Cultural/ Non-Profit/Community Organization Booth

Please Note: All participants must submit an application and receive approval to be considered for the festival. Payment will be made automatically once approved. Each category has its own specific terms and conditions, so make sure to review the guidelines for your category before applying.

Cultural Booth Application Guidelines

Thank you for your interest in participating in our cultural festival! Below, you’ll find general information and guidelines to assist you with the application process:

General Information
Our festival celebrates cultural diversity through vibrant booths that showcase traditions, art, crafts, performances, and food from around the world. All booth spaces are offered to promote cultural education and community engagement.

For vendors, payment will be required once your application has been approved by our team.

Terms and Conditions for Cultural Booth Participation
By applying for and participating in the Air Air Festival, you agree to the following terms and conditions:

1. Application and Acceptance
1.1. Submission of an application does not guarantee acceptance. The festival team reserves the right to select booths based on relevance, quality, and alignment with the festival’s mission.

1.2. Accepted participants will be notified via email within 30 days of submission. Any necessary documentation or fees must be submitted by the specified deadline to confirm participation.

2. Booth Operation
2.1. Participants must ensure their booth represents their culture authentically and respectfully.
2.2. Booths must remain operational for the entire duration of the event, from 11:00 AM to 7:00 PM. Early breakdown or closure is not permitted unless approved by festival staff.

3. Booth Setup and Breakdown
3.1. Setup times are from 8:00 AM to 10:00 AM on May 17, 2025. Participants arriving late may forfeit their booth space without a refund.
3.2. Breakdown must begin no earlier than 7:00 PM. Participants must leave their booth space clean and free of debris. Failure to do so may result in a cleaning fee of $100.

4. Fees and Payment
4.1. Booth fees must be paid in full by April 1, 2025. Fees are non-refundable.
4.2. Any additional services or equipment requested (e.g., electricity, water) may incur extra charges.

5. Compliance with Laws and Regulations
5.1. All participants must comply with federal, state, and local laws, including but not limited to health, safety, and food handling regulations.
5.2. Food vendors must provide valid health permits and proof of liability insurance prior to the event.

6. Liability and Indemnification
6.1. Participants are responsible for the safety and security of their property and personnel at all times. The festival is not liable for any theft, loss, or damage.
6.2. Participants agree to indemnify and hold harmless the festival organizers, staff, and volunteers from any claims, damages, or liabilities arising from their participation in the event.

7. Parking and Logistics
7.1. Parking is $15 at Fair Park.

8. Conduct and Behavior
8.1. Participants must conduct themselves professionally and courteously toward attendees, staff, and other vendors. Harassment, discrimination, or inappropriate behavior will result in immediate removal without refund.
8.2. Booths may not promote offensive or divisive content. The festival reserves the right to request removal of inappropriate materials.

9. Use of Space
9.1. Booths may not exceed their designated space without prior approval. Additional space requests must be made during the application process.
9.2. Afro Air Festival will be providing their tables, chairs, and linens.

9.3. Participants are responsible for decor, tents, and equipment unless otherwise agreed upon.

10. Cancellation and Force Majeure
10.1. Participants must notify the festival in writing if they need to cancel their participation. Refunds (if applicable) will be determined on a case-by-case basis.
10.2. The festival is not liable for cancellation due to circumstances beyond its control (e.g., weather, natural disasters, or government restrictions).

11. Photography and Media Release
11.1. By participating, you grant the festival permission to photograph or record your booth and activities for promotional purposes.
11.2. Participants who do not wish to be photographed must notify the festival in advance.

12. Agreement
By submitting an application, participants acknowledge that they have read, understood, and agree to these Terms and Conditions. Failure to comply with these terms may result in removal from the event and forfeiture of any fees paid.