Welcome to the 2019 Electric Forest Food Vendor Application.  We are so happy you are interested in joining us and can't wait to learn more about you!  In order to be considered for a coveted food vendor spot you must complete the entire application.  To pull yourself to the top of the nearly 200 applications we get each year be sure to list your full menu with prices and attach some good pictures of your booth set up, food and logo.  
 
We know you are pretty excited at the prospect of joining our food line-up, here is some additional information so you understand what you are applying for!
 
ELECTRIC FOREST 2019:
Date:  June 27-30, 2019
Location:  Double JJ Ranch, Rothbury, MI
Load-in Dates:  June 24 - 26, 2019; per advance
Website:  ElectricForestFestival.com
 
ACCEPTANCE:
Food Vendor Application Close: 3/25/2019 @ 5:00pm MT
 
Preliminary Email Notice of Acceptance: 4/1/2019 (or sooner) 
Hey, designing a food program takes time!  We do appreciate your patience as we fit the pieces of this puzzle together.  If you have any questions send us an email anytime at foodvending@electricforestfestival.com
 
If you have multiple concepts you must complete an application for each separate menu.
 
BOOTH FEES:
Commission of Gross Sales (less sales tax). Based on menu, type of booth, and location. Most are 30-40%.
Additional Fees:  Operational costs such as 1) power, 2) tent, 3) signage.
 
RULES & REGULATIONS:
Vendors must comply with all festival Rules and Regulations, including inventory and the Sustainability Program.
 
Accepted Vendors are responsible for paying all sales taxes, obtaining a temporary food license, and complying with all requirements for a temporary food establishment. Details regarding sales tax and food license requirements will be provided upon acceptance.
 
INSURANCE:
All Vendors are required to have an insurance policy to participate in Electric Forest. Specific insurance requirements will be emailed to accepted Vendors.
Certificate of Insurance is to be emailed to foodvending@electricforestfestival.com within 7 days of Email Acceptance Notice. 
 
PLEASE NOTE: Email is the most effective way to communicate with us: foodvending@electricforestfestival.com
 
 
 
 

BASIC INFORMATION

All items marked with * are required to submit the form.

If You Do Not Have A Complete W9, Here Is A Link To Complete The Form: Blank 2019 W9 Form
Once Completed, Please Upload In Next Question. 

EXPERIENCE

Does Your Business Have Experience With Large Festivals: *

MENU INFORMATION

Mark Any Of The Below That Apply To Your Booth:
 

Please List Each Item & Its Price Your Business Would Like To Sell:

Final approved menu to be communicated if your business is selected.  
Please Note, Items not listed below will not be considered. Be sure to note if the item in GF, Veg, or Vegan. 

HINT:  A short and uncomplicated menu is preferable.  

 ITEMPRICE = $XX.00ITEM DETAILGF, VEGAN, OR VEG
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BOOTH DETAILS

What Type of Space Does Your Business Operate In? *
 

Desired Booth Location: Please note this is a request only, final placement is decided by the festival *

SIGNAGE

Banners will be printed for all booth spaces.  There will be (1) banner per 10' of booth frontage, each banner will list the booth concept in bold letters with a few menu items in smaller font below.  For example:


BURGERS & FRIES      (LARGE FONT) 
 Angus Beef Slider | Veggie Burger | Loaded Fries          (SMALL FONT)


Please use the space below to list what you would like your banner to say.  This is a request, final banner wording will be chosen by Producer.


 BANNER 1
LARGE FONT
SMALL FONT

 

 BANNER 2
LARGE FONT
SMALL FONT

STAFF


POWER

Please Note - There will not be an electrician on site to modify your equipment. Please email us if you are unsure of your power needs.

MISC

PAYMENT

In order to be considered as a vendor for Electric Forest 2019, you must complete both the application and the Credit Card Authorization Form on the success page of this application (after you hit submit). 

Once your completed application has been submitted the following steps will happen:

  • EF Food Manager will send an email to notify you of your application status by April 1, 2019.
  • If accepted to the Electric Forest 2019 Food Program, you will receive an email from the EF Food Manager and you will have until April 8, 2019 to accept or reject the invitation.
  • Once you have accepted the invitation to vend at Electric Forest, you will be sent a contract to sign and request for verification that the Credit Card Authorization Form on file is still the preferred method of payment. If you'd prefer to use a different credit card for payment at that time, a new Credit Card Authorization Form must be submitted.
  • Applications that are not accepted will not be charged Booth Fee Deposit.  
  • Credit card info will be stored securely with applicant’s online file and deleted after deposit is paid (no later than May 1, 2019). 
  • Booth Fee payments must be in the form of a credit or debit card.  There is no additional fee for this service.

All booth fees include camping and parking.

All payments must be in US Dollars. Payments submitted in any foreign currency will not be accepted. 

Exhibitor will be responsible for all processing fees incurred due to payments issued with insufficient funds.

