2027 Festival at CCP New Concessionaire Application

New Concessionaires (Non-Returning Vendors from 2026)

This application is for new concessionaires interested in joining the Festival at Carolyn Crayton Park (CCP) during the 2027 International Cherry Blossom Festival. Concessionaires who participated at CCP during the 2026 Festival and are invited to return will receive a separate returning vendor application via email.

Submission of an application does not guarantee acceptance or placement. Spaces are limited, and selections are based on menu variety, avoiding duplication or direct competition with returning concessionaires, product quality, prior experience, operational needs, available space, and overall fit for the Festival. The Festival reserves the right to determine final vendor selections and placement.

A non-refundable application fee of $25 is required at the time of submission. A 6% merchant processing fee will be applied to all credit card payments made through the Festival’s payment platform.

 
Deadline

• The deadline for applications is January 29, 2027.
• Applications may close earlier once all available spaces are filled.
  • Applicants will be notified of acceptance status no later than February 5, 2027.
  • Applications may be placed on a waitlist if additional review is needed or if spaces become available.

Location

• Carolyn Crayton Park - 115 Willie Smokie Glover Drive, Macon, GA 31201

Festival Dates and Times

• March 19-28, 2027
  • Friday, March 19 – 11:45am-10:00pm
  • Saturday, March 20 – 10:00am-10:00pm
  • Sunday, March 21 through Thursday, March 25 – 12:00pm-9:00pm
  • Friday, March 26 – 12:00pm-9:00pm
  • Saturday, March 27 – 10:00am-10:00pm
  • Sunday, March 28 – 12:00pm-9:00pm

Vendors MUST be open and operational during all posted Festival operating hours. Vendors may not close early without approval from Festival management.

 
Preview Party (Required Participation)

• Thursday, March 18, 2027 from 5:00pm-8:00pm
• All approved concessionaires are required to be open and operational during the Preview Party.

General Overview

• Each vendor is provided access to a water connection at no additional cost.
• Electrical connections and service through Metro Power are an additional onsite expense.
• Health Department fees and permits are the responsibility of the vendor.
• A $500 deposit is required to secure your space. During the Festival, an 18% commission of daily gross sales (excluding Preview Party sales) will be collected by the Festival’s Director of Finance.
• Vendors must be fully set up, staffed, and operational prior to park opening each day.
• Vendors must close promptly at park closing time unless otherwise approved by Festival management.
• The Festival is responsible for determining the final floor plan and vendor locations. Vendor placement requests may be considered but are not guaranteed.
• Concession setups must remain staffed and operational throughout Festival hours.
• Setups may not be removed prior to the conclusion of the Festival without written approval from Festival management.
• Vendors who fail to comply with Festival regulations may not be invited to participate in future events.
• Vendors may not sublease, transfer, share, donate, or allow another person or business to advertise within their assigned space.
• The Festival reserves the right to limit vendors offering similar products or cuisine to maintain variety and enhance the guest experience.
• The Festival reserves the right to deny menu items or operational requests that do not align with Festival standards, guest experience, safety requirements, or available resources.

Deposit

• Once accepted, a $500 deposit is required to secure your space in the 2027 Festival at Carolyn Crayton Park.
• An invoice will be sent electronically, and the deposit is due within 10 days.
• Payment may be made by check or credit card. Payments made by credit card will incur a 6% merchant processing fee and may be paid through Square.
• Failure to submit the required deposit by the deadline may result in forfeiture of the assigned space.

