Vendor Expectations


All vendors must abide by the following expectations. If not, your business will not be allowed to participate in the festival. Please contact the Event Coordinator with any questions.

General:

  • Placement at the festival will be determined on a first come, first serve basis by registration date, so REGISTER TODAY!

    • If you are registering late, however, and would like to negotiate a better placement at the festival for an additional fee, please contact the Event Coordinator.

  • There are a limited number of spots for food vendors at the festival. To diversify the range of cuisines available though, food vendors will be selected and invited to participate in the festival by mid-March 2019, if not sooner.

  • The festival is a RAIN or SHINE event.

    • In the event of inclement weather, it is at your discretion as to whether or not you still would like to participate in the festival.

    • If you do choose not to participate at the last minute, your registration fee will not be refunded.

    • If you choose not to participate in the festival last minute, please communicate this decision to the Event Coordinator as soon as possible

  • All vendors are responsible for obtaining their own business licenses from the Philadelphia Department of Licenses and Inspections and if applicable, Special Events Permits from the Philadelphia Department of Public Health.

Registration Fees and Payment:

  • All vendors must pay a vendor registration fee to participate in the festival. The pricing structure can be found below.

    • For merchandise vendors and non-profits, the vendor registration fee includes (1) 10’x10’ space at the Festival.

    • If a larger footprint is needed for your business, you can request multiple 10’x10’ spaces. However, you will be charged a registration fee for each 10’x10’ space requested.

  • The vendor registration fee will be billed shortly after you register.

  • Unless otherwise negotiated, payment terms are Net 30, or by close of business on Friday, April 26th, 2019, whichever is sooner.

    • If payment is not received by the applicable due date, your placement at the festival will be based on when your payment is received as opposed to when you registered.

    • If payment is not received by close of business on Friday, April 26th, 2019, your business will not be allowed to participate in the festival.

  • Payment by ACH bank transfer or check is preferred. While payment by credit card can be accepted, a 3.5% convenience surcharge will be added to the vendor registration fee.

  • Vendor registration fees for ACH transfers or checks and credit cards are as follows:

    • Merchandise Vendor (Local)*: $80.00 by ACH transfer or check / $83.00 by credit card

    • Merchandise Vendor (Non-Local): $100.00 / $103.50

    • Food Vendor (Local)*: $350.00 / $362.25

    • Food Vendor (Non-Local): $400.00 / $414.00

    • Non-Profit: $20.00 / $20.00

      * Local discounts apply to artists and food trucks/vendors in the following zip codes: 19122, 19125, 19133, and 19134.

  • Vendor registration fees are non-refundable after the registration and payment deadline of Friday, April 26th, 2019 even in the case of inclement weather. This festival is a rain or shine event.

Day of Logistics:

  • If you choose not to participate in the festival last minute (e.g. due to inclement weather, sickness, emergency, etc.), please communicate this decision to the Event Coordinator as soon as possible.

  • Your business will be responsible for supplying all tents, tables, chairs, electricity, tablets, cash boxes, etc. that you will need during the day.

  • Load-in and set-up will start at 9am. You MUST arrive by the following times though in order to drive to your assigned spot and drop off supplies and merchandise:

    • Merchandise Vendors: 10:00am recommended / 10:30am absolute latest

    • Food Vendors*: 9:30am recommended / 10:00am absolute latest

    • Non-Profits: 10:00am recommended / 10:30am absolute latest

      *The Philadelphia Department of Public Health will be starting on-site inspections around 10:30am.

  • If you are running late, please contact your assigned day of contact as soon as possible.

  • After 11:00am, the street will be completely closed off to traffic, and you will not be able to drive your supplies and merchandise to your assigned spot.

  • Once you have unloaded your materials, please move your car off of the festival grounds as soon as possible. You may find street parking nearby or on Trenton Avenue north of York St.

  • The festival runs from 12:00pm-6:00pm. The street will not reopen to pack up your supplies and merchandise until after 6:00pm, so please anticipate to stay this entire time.

  • Please be careful and courteous when driving to your spot to pack up your supplies and merchandise after 6:00pm, as there will be many other vendors packing up, volunteers cleaning up, and lingering festival patrons hanging around.

  • The police will open all of the streets to general traffic starting at 8:00pm.