Food & Beverage Vendor

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.

Food & Beverage Vendor Application Guidelines

Thank you for your interest in being a food vendor at Afro Air Festival! Below are the guidelines and information to assist you through the application process:

General Information
The festival welcomes food vendors offering authentic and culturally significant cuisine to enhance the celebration of diversity. We aim to provide attendees with a wide variety of delicious food experiences that represent different cultural traditions.

Accepted Categories
We are seeking food & beverage vendors in the following categories:

Prepared Foods: Ready-to-eat meals or snacks.
Beverages: Cultural drinks, both hot and cold.
Pre-packaged Items: Pre-packaged, culturally inspired food products for sale (e.g., sweets, snacks, or condiments).

Event Protocol
Vendors are expected to operate their booths throughout the festival duration, from 11:00 AM to 7:00PM.
Compliance with health and safety regulations is mandatory for all vendors.
Vendors must maintain a clean and organized booth at all times.

Food Management
Permits: Vendors must provide a valid food handling permit and proof of liability insurance.
Health Guidelines: All food preparation and serving must adhere to local health department requirements.
Waste Management: Vendors must use designated waste and recycling bins. Grease or hazardous materials must be disposed of properly.
Parking and Load-In
Vendors will receive 1 parking passes and instructions for unloading in the designated vendor zone.
Load-in begins at 8:00 AM, and all vehicles must be moved to vendor parking by 10:00 AM.

Setup and Breakdown
Setup Time: 8:00 AM to 10:00 AM on May 17, 2025. Booths must be fully operational by 11:00 AM.
Breakdown Time: Breakdown may only begin after the event ends at 7:00 PM. Vendors are responsible for cleaning their area before leaving.
We look forward to reviewing your application and having you join us in celebrating cultural diversity through food! If you have any questions or need assistance, feel free to contact us at afroairfest@gmail.com.

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 11AM to 7PM. 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. Participants are responsible for arranging their own parking and must follow the festival’s unloading and parking instructions. Fair Park parking is $15.

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 for table set ups.

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

9.4. Participants for food trucks are responsible for providing their own tables, chairs, decor, 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.