*CHICAGO MAYFEST 2025 RULES & REGULATIONS
Contract Cancellation:**Special Events Management (SEM) reserves the right to cancel a contract at any time for the good of the festival, or at the direction of the Ranch Triangle Community Conservation Association (Event Host Committee). Any cancellations by management will be refunded only if all rules and regulations have been followed. Cancellations or suspensions due to lack of proper city licensing or failure to meet or maintain guidelines will not be eligible for refunds.
**Account Holds:**SEM and the Ranch Triangle Community Conservation Association are not responsible for the denial of a license by the City of Chicago (and State of Illinois Liquor Control Commission – for Alcohol Vendors only) due to any holds placed on business accounts associated with the vendor. Each vendor is solely responsible for resolving any standing holds with the City of Chicago and/or the State of Illinois before application approval. Please note: Most businesses are not aware of a hold until their application is submitted and SEM is contacted by the City and/or State. Any outstanding debt that you have with the City of Chicago (parking tickets, water bills, awning, etc.) both personally or through your business will put a hold on your Itinerant Merchant license being issued. All of these debts must be paid as soon as possible before the event in order to be licensed for the event. You can access information about outstanding city debts you have by calling 312-744-6249. You must call each municipal government agency regardless of your assumed standing. Please also call the City of Chicago Department of Business Affairs & Consumer Protection Agency at 312-744-6060 and the State of Illinois Liquor Control Commission (Alcohol Vendors only) at 312-793-3380.
**Exclusivity:**We do not provide exclusivity to any participant/exhibitor or category. All food vendors will receive a menu banner, as all food menu banners will need to be uniform and are included in the vendor fee. Food menu banner art and copy must be provided in a high resolution format, 14 days before the event.
**Water:**Running water is not provided on-site. You must supply your own fresh water.
**Electricity:**No small portable generators or car batteries are permitted within your booth. All electricity on site, if paid for, is portable and provided by a third-party supplier. Any service disruptions and/or blackouts from electricity provided by SEM will NOT result in a rebate or refund.
**Music:**This event STRICTLY prohibits the playing of recorded or live music within your booth.
**Laws:**Drilling in the street is not permitted to secure your tent or equipment. Violators will be subject to a city fine and space cancellation at the event. You are directly responsible for any city violations and fines, as a result of your negligence. The sale of any THC-based products is strictly prohibited.
**Set-up and Tear-down:**Each participant is responsible for setup, take down and clean-up of his/her booth space. Vehicles are allowed on the street only for setup before the event and tear down once the festival closes. You will be notified when it is safe to bring your vehicle on the street. Unless otherwise noted, parking is not provided to any participant but is available for an additional fee if arranged before the event, and upon availability. Load-in/set-up times will be provided to you by email one week before the event. You must remove your vehicle immediately after unloading your merchandise. You are allotted 2 hours from the closing time of the event to vacate your booth space.
**No-Show Policy:**Participants who have not checked in by 11:00 AM on Friday, May 16th, 2025 will be considered a “no-show.” No-show participants/artists will NOT be eligible for refunds and assigned booth space will be forfeited.
**Trash Disposal:**Each space must be left clean throughout the event and each night. Trash receptacles and bags will not be provided; this is your responsibility. Trash (in bags) will be picked up from booths each night. All vendors may be subject to additional fees if your space is not maintained as delivered, upon vacating your event space, including any staining of the street below your booth footprint.
**Indemnification:**The Ranch Triangle Community Conservation Association, Chicago Special Events Management aka CRSEM LLC, its employees, festival service providers, or any participating sponsors will NOT be responsible for any injury, loss, or damage that may occur to the participant (artist or restaurant), any of the participant’s employees or any property prior to, during or after the period covered by the participation exhibitor contract. SEM and or The Committee are not responsible for any loss or damage to the exhibitor's equipment or any of its contents. We highly recommend removing all items of value off-premises each evening. This signed contract states that you agree to the terms and indemnify all parties working and producing the event from any liability or claim.
**Booth Space:**Each vendor must use only the space that they are granted. Only a three-foot entryway is permitted. Sidewalks must be left unobstructed at all times. It is strictly prohibited to store items on the sidewalk across or adjacent to your booth. We reserve the right to relocate a participating artist/restaurant when necessary even after a space has been assigned – based upon approval of the festival committee.
**Site Maintenance:**All Vendors will be responsible for maintaining their space(s) in an orderly fashion, and may be subject to additional fees if your space is not maintained as delivered, upon vacating your event space. (i.e. trash and waste removal, damage to designated area property, etc.).
**Damages to Rental Equipment:**Extra fees will be incurred by participating vendors for any damages and clean-up of rental equipment as deemed necessary by the rental equipment company for returned items that are damaged or in need of any cleaning following the event.
**Third-Party Vendors:**You cannot resell or lease any space to a 3rd party to participate in the event in your booth.
**Event Hours:**All vendors must remain open during festival hours.
**2025 Refund Process:**If the event is faced with inclement weather, Acts of God, and/or any situation that threatens the safety of exhibitors and patrons, Special Events Management has the authorization to postpone or cancel the event which will not result in the refunding of your fees.
By signing below, I hereby acknowledge and accept all terms of this exhibitor application, which will be considered a legal contract between myself (Vendor) and the Event Committee (Ranch Triangle Community Conservation Association – or agent thereof, SEM) including all rules and regulations and understand that I am legally bound by this agreement. As a participating exhibitor, I acknowledge my financial responsibility for any damages to equipment items ( i.e. tent, table, chair, sidewall, counter, sign pole, etc.), rented from the production company or third party supplier, inflicted by myself or an employee in my booth and the terms regarding the festival or city rules and violations as outlined in this document. I acknowledge that SEM is acting as an agent for the Ranch Triangle Community Conservation Association who owns the event, and at no time is SEM empowered to solely negotiate fees, or offer refunds. Under all circumstances, unless stated in the rules and regulations, there are no refunds.
(You will NOT be held accountable for rental equipment that you do not rent, however, we must have acknowledgement from you if you add rental equipment to your application at a later time or rent an item on-site. It is your responsibility to inspect your tent during load-in and make management aware of any existing damages before the opening of the event.)
