EDIBLES & PLANTS/FLOWERS EXHIBITOR

THINGS YOU NEED TO KNOW
 
EVENT DATES & TIMES:
Fri., April 4, 2025 (10am – 6pm)
Sat., April 5, 2025 (10am – 6pm)
Sun., April 6, 2025 (10am – 5pm)

 

 

LOCATION:
Downtown Delray Beach (Atlantic Avenue), North Swinton Avenue & the front lawn of Old School Square
 
**Friendly Reminder – NO CBD Products / Delta 8 Products of any kind permitted in Delray Affair**
 
EDIBLES & PLANTS/FLOWERS EXHIBITOR FEES: (Deadline April 1, 2025 OR UNTIL SOLD OUT)
**7% Florida Sales Tax will be added to booth fee at check-out**
 
$40 Application Fee (NON-REFUNDABLE REGARDLESS OF ACCEPTANCE STATUS) & due upon completion of online application)
 
$550 Booth fee (NON-REFUNDABLE and does NOT include tent, table or chairs) + $38.50 sales tax = $588.50
***BOOTH FEE DUE IN FULL UPON ACCEPTANCE INTO THE EXHIBIT UNLESS YOU REQUEST FOR INSTALLMENT PAYMENTS IN APPLICATION AT THE TIME YOU APPLY***
 
**CORNER SPACES (EXCEPT OLD SCHOOL SQUARE) WILL BE AN ADDITIONAL $100 IF YOU ARE REQUESTING ONE. YOU WILL ONLY BE CHARGED IF YOU END UP GETTING PLACED IN A CORNER**
 
Please note: “applying” for the show does not mean that you are automatically accepted to participate in the show.  Your application must first be reviewed and approved online by our committee. You will receive notification of acceptance or denial.
 
We ask for a payment plan as follows: 
  - Non-refundable application fee (non-refundable regardless of acceptance status) upon completion of online application. 
  - If a returning exhibitor, and requesting same location as prior year, you now have the option to pay a DEPOSIT of 1/3 your booth fee and will be required upon approval of application to secure location, 1/3 deposit due on November 15, 2024 and balance on January 15, 2025.
  - NO REFUNDS will be given for any fees taken.
 
10x10 Tent Rental Pkg (Tent, Table, 2 Chairs & Sides) in addition to above booth fee - $280 + $19.60 sales tax = $299.60
 
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 OR 10x20 option.
 
Special booth space and special needs requests will be taken under advisory by the Committee but are not guaranteed. We will make every effort to meet all special requests on a first come, first served basis. Please include all requests on the application.
 
During the event, all exhibitors will be visited by a Festival Management Group representative to ensure that they are compliant with our event policies. It is the exclusive right and responsibility of the Festival Management Group Staff to call for the removal of an exhibitor that is not compliant with the event policies and requirements. Non-compliance may result in expulsion from the event or refusal of future event participation.
 
All tents are required to withstand winds and rain and be properly weighted. Proper weighting requires 40 pounds per leg (more in windy weather) on each leg to anchor your tent. Tents must be connected to weights with rope or straps, not bungee cords. You will not be able to set up if not in compliance. Refer to “Canopy Weight Guidelines” in RELATED FILES section in your Eventeny application. 
 
Vendor Manager will conduct an inspection prior to opening of event and anyone not in compliance regarding required weights, will not be permitted to participate and no refunds will be issued.
 
Balances Due:
Anyone with an outstanding balance, will not be permitted to exhibit at the show. If determined that you have a balance due, you must pay cash upon check-in.
 
PARKING:
We do not have designated parking for exhibitors or sponsors. Parking will be available in municipal parking garages for $5 per day during the event. (The City of Delray Beach has implemented the Park Mobile System downtown, so please pay close attention to the signs and parking limits or you will be ticketed. We are NOT responsible for ticketed vehicles.)   
 
