Vendor FAQ’S

Is there a vendor program at the Festival?
Yes! We have both Food and Craft vendors.  Applications to vend may be found under “Application Forms” on our Home Page or click Here: Click Here to apply.

 

What is the expected attendance for the festival?
Festival attendance is determined by many factors for which we have no control.  However, based on feedback, previous festival attendance and the positive feedback we expect 1,000 as the approximate daily attendance.

 

What types of Vendors are you looking for?
Craft Vendors:  We have no specific criteria for the types of craft vendors.  Those vendors that are selling commercially bagged products for which no health permit is required will be included in the Craft Vendor category (e.g., bagged caramel corn, Jelly Bellies, and so forth). Additionally, our audience appreciates many diverse types of vendors from clothing, jewelry and vendors that are artisan in nature (e.g., custom musical instrument luthiers, makers of acoustic instrument, sellers of music related accessories and so forth).  Vendors with adult or drug paraphernalia of any kind are not permitted.

Food Vendors: Our attendees appreciate delicious foods from all ethnicities.  Priority will be given to those food vendors that serve and make food from fresh ingredients on-site.  IMPORTANT:  We have found that Food Cook-to-Order times exceeding 4 minutes do not sell well in volume and is a deterrent for future purchases.

 

How will Vendors be selected?
Interested Vendors need to submit the Vendor application to be considered.  Applications are reviewed by the Vendor Manager and once a decision has been made, Vendors are notified via email with notification of acceptance or regrets.  Once a vendor’s application has been accepted, that vendor will receive notification to complete and sign the final agreements and submit the appropriate insurance certificates along with the applicable vendor fee. Due to the limited number of vendor spaces available, we anticipate that we may not be able to accommodate all vendor applicants.  Therefore, we urge vendors to get their applications in ASAP. Deadline for all Vendor applications is May 30th.  However, we urge you to apply as early as possible as all applications are reviewed weekly and space is limited, especially for Food Vendors.

 

Is Power available for Vendors?
For Craft Vendors:   Due to the lack of power on-site, no power is available for Craft Vendors & generators are not allowed in the Craft Vendor area.

For Food Vendors:  Due to the lack of power on site, Food Vendors must provide their own power.  Generators are allowed.  Special attention is given to volume (Noise) levels to ensure: 1) You’re vending neighbor and customers are not negatively impacted; and 2) Bands/Audiences are not distracted due to generator noise.  We encourage cooking and refrigeration with Propane.

 

How many Vendors are you looking to have on-site during the festival?
Craft Vendors: We have allocated space for approximately 20-25 vendors.

Food Vendors: We have allocated space for a minimum of 6 and a maximum of 10.

 

What are the Vendor space sizes?
Vendor Space assignment is determined by the Vendor Manager and Executive Committee. Vendors are permitted to vend in their specific assigned spaces only.  Vendor Director is the sole arbiter of those spaces.

Craft Vendors: 10’x10’ and 10’x20’ and 20’x20’.

Food Vendors: Vendors will be assigned a spot that will accommodate a reasonable area for each vendor. It’s never been an issue.  However, space for seating etc. will be determined by the festival for use by all.

What about power and water availability?
Craft Vendors: Power and Water is not available for Craft Vendors.

Food Vendors: Power is not available.   Water:  There are no direct plumbed water lines for use by Vendors.  However, there is a small three-sink basin in the kitchen area in the Picnic Shelter with hot and cold running water.

 

Do Vendors need liability insurance?
Yes, all vendors will need to carry and provide evidence of a current general liability insurance policy naming the foundation as an additional insured.  Specific instructions and requirements regarding the limits and forms required will be sent to the vendor applicant upon acceptance of their vendor application.

 

When do Vendors need to be fully functional and when are they required to take down and be off-site?

ALL Vendors:
Arrival:  As early as Noon on Friday

Set up:  See Setup specifics under “Operating Hours” below

Take Down and be off-site:  Vendors are required to be off site by no later than Noon on Monday

 

Operating Hours:

Food Vendor Setup & Business Hours (Saturday and Sunday):
Early morning Coffee/Breakfast Vendors: Must be Fully set up by no later than 7:30am

Lunch/Dinner Only Vendors: Must be Fully set up by no later than 10:00am

Closing Time:  No earlier than 7:30 pm and no later than 8:30 pm.

 

Craft Vendors Setup & Business Hours (Saturday and Sunday)
Start Time: No later than 10:00 am

Closing Time: No earlier than 7:00 pm and no later than 8:30 pm

 

What are the Vendor Fees?
Craft Vendors:

10’ x 10’: $100

10 ’x 20’: $190

20’ x 20’: $285

Food Vendors:

$225

NOTE: Food Vendor Fees will not be accepted unless accompanied by a valid permit.

 

FOOD VENDORS ONLY:

Are there any other specific requirements for food vendors?

Yes, Food Vendors are:

  • Responsible for providing a copy of a valid food permit for our festival. Additionally, copies of all permits must be on file with the Hovander Homestead Bluegrass Festival Note: The Festival will fill out the Notification Form of all Vendors and send to Whatcom County Health Department 45 days prior to the festival.
  • Responsible for obtaining all necessary and required health and food handling permits for all employees serving food on-site. 

 

What is the policy on food availability to festival attendees?

In a nutshell, festival attendees and staff expect vendors to offer the food and drink as contained on their application during vending operating hours (i.e., Vendors need to ensure that they don’t run out of food during the vendor operating hours).  We intend to establish a long and fruitful relationship with our food service vendors for many years to come. Those vendors that adhere to this policy will be favorably considered for future festivals.