Commission Collection and Sales Reporting Requirements During the Festival

• The Festival will collect an 18% commission on daily gross sales generated during the Festival, excluding Preview Party sales.
• For purposes of this agreement, gross sales are defined as all revenue received from the sale of approved food, beverages, merchandise, and other approved items before deductions for expenses, including but not limited to credit card processing fees, labor costs, food costs, discounts, or other operating expenses. Gross sales do not include sales tax collected and remitted by the vendor.
• Vendors are responsible for accurately tracking and reporting all sales generated during the Festival, including credit card, mobile payment, and cash transactions.
• Vendors must use their own sales tracking system or point-of-sale system to maintain accurate records.
• Vendors must submit daily gross sales totals using the Festival’s required reporting process. Daily sales totals must be submitted by the deadline established by Festival management each operating day.
• Upon request, vendors must provide supporting sales documentation, including but not limited to POS sales reports, payment processor summaries, register reports, cash sales records, or other documentation used to calculate daily gross sales.
• Vendors must maintain accurate sales records for the duration of the Festival and for a minimum of 30 days following the conclusion of the Festival.
• Failure to accurately report sales, submit required daily sales totals, or provide requested supporting documentation may result in removal from the Festival and/or restriction from future participation.
• The Festival reserves the right to verify reported sales through reasonable means.

Health Department Permits

• Obtaining a Macon-Bibb County Health Department permit is the sole responsibility of the vendor. Vendors are responsible for submitting all applications, fees, documentation, and required information by the deadlines established by the Macon-Bibb County Health Department.
• If accepted for participation, the Health Department application and additional information will be emailed to the vendor.
• Vendors are responsible for meeting all Health Department requirements and passing all required inspections prior to opening.
• Additional information regarding inspection dates and procedures will be provided once vendors are accepted. Tentatively, inspections will take place on March 15 and 16.
• For Health Department questions, please contact the Macon-Bibb County Health Department at 478-749-0106.

Fire Department

• The Fire Department has its own requirements and standards that must be followed by all concessionaires.
• The Fire Department will work in coordination with the Health Department during inspections.
• Fire Department requirements, guidelines, and inspection information will be provided once vendors are accepted.
• Failure to meet Fire Department requirements may result in delayed opening or closure until all deficiencies are corrected.

Food Delivery

• Per Health Department requirements, food deliveries prior to the start of the Festival must occur no later than Thursday, March 18 at 10:00am unless otherwise approved by Festival management and the Health Department.
• During the Festival, all deliveries must be completed before gates open to guests.
• Moving vehicles are not permitted inside Carolyn Crayton Park during Festival operating hours.
• Emergency deliveries or exceptions must receive prior approval from Festival management.

Load-Out

• All vendors must vacate Carolyn Crayton Park no later than Friday, April 2 at 5:00pm.
• Vendors are responsible for removing all equipment, inventory, merchandise, vehicles, and trash associated with their operation.
• Vendors must leave their assigned area clean and free of debris. Additional cleaning fees may be assessed if areas are not properly cleaned.

Power

• Metro Power Company will provide electrical connections and service during setup.
• Metro Power charges additional fees for electrical connections and service. Pricing information will be provided to vendors if accepted for participation.
• Vendors are responsible for providing complete and accurate electrical information during the application process, including all equipment requiring power and associated electrical requirements.
• If selected, Metro Power will review submitted power requirements and determine available service options. Vendors may be responsible for additional fees associated with changes, additions, or increased power needs after approval.
• If actual power usage exceeds the information provided, exceeds available service capacity, or cannot be accommodated by Metro Power, the vendor may be required to provide an approved generator at their own expense.

Food and Drink Sales

• Vendors may only sell menu items submitted on this application and approved by the Festival.
• Any menu changes, additions, substitutions, or pricing changes must receive prior written approval from Festival management before being offered for sale.
• The Festival reserves the right to deny menu items at its discretion based on safety, duplication, quality standards, or overall guest experience.
• The sale of alcoholic beverages is strictly prohibited.
• Macon Coca-Cola Bottling Company’s agreement with the International Cherry Blossom Festival requires all concessionaires to purchase and dispense sparkling and still beverages, including bottled water, directly from Macon Coca-Cola Bottling Company.

Presentation

• All vendors must present and maintain a clean, professional, and visually appealing unit throughout the Festival.
• Units, signage, equipment, and customer-facing areas must be maintained in a manner consistent with the Festival’s standards.
• Vendors are encouraged to create an attractive and welcoming presentation that enhances the guest experience.

