Terms & Conditions for Food Vendors
As a food vendor, I agree to the following:
Event Participation
- Vendor applications will be accepted through September 1 and reviewed within 10 business days of submission.
- A $45.00 discount is offered to food vendors participating for entire weekends, and each full weekend, the vendor participates. See the application for specific fees. Vendors applying for full weekends will be considered first.
- Use the booth exclusively to sell the submitted and agreed-upon menu.
- Post menu items and pricing for guests to view.
- Vendors consent to the festival organizers' right to reassign booth locations before the festival begins.
- The event takes place rain or shine; there are no refunds for inclement weather. Vendors are responsible for securing their merchandise against adverse weather effects.
- Vendor vehicles must be parked one hour before the start of the festival. Vendors will not move vehicles in the festival area during open hours. A separate parking area is designated for vendor vehicles and trailers.
- Vendors will not bring pets except for service animals, which must be leashed at all times and cleaned up after.
- Vendors must maintain the booth and surrounding area in compliance with sanitary and health laws, keeping it neat, clean, and free of refuse. The booth area must be cleaned upon departure to avoid a $100 cleaning fee and exclusion from future festivals.
- Vendors will supply their own trash cans and keep my area clean. The festival will provide trash bags and pickup.
- Vendors may not use amplified sound from their booth.
- Vendors must furnish their own display equipment.
Compliance and Inspections
- Vendors must comply with applicable federal, state, and local laws, ordinances, and regulations, including health and safety requirements. Obtain necessary licensing, permits, and insurance for selling food and beverages.
- Be prepared for a food safety inspection by a State of Tennessee health inspector on the morning of the festival.
Electrical
- Provide specific electrical needs on the application and supply outdoor-rated extension cords.
- “Whisper” generators/inverters are required; no loud generators permitted.
Financial Obligations
- Booth rental fees must be paid in full before setting up for a scheduled day or weekend.
- Vendors are responsible for the collection and remittance of any sales tax.
Insurance and Liability
- Approved vendors must provide proof of liability insurance with the application, with a minimum of $1,000,000 per incident.
- Those vendors providing activities requiring insurance coverage by the festival’s insurance company will be required to provide proof of insurance with their application, which must name the Nashville Fall Festival as an additional insured payee to participate at the festival. Please ask if you are uncertain.
- Vendors will not be permitted to participate in the festival until Waiver and Release and proof of insurance are received.
Relationship with the Organization
- Maintain an independent contractor relationship without authority to bind the organization to any contract or agreement.Vendors may not assign any rights under this Agreement to any person.
Additional Instructions Upon Acceptance:
- Submit a completed and signed Food Vendor Contract.
- Submit payment to cover booth fees.
- Submit a completed and signed Waiver and Release Agreement.
- Provide a copy of the insurance certificate listing $1,000,000 of liability coverage.
Disclaimer:
This event takes place rain or shine. No refunds will be issued for inclement weather. Vendors are responsible for securing their merchandise and displays against adverse weather effects. The festival organizers are not liable for weather-related damages or vendor operations disruptions. By submitting an application, you acknowledge and accept these terms and conditions.
Additional Information:
The Nashville Fall Festival is a family-oriented event. As such, we ask that all booth workers be neat, clean and modestly dressed with no offensive or distasteful slogans, artwork or messages. We reserve the right to bar any clothing, exhibit or product that doesn’t meet this family-friendly standard.
To request use of our logo please contact us.
Unauthorized use of the NFF logo on merchandise is prohibited.
Hours, Arrival, Teardown and Parking
Upon arrival, pull through double gates and down the driveway until you reach the vendor check-in (there will be a sign) on the right. An NFF team member will give further instructions. The vendor gate opens at 12:00 PM (noon) on Fridays for setup to be completed by 2:00 PM, with the festival starting at 3:00 PM. The vendor gate opens at 6:00 AM on Saturdays for setup to be completed by 8:00 AM, with the festival starting at 9:00 AM. The vendor gate opens at 9:00 AM on Sundays for setup to be completed by 11:00 AM, with the festival starting at 12:00 PM.
Tear-down may not begin until after 7:00 PM on all festival days. If a vendor sells out, they may close for the day but must leave their equipment and vehicles in place until the event ends.
No passenger vehicles will be allowed in the festival area during festival hours. The speed limit on the festival grounds is 5 mph. A separate parking area is designated for vendor vehicles and trailers. Do not park in access lanes. The festival provides no guarantee and assumes no liability for any loss or damage that might occur.
For further information or questions, please contact us via email at nashvillefallfestival@gmail.com
