Exhibitor Application

In this agreement, "Vendor" refers to any Sponsor, Vendor, Business or Organization selling or giving away food or products or presenting information at a booth or stand at Michiana VegFest. "Michiana VegFest" refers to the organizers of the event as well as the parent organization Michiana VegFest, Inc.

In this agreement, "Vendor" refers to any Sponsor, Vendor, Business or Organization selling or giving away food or products or presenting information at a booth or stand at Michiana VegFest. "Michiana VegFest" refers to the organizers of the event as well as the parent organization Michiana VegFest, Inc.

I understand that the below listed food items are NOT vegan:
Milk
Honey
Meat
Poultry
Fish
Shellfish
Butter
Jello
Beeswax

1. Each exhibitor must submit an individual application and payment.
2. Payment is required to hold space at event. Applications without payment will be void.
3. NO Refunds unless Vendor's application has been rejected by Michiana VegFest. Contact us if you need to cancel your spot and we may offer a 1/2 refund on a case by case basis.
4. Should any contingency interrupt or prevent the holding of Michiana VegFest, including but not limited to inclement weather, war, terrorism, or lockouts, the event coordinators and Michiana VegFest shall in no way be liable to exhibitors. Should any contingency prohibit the event from taking place as scheduled, event coordinators will make their best effort to reschedule the event on a weekend day as near to the original date as possible.

1. Vendor information, agreement, payment, and contract are submitted via Vendor online portal. Full payment must be made by 3 days before event including any late fees.
2. Vendor booths will be subject to Michiana Vegfest's final approval & space availability.
3. Michiana VegFest reserves the right to accept or decline any application at its discretion.

1. Indoors booths: appx. 10’ x 8’ space. Michiana VegFest will provide 8' x 2.5' tables, tablecloth and 2 chairs.
2. Setup begins at 8:00 am. Exhibitors must be ready for operation by 10:30 am.
3. Exhibitors must staff their tables during the entire event from 11:00 am to 5:00 pm.
4. Vendors are responsible for setting up and tearing down their OWN equipment. Vendor spaces must be surrendered in the same condition in which they were when received.
5. Electricity will be available to indoor booths at a first come first serve basis. Please let us know if your electrical devices require anything other than a standard electrical outlet.
6. If you need to hang a banner, you need to supply your own banner stands. Banners cannot be attached to any walls.
7. Exhibitors must have clearly displayed signs, which identify name, products, and prices where applicable.
6. No Vendor may break down booth prior to 5 pm.

Most Vendors serving prepared food to the public must obtain a food permit from the St. Joseph Health Department for an additional cost of $30. We have discounted your booth by $30 because of this additional cost. You are required to contact the St. Joseph Health Department more than 2 weeks before the event to pay and receive your permit. Please contact the Health Department at (574) 235-9750. A health inspector will show up the day of the event.

Again, Health permits MUST be filed more than 2 weeks before the event so please contact them ASAP if serving food. Visit https://www.sjcindiana.com/1609/Find-a-Permit to learn more and sign up for your permit.

Food and beverage samples must not be more than 2 oz and must be manufactured, processed or distributed by the exhibiting firm and must be related to exhibitors in the event. Exhibitors are responsible for complying with all South Bend and St. Joseph County Health Department regarding sampling, storage and equipment temperatures etc. If you are not in compliance or do not havethe proper permits, the health department can shut down your booth.
Health permits MUST be filed more than 2 weeks before the event so please contact the Health Department ASAP if serving food. Visit https://www.srhd.org/services/tfe.asp to see a list of exempt foods that do not require a permit.

1. Styrofoam can NOT be used for the attendees.
2. In order to present a green event and to reduce trash, food samples should have minimal packaging and compostable utensils should be used.

