Food Vendor Terms & Conditions
By submitting a food vendor application for AFRAM, you agree to the following terms and conditions:
1. Vendor Eligibility & Application
- All food vendors must submit a completed application form to be considered.
- Vendors must provide proof of all necessary licenses and certifications, including a valid food vendor permit, health department certification, and insurance coverage.
- The Event Organizer reserves the right to approve or deny any food vendor application based on event needs, the menu offered, or any other factors.
2. Vendor Responsibilities
- Vendors are responsible for the setup, operation, and breakdown of their food truck or booth.
- All vendors must arrive at the event site by the specified setup time and remain open until the event concludes or otherwise instructed.
- Vendors must provide their own equipment, supplies, and staff to operate their vendor space.
- Vendors must comply with all local health, safety, and fire regulations and ensure their operation adheres to event guidelines.
3. Payment & Refund Policy
- Payment for vendor participation is due upon approval of the application.
- Vendor fees are non-refundable, except in the event of a cancellation by the Event Organizer. In case of event cancellation, the Organizer will notify vendors and provide options for a refund or rescheduling.
4. Vendor Insurance & Liability
- Vendors must have liability insurance with a minimum coverage of $1,000,000 and provide proof of coverage prior to the event.
- The Event Organizer is not responsible for any loss, damage, or theft of vendor property.
- Vendors agree to indemnify and hold harmless the Event Organizer, venue, and affiliated parties from any claims or liabilities arising out of the vendor’s participation in the event.
5. Space Assignment & Setup
- Vendor spaces are assigned by the Event Organizer based on availability and event needs.
- Vendors must set up within their designated area and must not obstruct other vendors or event activities.
- The Event Organizer reserves the right to move vendors’ locations as necessary.
6. Conduct & Behavior
- Vendors must maintain a professional, friendly, and respectful attitude towards guests, other vendors, and event staff.
- No offensive, inappropriate, or illegal activities are allowed at the event. Any vendor found violating these terms may be asked to leave the event and will not be refunded.
7. Waste Management & Cleanliness
- Vendors are responsible for maintaining a clean and sanitary environment around their area.
- All trash, food waste, and debris must be disposed of in the designated waste areas provided by the event.
8. Event Modifications & Cancellation
- The Event Organizer reserves the right to modify event details, including the schedule, location, or structure, with prior notice to vendors.
- In the event of unforeseen circumstances, such as inclement weather or a public health emergency, the event may be rescheduled or canceled. Vendors will be notified and may be offered alternative arrangements or refunds.
9. Media Release
- By participating in the event, vendors grant the Event Organizer permission to use their business name, logo, and images of their food truck in promotional materials, including social media, website, and marketing efforts.
10. General Agreement
- By submitting the application, vendors confirm that they have read, understood, and agreed to these Terms & Conditions.
- Any disputes arising from the vendor’s participation in the event will be handled through negotiation; if unresolved, legal proceedings will take place in the jurisdiction of Baltimore City.
11. TAX, PERMITS, AND RESTRICTIONS
- Sales Tax: Each vendor must obtain a 30-Day temporary Maryland Sales Tax License if they do not already have one. Vendors must comply with the Department of Assessments and Taxation. The Festival will not permit any vendor to participate without having paid their taxes in full to the Maryland State Department of Taxation. Failure to comply will result in forfeiting the rental space fee and removal from the event site.
- The Maryland Sales Tax License must be clearly displayed in the designated tent space throughout the festival.
Note: Vendors who fail to obtain necessary permits or licenses will forfeit the space rental fee, and no refunds will be issued.
12. VENDOR PHOTOS
- Vendors must submit three (3) photos displaying their setup to be considered for approval.
- Submit photos to: Michelle.Abbott-Cole@baltimorecity.gov or Sean.Stevenson@baltimorecity.gov.
13. VEHICLES ON THE FESTIVAL GROUNDS
- Vendors will be assigned a designated time to deploy in the LOAD-IN/LOAD-OUT ZONE.
- Once officials declare vehicles must leave the footprint, any remaining vehicles will be subject to towing at the owner’s expense.
