Application is in draft mode by event organizer

Application

Non-Profit Exhibitor Application

Name: South Florida Garlic Festival 2024, 25th Annual
Start: 2024-02-03T10:00:00-05:00
End: 2024-02-04T18:00:00-05:00
Location: 12100 Forest Hill Blvd

Deadline: Jan 31, 2024 11:59 pm (GMT-04:00) Eastern Time (US & Canada)

South Florida Garlic Festival 2024, 25th Annual

Date: Feb 03, 2024 10:00 am - Feb 04, 2024 6:00 pm (EDT)

Wellington, Florida

$260.00 - $634.20

About the application

EVENT DATES & TIMES:

Sat., Feb. 3, 2024 (10am – 9pm)

Sun., Feb. 4, 2024 (10am – 6pm)

Garlic Fest features live music all weekend long with main stage headliners. Music is loud at night and sometimes throughout the day.

Village of Wellington Town Center & Amphitheater

12100 Forest Hill Blvd.

Wellington, FL 33414

KOA Campground (Lion Country Safari)

https://koa.com/campgrounds/west-palm-beach/

2000 Lion Country Safari Road

Loxahatchee, FL 33470

561-793-9797

JOHN PRINCE PARK CAMPGROUND / RV PARK INFO:

(Reservations accepted via phone only (561-582-7992)

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 and also the date the booth payment will be processed.

We are asking you to commit to participating as soon as possible. Booth placement is first come basis. You must first complete your online application. You will be required to pay the non-refundable application fee upfront. If you are accepted, you will receive an email notification and reminder of payment date processing.

We ask for a payment plan as follows:

- Non-refundable application fee upon completion of online application.

- Once accepted you will receive an email with date booth payment will be processed.

EXHIBITOR BOOTH

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

Application Fee $35 (non-refundable)

Artist/Crafter $275 +$19.25 Sales Tax = $294.25

Business Exhibitor $525 + $36.75 Sales Tax = $561.75

Buy/Sell Exhibitor $275 +$19.25 Sales Tax = $294.25

Edibles Exhibitors $275 +$19.25 Sales Tax = $294.25

Jewelry Exhibitor $275 +$19.25 Sales Tax = $294.25

Non-Profit Organization Exhibitor $225

10x10 Rental Pkg (Tent, Table, 2 Chairs & Sides) $280 + $19.60 = $299.60 plus above booth space rental.

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.

An artist requesting a corner must either have the corner wall open or use the outside wall to display art.

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 festival, 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.

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.

Wristbands:

Upon check-in, you will receive 2 wristbands that provide you and your staff entry into the event. If you need additional wristbands, please see Vendor Coordinator at the Vendor Check-In booth. (MUST wear wristbands on your wrists at all times in order to enter event - strictly enforced).

PARKING

We have designated parking for exhibitors or sponsors. Parking is available in adjacent parking lots. (Site maps will be provided with your setup letter and posted in Documents in Eventeny.)

You will be provided an EXHIBITOR IDENTIFICATION file (NOT A PARKING PASS) to download, print and place on the dashboard of your vehicle. It is mandatory that you place a copy on your dashboard in order to identify you as an exhibitor and possibly prevent your vehicle from being towed.

Booth Tear Down:

Packing up of booth supplies may begin at 6:00 pm on Sunday. Please break down your tent and display. No Vehicles on site. You must dolly / cart everything out. We suggest that you bring dollies and hand trucks to remove your booth. Please pick up all zip ties & trash at your area.

Items to Bring:

Handy items you may want to bring to setup your booth include – Carts / Dolly’s as no vehicles permitted on grounds. Staple gun, cable ties, duct tape, pens, heavy duty 50-100 electric cords, lights and scissors. If you have large, heavy items to move a dolly would be handy to also bring along with you.

Electricity:

Unless other requests and arrangements were made in your agreement, each space will have access to a single 110 outlet, located approx. 25’ from your booth. Exhibitors must provide their own 50’ outdoor approved extension cord for individual needs.