Vendors agree to make no claim for any reason against event staff, coordinators, volunteers, VegFest officers, Michiana VegFest, and Century Center for loss, theft, damage, or destruction of goods, nor for injury to themselves, employees, volunteers, or visitors incurred at the event. Vendors will not interfere with the safety, success, and effectiveness of VegFest. This includes, but is not limited to, behavior, display materials, literature, venue equipment, or operations, unusual odors, or extending beyond Vendor space and/or blockage of public passageways.

Vendors may not solicit/sample to/or petition attendees beyond the confines of their booth.

Music and/or recordings must not interfere with neighboring booths.

Vendor agrees to comply with all the regulations of the facility hosting the Festival and all federal, state, and municipal laws, including health and safety. Vendor agrees to be responsible for collection and reporting of sales tax as required by law. Vendor shall be responsible for obtaining all licenses, permits, health certificates or items required by governmental agencies in order that Vendor’s booth/concession may be lawfully operated.

Michiana VegFest has full authority to stop Vendor from operating, without refund, should Vendor sell or promote products and/or services other than those stated in Vendor’s application.

1. The following items are strictly prohibited from being sold, displayed, distributed, or used by Vendor:
a. Illicit Drugs
b. Smoking and Cigarettes
c. Firecrackers, Fireworks, or Similar Items
d. Weapons and Firearms
e. Vulgar, Offensive, Sexually Explicit, or Obscene materials as judged by Michiana VegFest, and such judgment shall be final.

2. Vendors shall not share or sublease any part of their booth space for any other business.

3. Vendor shall not modify, adjust, damage or remove any part of their booth.

4. Vendor may be requested to remove a product or service displayed at the Festival at the sole discretion of Michiana VegFest if deemed unsuitable by Michiana VegFest, and such decision shall be final. Vendor agrees that Michiana VegFest shall not be liable for any damages or losses, pecuniary or otherwise, foreseen or unforeseen, incurred by Vendor as a result of such action.

5. Vendors are prohibited from soliciting, selling, and promoting their products/services beyond ten feet around their booth space. Please keep all business near your paid booth space.

6. Vendors using amplified sound must place their sound systems within the rented booth space, and the sound level shall not exceed 30 decibels. Non-compliance with these rules pertaining to amplified sound, after the first warning, shall result in expulsion of vendor from the festival.

7. Vendor agrees to be held responsible for Vendor’s (and Vendor’s staff’s) own actions within Festival grounds that may result in additional fines by the city, county, or other levels of government, i.e. oil spills.

8. Vendors agree to permit photographs and video to be taken of them, their volunteers, and their booths at Michiana VegFest, to be used for the purposes of future promotion and advertising of the event. All photographs/video footage will be the property of Michiana VegFest.

9. Michiana VegFest reserves the right to remove any Vendors from the Festival.

Michiana VegFest may take photos and video of you and your exhibit table and use it for our promotions.

(REQUIRED) SOCIAL MEDIA – Please take a moment to share the Facebook event on your social media accounts. The more people that know about Michiana VegFest, the bigger success it will be. Thank you.

Facebook Event - Please do not create unique Michiana VegFest events but instead add the official Michiana VegFest event to your company facebook calendar. Ask for details if you need help.

Michiana VegFest is both a celebration of veganism and a place for information about plant-based living. With this double function in mind, Michiana VegFest recognizes the necessity of graphic imagery as an education tool, but wants to maintain the idea of celebration.

We allow graphic imagery, but please keep the following guidelines in mind: Any graphic imagery that attendees are forced to see is not allowed. If literature has a graphic image on the front page, we ask that it be hidden by a blank piece of paper. Graphic images inside of literature are acceptable and may still be distributed (please specify in the product description). If you have any questions, please contact us. We reserve the right to disallow any graphic imagery that does not fit within these guidelines on the day of the festival.

Vendors must include appropriate proof of $1,000,000 in liability insurance with your application. A copy of proof of this insurance must be submitted/ emailed with your application. Please email us at info@michianavegfest.org or reply to the application email after you submit.