- Vendors are required to meet all requirements set forth by the Baltimore City Fire Marshal, including having labeled fire-retardant structures, visible fire extinguishers, etc.
14. STAFFING
- Vendors are responsible for providing their own staff to set up, maintain, and serve throughout the Festival.
15. MISCELLANEOUS REGULATIONS
- No loudspeakers, phonographs, sound movies, or megaphones that interfere with adjoining vendors and rental spaces will be permitted.
16. CERTIFICATE OF INSURANCE (COI)
- Vendors must submit a $1,000,000 COI by Saturday, May 31, 2025.
- Insurance must include the following provision:
“THE BALTIMORE AFRAM, THE BALTIMORE CIVIC FUND, THE MAYOR & CITY OF BALTIMORE, ITS ELECTED AND APPOINTED OFFICIALS, EMPLOYEES, AGENTS, AND VOLUNTEERS, ARE HEREBY COVERED AS ADDITIONAL INSURED WITH RESPECT TO LIABILITY ARISING OUT OF THE ACTIVITIES OF THE INSURED AT THE 2025 BALTIMORE AFRAM.”
17. LIABILITY OF THE FESTIVAL/SECURITY
- Private security will be provided onsite, but the Festival is not liable for theft, loss, damage, or personal injury to vendors or their employees.
- Vendors interested in additional personal security may contact the Festival’s security company, and additional fees may apply.
18. ELECTRICAL POWER
- Vendors with special electrical needs must request them on the application form. An additional fee may apply for electrical support, and 220-Volt connections will not be provided.
19. CLEAN-UP
- Vendors are responsible for keeping the area around their space clear of debris. All vendors must use designated waste receptacles for trash and recycling.
- Upon the conclusion of the event, vendors must clean and vacate their space immediately.
20. VENDING SPACE
- Vendors must not display materials outside their assigned space or in the aisles. Any use of the space beyond the assigned area requires prior written authorization from the Festival.
21. SUB-LETTING
- Vendors may not assign, sublet, or share their space. Violations of this rule will result in immediate removal from the event and forfeiture of fees and deposits.
22. NO SHOW POLICY
- A "no-show" is defined as not arriving by the assigned time. No refunds will be issued.
23. SOLICITATION BY VENDORS
- Vendors must not solicit business outside their assigned space. Any unauthorized solicitation will result in expulsion from the event.
24. APPROVAL INFORMATION PACKETS
- The approval process begins upon receipt of the completed application packet. Incomplete applications will not be accepted.
- Approved packets include the acceptance letter, load-in/load-out details, and festival map (if available).
25. CREDENTIALS & ACCESS
- Vendors must obtain credentials on-site. No on-site parking is available, and vendors must move their vehicles to designated lots after unloading.
26. LOGOS/TRADEMARKS
- Vendors are prohibited from selling Baltimore AFRAM merchandise or items featuring the event’s intellectual property. Unauthorized use of intellectual property will result in a fine of $1,000.
27. GREASE
- Vendors using fry oil must dispose of grease in designated grease bins. Failure to comply will result in a $600 fine and removal from the event.
28. ICE
- Ice may be purchased on-site for $8.00 per 40lb bag. Vendors must transport ice from the storage unit to their space.
29. WATER
- Water access is provided via fire hydrants. Vendors must bring their own vessels to transport water from the hydrants to their space.
30. BEVERAGE SALES RESTRICTIONS
- Vendors are prohibited from selling alcoholic beverages. Violations will result in immediate removal from the event.
31. PERMITS
- Vendors must obtain a temporary food permit from the Baltimore City Health Department by Saturday, May 31, 2025. Failure to obtain this permit will prevent participation in the event.
Note:
The Temporary Food Permit is a separate vending permit and has a separate fee from the space rental fee.
All permit vending fees will be handled through/paid to/and collected by the Baltimore City Health Department.
32. AGREEMENT
- By submitting the application, vendors agree to abide by all terms and conditions outlined above. This is the entire agreement governing vendor participation.
