Food Vendors and General Vendors Terms And Conditions
All Festivals are produced by High Desert Events and presented by the various merchant associations and/or chambers of commerce. We allocate spaces based on when we accept you and several other factors. People who apply early will have the best chance of receiving their location request and can receive an early bird discount. If your grill creates excessive smoke, you could be liable for any damage done to adjacent exhibitors or attendees. You must use compostable products at all times.
APPLICATION PROCESS: We accept vendors until the events are full. This is the application; it does not guarantee acceptance. You will be notified of your status within 1-7 business days of us receiving the completed application. We will reimburse your fees if you have not been accepted. Once accepted you will receive an acceptance letter or email with your insurance permit applications for the event, then 20-30 days prior to the event you will receive your participant packet with all your set up information providing we have received your insurance & completed permit applications.
PAYMENT: We will not accept any applications without payment. Preferred form of payment is by check or money order. If paying with a credit card, please note that there will be a service fee of 5% of the total cost. A $35 charge will be assessed for bounced checks – no exceptions. A separate $250 refundable cleaning deposit will be required for vendors that have not done business with us before. We will withhold the cleaning deposit from your sample tickets and will reimburse you on the last day of the event assuming your space/lot is left clean and organizers and/or San Bernardino County Fairgrounds are satisfied at their own discretion.
REFUND POLICY: If the withdraw is made 30 days or more prior to the first day of the event, you can receive a 50% refund on your original space fee; if it is made 29 days or less from the first day of the event, no refunds are available as all funds are committed to the production, promotion, marketing & advertising of the Festival. All refund requests must be made in writing and received by our office email. Please site reason for withdraw.
REFUND FOR DISCOUNTED LOTS AND/OR PROMOTIONAL LOTS: Should a food and/or general vendor fail to attend the event for its entire duration, he or she or them agree to pay the full original cost of the spot offered at discounted price and/or promotional offer and authorizes High Desert Events to charge the credit/debit card on file the full original cost of the lot before discounts and/or promotions. Furthermore, the food and/or general vendor agrees that we are not required to provide any refund or other compensation whatsoever. If the withdraw is made 30 days or more prior to the first day of the event, you agree and authorize High Desert Events to charge your debit/credit card 50% of your space original fee before promotions or discounts; if it is made 29 days or less from the first day of the event, you agree and authorize High Desert Events to charge your debit/credit card 100% of your space original fee before promotions or discounts as all funds are committed to the production, promotion, marketing & advertising of the Festival. All refund requests must be made in writing and received by our office email. Please site reason for withdraw.
WHAT WE PROVIDE: Food Vendors: Included in your application fee for each Festival, unless otherwise stated, is a 10ft x 10ft health department approved food booth, (you are required to use our booths at most of the events). You provide everything else for your set up. We provide electricity only if necessary. Food Trucks: Space only, must include dimensions of truck.
MENU CHOICES/SIGNAGE: Please fill out your top 3 menu choices; we allow 3 main menu choices and 3 side dish choices per event. We will do our best to give selected vendors their first choice, but we cannot guarantee they will receive it. We do not want to have numerous vendors selling the same thing at any given Festival. We will tell you what items have been approved in your acceptance letter. Signage- Due to safety reasons and professional appearance, we might restrict menu signage to 4ft high above the booth.
BEVERAGE POLICY: Food vendors may not sell non-alcoholic beverages from their booth. Also, no alcoholic beverages can be sold out of your booth at anytime.
LOT/SPACE ALLOCATION: We reserve the right to relocate your lot/space to a different location without notice to meet our marketing strategies and/or for any other reason. Your lot/space will reflect the same value of the original lot/space.
INSURANCE & RE-SALE NUMBER REQUIREMENTS: All food and restaurant vendors participating in these events must have $1,000,000 of liability insurance purchased through us. Upon acceptance to the Festival, you might be forwarded additional information regarding insurance requirements for the specific event. You will be required to name High Desert Food Festival, our clients, and the city and county where the Festival takes place as additional insured. We must receive your certificate of insurance 30 days prior to each event. In addition, all applicants must provide us with your current re-sale number.
HEALTH PERMIT: Food Vendors: If accepted, you will receive an acceptance letter requesting your health permit for this event. You must send them to us in a timely manner as specified. Do not return any of the health and fire permits applications to them directly; they must all come back to us for processing. Failure to send those documents directly back to us will result in your application to be forfeited and your deposit to be lost. If you are exempt from City fees, contact us and we will tell you how much your permit fees will be. The maximum size LPG tank that the HDFF allows is 10 gallons. Food Trucks: You will need to show us proof of permit to operate in the county event takes place. Otherwise you will need to pay for a special event health and fire inspection and permit.
FOOD CANOPIES: All food canopies must have a sawn in fire resistant approved tag both for the roof fabric as well as four solid or mesh walls.
GREASE/TRASH: Food vendors need to provide ground cover inside their booth and cooking area for the absorption of grease. No food vendor will be allowed to open for business if the accepted ground cover is not in place. No grease or gray water is to be poured onto the ground or down any drains. Anyone found doing this will be asked to leave the event and your deposit will be forfeited. You will be responsible for any and all environmental cleanup costs and subject to prosecution by city or state officials. Trash: Vendors are responsible to properly bag trash within your sales location. Our clean-up crew will collect ONLY properly bagged trash from your space.
FOOD TICKETS: All food tickets must be intact. Tickets that are ripped, thorn, faded, scratched or otherwise not in original condition will be discarded and not reimbursed. High Desert Events reserves the right to validate food tickets and issue reimbursement at its own discretion.
WATER/ICE: Water may or may not be easily accessible – please inquire if you require water. You might be required to bring appropriate hoses, hose connections, and transport buckets. Ice is available for purchase day on the day of the festivals; cost is $12 for 20lbs.