2013 VENDOR & EXHIBITOR REQUIREMENTS
NON-PROFIT ORGANIZATIONS / EXHIBITORS ONLY - NO SALES: A limited number (5) of free single (12 ft x 16 ft) booth spaces have been set aside for the Festival's Non-Profit Organizations/Exhibitors Only, who DO NOT RETAIL any products or services. Application for a complimentary booth should be made early to ensure availability of space. Any organization, regardless of status of Non-Profit or Exhibitor, who sells either services or products is required to make application for a commercial/retail booth space. NP Organizations and/or Exhibitors who choose to SELL products or services once on grounds at the Festival, will be charged the normal rate for the booth size reserved, NO EXCEPTIONS.
Organizations applying for an exhibitors booth, will receive the same
benefits and marketing as the Festival Commercial/Retail Vendors and
Farmers' Market Vendors.
FARMERS' MARKET PRODUCERS & VENDORS: If you are a producer of Kentucky commodities, regardless of product - vegetables, fruits, meats, eggs, honey, jams, jellies, fresh baked goods, etc...consider joining us on July 20 for a full day of sales. Farmers' Market Vendors are required to retail only locally grown foods within the boundaries of Kentucky. Vendors suspected of selling non-Kentucky grown produce, will be asked to either remove the item(s) from their stock or close down their booth. Reduced rates for a single booth have been reserved specifically for our Farmers' Market vendors, and if needed, electrical service will be available, with advance notice.
COMMERCIAL AND RETAIL EXHIBITORS AND VENDORS must sell either services and/or products in correlation with agricultural production and/or community sustainability.
LOCALLY GROWN (KY) PRODUCTS: At least 75% of the ingredients used in the preparation and service of food by the Festival's restaurants and food service vendors must be locally grown (Kentucky) products.
FOOD & BEVERAGES sold must be packaged or served in recyclables or bio-degradable containers. Recycling receptacles will be available throughout the Festival's grounds for use by vendors and participants alike. No alcoholic beverages may be sold out of your booth at anytime.
MENU CHOICES: When completing the application, please fill out your top 2 menu choices; we are only allowing 2 main menu choices and 2 side dish choices. We will do our best to give selected vendors their first choice, but we cannot guarantee they will receive it. To ensure sales among the food vendors, we choose not to have numerous vendors selling the same thing at the Festival. We will tell you what items have been approved in your acceptance letter.
SIGNAGE: Due to safety reasons and professional appearance, we will restrict exhibitor and vendor signage to 4 foot high above the booth.
ELECTRICITY & WATER are available on a limited basis, early application will insure access to 120V electrical outlets and portable water. Portable, quiet generators and CLEAN gas grills are permitted. No barbeque grills are allowed. Vendors are responsible for bringing their own outdoor extension cords, appropriate water hoses, hose connections and transport buckets. The Festival will NOT furnish ice, tents, canopies, tables, chairs, water hoses, or electrical extension cords.
ALL PROCEEDS from commercial or retail sales belong to the vendor. No commissions will be assessed by F2F. Vendors are responsible for collecting sales tax and for reporting earnings to the IRS.
STORAGE OF MATERIALS during the Festival must be confined within the area assigned to the vendor.
WHAT WE PROVIDE: The Field to Fork Festival is held in an open pasture, and is a rain or shine event. Included in your application fee for the Festival is a minimum booth space of 12 ft x 16 ft and access to electricity and water, if requested. Vendors provide everything for set up, including tents, canopies, tables, chairs, display boards, and sale products.
GREASE/TRASH: Food vendors using grease or oil as a cooking element, must provide ground cover inside their booth and cooking area for the absorption of grease. Food vendors without ground covers in place, will not be allowed to open for business. No grease is to be poured onto the ground or down any drains/ditches. Anyone found doing this will be asked to leave the event and fees forfeited. Additionally, vendors and exhibitors are responsible to collect and properly bag trash within your sales/exhibit location. Festival personnel will collect properly bagged trash from outside of your sales location periodically throughout the day as needed. Field to Fork Festival is a Garrard County Litter-Free Event, please help us by utilizing as many recyclables and bio-degradable products as possible in the preparation and service of your products.
PAYMENT: We will not accept any applications without payment. Upon acceptance payments will be processed. Preferred form of payment is by check. A $25 charge will be assessed for NSF (non-sufficient funds) checks-no exceptions.
REFUND POLICY: If withdraw is made 90 days or more prior to July 20, 2013, you can receive a 50% refund on your space fee; if it is made 89 days or less from July 20, 2013, no refunds are available as all funds are committed to the production, promotion, marketing and advertising of the Festival. All refund requests must be made in writing and received by our office via email or mail. Please site reason for withdraw.
INSURANCE REQUIREMENTS: All food & restaurant vendors participating in the Field to Fork Festival must have $1,000,000 of liability insurance for the event. You will be required to name Halcomb's Knob LLC and Field to Fork Festival as additional insured. We must receive your certificate of insurance 90 days prior to the Festival.
Click here to download the 2013 Field to Fork Festival Vendor Application! Questions, call 859-925-9936 or email us.
