Application

Food Exhibitor

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Deadline: Mar 07, 2023 11:59 pm (GMT-04:00) Eastern Time (US & Canada)
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Date: Mar 04, 2023 10:00 am - Mar 05, 2023 5:00 pm
place
Boynton Beach, Florida
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$35-1.6K

About the event

ART * CRAFTS * CULTURE * FOOD After a successful initial show at the Boynton Beach Mall, we are proud to announce the 3rd Annual Affair of the Arts show on March 4th & 5th 2023. The Affair of the Arts is a two-day arts & crafts show held at the north end of the Boynton Beach Mall. With over 200 vendors, the Affair provides attendees an opportunity to shop the best artists and crafters from around the country as they descend on South Florida for the winter season. The inaugural Affair of the Arts was named Best Live Event of the Year and we anticipate that this year’s Affair will continue the tradition of excellence! The best part is that the Affair is free attendance with plenty of free parking too! Located close to Interstate 95, the Boynton Beach mall is centrally located in Palm Beach County. Bring your appetites too! We will be featuring food, beer and wine to make strolling in the sunshine more enjoyable.
Festival Management Group
Festival Management Group
Festival Management Group
Festival Management Group

About the application

THINGS YOU NEED TO KNOW

EVENT DATES & TIMES:
Sat., March 4th 2023 (10am – 5pm)
Sun., March 5th 2023 (10am – 5pm)

LOCATION:
Boynton Beach Mall (north parking lot), 801 N. Congress Avenue, Boynton Beach, FL 33426

APPLICATION & BOOTH SPACE FEES:
$35 Application Fee (non-refundable) upon completion of online application

EXHIBITOR BOOTH FEES:
Please note: “applying” for the show does not mean that you are automatically in the show. Your application must first be reviewed and approved online by our committee. You will receive notification of acceptance.

We ask for a payment plan as follows:
-Non-refundable application fee upon completion of online application.
-Balance of booth fee in full upon acceptance into show beginning December 4, 2022.

** 7% Florida Sales Tax will be added to booth fees at check-out**

 
 
 

Food Exhibitor $750 + $52.50 sales tax = $802.50

10x10 Rental Pkg (Tent, Table, 2 Chairs & Sides) in addition to above booth fee $280 + $19.60 sales tax = $299.60

Booth Spaces are 10’ X 10’ and work must be contained within the assigned space. You may not infringe on another space physically or audibly. For double booth (10x20), you must select two booths.

Special booth space and special needs requests will be accepted but are not guaranteed. We will make every effort to meet all special requests on a first come, first served basis. Additional charges may apply. Please include all booth requests on the registration form.

During the show, all exhibits will be visited by a festival representative to ensure that they are in compliance with our festival policies. It is the exclusive right and responsibility of the Festival Staff to call for the removal of work that is not in compliance with the festival policies and requirements. Non-compliance may result in expulsion from the festival or refusal of future festival participation.

All tents are required to withstand winds and rain and be properly weighted. Properly weighting requires 40 pounds per leg (more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. Weights may not include cinderblocks or water jugs as they do not meet the 40 pound requirement.

Balances Due:
Anyone with an outstanding balance, will not be permitted to exhibit at show. If determined that you have a balance due, you must pay cash upon check-in.

PARKING:
We have designated parking for exhibitors or sponsors. Free parking is available onsite in designated area.

We also have space for LARGE TRUCKS, TRAILERS AND RV’S.

Booth Tear Down:
Packing up of booth supplies may begin at 5:00 pm on Sunday. Police and Event staff will advise you when vehicles are permitted on site. We suggest that you bring dollies and hand trucks to remove your booth valuables if you find it necessary to remove any items at close of event.

Text Alert System: Your cell phone numbers will be uploaded for texting messages and alerts during the show. We will also send information regarding tear down etc. Make sure we have your cell phone # in the application along with additional help working your booth.

Items to Bring:
Handy items you may want to bring to setup your booth include - staple gun, cable ties, duct tape, pens, batteries, and scissors.

Electricity:
NO ELECTRICITY is provided.

Security
You are responsible for all valuables, items, and prizes at your booth. AFFAIR OF THE ARTS employs private security, however, we are not responsible for lost, damaged, or stolen items from your booth.

Equipment
Unless you have ordered (and paid for) a rental package, you are responsible to provide your own tent, table, and chairs.

Sales Tax:
Exhibitors are responsible for the collection, payment, and reporting of their own sales tax. We will email you a Sales Tax Form with your setup information prior to the event.

Staffing
Please make sure the people staffing your booth are familiar with AFFAIR OF THE ARTS Booth Policies & Guidelines.

Cancellation Policy
No refunds for any fees paid. Application fee taken immediately upon application received.
Once Committee approves you for the show, you will receive an acceptance email. When that occurs payment for booth fee will begin December 4, 2022. No Refunds.

