Vendor Terms & Conditions

By participating in our Event, Vendors agree to be bound by the following Terms & Conditions

Booth Space and Fees

  • Vendor will be provided with either a 10X10 space or a 10X20 space for a food truck (or other size by arrangement.)
  • Vendor must provide own tent.
  • All payments are non-refundable except in case of Organizer cancellation of Event.
  • 50% Deposit is due with confirmation or booth.
  • Balance is due June 30
  • FULL PAYMENT MUST BE RECEIVED TO PARTICIPATE. LATE PAYMENT WILL RESULT IN FORFEITURE OF SPOT AND DEPOSIT. NO EXCEPTIONS.

Weather

  • The Sunflower Festival is a rain-or-shine event. Vendors should plan accordingly and be prepared for varying weather conditions.
  • Severe Weather Cancellations
    • In the event of dangerous or extreme weather (e.g., lightning, flooding, hurricane, state emergency) that makes it unsafe or impractical to hold the event, the organizers reserve the right to cancel, postpone, or close early.
  • If the festival, or a festival day, is fully cancelled prior to opening due to weather, Vendor will receive a credit for a rescheduled date (if available) or a partial refund (50%) of their booth fee.
  • If the event opens but closes early due to weather, no refunds will be issued.
  • If a Vendor chooses not to attend due to forecasted weather and the event proceeds as planned, no refund or credit will be given.
  • Cancellations or schedule changes will be communicated via email and text as early as possible.
  • Force Majeure. The Organizor is not liable for any damages, losses, or expenses arising from weather-related cancellations or interruptions beyond their control.

Setup and Breakdown

  • Setup: Starting 7AM day of event. Must be complete by 9AM.
  • Breakdown: 6PM day of event.
  • Vendor must maintain booth during all festival operating hours: 9AM-6PM
  • Early breakdown is not permitted.

Permits and Compliance

  • Vendor is responsible for securing all necessary permits and licenses.
  • Alcohol Vendors: must provide:
    • NJ liquor license or temporary permit
    • Insurance (see below)
    • Compliance with all local laws on sales and age verification
  • Vendor must comply with all local health, fire, and safety regulations
  • Permits are required from Hopewell Township for all food trucks.
  • The following permits apply:
    1.  Health Department. Any food vendor must have a health department license.
    2.  Municipal.  Anything with WHEELS needs a municipal license
    3.  Fire Safety.  If you are using fuel fired appliances or a free-standing generator you need a fire safety license.

Sales and Taxes

  • Vendor retains all proceeds from sales unless a percentage-of-sales agreement is specified.
  • Vendor is responsible for collecting and reporting applicable state/local sales tax.

Equipment & Services

  • Vendor must supply tables, chairs, tents, extension cords, and other equipment unless otherwise arranged.
  • Water: Potable water is not available
  • Electric: Electric is not available. Vendor must supply generator if needed.

Liability and Insurance

  • Standard Vendors: participate at their own risk and agree to indemnify and hold harmless Organizer, property owners, and staff from any claims arising from participation.
  • Food Vendors: must provide COI with minimum $1M general liability insurance and all applicable health permits, naming the Festival Organizer as additional insured.
  • Alcohol Vendors: must provide COI and carry appropriate liability insurance.
    • Liquor liability insurance ($1M minimum)
    • COI naming the Festival Organizer as additional insured

Conduct

  • Vendor must maintain a clean and safe booth area.
  • Vendors may not display offensive or illegal materials.
  • Alcohol Vendors must ensure responsible service and check IDs.

Termination

  • Organizer reserves the right to terminate this Agreement if Vendor violates any terms.
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