Security

You are responsible for all valuables, items and prizes at your booth. Garlic Fest employs private security, however, we cannot be 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, 40lb weights per leg, table and chairs. Anyone with a tent that Is not secured with weights will have to take down the tent until you can properly weigh it down. No refunds if you cannot set up because you do not have or cannot get weights. You are not allowed to tie your tent to your neighbor’s tent in place of individual tent leg weights.

Staffing

Please make sure the people staffing your booth are familiar with Garlic Fest Booth Policies & Guidelines.

Coordinate staff access to the site in advance to avoid confusion at the ticket gates. Every person staffing your booth, whether employees or subcontractors, will need an admission ticket. You can also provide staff names to Garlic Fest staff person at the Vendor Check-In booth.

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 November 1st, 2023. 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 (teamFMG@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, Feb 2, 2024 from 8:00 am – 7:00 pm

(Booth # and location provided upon check-in.)

*No vehicles permitted to drive on site. You Must Dolly In*

You must check-in with staff at Vendor Check-In to be directed to your booth location. *No vehicles permitted to drive on site. No exceptions.* You can take your time setting up your booth after you park, as long as you are off site by 7:30pm.

Please bring any extension cords, lights, décor, table cloths or other items you might need.

You can access event grounds by 7:00 am on Sat., February 3th. If you are arriving Saturday morning to setup, be prepared to use a dolly/hand truck. NO vehicles permitted onsite. Set up must be completed by 9:00 am on Sat., February 12th and ready to open at 10 am.

BOOTH HOURS:

Saturday, February 3th (10:00 am – 9:00 pm)

Sunday, February 4th (10:00 am – 6:00 pm)

During Check-In it is nearly IMPOSSIBLE to answer all phone calls. If you need immediate assistance, please text our Vendor Manager Dinah Putnal at (954) 790-1997.

If you have any questions leading up to the event, please feel free to contact us at 561-409-5966 and ask for Dinah.

We look forward to another great show with you!

About the event

Nicknamed “The Best Stinkin’ Party in South Florida”. Garlic Fest attracts 20,000+ attendees each year and books major national music acts to perform all weekend long! Garlic Fest is an Internationally Award Winning festival featuring gourmet food and entertainment. The event features a Gourmet Alley with over 100 garlic laced menu items, hundreds of art and craft vendors and full liquor bars. Founded by a group of local folks looking to establish a fund-raising source for local non-profit organizations, the event relies on volunteer organizations to staff the event. This nonprofit community-based organization based in Palm Beach County, designed the event to be an opportunity to support art & educational programs for Palm Beach County non-profit community organizations, local businesses, and restaurants. Started in 1998, the South Florida Garlic Fest is a key signature cultural event in south Florida, as well as a successful fundraiser. The South Florida Garlic Fest is a gathering that excites the communal spirit and it enriches the fabric of Palm Beach County life. With the community’s support, the event has distributed $675,000 and donated over thousands of tons of food to nonprofit and volunteer organizations to date.

FMG

Contact Organizer

FMG

Contact Organizer

Terms & Conditions

Please review the following rules and policies to assure your safety and enjoyment during the festival.

1. The application fee is deposited upon receipt and is non-refundable. Once accepted into the show you will receive an email with the date the Booth fee will be processed.

2. Non-refundable application fee $35.00 upon completion of online application.

3. No Refunds

4. No Animals except service dogs. “Service Animal” means any dog trained to do work or perform tasks for the benefit of individual with a disability. Pets providing emotional support, wellbeing, comfort or companionship are not recognized as service animals under ADA regulations.

5. No weapons (including pocket knives) will NOT be permitted at the event. Private security performs bag checks at entrances.

6. Large inflatables are not permitted without express written permission from Garlic Fest in advance.

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

8. 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.

9. Display space is permitted within your 10x10 tent area only. No items are permitted placement outside of your 10x10 tent. Construction of booth & displays must be appropriate and be able to withstand inclement weather and crowd activity.

10. Cartons or boxes must be kept out of view. Exhibitors are responsible for keeping booth space clean, safe & secure. Exhibits and materials contained must be within the assigned booth space and cannot be extended. Please break down all packing material, cardboard and corrugated boxes at your booth location and place on outside of your tent for Operations to pick-up.

11. 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.

