Fees & Permitting:
The event fee will be charged 2-3 days prior to each approved event. Any vendors cancelling after this period will not receive a refund. If your payment is declined, the fee must be paid before you are allowed to participate in the event. Weather-related refunds are up to the discretion of the events team, and you will be notified of any changes to the schedule.
Vendor Requirements:
1) Must arrive by 4:30 at the event location.
2) Supply all booth needs (i.e. tent with weights, table, extension cord, levels, etc.)
3) All tents must be weighted down. There is NO STAKING allowed on Town Green and vendors without weights will be sent home.
4) All trucks must have an operational fire extinguisher on site.
5) Food Trucks must provide quiet/inverter generator. If generators are deemed to be too loud, vendor will not be allowed to participate.
6) Must be prepared to cook and serve food at different grades of road elevation.
7) Vendors must be kind and courteous to all customers as it is a reflection on the City of Duluth.
8) All food vendors must have a current health inspection from your county and the score must be displayed during the event.
Vendors are allowed:
1) Up to two quiet/inverter generators if needed.
2) Up to three feet of space in front of their location. If additional space is needed, please indicate what is needed to allow City officials’ time to make the necessary arrangements.
Approval Process: Approved applications will be selected based on the following:
1.) Application submission date
2.) Products or items sold/promoted.
3.) Application completion must include:
-vendor booth photos
-"menu" of what is being offered/sold at the event, along with a price list
- Required documentation including occupational tax certificates and food licenses
4.) Space is limited. Due to high demand, vendors may not be approved for all dates. Please check your approval letter for approved dates.
Please read the following carefully:
1.) Vendors are not allowed to leave their booths unattended during an event. You may only be 3 feet from your booth at any given time.
2.) Vendors are not allowed to "walk" the event to pass out marketing materials. You may give out materials if guests approach your booth.
3.) Vendors must pay the vendor fee prior to the start of the event.
4.) Vendors will not be able to pull up to their spot, please bring necessary wagons or carts to transport your items.
5.) Late Arrivals: Vendors will not be allowed into the event and will forfeit their vendor payment for the event for the following infractions:
a) One late arrival of more than 30 minutes
b) Two late arrivals of more than 15 minutes
6.) Vendors will be removed from the lineup for the remainder of the season for the following infractions:
a) Two cancellations with less than 72-hour notice
b) One event no-show
c) One incident of leaving before the event has ended.
7.) Our events take place outside, and Mother Nature can become a factor. If the weather becomes unsafe, event staff will make the call to cancel or reschedule on the day of the event. You will be contacted by a city event staff member if there are changes or cancellations. All vendors affected by a "rain date" will be offered an alternate date (based on availability) or their money back.
8.) If a vendor is observed selling product(s) that were not approved on the vendor application or by event staff, the vendor will be asked to stop selling immediately and will be considered in violation of the vendor agreement and face possible removal from the event.
9.) If applicable, all vendors will be notified by an event attendant when it is safe to drive in the event area. Driving in the event area before the road is cleared by an event attendant is prohibited and the vendor will face possible exclusion from all future events. This is a safety hazard that we expect all our vendors to abide by.
10.) Vendor violations are taken very seriously and will be addressed promptly and appropriately.
11.) All vendors must show respect to the community (our customers) and the event staff. As a vendor, you are now the image of Duluth, and bad behavior, violence, harassment, discrimination, rude or disrespectful behavior is grounds for immediate removal from the event, loss of vendor payment, and a police escort if deemed necessary.
12.) Vendors are responsible for their own set up. Any tents, tables, or chairs needed must be brought by the vendor. Tents cannot exceed the size paid for and all set up must be contained to their tent. Side angled tents are prohibited. We will not have staff available to assist with your setup.
13.) Vendors are responsible for taking their own trash with them.
14.) Vendors are not allowed to take any sales after event end time.
15.) Vendors must remain set up for the entire event.
GENERAL RULES AND REGULATIONS
Vendors must have a valid occupational tax certificate.
All Food Vendors must have licensing from the Department of Public Health.
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 unless they have been approved as an alcohol vendor. Vendors are responsible for maintaining acceptable sanitation standards within their booths and disposing of trash into their own trash receptacles. Vendors are responsible for cleaning their designated area of all debris at the event's conclusion.
SAFE FOOD MANAGEMENT
All vendors shall comply with the sanitary rules and regulations of the County and State Health Departments. All food must be properly displayed, fresh and grown and/or prepared in accordance with all local, state, and federal regulations.
PRICING, WEIGHTS, & MEASURES
Each vendor will operate as an individual entity and, as such, each vendor is responsible for setting his/her own prices. Weights and measures are expected to be in accordance with all applicable local, state, and federal rules and regulations. All scales shall be approved by the Georgia Department of Agriculture and have current inspection stickers
ELECTRICITY
Power is very limited on-site. Power requests for mix and match, business, or non-profit vendors must be submitted on the application. Vendors must furnish their own extension cords. Food Trucks must supply their own generator and will not have access to power.
