Food Vendor Info

PLEASE READ BEFORE APPLYING!  Application is at BOTTOM of this page!

Fees for vending at 2013 May Day Fairie Festival:

• 10% of gross earnings - If vendor is a part of a Community Non-Profit or a Fairie Festival Committee Member.
• 15% of gross earnings - If Vendor is a business or not a Fairie Festival Committee Member

PLEASE NOTE: Past acceptance/participation does NOT guarantee your acceptance for this year's event!  Applications will close January 15, 2013!

Spoutwood Farm reserves the right to require changes to your menu in order to avoid repetition of offerings between vendors.

All vendors are required to utilize recyclable and compostable paper products, utensils included! We can provide a list of suppliers for you to choose from. Remember, you must take ALL trash you have generated from the premises! We will be closely monitoring this situation.

You should provide your own water for cooking and sanitizing. Water will be available from a food grade hose in an area that is not near the barn (for sanitary reasons). You will be directed to the hose upon arrival.

Even if you have a generator, please list the watts/amps/volts/ from each of your appliances. We want to be sure everyone has adequate power this year and will be using a large generator in the upper food court to avoid excessive noise and fumes from multiple generators. We also want to be able to place vendors in such a way that they have plenty of power. Please understand that if you are a past vendor, we will do our very best to place you in your preferred spot but this is not guaranteed! Vendors must provide their own extension cords (100 feet should be adequate) which should be 12 AWG(gauge). BRING YOUR GENERATOR IN CASE OF CATASTROPHE, but remember you MAY NOT use it unless power at the farm is unavailable. If you require electricity ROUND THE CLOCK (for freezer/cooler/etc), you MUST let us know on your application (fees apply!)

We allow ONE vehicle to park on the property per vendor at a time. You may not park your vehicle next to your tent. Will you require re-supply parking? Meaning will you need to leave the festival grounds during the event to purchase/pick up more supplies?

Set-Up

* You are responsible for your own tent, tables, etc. Please do not expect a perfectly flat, dry area - this is a rural setting, complete with bugs, poison ivy, and sudden thunderstorms! We expect you to decorate your tent so it will be as attractive to the fairies as possible. Please dress accordingly!
* No electricity is provided.
* You are responsible for your own trash. We require that you use recycled and/or recyclable materials for your packaging, etc. We are a zero-waste festival. We will send information about zero-waste providers.
* Complete setup and parking instructions will be sent upon acceptance. You are strongly encouraged to setup on Thursday. Parking regulations are strictly enforced (you will get instructions upon acceptance).
* Festival will be held rain or shine. Be prepared. There is no rain date. 

Insurance

All accepted vendors must provide proof of insurance within 20 days of their acceptance notification to meet these requirements:

$1,000,000 General Aggregate Limit
$1,000,000 Products and Completed Operations Aggregate Limit
$500,000 Per Occurrence Limit
$500,000 Personal Injury and Advertising Injury Limit
$100,000 Fire Damage Liability Limit
$5,000 Medical Payment Limit

Spoutwood Farm Center Inc. and Robert and Lucy Wood 4255 Pierceville Rd Glen Rock PA 17327 must be listed as additional insureds on the policy.

In addition, exhibitors are responsible for their own insurance for displayed work, tools and/or equipment. The May Day Fairie Festival assumes no liability for damage due to weather or other natural causes or theft.

Here is a link to some possible insurance providers.

Please remember that we DO NOT ALLOW food to be served out of a truck or trailer of any type, TENTS ONLY! If you have a trailer to keep onsite for resupply, you MUST let us know that, dimensions included! Your trailer will be parked on the property but you may need to consider a wagon or handtruck to cart things to and from it and your tent. TENTS MUST NOT HAVE COMMERCIAL TEXT ON THEM, SUCH AS COCA COLA, ETC! Tents should be neutral in color and decorated in the theme of the event.

Camping is available for vendors upon request.  There is a fee for vendor camping.

Would you be willing to provide food coupons to us to provide to our volunteers, Fire Police and other important help? If so, how many and of what type? Keep in mind that these are considered a DONATION. We have great volunteers and helpers who deserve a great meal!

It is highly suggested that vendors provide "express windows" for small purchases such as a bottle of soda or water and for Festival involved folks such as Staff, Performers, Vendors and Volunteers. If you are able to do this it would be a great service to those who are running from task to task or performance to performance and need to stop for some chow or drink. Please make sure to create very visible signage for this if you plan to do so.

If you could provide some sort of cordoning/maze system to make the lines less obtrusive, that would help too.

Vendors will be notified of their acceptance or rejection by Feb 15.

If you have any questions please contact Posie at  This e-mail address is being protected from spambots. You need JavaScript enabled to view it or 717-961-0629.

Good luck and Kubiando!

Posie

Food Vendor Application