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

13. Participation is required both 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.

14. Electricity is provided! Please provide your own power cords. Recommend 25ft to 50ft.

15. No food products may be sold or given away by artists or business exhibitors. If you have been approved as a sampling sponsor or exhibitor for an approved food product at your booth, you must provide a copy of your liability insurance certificate with Delray Beach Arts, 140 NE 1st Street, Delray Beach, FL 33444 and the Village of Wellington 12150 Forest Hill Blvd., Wellington, FL 33414 listed as an additional insured and email to info@festivalmanagementgroup.com. Product sampling approved in advance are limited to 1-1/2 OZ portions only. (Separate individual certificates required)

16. 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.

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

18. Some parking is available onsite. (All exhibitors MUST check-in at Vendor Check-In first.) Upon check-in at Vendor Check-In Tent, you will receive two parking passes. If additional passes are needed for staff, you can request on setup day.

19. Rain, Shine, Cancellation Clause:

Regardless of weather conditions or any other circumstances, including safety hazards or unforeseen incidents, once a purchase has been confirmed and payment has been made, no refunds or cancellations will be granted. The customer acknowledges and accepts that the event or purchase will proceed as scheduled unless there is an explicit decision made by the event organizer or authority to cancel or postpone the event due to safety concerns.

The customer understands that the safety of all participants, attendees, and staff is of paramount importance. In the event of a safety hazard or emergency situation, the event organizer reserves the right to make a decision in the best interest of everyone involved. This decision may include but is not limited to the cancellation, postponement, or modification of the event, without any obligation to provide a refund.

The customer acknowledges that participating in the event or attending carries inherent risks, and they agree to assume all responsibility for their personal safety and any potential risks associated with the event. The customer agrees not to hold the event organizer or any related parties liable for any losses, damages, injuries, or inconveniences incurred due to the cancellation or modification of the event due to safety hazards or emergency situations.

This Rain or Shine Cancellation Clause is binding and non-negotiable. By proceeding with the reservation or attending the event, the customer acknowledges their understanding and acceptance of these terms and waives any claims for refunds, reimbursements, or compensation.

No vans, automobiles or self-propelled vehicles may be used in adjacent to display area. *NO vehicles will be permitted to drive on site. Be prepared to cart / dolly in.

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

21. Palm Beach Sheriff’s officers 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.

22. You must use 40 pound weights (weights only) for each leg to anchor your booths down. You will not be able to setup if not properly weighted. No Staking In ground.

22. All communication regarding the show is sent via email through Constant Contact and Festival Management Group & Eventeny. Please do NOT opt out or you will NOT receive instructions for setup etc. Check your spam & Junk Mail.

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 Garlic Fest 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 Garlic Fest.

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 Delray Beach Arts, Village of Wellington, Festival Management Group, 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.

Related files

Vendor Liability Insurance Program.pdf

2024 GF SITE PLAN - VENDOR LOAD-IN AND PARKING.pdf

2024 GF SITE PLAN.pdf

2024 GF SALES TAX FORM.PDF.pdf

Prices

Application fees	$35.00	Non-refundable	Application Fee (Non-Refundable)
10x10 Booth Space	$225.00	Non-refundable	10x10 booth space (does not include tent rental)
10x20	$450.00	Non-refundable	10x20 booth space (does not include tent rental)

Questions on the application

Business information

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

Additional information

What is your Facebook Address
What is your Instagram Address
What is your Twitter Address
Do you use Hashtags? If so what are they?
Onsite Contact of person at show working booth (if different than above)
Onsite Contact of person at show working booth Cell Phone # (if different than above)
Onsite Contact of person at show working booth Email Address (if different than above)
Have you been in our show before?
Do you know your booth number? If so, enter here
Do you require a tent rental package
Please select your medium category below.
If other, please specify:
What are the products you sell (be specific)
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 June 1, 2023. *No Refunds
LEGAL AGREEMENT & FORCE MAJEURE

Picture requirements

Minimum pictures required: 4
Production photo, two items you sell and a booth display shot. This is how the committee judges. Please have updated clear pictures.

Non-Profit Exhibitor Application

South Florida Garlic Festival 2024, 25th Annual

Application is in draft mode by event organizer