RULES & REGULATIONS

Vendor and its employees, personnel and agents, shall have joint and several liability with respect to the terms and conditions set forth in this Agreement. Vendor and its employees, personnel and agents, agree to abide by all instructions, information and Rules and Regulations of the Event. EF shall have sole discretion in the interpretation and enforcement of all Rules and Regulations contained herein and has the power to make such amendments thereto, and such further Rules and Regulations as it shall consider necessary for the proper conduct and success of the Event.

  1. Vendor shall be bound by and comply with, at Vendor’s own cost and expense, all applicable national, state, city municipal law codes and governmental regulations or other authority having jurisdiction over the Exhibition, the Venue or the Event, together with rules and regulations of the owners and/or operators of the Venue in which the Event is being held. Vendor shall be bound by and comply with, at Vendor’s sole cost and expense, all applicable copyright and trademark laws and regulations that may affect Vendor’s use and occupancy of the Booth Space.
  2. EF reserves the right to decline, prohibit or expel any Vendor which, in its sole judgment, is out of keeping with the character of the Event, including but not limited to persons, display materials, printed matter, product or conduct. EF reserves the right to determine, in its sole and absolute discretion, the eligibility of all Booth Space applicants and individual products to be exhibited. 
  1. Vendor is subject to search at the time of entry.
  1. Assignment of Booth Space shall be made by the EF in its sole and absolute discretion. Location preference will be considered upon final placement. Acceptance of an applicant does not imply endorsement of Vendor’s products or services, nor does rejection imply lack of merit of the same. EF reserves the right, in its sole and absolute discretion, to alter the exhibit hours or floor plan arrangements in any manner.
  1. Vendor shall not affix, attach, display, or distribute any magazines, books, pamphlets, promotional materials, handbills, flyers, posters, banners, signs, scrims, or any other similar materials, etc., without the prior express written consent of EF which shall be given or withheld at EF’s sole and absolute discretion.
  1. Vendor shall not affix, attach, display, or distribute any stickers, labels, decals, and adhesive signage of any kind whatsoever. Vendor hereby agrees that any stickers, label, decals, and adhesive signage of any kind found from Vendor before, during, and after the Event will constitute a breach of this Offer Letter.
  1. All Vendor signage, banners, or display logos shall be approved in advance by the EF Food Manager.
  1. Vendor shall not possess any animals, illegal drugs, weapons, and illegal contraband of any kind whatsoever.
  1. Vendor shall not allow any minors into the Venue at any time before, during, and after the Event without being accompanied, attended, and supervised at all times by a parent or legal guardian in the minor’s immediate proximity. Event security and the police will be notified of any minors found to be unaccompanied, unattended, and unsupervised by a parent or legal guardian.
  1. Vendor shall not distribute or deliver, either by sale or by any other method, any unlicensed merchandise, performing artist merchandise, or any other similar materials of any type whatsoever including but not limited to clothing, apparel, and/or novelties, without the prior express written consent of EF which shall be given or withheld at EF’s sole and absolute discretion.
  1. Vendor shall not possess or operate any public-address systems, audio equipment, speakers, amplifiers, and microphones that enable a broadcast to be audible beyond the limits of the Booth Space.
  1. Vendor shall participate in the serveware inventory program and purchase serveware products from EF’s distributor. The serveware inventory program guidelines will be provided to Vendor prior to the Event and will outline product options and pricing.
  1. Vendor shall participate in EF sustainability program. The sustainability program guidelines will be provided to Vendor prior to the Event and will outline the on-site requirements.
  1. Vendor shall accept all credit cards, including American Express, for all food and beverage transactions at the Event, with no additional fees passed on to the customers including transaction fees and/or other service fees.
  1. Vendor shall use the EF approved POS system for the Event. The POS system guidelines will be provided to the Vendor prior to the Event and will outline how to use the POS system. Vendor shall setup an Event-specific account with the approved POS system that will be used exclusively for transactions made during the Event.
  1. Vendor shall only sell pre-approved menu items. Any exceptions must be pre-approved by the EF Food Manager in writing.
  1. Vendor shall not distribute or deliver, either by sale or by any other method, any beverage whatsoever without the prior express written consent of EF, which shall be given or withheld at EF’s sole and absolute discretion and described in the Exhibition. All beverages approved by EF must be served and distributed in EF approved serveware.
  1. If written consent is given, then Vendor shall purchase packaged beverages from EF and comply with unified beverage pricing structure as specified in the serveware inventory program guidelines.
  1. Vendor must comply with all Fire Department and Department of Health regulations.
  1. Vendor shall not distribute or deliver, by sale or by any other method, alcohol, tobacco products, E-CIGS, vape and/or drugs, including but not limited to over-the-counter medications, supplements/vitamins, or any other similar or dissimilar products whatsoever.
  1. Vendor shall not possess any alcoholic beverage not purchased from a licensed distributor or merchant operating at the Event in conjunction with a pre-existing agreement with EF.
