Rules & Regulations for Vendors
The Alabaster Arts Council cordially invites you or your organization to participate in Alabaster CityFest. We expect a great day of music, arts and crafts, food and children’s activities, and tens of thousands of attendees — and we want you to be a part of the festivities.
Please read the following guidelines carefully. Booth space is limited. Apply early for best rates!
If after reading the guidelines you have additional questions, you can reach our Vendor Coordinators at firstname.lastname@example.org.
Applications are due by April 15, 2017. Applications (including payment!) postmarked/received after this date will be charged a late fee (see below for fees), if application is accepted. Vendors are selected based on merchandise, product variety, product appropriateness, and space availability. Prospective vendors must send a photo (4×6 or larger) and itemized list of merchandise along with the application. Our Vendor Coordinators will contact vendors directly when their application has been approved for the event. Until you are contacted, you are not approved. And once approved, you are not confirmed until we receive your payment.
QUICK CHECKLIST – How to Become a CityFest Vendor
(1) Read vendor guidelines (below)
(2) Fill out online application with appropriate booth type and qty selected, whether you need electricity, and a detailed list of products and/or services being offered during CityFest
(3) Immediately follow-up by emailing photos of your products to email@example.com
(4) Wait 24 – 48 hours to hear back from us regarding your approval status. If you have not heard back from us within 48 hours, you are welcome to send us an email at firstname.lastname@example.org to inquire about your application. On occasion, applications do get lost in the spam folder and get missed.
(5) If approved, send your payment in immediately! You are not considered a confirmed vendor UNTIL we receive your payment. We will not reserve you a booth space until we receive your payment. You will not be recognized as a CityFest vendor until we receive your payment. If you do not send your payment BEFORE the “early-bird” discount period expires, you will be expected to pay the higher booth fee, regardless of when we approved your application. Please do not plan to make payment the morning of the event. Accepting vendor payments on-site is very risky because your space may no longer be available (regardless of whether we sent you an approval by email), and we can only accept cash on-site (no checks or credit cards.) All payments should be made payable to — Alabaster Arts Council, PO Box 2069, Alabaster, AL 35007.
(6) After confirmed with us — if you are selling anything on site and you do not have a current Alabaster Business License, you must acquire a Special Event Business License from the City of Alabaster. You will receive more info on this, or you are welcome to be proactive and contact City Hall to inquire.
Food Vendors are accepted on a limited basis. A $100 deposit is required for all food vendors along with the application fee. Deposit will be returned at check-out with proper disposal of garbage and grease. Approved dumpster and a grease pit will be provided onsite and must be used or deposit will be forfeited.
Food Vendor booths are approximately 20’ x 20’. Applications are selected based on previous attendance with CityFest, acknowledgement to guidelines, and type of product sold. A limit is placed on duplicate items sold by multiple vendors. The Alabaster Arts Council reserves the right to grant exclusive rights based on agreement. Duplicate vendors will be separated as much as possible, but no one will be relocated if this does not occur.
Food Vendors must send an itemized list of ALL food items along with application. Food items NOT listed on application at check-in will be prohibited. Food vendors are expected to comply with all Health Department regulations.
BEVERAGES: NO soft drinks or bottled water will be sold by Vendors. Vendors are allowed to sell only non-soft drink/non-bottled water beverages with prior approval through the CityFest Vendor Coordinator. Failure to comply can lead to ejection from the festival without a refund.
ICE: Ice will be sold at a reasonable price on site by the bag. No need to preorder ice.
PROOF OF INSURANCE: All food vendors must provide proof of insurance.
Fees/deposits are due no later than April 15, 2017. Deposits are only applicable to food vendors. Applications postmarked/received after this date must pay with cash, certified check, or cashier’s check, and a late fee will apply (see booth rates). A $35 fee will apply for checks returned due to insufficient funds. There will be no refunds once an application is approved.
ALL VENDORS are required to obtain a City of Alabaster Business License. If you do not have a current license, a special event business license will be available for $25, plus a $10 handling fee, through the city. You will receive more information on this once you are accepted. For additional information, contact City Hall at 205-664-6800.
