Exhibitor Application

Michiana VegFest Vendor Application

Please complete this application thoroughly. Incomplete applications may result in a delayed response time. Application must be completed online via this form. Do not email, snail mail, or hand deliver your application as we will not be able to process it.
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Booth Type

Indoor Exhibitors may give away small food samples, product samples, and sell products and/or food at VegFest. All samples, products and marketing materials must be vegan. We will provide one 8’ x 2.5’ table, tablecloth, & two chairs. An additional table is available for rental below. Booth size is appx 10’ wide x 8’ deep.

 

Rate after March 1

Early Rate Until March 1

Booth Type

$200

$175 / 2nd space $87.50

For Profit Exhibitor

$50

$40 / 2nd space $20

Non-Profit Exhibitor

$170

$145 / 2nd space $72.50

Food Vendor

$25

$25 / 2nd space $12.50

Animal Related Organization/Sanctuary
Type of Vendor
  • - select a vendor option -
  • ($175) For Profit Vendor
  • ($40) Non-Profit Vendor
  • ($145) Food Vendor
  • ($25) Animal Non-Profit
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Additional Booth Space?
We offer great discounts on vendors who need a bit more space. Pay only 50% for additional booths. Each booth includes table, tablecloth and 2 chairs.
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Additional Booth Costs:
$0.00
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Vendor Details

Please list the products/services that you will be promoting.
Please give us a quick overview of what you will be showcasing in your booth.
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Are you providing non food samples? *
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If you are Providing Samples, please describe them.
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.
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Will you be serving/sampling food? *
If yes, be sure to read condition 6 on Terms and Conditions clearly.
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If you are Providing Food and Food Samples, please describe them.
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 contain the proper permits, the health department can shut down your booth.
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Who referred you to Michiana VegFest:
If someone referred you to us, can you please share?
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Is this your first Michiana VegFest?
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Past Michiana VegFest Feedback:
Thank you for joining us again this year! Is there any feedback you have for the VegFest team which would help us make the event even better?
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Vendor Options

Special Location Request?
Is there a specific location which you would prefer to be placed, or is there a friend's business which you would like to be near? We cannot guarantee placements but we will do our best.
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Please describe where you want to be located, or which company you want to be placed near:
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Electricity (check one of the below options)
If you have low amp electronics like laptops, tablets and credit card scanners, choose the 1-10 amp option. Most commercial blenders are 13-15 amps. 1500W = 13amp
The venue increases the cost of all electricity hookups by $25 on the day of the event.
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If electricity is needed, list the devices and amps required.
Vendors: Simple electronics are not of concern such as laptops, tablets or cell phones. We need to know about electronics that are high wattage.

Be sure to bring extension cords and power strips in case you need to share with a neighboring Vendor. No butane burners allowed.

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Do you need ice?
We sell ice in 10lb bags. How many do you need?
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Ice Cost
$0.00
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Do you need an additional table?
Each table is 8x2.5'. If you have more than one booth, you can order an additional table for each booth space.
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Table Cost
$0.00
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Sponsorship Upgrade

Sponsoring Michiana VegFest is a great way to promote your organization. Please email us at info@michianavegfest.org if you have any questions about sponsorships.
Interested in sponsoring VegFest?
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Sponsorship Benefits

Top Dogs ($2,500)

 Cool Cats ($1,000)

Happy Hens ($500)

Bountiful Bunnies ($300)

X

X

X

X

Name listed in the INVeg Newsletter

X - prominent placement

X

X

X

Logo placement on website

X

X

X

X

Name listed on Facebook page

X

X

 

Verbal announcement at VegFest

4 tables

2 tables

2 tables

1 table

Vendor Booth

X

X

Prime Vendor Booth Location

X – prominent placement

X

Hang your banner at VegFest
 
Deadline for blurb text for e-news (all levels): March 1
Upgrade to Sponsor Level (Optional)
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Michiana VegFest is a 501c3 Non-Profit. All Donations Are Tax Deductible.

Day of Event Contact Info

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Donations

Michiana VegFest Draw

VegFest is a very expensive event to put on and vendor fees do not cover all the costs so we have a draw to add a bit more income to the event. We would appreciate it if you could donate a gift to the draw.
Would you like an additional opportunity to show off your products/services by donating an item to our draw? *
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Please describe the draw prize:
Please package your draw item in a decorative basket and bring it with you on the event day.
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VegFest Volunteer Gifts

We would like to give away giftbags to our volunteers. Would you be open to donating items to our volunteers? We have about 60 volunteers at the event.
Would you donate items to our volunteers? *
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Please describe the volunteer gift:
Please bring on setup day and give to volunteer desk.
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VegFest Giftbags

We pass out items in the beginning of the event for first come attendees. Would you like to have your items showcased? We prefer donations of 100-500 items.
Would you donate items to our giftbags? *
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Please describe the gift bag donation:
Please bring on the day of setup.
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Additional Donation to Michiana VegFest
Would you like to donate a bit extra to help us put on this community building event?
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Vendor Total Cost
$0.00
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Michiana VegFest Terms and Conditions

Please initial agreement with your mouse or draw on your screen for every term and then sign at the bottom of this page.

1. Definitions:
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.
Initial Agreement
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2. No Animal-Based Products
In keeping with Michana VegFest core principles, all items displayed, advertised, sold, or sampled during the event may not be or contain any animal products. This includes but is not limited to: meat, poultry, fish, dairy, eggs, honey, gelatin, and other animal- based additives. This also includes items made from or with animal fur, leather, hides, feathers, wool, horns or silk. Merchandise should not be tested on animals. Violators may be removed from festival upon inspection and booth will not be refunded, if unwilling to remove animal derived items.

I understand that the below listed food items are NOT vegan:
Milk
Honey
Meat
Poultry
Fish
Shellfish
Butter
Jello
Beeswax
Initial Agreement
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3. Deadlines and Refunds:
  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.
Initial Agreement
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4. Payments and Reservations:
  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.
Initial Agreement
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5. Setup and Tear Down:
  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.
  8. No Vendor may break down booth prior to 5 pm.
Initial Agreement
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6. Food-Related Vendors:
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.
Initial Agreement
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7. Zero Waste and Environmental Friendly:
  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. 
Initial Agreement
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8. Legal Claims
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.
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9. General Vendor Rules
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:
    1. Illicit Drugs
    2. Smoking and Cigarettes
    3.  Firecrackers, Fireworks, or Similar Items
    4. Weapons and Firearms
    5. 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.
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10. Media Release & Social Media Requests:
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.
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11. No Forced Graphic Imagery
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.
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12. Insurance Requirement
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.
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This agreement states the entire contract between, Michiana VegFest and the Vendor. No changes will be valid unless agreed to by both parties in writing.
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Payment Options & Submit Application

How would you like to pay?
You may either send us an electronic payment through paypal using your credit card or mail us a check.
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After you click Submit, you will pay this amount on the next page using Paypal, Credit Card or mailing us a check.
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