Merchandise Vendor Terms & Conditions
By submitting a Merchandise vendor application for AFRAM, you agree to the following terms and conditions:
1. Vendor Eligibility & Application
- All Merchandise vendors must submit a completed application form to be considered.
- Vendors must provide proof of all necessary licenses and certifications, and insurance coverage.
- The Event Organizer reserves the right to approve or deny applications based on event needs.
2. Vendor Responsibilities
- Vendors are responsible for the setup, operation, and breakdown of their booth.
- All vendors must arrive at the event site by the specified setup time and remain open until the event concludes or as otherwise instructed.
- Vendors must provide their own equipment, supplies, and staff to operate their booth.
- 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 refunds 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 booth.
- 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 booth in promotional materials, including social media, websites, and marketing efforts.
- If a vendor prefers not to be photographed or featured in media, they must notify the Event Organizer in advance.
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 who has not paid their taxes in full to the Maryland State Department of Taxation.
The Maryland Sales Tax License should be clearly displayed in the designated booth space throughout the festival. If a vendor is forced to close due to lack of necessary permits and/or licenses, that vendor forfeits the space rental fee and the festival will not be held accountable, nor will any refunds be issued.
12. Photos
- Vendors must submit three (3) photos displaying their setup.
Send to: Michelle.Abbott-Cole@baltimorecity.gov or Sean.Stevenson@baltimorecity.gov.
13. Vehicles on the Festival Grounds
- All 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, but not limited to: having labeled fire-retardant structures (Tents/Sidewalls, etc.), visible fire extinguishers, etc.
14. Staffing
- Vendors are responsible for providing all labor for the setup, maintenance, and service of their space throughout the Festival.
- Vendors must ensure they have sufficient staffing to adequately serve Festival guests.
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 present a $1,000,000 Certificate of Insurance (COI) by Saturday, May 31, 2025.
- The COI 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 2024 BALTIMORE AFRAM.”
17. Liability of the Festival/Security
- Private security will be on-site, and the Festival will provide overnight security for the premises—however, not for individual booths.
- The Festival is not liable for any theft, loss, or damage to goods or property incurred by the vendor or any personal injury to vendor employees.
- Vendors who wish to engage personal security for their space may contact the Festival’s security company. Additional fees may apply.
18. Electrical Power
- Vendors with special electrical needs must request them during the application process.
- An additional fee may apply for electrical support.
- The Festival is not required to accommodate all special electrical power requests.
- 220-Volt connections will not be provided.
19. Clean-Up
- Vendors are required to maintain a clean environment around their booth.
- Designated recycling and trash dumpsters will be provided.
- At the conclusion of the Festival each day, vendors must clean their space.
- On the final day (Sunday, June 23, 2024), vendors agree to break down and clean up their space and return it to the condition it was received.
20. Vending Space
- Vendors are encouraged to personalize their space; however, they must not display materials outside their designated area or in the aisles.
- Use of space beyond the assigned area, including adding tables or extra display materials outside the space, is prohibited without prior written authorization from the Festival.
- Pallets are recommended for storage to avoid damage from wet ground.
21. Subletting
- Vendors may not assign, sublet, or share their booth space with others.
- Violations of this rule will result in immediate removal from the event and forfeiture of the rental fee and deposits. No refunds will be issued.
22. No Show Policy
- A “no-show” is defined as failing to arrive by the assigned setup time.
- Vendors who do not show up will not receive a refund.
23. Solicitation by Vendors
- Vendors not assigned a space are prohibited from soliciting business in any form.
- Violators will be promptly ejected from the event.
- Vendors must not assist unauthorized entities in soliciting business.
24. Approval Information Packets
- The approval process begins once the completed application packet is received.
- Incomplete applications will not be accepted.
- All food permit applications and fees will be returned by the Baltimore City Health Department if submitted without an approval notice.
Approval Packets Will Contain:
- Letter of Acceptance
- Vendor Load-In/Out Information
- Festival Grounds Map (if available)
25. Credentials & Access (i.e., Badges, Parking Passes, etc.)
- Credentials will be distributed on-site to vendors who have fully completed all required steps of the application process.
- No on-site parking is available; vendors must unload at assigned areas and then move their vehicles to designated Festival parking lots.
- Shuttle service will be provided between parking and vending areas.
- A stamped copy of this agreement must be in the vendor’s possession at all times.
26. Logos/Trademarks
- Vendors are prohibited from selling Baltimore AFRAM merchandise or items featuring the event’s intellectual property.
- Vendors selling unauthorized merchandise will be fined $1,000.
- Vendors must not use the event’s intellectual property without written permission from the Mayor & City Council of Baltimore.
27. Agreement
- By submitting this application, the vendor agrees to the terms outlined in this document and understands that this is the entire agreement governing their participation in the Festival.
