Vendor Terms and Conditions
By submitting your registration, you agree to abide by the following terms and conditions for participation in The Crawdad Festival at Cal Expo. Please read carefully before completing your application.
Registration and Payment
1. All vendor payments must be paid in full to confirm your participation.
2. No refunds will be issued under any circumstances.
3. Registration is only considered complete upon receipt of all required documents and payment in full.
Prohibited Items
1. Alcoholic beverage sales are strictly prohibited.
2. Glass containers may not be sold.
3. The Crawdad Festival, LLC reserves the right to prohibit the sale or display of any merchandise or food items deemed inappropriate.
Vendor Obligations
1. Vendors must staff their booth during all festival hours and adhere to the retail prices listed during registration.
2. Driving vehicles on festival grounds during festival hours is prohibited.
3. Vendors must comply with all applicable electrical, fire, health, and safety codes (local, county, state, and federal).
4. Vendors are required to clean and maintain their booth space throughout the event.
5. Vendors must read the vendor handbook in its entirety. The handbook contains essential information about the event, including vendor setup, responsibilities, prohibited items, approved booth configurations, and other important details regarding your participation and booth space.
Security and Liability
1. While overnight security is provided, The Crawdad Festival, LLC is not responsible for accidents, damages, loss, or theft of materials, items, or personal property left overnight.
2. Alcohol may not be brought into the festival grounds. Alcohol purchased onsite may only be consumed within designated areas and may not be taken outside the festival.
Prohibited Activities
1. Gambling and any illegal activities are strictly prohibited.
Waste Management
1. Vendors are responsible for disposing of waste in designated roll-off containers onsite.
2. Disposal of trash into general waste receptacles (trash cans) is prohibited.
Parking
1. Vendors will be provided with designated parking areas.
2. Parking in unauthorized areas or spaces marked as “No Parking” is strictly prohibited.
3. Vendor Parking is $10.00 for the duration of the event (both days).
Booth Space
1. Booth spaces left vacant without prior permission from The Crawdad Festival, LLC may result in a $50 per day fine and/or the booth being reassigned to another vendor.
2. Sub-leasing or booth sharing is prohibited unless prior approval is obtained from The Crawdad Festival, LLC.
Event Safety & Compliance
1. All vendors must comply with the following fire and safety regulations to participate in the event:
2. Fireproof Tent: All vendors are required to use a fire-retardant pop-up tent.
3. Fire Extinguishers: A 5 lbs ABC or Class K fire extinguisher is mandatory for all booths.
Documentation:
1.Vendors must have a printed copy of their seller's permit onsite.
2.Vendors must complete the State Fire Marshal Special Events or DAA Fairs Form as applicable.
Failure to comply with these requirements may result in the inability to participate in the event. Your cooperation is essential for ensuring a safe and successful festival!
Event Cancellation Policy
The Crawdad Festival is a rain-or-shine event. Please note the following vendor cancellation terms:
- Cancellations will result in a forfeiture of 50% of the total vendor fee. No exceptions. All cancellation requests must be submitted in writing to jami@thecrawdadfestival.com.
- No refunds will be provided for cancellations made after April 14, 2025. No exceptions.
Termination of Vendor Participation
1. The Crawdad Festival, LLC reserves the right to terminate a vendor registration/participation at any time for non-compliance with these terms and conditions without issuing a refund.
Marketing and Advertising
1. Vendors are expected to promote the festival on their social media platforms using official festival materials (flyers, videos, etc.).
2. Vendors must tag the following hashtags on all posts: #TheCrawdadFestivalCalExpo, #CrawdadFestivalSacramento, and #CrawdadFestSac2025.
3. Vendors are encouraged to market their business aggressively to maximize sales and reach their audience.
Attendance and Sales Disclaimer
1. The Crawdad Festival, LLC does not guarantee sales or attendance.
2. Analytics from past events are available upon request. The Crawdad Festival has been recognized as the largest crawfish festival in California for the past two consecutive years.
3. Vendors are responsible for promoting and marketing their business before and during the event.
4. The Crawdad Festival cannot control attendee purchases or individual vendor sales. Vendors have no right to request a refund of participation fees or hold the Crawdad Festival liable for not meeting their business sales expectations.
5. It is the vendor's responsibility to ensure that their products align with the season and demographics of the festival. For example, selling hot coffee may not be ideal at a summer food festival, whereas iced coffee or iced tea could be more appealing to attendees.
The Crawdad Festival is a small business that prides itself on operating at a professional level. We expect all vendors to uphold and display professionalism at all times throughout the event.
By completing your registration, you confirm that you have read and agreed to the terms and conditions outlined above.
Thank you for being a part of The Crawdad Festival!
