Applications are due by AUGUST 26th, and accepted vendors will be notified on a rolling basis. We only have 3-4 food vending spaces and 7-8 craft vending spaces, so apply early!
Accepted food vendors are required to have all appropriate forms and permits to Citybeard organizers and The City of Philadelphia Department of Public Health no later than SEPTEMBER 11th, and the Department of Public Health will conduct inspections of all food service operators on the day of the event.
INSURANCE REQUIREMENTSBeardfest requires food vendors to purchase and provide valid liability (and for practitioners, malpractice) insurance policy with $1,000,000 minimum coverage naming (1) Out of The Beardspace LLC, (2) Edenspore LLC, and (3) Ukrainian American Citizens' Association as additional insured. Failure to provide a valid certificate of insurance by October 4th will result in the release of your booth.
E-mail Robyn Mello at firstname.lastname@example.org with questions.
DAMAGE OR INJURYThe undersigned and its representatives assume all responsibility and liability for any and all risk of damage/injury/illness/death that may occur to the undersigned, its employees, volunteers, customers, and agents during participation in the festival. By signing these terms and conditions, the applicant hereby releases and holds harmless (1) Out of The Beardspace LLC, (2) Edenspore LLC, (3) Ukrainian American Citizens' Association, and their owners, employees, volunteers, and agents from all responsibility and liability of damage, injury, illness or death whether known, anticipated, or unanticipated as a result of participating in the festival. This includes personal injury, property damage, and defense costs. The undersigned acknowledges that they are independent contractors - not employed by or under the direction of the festival – except for compliance with these Terms and Conditions.
SECURITY Out of The Beardspace LLC, Edenspore LLC, Ukrainian American Citizens' Association, and their owners, employees, volunteers, and agents will not be responsible for any losses of any kind, whether by fire, theft, physical violence, nature, accident or any other cause. Beardfest will provide security for the festival; however, vendors are responsible for the protection and insurance of their own merchandise, equipment, etc. Vendors must check in at the box office AND with a member of the vending team to receive their credentials before beginning set up. Vendors and their vehicles may be searched by security for illegal substances and weapons before set up.
MENUS All food vendors must sell ONLY the approved items that are listed on their vendor applications. No Exceptions! Food vendors must provide a legible menu board that lists all items and prices for purchase at all times.
CLEANLINESSThe undersigned insures that at the conclusion of the festival their area will be left completely clean, and that there will be no evidence of property damage. An inspection will be completed by a member of The Beardfest Team, and vendors who do not comply will not be invited to return.
INSURANCEEach food vendor must provide us a copy of your certificate of liability insurance with a limit of not less than $1,000,000.00 per occurrence for bodily injury and property damage. All food vendors represent that they have obtained such other insurance as they deem appropriate for the conduct of their business and as may otherwise be required by law. The certificate must name (1) Out of The Beardspace LLC, (2) Edenspore LLC, and (3) Ukrainian American Citizens' Association as additional insured. You/your business will also be responsible for any licenses, health permits, taxes, etc. necessary for your participation in the festival according to your craft and The Commonwealth of Pennsylvania. All vendors shall have a current occupational license with a valid signature in their booth for the duration of the festival. https://www.theeventhelper.com/ may help with temporary event insurance.
Food vendors must also comply with Philadelphia City and County Health Department guidelines, be ready for inspection upon start of the festival, and submit any applicable forms by September 11th.
SAFETYAll vendors must have a certified fire extinguisher in their booth for the duration of the festival if you are dealing with electronic, cooking, or grilling equipment, or open flame of any kind.
WATER AND ELECTRIC ACCESSCitybeard will provide water and electrical hook-up to all food vendors. Vendors are responsible for supplying all power cords, surge protectors, and hoses which may be required to connect to suitable power and water.
PA STATE LAWSVendors are responsible for paying all appropriate sales tax with respect to the sale of goods and for procuring all permits and documentation as may be required by local and state government to operate within The Commonwealth of Pennsylvania. All vendors shall have a current occupational license with a valid signature in their booth for the duration of the festival.
ILLEGAL ACTIVITYNO ILLEGAL DRUGS, ALCOHOL, FIREWORKS, NITROUS OXIDE, WEAPONS OF ANY KIND, OR ANY OTHER ITEM WHICH IS ILLEGAL IN THE COMMONWEALTH OF PENNSYLVANIA MAY BE SOLD AT ANY VENDOR’S BOOTH. NO EXCEPTIONS!
VENDOR PASSESEach non-food vendor will be provided with two vendor passes/wristbands for the duration of the festival. Each food vendor will be provided with three vendor passes/wristbands for the duration of the festival. Additional vendor passes/wristbands may be available for purchase at their current rate on beardfest.net/tickets or at the box office at time of entry (so purchase them early!). Please insure all employees wear the appropriate pass/wristband at all times during the festival. VENDOR PASSES MAY NOT BE RE-SOLD OR GIVEN TO ANY NON-VENDORS UNDER ANY CIRCUMSTANCES.
COMPLIANCEBeardfest security and production will inspect vendor areas for compliance. Failure by the vendor or their employees to comply with all Terms and Conditions will result in permanent termination of the right to vend at the festival and will subject the vendor to immediate removal from the festival. All determinations of vendor’s compliance with the Terms and Conditions are at the sole discrimination of Citybeard organizers, and all decisions are final. By their application to the festival and decision to participate in the festival, all vendors agree to abide by these regulations or face termination of their right to vend, removal from the festival, and forfeiture of all vendor fees.
ADDITIONALVendors must provide their own tables, chairs, tents, trash bags, electrical cords, surge protectors, lighting, equipment, displays, signage, refrigeration, ice, and materials. The use of frayed or unsafe extension cords is prohibited. All signage and equipment MUST fit within the vendor’s designated space and not block other vendors or traffic.
Vendor space must be kept clean and free of debris throughout the duration of the festival.
No amplified music will be allowed in the vendor areas. All music and entertainment will be conducted in the stage area only.
All vendor fees are non-refundable, rain or shine, and must be submitted with all documentation by SEPTEMBER 11TH. The deadline for submitting the application form is AUGUST 26TH. No partial payments will be accepted.
I have read, I fully understand, and by signing below I agree to, and will abide by all of the terms, conditions, and guidelines stated in this agreement and the attached. I also agree to and will abide by any rules and guidelines that may be put into effect at any time by Citybeard.
UPON COMPLETION OF YOUR APPLICATION, PLEASE E-MAIL A BUSINESS PHOTO AND LOGO FOR PROMOTIONAL PURPOSES TO ROBYN MELLO, CONTACT@EDENSPORE.COM.