Food Vendor Application

Accepted Categories
We welcome vendors across the following food and beverage categories. Please select the category that best describes your offerings when completing your application.

• Street Food & Snacks — Handheld, grab-and-go items ideal for festival settings. Examples include tacos, hot dogs, sliders, loaded fries, pretzels, and similar quick-bite offerings.
• International Cuisine — Dishes representing global culinary traditions. Examples include Mediterranean, Asian, Latin American, Caribbean, African, and Middle Eastern cuisine.
• BBQ & Grilled — Smoked, grilled, or slow-cooked meats and sides. Examples include brisket, ribs, grilled corn, and BBQ platters.
• Healthy & Plant-Based — Nutritious options catering to health-conscious attendees. Examples include salads, grain bowls, wraps, vegan, and vegetarian dishes.
• Desserts & Sweets — Indulgent treats and sweet offerings. Examples include funnel cakes, churros, ice cream, pastries, crepes, and candy.
• Beverages — Non-alcoholic drinks including fresh juices, smoothies, specialty coffees, lemonades, and bottled beverages. Alcoholic beverage vendors are subject to separate licensing requirements and additional approval.
• Specialty & Fusion — Unique or creative concepts that blend flavors, styles, or cuisines in an innovative way.
• Note: The Organizer reserves the right to limit the number of vendors per category to ensure a well-balanced and diverse food offering across the event.
   
  Event Protocol
  All vendors are expected to uphold the standards and spirit of the EVC Evee Carnival. Please review the following protocols before applying.
• Vendors and their staff must display professional and courteous behavior toward attendees, neighboring vendors, and event staff at all times. ID badges provided upon check-in must be worn visibly throughout the event. Only individuals listed on the vendor application are permitted to operate within the assigned booth space. Vendors may not solicit or distribute promotional materials outside of their designated area. All booth activity must cease at the event's official closing time.

 
Food Management
Food safety is a top priority. All vendors must comply with local health department requirements and the following standards throughout the event.

Vendors must obtain and carry all required food handler permits and temporary food establishment licenses prior to the event date. Copies must be submitted through the Eventeny portal and displayed visibly at the booth during the event. All food must be stored, prepared, and served at safe temperatures in accordance with applicable health codes. Vendors are responsible for bringing adequate supplies, packaging, utensils, and equipment. Restocking during the event is the sole responsibility of the vendor. Any food-related complaints or incidents must be reported to event staff immediately. The Organizer reserves the right to conduct or facilitate health inspections at any time during the event.

 
Parking
Dedicated vendor parking is available on-site and will be clearly marked. Specific parking assignments and lot access instructions will be included in your vendor confirmation packet. Please note the following:

Vendor vehicles used for load-in must be moved to the designated vendor parking immediately after setup is complete. Vendor vehicles may not remain in load-in zones during event hours. A limited number of oversized vehicle or trailer spaces are available on a first-come, first-served basis and must be requested in advance through your application. Unauthorized vehicles parked in restricted or attendee areas may be towed at the owner's expense.

 
Setup and Breakdown
Careful coordination of setup and breakdown ensures a smooth experience for all vendors and attendees. Please adhere strictly to the assigned times for your vendor group.

Setup Vendors will be assigned a setup time window based on booth location. General setup hours are the morning of the event, with specific times communicated in your confirmation packet. All booths must be fully assembled, stocked, and ready for inspection at least thirty minutes before the event opens to the public. Vendors who are not set up and operational by the designated time risk forfeiture of their space without refund.

During the event, vendors must remain fully operational throughout its duration. Early breakdown is strictly prohibited and may result in exclusion from future events. Any issues or concerns during the event should be directed to the on-site vendor coordinator.

Breakdown may begin only after the event officially closes. Vendors are responsible for removing all equipment, supplies, and waste from their assigned space. The booth area must be left clean and in the same condition as it was found. Breakdown must be completed within the timeframe specified in your confirmation packet. Any items left behind after the breakdown deadline may be discarded at the vendor's expense.

 
For questions about your application or any information above, please contact our vendor support team via the Eventeny platform. We look forward to having you at EVC Evee Carnival!

Here is a comprehensive Terms and Conditions for a food vendor:

 
Food Vendor Terms and Conditions
Effective Date: May 5, 2026

 
1. Agreement and Acceptance
These Terms and Conditions ("Agreement") constitute a legally binding contract between the event organizer ("Organizer") and the food vendor ("Vendor") participating in the event. By submitting a vendor application or paying any fees associated with participation, the Vendor agrees to be bound by all terms set forth in this Agreement.

 
2. Vendor Application and Approval
Participation in the event is subject to application review and approval at the sole discretion of the Organizer. Approval of a vendor application does not guarantee participation in future events. The Organizer reserves the right to limit the number of vendors selling similar food or beverage items to ensure variety and minimize direct competition.

 
3. Fees and Payment
3.1 Booth Fee Vendors are required to pay a non-refundable booth/space fee as outlined in the vendor application. Payment must be received in full by the specified deadline to secure the vendor's space.

3.2 Late Payments Failure to submit payment by the due date may result in forfeiture of the vendor's reserved space. The Organizer reserves the right to reassign the space without notice if payment is not received on time.

3.3 Commissions Where applicable, vendors may be required to pay a percentage of gross sales to the Organizer as specified in the vendor agreement. Vendors must maintain accurate sales records and submit reports upon request.

 
4. Cancellations and Refunds
4.1 Vendor Cancellations All booth fees are non-refundable. In the event a vendor must cancel, written notice must be submitted to the Organizer no later than thirty (30) days prior to the event date. Cancellations received after this deadline will forfeit all fees paid.