  1. Vendor shall not distribute or deliver, either by sale or by any other method, any bottle, can or any product that could be implemented as a missile or projectile, or could create a hazard to the safety of any person or persons at the Venue before, during, or after the Event whatsoever.
  1. Vendor shall not possess or operate individual generators.
  1. Vendor may possess and use pre-approved open-flame cooking equipment, electric broilers and/or other electric cooking equipment. Vendor may possess propane fuel to operate the cooking equipment. Any other variation of fuel and/or cooking equipment is prohibited unless otherwise approved by the EF Food Manager in writing prior to Event. Anyone entering with unacceptable cooking equipment or variations thereof will be prohibited from entering the Venue.
  1. Vendor shall not possess, distribute or deliver, by sale or any other method, any glass containers whatsoever.
  1. Vendor shall not operate, utilize, place or park any vehicle, display unit or storage unit (collectively and individually referred to hereinafter as a “Vehicle”) in any area of the Event except the area specifically designated for the Exhibition. No Vehicles, other than those Vehicles designated by EF shall be permitted in the area specifically designated for the Exhibition no later than 10:00 AM on June 27, 2019. Any Vehicle found to be in non-compliance shall be towed or otherwise removed from the Venue. Vendor shall be solely responsible for any towing, storage, and other charges associated and resulting from Vehicle removal.
  1. Vehicle operation, travel and movement is prohibited in the concert area of the Venue once the gates open to the public and will be enforced until EF deems it safe after each day’s events have concluded.
  1. Vendor shall not operate, utilize, or possess any motorized vehicles including, but not limited to all-terrain vehicles, golf carts, mopeds, dirt bikes, go carts, mules, and any other similar vehicle (collectively and individually referred to hereinafter as an “ATV”), unless otherwise approved by EF. All ATVs shall be confiscated by EF or removed from the Venue. Vendor shall be solely responsible for any towing, storage, and other charges associated and resulting from ATV removal.
  1. Vendors will start loading in no earlier than Monday, June 24, 2019. Campground vendors shall be completely set up ready for operation no later than the morning of Wednesday, June 26, 2019. Venue vendors shall be completely set up and ready for operation no later than the morning of Thursday, June 27, Exact load in dates and times will be provided to the Vendor prior to the Event.
  1. Venue vendors shall be fully operational during all Event hours. Campground vendors shall be open for business for twenty-four (24) hours a day on Wednesday, June 26, 2019 through Monday, July 1, 2019 at 9:00 AM, unless alternative schedule is approved by the EF Food Manager. Failure by Vendor to occupy the designated Booth Space by the beginning of the Event for any reason shall constitute a forfeiture of the Booth Space. Booth closures during Event must be pre-approved by the EF Food Manager.
  1. If operating a food truck, Vendor may not move food truck once placed, from the time of placement until Monday, July 1, 2019 at 9:00 AM, unless otherwise pre-approved by EF in writing.
  1. Vendor shall not remove or break down their Booth Space or otherwise discontinue or interrupt the Exhibition until Monday, July 1, 2019 at 9:00 AM.
  1. EF is not responsible for payment or fulfillment of any product or services ordered or purchased by Vendor.
  1. EF will not accept deliveries at the site for any reason unless otherwise agreed to in writing by the EF Food Manager prior to the delivery. Vendor agrees to comply with EF’s shipping guidelines and understands that all shipments are at Vendor’s own cost and risk. Shipping information will be provided to Vendor prior to the Event. Vendor is responsible for picking up all deliveries.
  1. Upon submission of Booth Fee, Vendor shall provide a list of any and all employees, personnel and agents that will be involved in the Exhibition. EF reserves the right, at its sole and absolute discretion, with or without cause, to prohibit entry to, and remove from the Event any and all of Vendor’s employees, personnel and agents for any reason whatsoever.
  1. Vendor shall not contract with any other festival that is geographically closer than two hundred (200) miles of the Event location within a timeframe of thirty (30) days before and fifteen (15) days after the Event. Exceptions to the radius exclusion may be granted by EF in sole and absolute discretion.
  1. Vendor shall have insurance coverage for all days on-site at the Event. The insurance requirement sheet will be provided to Vendor prior to the Event and will outline type of policies and limits required.
  1. Vendor cancelations shall be received in writing by the EF Food Manager. Vendor may cancel this Offer Letter thirty-one (31) days or more prior to load in for full Booth Fee refund. If Vendor cancels between thirty (30) and fifteen (15) days before load in, Vendor will be refunded fifty percent (50%) of Booth Fee. Booth Fees are non-refundable and non-transferable fourteen (14) days or less prior to load in. Load in is scheduled to begin on Monday, June 24, 2019.

I understand my application will be complete when I submit my credit or debit card using the link on the success page of this application (once I hit submit below) for the Booth Fee Deposit to be charged upon my acceptance to participate in Electric Forest 2019. *
 
 
 
Thank you for your interest in Electric Forest 2019!
Please email any additional questions to Kerry at foodvending@electricforestfestival.com
 
 
If your Food Vending application is accepted, you will receive an acceptance email from the Food Vendor Manager via foodvending@electricforestfestival.com confirming your acceptance.