Exhibitor and Food Vendor Guidelines

Welcome to Grand Rapids VegFest!

 

Please read carefully. These rules are part of the exhibitor/vendor agreement. The Contract for participation shall become a binding contract between the Exhibitor and the Grand Rapids VegFest (GRVF) when Exhibitor has paid in full.

 

 All Food and Products Must Be Vegan: All foods, products and nutritional supplements served and/or sold must be 100% vegan, which means the product may not contain any ingredient, or be derived from an animal or an animal by-product. This includes but is not limited to: animal flesh, beef, pork, poultry, fish, insect meat, broth, shells, gelatin, eggs, milk, butter, cheese, casein, whey, rennet, lard, tallow, horns, antlers, leather, fur, silk, or wool.  Items containing honey must be clearly identified.  Products cannot be tested on animals.  If these guidelines are violated, the item will be removed and the vendor may not be invited to future events.   

Recyclable/Recycled/Reusable/Biodegradable Products: In an attempt to maintain the beauty of and to protect our environment, we strongly encourage the use of recycled, recyclable, reusable, and biodegradable serving or packaging products.  Past surveys show that participants appreciate eco-friendly products. 

Submit the vendor application form and payment.  Spaces are not guaranteed until payment is received.  Payment will be returned if vendor is not approved. Vendors will be charged a $35 fee for returned checks. 

Exhibitors are responsible for the security of their own property and equipment at all times. By agreeing to become an exhibitor at the festival, exhibitors acknowledge and agree that GRVF is not responsible for any loss, theft or damage to any property on the event grounds at any time. 

All exhibitors are expected to conduct themselves with the highest standards of decorum and good taste. Exhibitors should not use sexualized images, activities, or other material. Table staffs (including volunteers) should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment.  Children working at booths shall be at least 12 years old. 

Booth:  Booth spaces are approximately 10 x 10’.  The space includes a backdrop, table with cloth and skirt and two chairs.  Each booth will be given THREE exhibitor passes. If additional passes are needed, contact the vendor coordinator to pre-order for $6 each or purchase a full price ticket on the event date.  

Subletting of exhibitor space partially or in its entirety is not permitted. 

Exhibitor banners may be hung from the backdrop rail with S-hooks only.  No tape or zip ties are to be used. 

Setup Instructions:  Upon arrival, exhibitors must check in at the loading doors on the north side of the building.  Loading doors will be open 8:00 am to 9.45 am.  Vendors are to temporarily park and unload into a designated staging area.  Vendor vehicles are to be moved promptly to the main parking lot.  Use approved loading areas only to load-in and out of the event. Our food trucks will utilize the north entrance during event hours.  Please use the main street-side doors to enter and exit during event hours.   

Food Truck VendorsUpon arrival please stand by at the north end of the parking lot.  At 9:45 am trucks will be directed to the assigned vending spaces. 

Space Occupation and Care Exhibitors and space contents are required to occupy the booth during all event hours and may not pack up early without permission of the GRVF.   

Exhibitors must keep the areas around their booths clean. Exhibitor spaces must be surrendered in the same condition in which they were received In case of damage, exhibitors will pay such claims as are necessary to restore spaces to the original condition. Garbage cans and recycling bins will be provided. 

Utilities:  Utilities including electricity, must be ordered from the DeltaPlex prior to the event. Services ordered on the event date are at premium rates. Contact Megan Grimes at megan@deltaplex.comIt is the vendor’s responsibility to provide enough outdoor extension cords Extension cords will NOT be provided by GRVF. 

Freight: Freight handling must be coordinated in advance. See DeltaPlex freight handling order form for details.  http://deltaplex.com/freight-order-form/  

Live Animals: The presence of animals is not allowed unless arranged in advance with GRVF. 

Vehicles: No motorized vehicles are allowed inside of the facility without DeltaPlex Management approval. If approved, gasoline-powered vehicles may be displayed with a maximum of a ¼ tank of gas, vehicle gas cap must be taped or locked, and the battery cables disconnected. 

Exhibitor Fire Safety and Decoration: All fire, safety, and DeltaPlex guidelines must be strictly followed. No propane, acetylene or other flammable or explosive materials are allowed. 

The use of duct tape is strictly prohibited on any surface of the DeltaPlex. 

Decorations may not be attached to any surface in the building. No holes may be drilled, cored, or punched into the building or ground. Vendor will be billed for any damages caused to the building. Decorations may not include lighter than air (helium) balloons, crepe paper, cellophane, confetti, glitter, streamers, etc.  Exhibitor will be billed for any additional clean up these items may cause. 

Tobacco: The DeltaPlex Arena & Convention Center is a smoke and tobacco-free building. Smoking is strictly prohibited within the facility. Smoking is allowed in designated areas outside of the facility only. 

Food and/or Beverage Vendors:  A TFE (Temporary Foodservice Establishment) license may be needed if food is prepared at the event site. If already associated with a licensed food establishment, the food can be prepared at the restaurant or licensed kitchen, and distributed at the event.  In this case a TFE may not be required. 

If vendor possesses an STFU (Special Transitory Food Unit) licensea “Notice of Intent to Operate” must be sent the Kent County Health Department prior to the event. 

A certified health inspector from Kent County will be present prior to event.  Please note that specific guidelines must be observed, or a fee may be charged by the Kent County Health Division, and the vendor could be shut down.  

Any required food permits or licenses are the sole responsibility of the exhibitor. Please contact the Kent County Health Department directly regarding licensing. 

https://www.accesskent.com/Health/FoodServices/ 

Departure: Exhibitors may begin breaking down at 4:00 pm. Exhibitor spaces must be surrendered in the same condition in which they were received. Vendors are encouraged to fill out the exhibitor feedback form or submit it online. Turn in vendor badge. All materials must be removed from the venue by 5:30 pm. 

Festival Cancellation: If any contingency interrupts or prevents the occurrence of the Grand Rapids VegFest, including but not limited to inclement weather or other acts of nature, GRVF shall in no way be liable to exhibitors. Exhibitor registration fees cannot be refunded if the festival is interrupted or canceled since the fees are disbursed before the festival for operating licenses, permits, fees, and liability insurance required by the City of Grand Rapids and for venue and equipment rentals, supplies, and promotion. 

GRVF Exhibitor Coordinator: Erica Wisniewski, 616-581-8079erica.wisniewski@plantbasedroots.org