Online Vendor Application
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. Apply early for best rates!
If after reading the guidelines you have additional questions, you can reach our Vendor Coordinators at email@example.com.
QUICK CHECKLIST – How to Become a CityFest Vendor
Step 1: Read the Vendor Guidelines below. It is your responsibility to understand each item noted in the vendor guidelines.
Step 2: Fill the Vendor Application out online (below) and submit for approval. If you are selling merchandise of any sort, be sure you upload photos of your merchandise during the application process, or send photos by email immediately after filling the application out. Send photos to firstname.lastname@example.org. Don’t delay! This is part of the approval process.
Step 3: Wait to receive approval by email or phone from the Vendor Coordinators. Your application is not approved until you are contacted by our Vendor Coordinators. You are welcome to follow-up with us at email@example.com if you feel too much time has past and you haven’t received word from us. Sometimes applications do get routed into the spam folder and get overlooked.
Step 4: SEND PAYMENT – Once you hear that your application is approved, be prepared to pay your vendor fees by credit card (using the invoice sent to you), or via Paypal (search for Alabaster Arts Council or firstname.lastname@example.org), or mail your check or money order covering your vendor cost to: Alabaster Arts Council, 1109 1st Street South, Alabaster, AL 35007.
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 (4/1), you will be expected to pay the higher booth fee, regardless of when we approved your application.
All vendor fees should be paid BEFORE arriving on-site to the event. You will not have a booth space reserved in your name if we have not received your payment.
Step 5: After your application has been approved 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/One Day Business License from the City of Alabaster. You will receive more information on this from our Vendor Coordinators, but you are welcome to be proactive and contact the Revenue Department at City Hall (see #4 below in the details) to inquire.
Rules & Regulations for Vendors
1. Vendor Selection
Applications are due by April 1, 2023 (for the early-bird pricing). Applications (including payment!) received after this date will be charged at the higher rate (see below for rates), if application is accepted. Vendors are selected based on merchandise, product variety, product appropriateness, and space availability. Prospective vendors must send a clear photo 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. Once approved, you are not confirmed until we receive your payment.
2. Food Vendors
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 range from approximately 15’ x 15’ to 15′ x 45′. 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. All beverages must be pre-approved by Vendor Coordinators to confirm that they do not compete with our title sponsor. Failure to comply can lead to ejection from the festival without a refund.
ICE: Bring your own ice — we will no longer supply ice.
PROOF OF INSURANCE: All food vendors must provide proof of insurance. (see #5 below for more info)
3. Application Fees/Deposits
Fees/deposits are due no later than April 1, 2023 (for early-bird discount). Deposits are only applicable to food vendors. Applications submitted after this date must be paid electronically by invoice or via paypal, using the 2nd tier rates (see booth rates below). If a check is received, a $35 fee will apply for any check returned due to insufficient funds. There will be no refunds once an application is approved.
4. Business License
ALL VENDORS are required to obtain an Alabaster Business License. If you do not have a current license, a Special Event/One-Day business license will be available for $27, through the city. You will receive more information on this once you are accepted. For additional information, contact City of Alabaster Revenue Department at 205-664-6844.
FOOD VENDORS are required to provide a certificate of insurance, showing Alabaster Arts Council Inc., City of Alabaster and Alabaster City Schools as “additional insured” for commercial general liability insurance to the Alabaster Arts Council, Inc. from a qualified A minus VII or better by A.M. Best, Inc. rated carrier in an amount not less than $1,000,000 per occurrence and $1,000,000 per aggregate event for injuries to persons or damage to property caused by Vendor, its agents, employees, contractors or guests, in connection with the performance of its obligations hereunder. Vendor agrees to name the following parties as additional insured on the above referenced policy: “The Alabaster Arts Council, Inc. and all direct owners, members, officers, shareholders, managers, directors, attorneys, employees and agents with respect to the actions of the named insured.” Vendor must also provide, prior to entering the site, evidence of Auto Insurance if they are to drive a vehicle on-site to load or unload and if you are serving from a food truck. Additional Vendors (non-food related) may be required to provide coverage of Insurance as determined by the Alabaster Arts Council, Inc.
Certificates for all such insurance shall be provided to the Alabaster Arts Council, Inc. TEN (10) days prior to the festival. Failure of the Alabaster Arts Council, Inc. to receive the proper certificate of insurance, or failure of Vendor to maintain the proper auto insurance, shall be a default of this agreement and the Alabaster Arts Council, Inc. shall have the right to terminate this agreement for such default without notice to Vendor and without an opportunity for Vendor to cure. The indemnity provisions shall survive any termination of this agreement.
6. Sales Tax
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.