Trash

• Vendors must provide an adequate number of trash receptacles for operational waste.
• Vendors are responsible for maintaining a clean area surrounding their setup throughout the Festival.
• Macon-Bibb County Solid Waste Department will remove trash daily from designated collection areas.
• Vendors are responsible for transporting their trash to the designated collection locations. These locations will be reviewed during check-in and setup.
• Failure to maintain a clean operating area may result in cleaning fees or impact eligibility for future participation.

Alcohol and Drug Policy

• Possession, consumption, or impairment from alcohol or illegal substances by vendors, employees, contractors, or volunteers is strictly prohibited during the Festival.
• Violations of this policy may result in immediate removal from the Festival without refund.

Camping

• RV camping is available for vendors who require onsite accommodations.
• RV camping spaces are $40 per night.
• RV spaces are limited and are not guaranteed until confirmed by Festival management.
• Vendors requesting RV camping must provide all requested information, including dates needed for setup, Festival operation, and breakdown.

Insurance

• Vendor must provide proof of insurance through the issuance of a certificate of insurance and showing coverage and limits as specified below. Endorsements must be provided showing additional insured status has been granted. Certificates and Endorsements must be provided prior to the beginning of the Festival by February 26. Please email a copy to khart@cherryblossom.com.
• Vendor shall maintain coverage as follows: (1) Commercial General Liability: $1,000,000 aggregate, which should include coverage for: Personal Injury, Completed Operations, Independent Contractors, Liability assumed under “insured contract,” and Medical Payments and any necessary provisions regarding Vendor’s products or services; (2) Workers Compensation: Statutory Limits.
• The Insurance must provide the following: (1) Macon Georgia Cherry Blossom Festival, Inc., together with its Board of Directors, Officers, Staff and Agents, must be added to the policy as additional insureds for General Liability Insurance by endorsement; (2) The certificate of insurance or endorsement must state that this insurance is primary and written on a non-contributory basis as to any other valid and collectible insurance or self-insurance in force.
• Macon Georgia Cherry Blossom Festival, Inc. reserves the right to modify these requirements at any time, including limits based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 

Terms & Conditions

If selected, in consideration of the opportunity to offer its products and/or services at the 2027 Macon Georgia International Cherry Blossom Festival (herein referred to as the “Festival”), the Vendor (herein referred to as “Vendor”) agrees as follows:

 
1. TERMS

Participation as a concessionaire during the Festival is a privilege and must be conducted in a professional manner at all times.

Vendor agrees to comply with all Festival rules, policies, procedures, schedules, safety requirements, and operational guidelines.

Any form of harassment, discrimination, threatening behavior, inappropriate conduct, or unprofessional behavior by the Vendor, its employees, contractors, volunteers, or representatives toward Festival staff, volunteers, other vendors, or patrons may result in immediate removal from the Festival without refund.

The Festival reserves the right to deny participation, remove a Vendor, or restrict future participation for failure to comply with Festival requirements.

 
2. INSURANCE

Vendor must provide proof of insurance through a Certificate of Insurance (COI) showing required coverage and limits prior to participating in the Festival.

Certificates of Insurance and applicable endorsements must be submitted by the deadline provided by the Festival.

Vendor shall maintain coverage as follows:

(1) Commercial General Liability Insurance:
Minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, including coverage for, as applicable:

• Personal Injury
• Completed Operations
• Independent Contractors
• Liability assumed under “insured contract”
• Medical Payments
• Vendor products and services liability

(2) Workers’ Compensation Insurance:
Statutory limits, if applicable.

The insurance must provide the following:

(1) Macon Georgia International Cherry Blossom Festival, Inc., together with its Board of Directors, Officers, Staff, and Agents, must be added as additional insureds for General Liability Insurance by endorsement.

(2) The Certificate of Insurance or endorsement must state that coverage is primary and non-contributory as to any other valid and collectible insurance or self-insurance maintained by the Festival.

