Iron Horse Music Festival Vendor Application

The Iron Horse Music Festival is a free, outdoor, all-day music event on Historic Main Street in Downtown Colfax, CA — presented by the Historic Colfax Downtown Association (HCDA), a 501(c)(3) nonprofit dedicated to bringing life back to our downtown. A full lineup of bands takes over Main Street for a day-long celebration of live music, drawing crowds from across the region — running adjacent to, but separate from, our Live in Colfax concert series.

We're currently inviting vendors to apply. We're looking for food trucks, artisans, and makers who want to set up shop for a full day of foot traffic on Historic Main Street.

This is an application, not a guaranteed booth. All vendors are reviewed and approved by HCDA on a rolling basis as applications come in. If selected, you'll receive a confirmation email with payment and setup instructions. Booth fee is for a 10'x10' outdoor space with no power provided, and is non-refundable once submitted — full details in our Vendor Terms & Conditions below.

THE IRON HORSE MUSIC FESTIVAL — VENDOR TERMS & CONDITIONS
A program of the Historic Colfax Downtown Association (HCDA), a 501(c)(3) nonprofit organization

By submitting a vendor application and/or paying a booth fee for The Iron Horse Music Festival ("the Event"), the applicant ("Vendor") agrees to be bound by the following Terms & Conditions. These Terms are intended to protect the Historic Colfax Downtown Association ("HCDA") and the Vendor community as a whole. Please read carefully before submitting payment.

1. Event Details

Location: South Main Street, Historic Downtown Colfax, CA
Date: Saturday, October 10, 2026
Hours: 1:00 PM – 6:00 PM
Specific setup schedule will be provided upon booth confirmation
All booth fees are final. See Section 7 (No Cancellations & Weather)

2. Booth Assignment & Setup

HCDA assigns booth locations at its sole discretion. Requests may be considered but are not guaranteed
Vendors must check in and begin setup at the time specified in pre-event instructions (typically beginning 11:00 AM)
Vendor vehicles must be offloaded and moved off the street by the posted deadline (typically 12:30 PM), with booths fully set up by the posted opening-readiness deadline (typically 12:45 PM)
Vendors must enter and load in via their assigned route as communicated by HCDA prior to the Event
Booth spaces are 10'x10', outdoor only, with no electrical power provided. Vendors requiring power must supply their own generator; see Section 6 for generator requirements
Vendors are responsible for their own tables, chairs, canopies, signage, and display materials unless otherwise stated
Canopies/tents, if used, must be adequately weighted or staked; HCDA is not responsible for damage caused by unsecured vendor equipment
Vendors must remain set up and staffed for the full duration of the Event and may not break down early without prior approval from HCDA
Vendors are responsible for removing all trash, materials, and equipment from their booth space at the end of the Event, leaving the space as it was found

3. Products, Conduct & Compliance

Vendors are solely responsible for the legality, safety, and quality of all items sold or displayed
Vendors must comply with all applicable federal, state, and local laws, including but not limited to obtaining and maintaining a valid California Seller's Permit (resale license) where required, and collecting/remitting sales tax on all applicable sales
Food vendors must additionally hold a valid Placer County Environmental Health permit and comply with all applicable fire marshal requirements for propane, open flame, or cooking equipment. Proof of permitting must be provided upon request
HCDA does not verify, audit, or guarantee vendor compliance with permit, licensing, or tax obligations; responsibility for compliance rests solely with the Vendor
HCDA reserves the right to refuse or remove any vendor or product it deems unsafe, illegal, counterfeit, or inconsistent with the community-oriented, family-friendly spirit of the Event
Vendors must conduct themselves professionally and courteously toward other vendors, attendees, HCDA staff/volunteers, and the City of Colfax

4. Insurance & Indemnification

Vendor represents that it either (a) carries general liability insurance covering its products, booth, and operations, or (b) has voluntarily chosen to participate without such coverage and accepts full personal/business responsibility for any resulting claims. Food vendors using open flame, propane, or cooking equipment must carry general liability insurance and provide proof upon request. HCDA does not verify coverage for other vendors but strongly recommends it
Vendor agrees to indemnify, defend, and hold harmless the Historic Colfax Downtown Association, its officers, directors, employees, and volunteers, and the City of Colfax, from and against any and all claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising out of or related to Vendor's participation in the Event, including but not limited to Vendor's products, booth, equipment, employees, agents, or representatives, except to the extent caused by the gross negligence or willful misconduct of HCDA

5. Assumption of Risk
Vendor acknowledges that participation in the Event involves inherent risks, including but not limited to those associated with outdoor public street events, foot and vehicle traffic, weather, generator and equipment use, and use of a public street and surrounding grounds. Vendor voluntarily assumes all such risks on behalf of itself and its employees, agents, and representatives.

6. Street & Public Property Care

Vendors may not affix any materials, signage, tape, or fasteners to street furniture, light poles, sidewalks, storefronts, or other public or private property without prior written approval from HCDA
Vendors are financially responsible for any damage they, their employees, or their equipment cause to public property, street surfaces, or surrounding businesses
Generators, if used, must be placed and operated to avoid obstructing foot traffic and to minimize noise and exhaust exposure to neighboring vendors and attendees; placement is subject to HCDA approval
Open flames, generators, or other equipment posing a fire or safety hazard require prior written approval from HCDA and may be subject to additional restrictions

7. No Cancellations & Weather

All booth fees are non-refundable and non-transferable once submitted. Vendors may not cancel their booth reservation for any reason
Vendors who fail to appear on the Event day forfeit their booth fee in full
The Iron Horse Music Festival is a rain-or-shine event. HCDA reserves the right to cancel, postpone, or modify the Event due to weather, safety concerns, or circumstances beyond its control. In such cases, HCDA will make reasonable efforts to reschedule Vendor into a future HCDA event, but is not obligated to issue cash refunds

8. Photography & Media
Vendor grants HCDA permission to photograph and record Vendor's booth, products, and staff during the Event, and to use such images/footage in promotional materials for The Iron Horse Music Festival and HCDA's broader community revitalization efforts, without additional compensation to Vendor.

9. Right to Refuse or Remove
HCDA reserves the right, in its sole discretion, to decline any vendor application or to remove any vendor from the Event (with or without refund, depending on cause) for violation of these Terms, unsafe conduct, or behavior disruptive to the Even

10. Independent Contractor Status
Vendor is an independent contractor and is not an employee, partner, agent, or representative of HCDA. Nothing in these Terms creates an employment, joint venture, or partnership relationship.

11. Governing Law
These Terms are governed by the laws of the State of California. Any disputes arising from these Terms or Vendor's participation in the Event shall be resolved in the appropriate courts of Placer County, California.

12. Acknowledgment
By checking the acknowledgment box on the vendor application, submitting payment, or participating in the Event, Vendor confirms that it has read, understood, and agrees to these Terms & Conditions in full, on behalf of itself and any employees, agents, or representatives staffing its booth.