EXHIBITOR RULES AND REGULATIONS
All Exhibitors of the Smyrna Culture and Spirit Festival must adhere to the following rules and regulations. The city of Smyrna produces the Smyrna Culture and Spirit Festival, and event management is provided by Premier Events (PE). The city of Smyrna and Premier Events have the full power to interpret and enforce these rules, conditions, and regulations and to make reasonable amendments and develop further reasonable rules and regulations necessary for the proper conduct of a safe, clean, well-regulated, and attractive Event.
ATTENDANCE
More than 10,000 patrons are anticipated to attend the event, but the event cannot guarantee or warrant this attendance at the event.
FOOD TRUCK VENDOR FEES
Vendor must furnish a completed application and upon acceptance by Premier Events, must furnish total fees due to reserve their participation in the 2024 event. The City of Smyrna & PE reserves the right to refuse exhibit space if the vendor product or service or the booth area is not consistent with the character of the event. Vendors must supply their own setup, including extension cords, generators, and POS systems.
VENDOR SALES
Vendors will conduct sales of products or goods directly with the event consumers and shall be entitled to retain 100% of the proceeds from these transactions. Vendors must furnish their own cash bank and credit card processing. Vendors are not permitted to sell any alcoholic beverages. Vendors may sell water, soft drinks, and nonalcoholic beverages for this event. Vendors may sell house-made tea and lemonade.
MENU
Food trucks and vendors can only sell items submitted on their application and approved by Premier Events. Any amendment to the approved menu, including pricing, must be approved by Premier Events before the festival.
VENDOR HOURS
The event exhibit area will be open to the general public on Saturday, October 12, 2024, from 11:00 am to 6:00 pm. Vendors must load in from 9 am to 10 am and must load in and be in position by 10 am. Vendors must be set up and remain open during all event hours.
BOOTH AREA / CHARACTER OF BOOTH / FOOD TRUCK
All booths must be designed, constructed and operated in good taste with the best interest of the Event and public safety. The city of Smyrna & PE reserves the right to prohibit or restrict booths that, because of noise, method of operation, materials, or any other reason, become objectionable. If a restriction occurs, Smyrna/PE will not refund the vendor fees or other expenses. Carnival tactics, using public address systems, or other similar activities by the vendor shall not be allowed. The event does not guarantee the exclusivity of the products displayed. Vendors may not sublease any part of their space, participate in any third-party advertising or third-party promotions, or display third-party signage at their booths. Decorations may not be nailed, taped, tacked, or fastened to park infrastructure, trees, or fixtures. The use or distribution of any of the following items is prohibited: adhesive-backed decals, stickers, helium balloons, glitter, and confetti. Motorized vehicles of any type (forklifts, gas or electric carts, bicycles, scooters, or similar equipment) may not be used. Distribution of flyers, brochures, or advertising marketing materials must be confined to the vendor area. Vendors are responsible for maintaining acceptable standards of sanitation within their booths and for disposing of trash in designated trash receptacles. Vendors are responsible for cleaning their designated area of all debris at the event’s conclusion.
GREASE AND GREY WATER
Nothing can be poured onto the grass or down storm drains, including grease or gray water. The vendor is responsible for removing all grease and gray water from the event site. Any violation of this could result in immediate expulsion from the festival and clean-up fines. Food Vendors must bag all trash and breakdown boxes for pickup by the festival cleaning crew.
Vendor must furnish a copy of their most recent health department inspection certificate with the application. Vendors must comply with Food Vendor Safety Standards as outlined in this application.
CANCELLATION
There are no refunds due to cancellations for this event.
ELECTRICITY
There is minimal power on site. Food trucks are required to use their own generator for this event.
WIFI
There is no public Wi-Fi available. Vendors must supply their own Wi-Fi source if needed.
WASTE MANAGEMENT / TRASH
Vendors are responsible for maintaining acceptable standards of sanitation within their vending area and for disposing of trash in designated trash receptacles. Vendors are responsible for cleaning their designated area of all debris at the event’s conclusion.
SITE PLAN / VENDOR LOCATION
PE will make vendor location assignments approximately one (1) week before the event. If you have a special request for your booth location, please list it on this form, and we will try to accommodate your request. PE reserves the right to modify the layout of the event site and booth areas if circumstances warrant, at its sole discretion. Vendor area must be confined to the space contracted and provided. Vendor space must not obstruct other vendors, exhibits, walk paths, or access areas.
LOAD IN / LOAD OUT
Vendors will receive information regarding load-in and set-up the week of the event. Vendors that fail to abide by the load in schedule and deadline may risk forfeiture of event space. In the event of late shows or no-shows, the event will not be obligated to refund vendor fees.
LIABILITY
The vendor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save the city of Smyrna & PE against any and all claims, losses, and damages to persons or property and attorney’s fees arising out of or caused by vendor’s installation removal, maintenance, occupancy or use of exhibit space. In addition, the vendor acknowledges that PE and the city of Smyrna do not maintain insurance coverage covering the vendor’s property, and it is the sole responsibility of the vendor to obtain such insurance, including, if desired, business interruption and property damage covering losses by the vendor. Responsibility for the security of a vendor’s area, products, and property rests solely with the vendor.
All food vendors must provide proof of liability insurance for $1,000,000.00, which provides evidence of coverage for the event day.
If you need insurance, please contact:
http://www.shahinianinsurance.com/
WEATHER
Culture and Spirit Festival is a rain-or-shine event. The vendor agrees that in the event of acts of God, storms, floods, high winds, gales, or hurricanes that the City of Smyrna, Premier Events, nor any of its employees or agents shall not be responsible for loss, damage, third party damages, claims or loss to property, persons or vessels. It is the Event Management’s sole and absolute discretion to order an evacuation of the Event or to take necessary steps to protect public health and property in the event of an act of God, hurricane, or the issuance of a severe weather warning for Smyrna or its environs by the National Weather Service.
ACTS OF GOD
The City of Smyrna & Premier Events shall have no liability whatsoever for damage, of any nature, to any person, matter, or thing resulting from storm wind or water, or other acts of God, or imminent threat thereof, nor from fire, strikes, or lockouts.
