use RFID System: Vendor forfeits fees and payout.
- Booth or Setup Violations: May require correction or result in removal.
- Product or Safety Violations: May result in removal without refund.
- Schedule Non-Compliance: May result in forfeiture of fees.
- Other Breaches: May result in removal and disqualification from future events.
Contract Execution:
This Agreement becomes effective once the Vendor submits the application, is accepted, and the $800 non-refundable fee is successfully processed.
Booth locations are subject to change based on final site planning and operational needs.
Definitions:
- Festival Organizer: Friends of John Coltrane, Inc.
- Vendor: An approved food truck authorized to sell goods during the Festival.
- Festival: The 2026 John Coltrane International Jazz and Blues Festival held September 5–6, 2026.
- RFID System: The Festival’s integrated POS and RFID sales system.
- Gross Sales: Total revenue generated before deductions.
- Booth / Space: The designated vending space assigned to the Vendor. (Note: For non-truck vendors in other categories, this may include a 10’ x 10’ canopy tent or equivalent space in the Coltrane Marketplace.)
- Booth Location: The assigned vending area within Festival grounds.
- Festival Schedule: Includes setup (September 4–5, 2026), operating hours (September 5–6, 2026), and breakdown (September 6, 2026).
- Vendor Fee: The non-refundable $800 fee plus 10% commission on Gross Sales.
- POS System: The Festival-provided point-of-sale system.
- Event Protocol: All operational and safety guidelines.
- Festival Merchandise: Official branded goods exclusive to the Festival Organizer.
Prices
| Food Truck Space | $800.00 |
Questions on the application
Business information
- Business name
- Legal business name
- Contact name
- Address
- Phone
- Website (Optional)
- Logo (Optional)
Additional information
- Social Media Handles
- Briefly describe your business or organization
- Certificate of Liability Insurance
- I understand that submitting this application does not guarantee acceptance into the Festival. If selected, I will be notified separately and authorize Friends of John Coltrane, Inc. to automatically charge the non-refundable Vendor Fee to the payment method provided at the time of application.
- I agree to use the Festival’s Point of Sale (POS) and RFID (Radio-Frequency Identification) system to process all sales transactions during the event. I understand that festival attendees may pay using RFID wristbands, credit/debit cards, and tap-to-pay methods such as Apple Pay or Google Pay. I agree not to accept cash or any alternative payment methods outside of the Festival POS system. This includes Venmo, CashApp, PayPal, or any other external payment platforms. Any signage or promotion of alternative payment methods must be removed or covered during the event. I understand that I am responsible for ensuring all sales are accurately processed through the POS system and that no sales may occur outside of it. I acknowledge that onsite technical support will be available and that it is my responsibility to promptly report any system issues during the event.
- I understand that if accepted, my payment method will be charged a non-refundable $800 Vendor Fee. I acknowledge that all sales will be processed through the Festival’s POS system and that Friends of John Coltrane, Inc. will calculate my total Gross Sales based on POS records. I understand that I will receive payment of my total Gross Sales, minus a 10% commission, within 10 business days following the conclusion of the Festival.
- Please attach the menu that you will serve at the Festival, including prices. We will use this inforamtion to build the Point of Sales interface for you.
- Please provide the length and width of your food truck
- Is your service window
- Please indicate your preferred method of payment for any applicable vendor payouts
Picture requirements
- Minimum pictures required: 1