No Show Policy
Artists who have not checked in and/or notified event with a message via festival office phone (561-409-5966), or email (info@festivalmanagementgroup.com) by 7:00 am on the first day of festival, will be considered a NO SHOW and the assigned space will be forfeited with no refund.

*Dates and details subject to change*

SETUP DATE & TIME:
Friday March 3rd, 2023 (8:00am – 7:00pm)

DIRECTIONS:
I95 to Boynton Beach Blvd. Head west to Old Boynton Road and turn right. Continue to Congress Avenue. Make a right on Congress Avenue, then left into Boynton Beach Mall and follow signs to parking on north side of mall.

BOOTH HOURS:
Saturday March 4, 2023 (10:00 am – 5:00 pm)
Sunday March 5, 2023   (10:00 am – 5:00 pm)

During Check-In it is nearly IMPOSSIBLE to answer all phone calls. If you need assistance or have any questions leading up to the event, please call Cheryl Smith at 561-409-5966.

We look forward to another great show with you!

Terms & Conditions

The AFFAIR OF THE ARTS reserves the right to not accept any vendor for any reason.
EXHIBITOR RULES & REGULATIONS

Please read it carefully before submitting an application.
If you are unable to meet our criteria, please do not apply.

1. The application fee is deposited upon receipt and is non-refundable. Booth fees are due in full upon acceptance of invitation to show beginning December 4, 2022.

2. No refunds

3. All work must be original and of exhibitor’s own crafting. Buy/Sell products are permitted but are placed in the Business Section of event. A Buy/Sell item is any product that is purchased and resold without substantial modifications to the original product. In addition, there are exceptions to the Buy/Sell rule at the AFFAIR OF THE ARTS for items that are not typically an art form or craft.

4. Animals are prohibited at the event.

5. Booth placement is carefully chosen by the committee. Categories do not indicate space locations. No changes in booth location permitted after the event begins.

6. Exhibitors may not share booth space nor may they sublet or apportion space to anyone else. Booths are non-transferable and must occupied by the applicant. Artists may only exhibit work in the category in which they applied. Items misrepresenting works presented at time of application are subject to immediate dismissal from the show. Artists must display their own work.

7. Display space is permitted within your 10x10 tent and your outside walls. Construction of booth & displays must be appropriate and be able to withstand inclement weather and crowd activity.

8. Cartons or boxes must be kept out of view. Exhibitors are responsible for keeping booth space clean, safe, and secure. Exhibits and materials contained must be within the assigned booth space and cannot be extended.

9. You must display appropriate conduct. The committee reserves the right to remove or prohibit anything which is deemed not suitable, including persons, conduct, material and other items. No selling or soliciting outside of booth space.

10. Break down of booths must be completed and removed by 8:00 PM on Sunday. Any materials left behind will be confiscated.

11. Participation is required all three days/all hours of event. Exhibitors who break down displays or depart before close of show each day will not be allowed to return to future shows.

12. Electricity is not provided! Quiet generators are permitted in certain areas; however, since they do not conform to the rule that materials are contained with the booth space, you must petition the show for a location suitable for the generator. Power cords must be taped down.

13. No food products may be sold or given away by artists or business exhibitors. If you are sampling an approved food product at your booth, you must provide a copy of your liability insurance certificate with Festival Management Group and the City of Boynton Beach listed as an additional insured and email to info@festivalmanagementgroup.com.

14. Exhibitors will cause no noise which can be heard beyond the perimeters of their own exhibitor space. This noise includes but is not limited to music (recorded or live demonstrations) or motivational tapes. Hawking of items is prohibited.

15. Vendors are responsible for the collection, payment, and reporting of their own sales tax.

16. Exhibitors must abide by, and displays must be in accordance with local fire regulations.

17. Boynton Beach Police and Private security provide security during the shows hours of operation; private security is on site after hours. The show takes place in an urban area, so reasonable precautions should be taken to ensure the safety of your property. All work is exhibited at the artist’s own risk.

18. You must use 40lb weights (weights only) on each leg to anchor your booths down.

A MONITORING COMMITTEE CONTINUALLY ENFORCES THE RULES OF THE EVENT TO ENSURE THAT ALL WORK SHOWN IS IN COMPLIANCE WITH THESE GUIDELINES. VIOLATION OF THE RULES MAY RESULT IN IMMEDIATE EJECTION FROM THE EVENT WITH NO REFUND. THIS ACTION WILL RESULT IN THE BANNING FROM FUTURE PARTICIPATION.

Your online application and/or return of the registration materials indicate your understanding and acceptance of the Rules of Participation and General Policies. Rules Committee members circulate during the show and any vendor observed not following the rules may be immediately dismissed and will not be allowed to participate in the AFFAIR OF THE ARTS again. Reasons for expulsion from the show are not limited to these violations and any artist or vendor may be put on probation or excluded at the discretion of the Affair of the Arts.

