THINGS YOU NEED TO KNOW
EVENT DATES & TIMES:
Sat., Feb. 1, 2025 (11am – 9pm)
Sun., Feb. 2, 2025 (11am – 6pm) IMPORTANT INFORMATION TO REMEMBER:
CERTIFICATE OF INSURANCE (COI) DUE - 1/10/25
NO VEHICLES ON GRASS OF EVENT SITE AT ANY TIME!!! WE WILL ASSIST LOAD-IN ON GOLF CARTS.
The following documents can be accessed in your Eventeny Application under the "Related Files" section:
- CANOPY WEIGHT GUIDELINES
- GENERIC COI
- VENDOR LIABILITY INSURANCE PROGRAM
- 2025 GF VENDOR SETUP LETTER
- 2025 GF LOAD-IN & PARKING MAP
- 2025 GF SITE PLAN - VENDOR,STAFF, SPONSOR LOAD-IN AND PARKING
- 2025 GF LOAD-IN MAP WITH SCHEDULED TIMES
- 2025 GARLIC FEST VENDOR LOAD-IN TIME - BY BOOTH
- 2025 GARLIC FEST VENDOR LOAD-IN TIME - BY BUSINESS
- 2025 GARLIC FEST VENDOR LOAD-IN TIME - BY TIME
LOCATION:
Venue: Village of Wellington Town Center & Amphitheater
Street Address: 12100 Forest Hill Blvd., Wellington, FL 33414
Phone: 561-279-0907
Email: nancy@festivalmanagementgroup.com
DIRECTIONS & PARKING:
Directions:
Take I95 to Forest Hill Blvd and head west past 441. Travel approximately 2 miles on Forest Hill Blvd, past South Shore Blvd. to 12150 Forest Hill Blvd and turn left onto Ken Adams Way. Make first right, then immediate right until you see the VENDOR CHECK-IN TENT. All exhibitors are required to check-in at Vendor Check-In tent (see site map).
Parking:
We have designated areas for Exhibitor, Sponsor, large box trucks and RV parking. You must check-in with event staff before parking in these designated spaces. You will be provided a parking ID form to place on the dashboard of your vehicle. DO NOT PARK IN SPACES AT VENUE SITE – this is for our attendees!
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)
Garlic Fest features live music all weekend long with main stage headliners. Music is loud at night and sometimes throughout the day.
NON-PROFIT EXHIBITOR FEES:
$40 Application Fee (NON-REFUNDABLE and due upon completion of online application)
$225 Booth fee (NON-REFUNDABLE and does NOT include tent, table or chairs) ***BOOTH FEE DUE UPON ACCEPTANCE INTO THE EXHIBIT***
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.
10x10 Tent Rental Pkg (Tent, Table, 2 Chairs & Sides) in addition to above booth fee - $315.00
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 accepted but are not guaranteed. We will make every effort to meet all special requests on a first come, first served basis. Please include all booth requests in 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 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 during the event - strictly enforced).
PARKING: (See “2025 GF LOAD-IN & PARKING MAP.PDF” in Related Files section of application in Eventeny)
We have designated parking for exhibitors and sponsors. Parking is available in adjacent parking lots. You will be provided with an EXHIBITOR IDENTIFICATION PASS at the time of check-in to 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 6:00 pm on Sunday. Vehicles are NOT permitted onsite AT ANY TIME. Garlic Fest staff will advise you when you can move your vehicle closer to load out your belongings. If for any reason you find it necessary to remove any items at the close of event on 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:
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 for providing your own tent, 40lb weights per leg, table(s) 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 setup 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.
Liability Insurance:
ALL EXHIBITORS must provide a Certificate of Liability Insurance ($1,000,000 / $2,000,000) with the Village of Wellington, 12150 Forest Hill Blvd, Wellington, FL 33414, listed as Additional Insured.
CLICK HERE TO PURCHASE VENDOR LIABILITY INSURANCE: https://securevendorinsurance.com/DeanTW/ApplicantInformation?GroupEventKey=9fdb0f4d4d5b
Please email certificate to teamFMG@festivalmanagementgroup.com.
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.
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 Vendor Check-in booth. Every person staffing your booth, whether employees or subcontractors, will need a vendor wristband. You need to provide contact information for all staff manning your booth IN YOUR APPLICATION AT THE TIME YOU APPLY.
Cancellation Policy:
No refunds for any fees paid. Application fee taken immediately upon application received.
Once the Committee approves you for the show, you will receive an acceptance email and booth fee payment will be processed at that time, along with any tent rental package you may include.
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 day of event, will be considered a NO SHOW and the assigned space will be forfeited.
*Dates and details subject to change*
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.
SETUP DATE & TIME:
Friday, January 31, 2025 from 11 am – 7 pm (Cart-In Only) - Vehicles must be removed from load-in site as soon as emptied to allow for others to unload.
**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**
OR
Saturday, February 1, 2025 starting at 7 am - Vehicles must be removed from load-in site by 8:30 am. Please bring any extension cords, lights, décor, tablecloths or other items you might need.
BOOTH HOURS:
Saturday, February 1st (11:00 am – 9:00 pm)
Sunday, February 2nd (11:00 am – 6:00 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!