4.2 Organizer Cancellations If the Organizer cancels the event due to circumstances within their control, vendors will receive a full refund of booth fees paid. If the event is cancelled due to circumstances beyond the Organizer's control — including but not limited to natural disasters, public health emergencies, or government orders — the Organizer is not obligated to issue refunds but may offer credits toward future events at their discretion.

 
5. Space and Setup
5.1 Space Allocation Each vendor will be assigned a designated booth space of specified dimensions. Vendors may not exceed their allotted space without prior written approval from the Organizer. Sharing of booth space with another vendor is prohibited unless explicitly authorized in writing.

5.2 Setup and Breakdown Vendors must arrive during the designated setup window and must be fully operational by the stated opening time. Vendors must remain operational for the full duration of the event and may not begin breakdown prior to the event's official close without Organizer approval. Failure to comply may result in exclusion from future events.

5.3 Utilities Access to electricity, water, or other utilities is not guaranteed unless explicitly stated in the vendor agreement. Vendors requiring utilities must request them in advance and may be subject to additional fees.

 
6. Food Safety and Health Compliance
6.1 Permits and Licenses All vendors are solely responsible for obtaining and maintaining all required permits, licenses, and certifications required by local, state, or federal authorities, including but not limited to food handler's permits, temporary food establishment permits, and business licenses. Proof of valid permits must be submitted to the Organizer prior to the event and displayed at the booth during the event.

6.2 Food Handling Standards Vendors must comply with all applicable food safety regulations and health codes. This includes but is not limited to proper food storage temperatures, safe food handling practices, prevention of cross-contamination, and maintaining a clean and sanitary booth at all times.

6.3 Inspections Vendors agree to submit to inspections by local health authorities or Organizer representatives at any time during the event. Failure to meet health and safety standards may result in immediate removal from the event without refund.

 
7. Insurance
7.1 Required Coverage Vendors are required to carry general liability insurance with a minimum coverage of $1,000,000 per occurrence and $2,000,000 in aggregate. The Organizer must be named as an additional insured on the vendor's policy. Proof of insurance must be provided to the Organizer no later than fourteen (14) days before the event.

7.2 Product Liability Vendors are solely responsible for any claims, damages, or liabilities arising from the consumption of their food or beverage products. The Organizer assumes no liability for any food-related illness, allergic reactions, or injuries caused by vendor products.

 
8. Conduct and Behavior
Vendors and their staff are expected to conduct themselves professionally and respectfully at all times. Harassment, discrimination, or abusive behavior toward customers, other vendors, or event staff will not be tolerated and may result in immediate removal from the event without refund. The Organizer reserves the right to remove any vendor whose conduct is deemed disruptive or detrimental to the event.

 
9. Signage and Branding
Vendors are responsible for providing their own signage, menus, and branding materials. All signage must be professional in appearance and confined to the vendor's designated space. Signage may not block pathways, obstruct neighboring vendors, or contain content that is offensive, discriminatory, or in violation of applicable laws. The Organizer reserves the right to request the removal or modification of any signage deemed inappropriate.

 
10. Prohibited Items and Activities
The following are strictly prohibited within the event premises unless expressly authorized in writing by the Organizer: sale or distribution of alcohol without the appropriate license and Organizer approval; use of open flames or deep fryers without prior safety clearance; sale of items outside the scope of the approved vendor application; solicitation or advertising on behalf of third parties; and subcontracting or assigning the vendor's space to another party.

 
11. Environmental Responsibility
Vendors are expected to minimize waste and comply with the event's environmental policies. Vendors are responsible for maintaining cleanliness within and around their booth area throughout the event and must dispose of all waste in designated receptacles. Use of single-use plastics may be restricted depending on the event's sustainability policies. Vendors who leave excessive waste or cause damage to the grounds may be charged for cleanup costs.

 
12. Intellectual Property
The Organizer may photograph or record the event, including vendor booths and products, for marketing and promotional purposes. By participating in the event, vendors grant the Organizer a non-exclusive, royalty-free license to use such images or recordings for promotional purposes. Vendors retain ownership of their own trademarks, trade names, and branding.

 
13. Limitation of Liability
To the fullest extent permitted by law, the Organizer shall not be liable for any indirect, incidental, consequential, or punitive damages arising out of or related to the vendor's participation in the event, including but not limited to lost profits, loss of business, or property damage. The Organizer's total liability to any vendor shall not exceed the amount of booth fees paid by that vendor.

 
14. Indemnification
The Vendor agrees to indemnify, defend, and hold harmless the Organizer, its officers, directors, employees, and agents from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable attorney's fees) arising out of or related to the vendor's participation in the event, the vendor's products or services, or any breach of this Agreement.

 
15. Force Majeure
Neither party shall be held liable for failure to perform its obligations under this Agreement due to causes beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, government-imposed restrictions, labor disputes, or other events of force majeure.

 
16. Governing Law and Dispute Resolution
This Agreement shall be governed by and construed in accordance with the laws of the applicable jurisdiction. Any disputes arising out of or relating to this Agreement shall first be attempted to be resolved through good-faith negotiation. If negotiation fails, disputes shall be submitted to binding arbitration in accordance with the rules of the applicable arbitration body.

 
17. Amendments
The Organizer reserves the right to amend these Terms and Conditions at any time. Vendors will be notified of any material changes in writing. Continued participation in the event following notice of changes constitutes acceptance of the updated terms.

 
18. Entire Agreement
This Agreement, together with any attachments, addenda, or supplementary vendor agreements, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior discussions, negotiations, and agreements.

 
By signing or submitting the vendor application, the Vendor acknowledges that they have read, understood, and agree to these Terms and Conditions in their entirety.