7. Arts & Informational Vendor Space
Vendor spaces are reserved as 10’x10’, 10′ x 20′, 10′ x 30′, or 10′ x 40′. Vendors must furnish their own free-standing tents, tables and displays. Vendor space is assigned on grass, which may not be level.
IMPORTANT NOTES: Vendor booths are assigned within an 8 acre field, while limited parking for loading/unloading is only available along the curb of the field. Booth setup items (table, canopy, chairs, bins, etc.) and all booth merchandise will have to be unloaded at the curb and hauled several hundreds of yards away — this could be several acres of walking. Carts, wagons, anything (non-motorized) on wheels is a must for anyone setting up a large booth with lots of merchandise. You should have at least 2 representatives with you, and be prepared to unload your vehicle at the curb, one rep can go park your vehicle, then haul your loads to your booth. We have VERY limited curb parking and need to move cars in and out quickly.
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.
Vendor agrees to comply with all applicable laws, statues, ordinances, rules and regulations including, but not limited to, those of the United States of America, State of Alabama, City of Alabaster, Shelby County as well as all local and regional governmental agencies (including Board(s) of Health), in connection with its performance hereunder and Vendor is responsible for obtaining any and all permits or licenses necessary or advisable for its business at the Event. CityFest does not accept any responsibility for Vendor’s property, including but not limited to lost, damaged or stolen property. It is the responsibility of the Vendor to make sure his/her equipment and other personal belongings are completely covered and secured.
8. 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. Vendor check-in and setup times are scheduled between Friday 3 p.m. – 9 p.m., and Saturday between 6:30 a.m. – 8:30 a.m. All confirmed (approved & paid) vendors will receive further instructions before the event with a designated check-in time.
All vehicles must be out of the designated vendor loading/unloading zone no later than 8:30 a.m. on Saturday. ANY VENDOR NOT CHECKED IN BY 8:30AM SATURDAY MAY BE TURNED AWAY WITHOUT REFUND. For security reasons, entrance to the venue at other times will be prohibited to incoming and outgoing traffic. Vendors must remain open until 6 p.m. Vendors choosing to close at 6 p.m. will not be able to drive vehicles into the designated vendor unloading/loading zone. 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 venue 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 FOOD VENDORS must CHECK-OUT with the Vendor Coordinator.
10. Vendor Parking
Vendors will be given one parking pass per application. There is an overflow area for vendors needing to park trailers or oversized vehicles.
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.
14. Firearms/Firearm Replicas
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. NO food, water or any beverages can be given away at vendor booths.
Security is provided from 6 p.m. Friday through 11 p.m. Saturday. Security is contracted with the City of Alabaster Police Department.
18. 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.
20. Hold Harmless and Indemnification Agreement
Vendors that agree to participate in Alabaster CityFest, agree to indemnify, hold harmless and defend the Alabaster Arts Council, the City of Alabaster, AL, its officials, representatives, agents, servants, employees, volunteers and musical artist from and against any and all claims, actions, lawsuits, damages, judgments, liability and expense, including attorney fees and litigation expense, in whole or in part arising out of, connected with or in any way associated with my/our activities preparing for the Alabaster CityFest, participating in Alabaster CityFest or departing from Alabaster CityFest. You will be required to acknowledge that you have read and fully understood the above Hold Harmless and Indemnification Agreement.
21. Limitation of Damages
The Alabaster Arts Council will not be liable to venders for any special indirect, consequential, or incidental damages arising out of or related to this agreement however caused and on any theory of liability (including negligence) and even if vendor has been advised of the possibility of such damages. Further, in no event shall the Alabaster Arts Council be liable for damages in excess for the total payments required to be made under this agreement.
22. Rain or Shine
Alabaster CityFest is a rain or shine event. No refunds will be given.
Live animals are not allowed to be sold or given away at CityFest without written permission from festival organizers.
24. Offensive Items or Materials
The Alabaster Arts Council reserves the right to prohibit the sell or display of any item(s) it may deem to be offensive, inappropriate or dangerous.
25. Fees for Alabaster CityFest Vendors
|Vendor Type||Fees Received||Fees Received|
|(Space dimension is approximate)||Before April 1||April 1 & Later|
|Arts & Crafts or Informational Vendor (10′ x 10′)||$110||$160|
|Arts & Crafts or Informational Vendor (10′ x 20′)||$185||$235|
|Arts & Crafts or Informational Vendor (10′ x 30′)||$260||$310|
|Arts & Crafts or Informational Vendor (10′ x 40′)||$335||$385|
|Food Vendor (15′ x 15′ space)||$510||$610|
|Food Vendor (15′ x 30′ space)||$760||$910|
|Food Vendor (15′ x 45′ space)||$1,010||$1,210|
|Electricity (Limited Basis)||$75 per 110V outlet (up to 20 AMPS)|
|$150 per 220V outlet (up to 30/50 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.)|