During the term of this agreement, the vendor assumes all risks in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind, to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of vendors operation. Vendor hereby expressly agrees to hold harmless Festival Management Group, City of Boynton Beach, , its agents, volunteers, employees, officers and directors for penalties for violation of any law, ordinance or regulation affecting its activity and from any and all claims, suits, losses, damages or injuries directly or indirectly arising out of or in connection with permitted activity or conduct of its operation or resulting from the negligence or intentional acts of vendor or its officers, agents or employees.
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FOOD VENDOR RULES & REGULATIONS
The following information applies to the Affair of the Arts. Please read it carefully before submitting an application. If you are unable to meet our criteria, please do not apply.

RULES OF PARTICIPATION
As a Food Vendor, I/we agree to the following:
1. All menu items must be approved. You will be asked to remove any unapproved product.
2. If the event contracts with a food or beverage sponsor, all food vendors must adhere to the contractual agreements of the sponsorship with regard to product sales. (i.e. Coca Cola)
3. There will be no access to water or electricity. If you need water you are required to supply it yourself.
4. Quiet/whisper generators are permitted. Any generator that can be heard outside of the confines of your assigned space is not permitted.
5. You must return your space to its original condition. Please be considerate to your neighbors and do not encroach on their space.
6. You must obtain all permits and licenses required by the City of Boynton Beach, Palm Beach County, and the State of Florida.
7. Proof of Liability Insurance listing Festival Management Group and the City of Boynton Beach named as an additional insured must be received in order to register.
8. You must collect and pay all sales taxes due to the State of Florida.
9. Food Vendors must adhere to the Show’s “Rules of Participation and General Policies”.
10. Please note that during set up you will have limited vehicular access to your booth. During the show hours of operation (and a suitable period before and after), no vehicle access is permitted. If you have any concerns, please discuss them prior to your arrival.
11. Tar paper (or similar protection) must be placed to cover the entire floor of your booth.

VENDOR SET UP BEGINS at 8:00 am Thursday, March 3rd, 2023 . All vehicles must be removed from the site by 7:00 pm.

A MONITORING COMMITTEE CONTINUALLY ENFORCES THE RULES OF THE EVENT TO ENSURE THAT ALL WORK SHOWN IS IN COMPLIANCE WITH THESE GUIDELINES. VIOLATION OF THE RULES MAY RESULT IN IMMEDIATE EJECTION FROM THE EVENT WITH NO REFUND. THIS ACTION WILL RESULT IN THE BANNING FROM FUTURE PARTICIPATION.

Your online application and/or return of the registration materials indicate your understanding and acceptance of the Rules of Participation and General Policies. Rules Committee members circulate during the show and any vendor observed not following the rules may be immediately dismissed and will not be allowed to participate in the AFFAIR OF THE ARTS again. Reasons for expulsion from the show are not limited to these violations and any artist or vendor may be put on probation or excluded at the discretion of the Affair of the Arts.

During the term of this agreement, the vendor assumes all risks in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind, to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of vendors operation. Vendor hereby expressly agrees to hold harmless Festival Management Group, City of Boynton Beach, its agents, volunteers, employees, officers and directors for penalties for violation of any law, ordinance or regulation affecting its activity and from any and all claims, suits, losses, damages or injuries directly or indirectly arising out of or in connection with permitted activity or conduct of its operation or resulting from the negligence or intentional acts of vendor or its officers, agents or employees.

Prices

Application fees $35 Application Fee (Non-Refundable)
10x10 Booth Space $803 $750. + 7% sales tax $52.50 = $802.50
Double booth 10x20 $1,605 1500 + 7% sales tax $105.00 = $1605.00
Tent Rental 10x10 (in addition to booth) $300 10X10 Tent Rental (Tent, Weights, Sides, 8 ft table, 2 chairs, setup & teardown) in addition to booth rental
Tent Rental 10x20 (in addition to 10x20 booth rental) $599 10x20 Tent Rental (Tent 10x20, weights, sides, 2 - 8ft tables, 4 chairs, setup & tear down) in addition to booth space

Questions on the application

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • Additional Email Address
  • Cell Phone #
  • Contact Person Name on Site (if different than above)
  • Contact Person Cell Phone (on site) If different than above
  • Contact Person Email Address On Site (if different than above)
  • What are the products you sell (be specific)
  • Menu Items and Pricing (subject to approval)
  • Attach Menu and pricing (if applicable - subject to approval)
  • Do you have a general liability policy? The City of Boynton Beach requires ALL exhibitors to provide Commercial General Liability $1,000,000 General Aggregate $2,000,000
  • Do you require a tent rental package
  • I understand that the application fee is deposited upon receipt and is non-refundable. Booth fees are due in full upon acceptance of invitation to show beginning October 16th, 2021. No Refunds.
  • LEGAL AGREEMENT & FORCE MAJEURE

Picture requirements

  • Minimum pictures required: 4
  • 1 booth photo and 3 photos of your product / you may add more if you wish.
Food Exhibitor
Food Exhibitor
Affair of the Arts 3rd Annual