You will be provided with an EXHIBITOR IDENTIFICATION form that you MUST download, print and place on the dashboard of your vehicle. It is mandatory that you place a copy on your dashboard 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 5:00 pm on Sunday. Police and event staff will advise you when vehicles are permitted on site. We suggest that you bring dollies and hand trucks to remove your booth valuables to make load-out easier for you if you are not able to drive up to your vehicle right away. If for any reason you find it necessary to remove any items at the close of event on Friday or Saturday, we suggest you bring a hand truck with you as you may NOT drive onto the event site for any reason. 
 
Items to Bring:
Handy items you may want to bring to setup your booth include – staple gun, cable ties, duct tape, pens, batteries, and scissors.
 
Electricity:
NO ELECTRICITY is provided. If power is needed, you will need to provide your own quiet generator.
 
Security:
You are responsible for all valuables, items, and prizes at your booth. Delray Affair Management Team employs private security, however, we are not 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, weights, tables, and chairs.
 
Liability Insurance: ALL EXHIBITORS must provide TWO (2) separate Certificates of Liability Insurance ($1,000,000 / $2,000,000), (1) on the name of the City of Delray Beach, 100 NW 1st Ave., Delray Beach, FL 33444, and (1) on the name of the Greater Delray Beach Chamber of Commerce, 140 NE 1st Street, Delray Beach, FL 33444, as Additional Insured/Certificate Holder. Please email certificates to teamFMG@festivalmanagementgroup.com.
**MUST BE RECEIVED NO LATER THAN FEB 15, 2025**
 
Text Alert System:  Please provide the cell phone numbers of all people working in the booth on your application at the time you apply as we will be adding them to our text alert system. This system is utilized to communicate load-in/load-out updates, severe weather info, lost child reports, etc. during the event.  
 
Sales Tax:
Exhibitors are responsible for the collection, payment, and reporting of their own sales tax.  We will email you a Sales Tax Form with your setup information prior to the event.
 
Staffing:
Please make sure the people staffing your booth are familiar with Delray Affair Booth Policies & Guidelines.
 
Setup Information: At least one month prior, load-in and setup information will be provided to all exhibitors via your Eventeny Application in the RELATED FILES section. An email will go out when documents are uploaded and ready to be viewed (i.e. Site Plan, Load-in Map, Booth Assignment, etc.)
**LIST OF RELATED FILES IS AT THE TOP IN RED**
 
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.
 
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, the event organizer reserves the right to decide 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.
 
*Dates and details subject to change*
 
SETUP DATES & TIMES: 
EXHIBITORS IN OLD SCHOOL SQUARE:
Thursday, April 3rd (9:00 am – 7:00 pm)
 
EXHIBITORS ON ATLANTIC AVENUE:
Friday, April 4th (4:00 am to 8:00 am)
 
DIRECTIONS:
I95 to Atlantic Avenue in Delray Beach; East on Atlantic Avenue
 
BOOTH HOURS: 
Friday, April 4, 2025 (10:00 am – 6:00 pm)
Saturday, April 5, 2025 (10:00 am – 6:00 pm)
Sunday, April 6, 2025 (10:00 am – 5:00 pm)
 
During Check-In it is nearly IMPOSSIBLE to answer all phone calls.  If you need assistance or have any questions leading up to the event, please call the Vendor Manager at 561-409-5966 or email at TEAMFMG@festivalmanagementgroup.com.
 
We look forward to another great show with you!

The Delray Affair (including The Greater Delray Beach Chamber of Commerce and subcontracted event organizers) reserves the right to not accept any vendor for any reason.
 
Exhibitor Rules & Regulations
Please read in entirety before submitting your application. If you are unable to meet our criteria, please do not apply. 
 
1.   The application fee is deposited upon receipt and is NON-REFUNDABLE. If you are a returning vendor and are requesting your same booth location, 1/3 of your booth fee will be taken at the time of acceptance into the show as your initial deposit to save your space. The 2nd payment will be taken on November 15, 2024 and the remaining balance on January 15, 2025. You may pay in full at any time. 
 