Applicant is responsible for paying all applicable sales tax. Forms will be provided by the Vendor Coordinator at check-in. A city representative will contact you after your application is accepted.
Arts & Informational Vendor Space
Vendor spaces are approximately 10’x10’. Vendors must furnish their own free-standing tents, tables and displays. Note: Vendor space may be assigned on concrete sidewalk, grass, or asphalt parking lot which may or may not be level.
At all times, vendors must keep their space clean and orderly. Vendors are responsible for removing trash from their space and disposing it in an approved dumpster upon check-out.
Subletting Vendor Space
The subletting of space is not allowed without written prior consent from the Alabaster Arts Council.
Vendor space assignments will be available onsite from the Vendor Coordinator, as early as Friday afternoon. Electricity is provided Saturday only. Vendors may only check in and set up Friday between 3 – 9 p.m., and Saturday between 6 – 8 a.m. All vehicles must be out of the vendor area no later than 8 a.m. on Saturday. ANY VENDOR NOT CHECKED IN BY 8AM SATURDAY MAY BE TURNED AWAY WITHOUT REFUND. For security reasons, entrance to the park at other times will be prohibited to incoming and outgoing traffic. Vendors must remain open until 6 p.m. Saturday. Bringing vehicles into the vendor area during festival times will not be prohibited. Vendors choosing to close at 6 p.m. will not be able to drive vehicles into the vendor area. Everything must be walked or carted out to your vehicle in the parking lot. Failure to comply could jeopardize acceptance to future events.
If you require over 45 minutes to setup your booth, we strongly advise you to check-in Friday evening. (The park is closely monitored by police beginning at 6PM Friday evening.) If you have ANY questions or concerns, contact our Vendor Coordinators at email@example.com.
Once packed up and ready to leave, All vendors must CHECK-OUT with the Vendor Coordinator.
Vendors will be given one parking pass per application.
Electricity is available on a limited basis and for a charge (see chart below). It is assigned on a priority basis determined by the Alabaster Arts Council. Vendors must provide their own extension cords. Electricity is provided Saturday only. Water is not provided and is not available onsite.
All vendors who use electricity, wood, charcoal, gas or propane will be required to have a working fire extinguisher in their space.
The CityFest Logo and/or artwork, name, or that of any artist performing at CityFest may not be used without written authorization from the Alabaster Arts Council. No merchandise of musical artists performing at CityFest can be sold without authorization from CityFest and the artist.
Not allowed at CityFest.
Soliciting/distribution of materials or products outside of allotted vendor space is not allowed. Vendors are not allowed to move their vendor space. Information and giveaways will only be allowed with written permission from the Alabaster Arts Council.
No vendor may sell raffle tickets or chances for any organizations without written permission from the Alabaster Arts Council. Any item that is to be given away for promotion must be pre-approved in writing from the Alabaster Arts Council. Food and/or beverages may not be given away without written permission from the Alabaster Arts Council.
24-hour security is provided 6 p.m., Friday through 11 p.m., Saturday. Security is contracted with the City of Alabaster Police Department.
Right of Refusal
The Alabaster Arts Council is a private non-profit entity. It reserves the right to refuse any applicants from the event for any reason.
The Alabaster Arts Council does not discriminate on the basis of race, color, national origin, ethnicity, sex, religion or disability.
Rain or Shine
Alabaster CityFest is a rain or shine event. No refunds will be given.
Fees for Alabaster CityFest Vendors
|Vendor Type||Fees Received||Fees Received|
|(Space dimension is approximate)||January 1 – April 15||After April 15|
|Arts & Crafts or Informational Vendor (10′ x 10′)||$100||$150|
|Additional 10′ x 10′ space||$75||$75|
|Food Vendor (20′ x 20′ space)||$500||$600|
|Additional 20′ x 20′ space||$250||$300|
|Electricity (Limited Basis)||$75 per 110V outlet (up to 30 AMPS)|
|$150 per 220V outlet (up to 50 AMPS)|
|REQUIRED Deposit (Food Vendors ONLY)||$100||$100|
|(Approved dumpster and a grease pit will be provided onsite and must be used or deposit will be forfeited.)|