Attention Vendors! We are now accepting applications for the 11th Annual Southern Hot Wing Festival 2013. Any applications submitted after March 15th will be considered for the 2014 event. The event will be held Saturday April 27th, 2013.
Thank you for your interest in becoming a vendor at 11th Annual Southern Hot Wing Festival. If you serve or sell any of the following we would actively encourage you to submit an application.
- Candied nuts
- Carnival-like foods, such as; Cotton Candy, Candy Apples, Kettle Corn, Toffee, Brittle, Taffy, etc.
- Energy drinks
- Ice cream, desert items
- Non Food items such as soaps, flowers, herbs, candles etc.
We are committed to creating a diverse marketplace with the highest quality, locally produced products available. We will not be bound to apply a particular set of selection criteria in every instance and we do reserve unconditional discretion to accept or refuse any vendor. That said in our selection process we will seek to provide some exclusivity to our vendors so there will not be multiple vendors with similar offerings.
All applications and payments must be made through our registration facilities on this web site.
Vendor Registration Upon arrival please register at the main entrance at the corner of Jefferson and Riverside Drive. (Enter Court off of Front Street) At that time you will be asked to provide a copy of your permit and proof of insurance.
When all your information has been verified you will be assigned a location and you will receive your vendor packet that will include:
- two exhibitor badges
- two complimentary Wing Fest tickets
- lay-out map
- A vendor/exhibitor list.
COST: Retail Booth Spaces are approx 10×10– without leaving any space between booths, you should not plan on room to walk-around your booth.
Food Vendor Spaces are approx. 10×20. We have limited space so first come first served. If you need additional space please notify us by phone 901-826-3629
Cost for both retail and food spaces are $275 paid in advance with your registration plus 15% of gross sales payable on Saturday at checkout.
All fees are non-refundable if the event is shut down due to weather or civil emergency. Priority of placement will be determined by the order in which your reservation fee is received. Fees must be received not later than Apri 20th, 2013 in order to participate in tjos year’s event.
PERMITS AND LICENSES: The food Vendor is responsible for obtaining all appropriate licenses / permits. These include but are not limited to a M&SC Code enforcement permit and a M&SC Health Department permit. Prior to set up each Vendor must provide a copy of all necessary licenses/permits. By law the originals must be displayed in your booth at all times during festival operation. The M&SC Health Department inspector comes to the festival and inspects all booths 1 – 2 hours before the event (8 – 9am). The Vendor will not be permitted to sell from his space if not in compliance with applicable State and Local laws.
SET UP: All booths must be fully in place by 9:30 am Saturday. Doors open at 11:00 am. If you need more time for your set up please contact us in advance to make arrangements(901-826-3629).
UNLOADING & PARKING: You may drive onto the grounds between the hours of 6 and 9:00 am in order to unload your items into your exhibit space. After unloading, please move all vehicles as quickly as possible. Please check with parking lot attendants in the area if you have any questions. You must park in the parking lot since the entire grounds will be used for the festival.
LOAD OUT: You must remain on site for the duration of the event. The order of your load out will be determined by our logistics manager who will notify you of your load out time before the end of the event. Please be patient we will attempt to get you out as quickly as possible. When cleared to leave the festival grounds the Vendor shall remove and properly dispose of all rubbish, trash and discarded materials, including food and grease. Vendor is responsible for bringing appropriate containers for disposal and removal of such disposables. ALL GREASE MUST BE PROPERLY DISCARDED AND REMOVED FROM THE FESTIVAL GROUNDS BY THE VENDOR AND NOT PLACED INTO THE FESTIVAL’S DUMPSTER.
LIABILITY: As an exhibitor you agree to protect, save and keep Southern Hot Wing Festival, all presenting sponsors and their representatives and agents forever harmless from any claims or charges imposed for violation of any law or ordinance whether occasioned by the negligence of the exhibitor, or those holding under or through the exhibitor, and exhibitor shall indemnify and hold them harmless, against any and all loss, costs, damage, liabilities, causes of action, debts or expenses arising from or by reason of any injury to exhibitors, their employees, agents or guests or property from any cause whatsoever prior, during or subsequent to the period covered by the contract. When acts of God, work stoppages or any other cause not within the control of show management make it impossible for exhibitor or any of his materials to occupy or function in the show premises, the Exhibitor shall waive any claim for damages or compensation. IN ADDITION, EXHIBTOR FURTHER ACKNOWLEDGES THAT INSURANCE COVERING THE EXHIBITOR AND HIS PROPERTY AGAINST DAMAGE, PROPERTY AND BUSINESS INTERRUPTION LOSSES ARE THE SOLE RESPONSIBILITY OF THE EXHIBITOR.
Vendor shall submit with this contract proof of the following insurance coverage effective for the above date in the form of a Certificate of Liability Insurance.
a. Liability coverage of not less than $300,000.00
b. Worker’s Compensation, if available
c. It must list as an additional insured party and certificate holder
SOUTHERN HOT WING FESTIVAL
PO Box 11262
Memphis, TN 38111
Please make sure your insurance company understands our requirements because you will not be allowed to set up without the properly filled out certificate. Vendor agrees to keep the required insurance coverage and licenses active during the duration of the festival.
All persons, companies or organizations renting booth/concession space do so as independent contractors and not as employees or agents of the Festival or its management herein, and as such assume all responsibility for withholding taxes, Social Security, State taxes, Public liability and Worker’s Compensation Insurance and also assume responsibility for insurance coverage to, from and during the Festival and for accident or injury to himself and/or his equipment.
EQUIPMENT: Vendor must supply all set up needs such as tables, canopy, lights, proper extension cords, etc. Water and power will not be available. Vendors who provide their own generators must use quiet generators. Three wire, grounded electrical extension cords of wire gauge adequate for your electrical appliance usage must also be provided by Vendor. Vendors having such generators may share capacity with other vendors provided the connections meet Shelby County Code Enforcement requirements. Any such sharing arrangement will be between the Vendors. River Arts Fest assumes no liability and provides no warranty for the agreement between the Vendors.
RESERVED RIGHTS: The Festival Committee reserves the right to prohibit and remove the exhibit and/or sale of items that are not in keeping with the family nature of the event and which offend the moral standards of the community or are found to be causing a nuisance or disturbance by selling them at the Festival. Similarly, no unethical or unlawful practice will be tolerated. The decisions of the Festival Committee with regard to these reserved rights are final.
OPERATIONS: The price of all items for sale must be conspicuously visible on signs in close proximity to the Vendors space. No alcoholic beverages may be sold or consumed by the Vendor or their workers during their working hours. No smoking is allowed in the concession units due to fire and health department regulations. Vendor may receive deliveries during Festival hours. If delivery is made between the hours of
8am – 8pm then such delivery must be scheduled in advance with the Festival Production Coordinator prior to entering the festival grounds Every booth shall have a fire extinguisher designed for electrical fires and if the booth is preparing or heating food it must also have a fire extinguisher designed for grease fires. You must provide all proper extinguishers. Vendors shall have at least one person running the booth at all times except persons who are running a booth alone and who may only leave their booth to use the restroom. Abuse of this rule will result in removal of your booth and forfeiture of your fees. The vendor is responsible for reporting of any and all state and local sales taxes.
If you agree to the following terms and conditions then we invite you submit your application using the form below. In the event you are not selected to participate in the event then your booth payment will be returned by mail.
Our mailing address is:
Southern Hot Wing Festival
PO Box 11262
Memphis, TN 38111