2.  CBD / Delta 8 Products are prohibited at the event.
 
3.  Insurance:  ALL EXHIBITORS must provide TWO (2) separate Certificates of Liability Insurance ($1,000,000 / $2,000,000), (1) on the name of the City of Delray Beach, 100 NW 1st Ave., Delray Beach, FL 33444, and (1) on the name of the Greater Delray Beach Chamber of Commerce, 140 NE 1st Street, Delray Beach, FL 33444, as Additional Insured/Certificate Holder. Please email certificates to teamFMG@festivalmanagementgroup.com. (An example of COI is uploaded to “Related Files” in your Eventeny application.)
*MUST BE RECEIVED NO LATER THAN February 15, 2025*
 
If you don’t have insurance, below is a link that you can use to obtain: https://securevendorinsurance.com/DeanTW/ApplicantInformation?GroupEventKey=4be4b7afaec9
 
4.   Exhibitors may not share booth spaces, nor may they sublet or apportion space to anyone else. Booths are non-transferable and must be 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.
 
5.   Display space is permitted within your tent area and your outside walls ONLY. YOU MAY NOT WALK EVENT WITH YOUR PRODUCT(S), SPREAD PRODUCT OUT BEHIND BOOTH, or ASK FOR DONATIONS OUTSIDE THE CONFINES OF YOUR ASSIGNED BOOTH SPACE. No items are permitted placement outside of your tent. Construction of booths & displays must be appropriate and be able to withstand inclement weather and crowd activity. 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.
 
6.   Cartons or boxes must be kept out of view. Exhibitors are responsible for keeping booth space clean, safe, and secure. Exhibits and materials contained must be within the assigned booth space and cannot be extended.
 
7.   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.
 
8. Break-down of booths must be completed and removed by 8:00 PM on Sunday. Any materials left behind will be confiscated. 
 
9. Participation is required on all three days/all hours of the event. Exhibitors who break down displays or depart before the close of the show each day will not be allowed to return to future shows.
 
10. Electricity is not provided! Quiet generators are permitted; however, since they do not conform to the rule that materials are contained with the booth space, you must petition the show for a location suitable for the generator. Power cords must be taped down.
 
Please note: Exhibitors are not permitted to run electric cords from local businesses or light poles to their booths. Delray Beach code enforcement may cite you if discovered.
 
11.  No food or beverage products may be sold or given away by artists or business exhibitors.  No plastic straws permitted. Single use plastics (including Styrofoam) discouraged. This includes plastic cups, plates, and utensils.
 
12. Exhibitors will not cause any 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.
 
13. Vendors are responsible for the collection, payment, and reporting of their own sales tax, if applicable.
 
14. Parking is available in municipal parking garages for $5 per day. RV and trailer parking is available on a first-come first-serve basis if permission for a lot is allocated to Delray Affair. You must contact Nancy@festivalmanagementgroup.com to be added to a waitlist. 
 
No vans, automobiles, or self-propelled vehicles may be used adjacent to the display area. *Make note in your application you need RV/trailer parking*
 
15. Exhibitors must abide by, and displays must be in accordance with local fire regulations.
 
16. Delray Beach Police and private security provide security during the shows’ hours of operation. Only private security is on site after hours. The show takes place in an outdoor area, so reasonable precautions should be taken to ensure the safety of your property. All work is exhibited at the artist’s own risk.
 
17. All communication regarding the show is sent via email through Constant Contact, Festival Management Group and Eventeny. Please do not opt out of any platforms, otherwise you will NOT receive important instructions and documents for the event. Check your spam/junk mail frequently too.
 
18.  All tents are required to withstand winds and rain and be properly weighted. Proper weighting requires AT LEAST 40 pounds per leg (Weights only and more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. You will not be able to setup if not properly weighted.
 
EVENT STAFF 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 the Delray Affair 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 Delray Affair.
 
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 Greater Delray Beach Chamber of Commerce, City of Delray Beach, 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.