Macon Georgia International Cherry Blossom Festival, Inc. reserves the right to modify insurance requirements at any time, including limits, based on the nature of the vendor operation, risk exposure, prior experience, insurer requirements, coverage concerns, or other special circumstances.

 
3. WAIVER OF SUBROGATION

Vendor hereby grants to Macon Georgia International Cherry Blossom Festival, Inc. a waiver of any rights to subrogation that any insurer of Vendor may acquire against the Festival by virtue of payment of any loss under such insurance.

Vendor agrees to obtain any endorsement necessary to affect this waiver of subrogation; however, this provision applies regardless of whether Vendor has obtained such endorsement from its insurer.

 
4. APPLICABLE LAW / VENUE

All disputes regarding the interpretation, construction, or obligations under this Agreement shall be governed by the laws of the State of Georgia.

The venue and jurisdiction for resolution of any such disputes shall be the United States District Court for the Middle District of Georgia, Macon Division, or the Superior Court of Bibb County, Georgia.

 
5. INDEMNIFICATION

Vendor agrees to defend, indemnify, and hold harmless Macon Georgia International Cherry Blossom Festival, Inc., its officers, employees, trustees, agents, representatives, and volunteers from and against any and all claims, demands, damages, liabilities, expenses, losses, costs, and attorney’s fees arising out of or related to Vendor’s participation in the Festival. This includes claims arising from Vendor’s products, services, equipment, employees, contractors, volunteers, operations, or actions.

Vendor shall not be obligated to indemnify the Festival to the extent that the Festival is proven to have engaged in gross negligence or willful misconduct.

Vendor agrees that the insurance requirements outlined in this Agreement do not limit or reduce Vendor’s obligations under this indemnification provision.

 
6. INDEPENDENT CONTRACTOR

Vendor is an independent contractor and not an employee, agent, partner, or representative of the Festival.

All employees, contractors, volunteers, and representatives retained by Vendor remain under Vendor’s direction and responsibility.

Vendor shall not represent itself as an agent of the Festival or enter into agreements, commitments, or obligations on behalf of the Festival unless expressly authorized in writing.

Vendor agrees to defend, indemnify, and hold harmless the Festival from any claims related to employment status, wages, taxes, benefits, or obligations involving Vendor personnel.

 
7. ASSIGNMENT AND SUBCONTRACTING

Vendor may not assign, transfer, sublease, share, or subcontract its assigned Festival space or responsibilities without prior written approval from the Festival.

Vendor may not allow another business, individual, organization, or entity to operate, advertise, or sell products within its assigned space without written approval from Festival management.

 
8. FESTIVAL REQUIREMENTS

Vendor agrees to comply with all federal, state, and local laws, including but not limited to health regulations, fire regulations, licensing requirements, insurance requirements, and Festival policies.

Vendor acknowledges that:

• Only approved menu items may be sold.
• Vendor must operate during required Festival hours.
• Vendor must accurately report daily gross sales and pay required commissions.
• Vendor is responsible for all required permits, licenses, equipment, inventory, staffing, and operational needs.

 
9. FORCE MAJEURE / EVENT INTERRUPTION

The Festival shall not be responsible for failure or delay in performance due to circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, emergencies, governmental actions, acts of terrorism, pandemics, civil disturbances, utility failures, or other unforeseen circumstances.

Vendor acknowledges that the Festival is not responsible for reimbursement of vendor expenses, including travel, staffing, inventory, lodging, equipment, or lost revenue resulting from cancellation, postponement, interruption, or modification of the Festival.

 
10. PRODUCTS OR SERVICES PROVIDED TO FESTIVAL

In addition to the terms above, the Festival and Vendor agree to comply with the operational requirements outlined in the Festival’s concessionaire application and related vendor materials.

If any conflict exists between this Agreement and other vendor materials, the terms of this Agreement shall supersede.

 
By submitting this application, Vendor acknowledges that it has reviewed and agrees to comply with all Terms & Conditions listed above and understands that acceptance of this application does not guarantee participation until formally approved by the Festival.

The representative submitting this application certifies that they are authorized to act on behalf of the Vendor.