City Fest Vendors - Hueytown Arts Council

Hueytown CityFest

Vendor Registration

5th Annual Hueytown CityFest

Saturday, June 10, 2023
9:00am-1:00pm | 5:00pm – 10:00pm

New City Park
104 Forest Road
Hueytown, AL 35022

This one-day event is a fun-filled day of a huge variety of live music, arts and crafts, food, and children’s activities. We are expecting a record attendance this year with over 3,000 attendees and FREE ADMISSION!

Vendor Application

We are no longer taking Food Truck Vendor Applications. All Food Truck spots are sold out.

SPACE FEE: $75

Vendor committee will contact you directly when your application has been approved.

If you need an extra space for a trailer that stays or tent…. $50 additional fee

4% Sales Tax will be Payable to City of Hueytown no later than
June 16, 2023
(you will receive an information packet day of event)

The Hueytown Arts Council cordially invites you or your organization to participate in Hueytown CityFest. We expect a great day of music, arts and crafts, food and children’s activities, and thousands of attendees — and we want you to be a part of the festivities. Please read the following guidelines carefully. Apply early! LIMITED SPACE AVAILABLE! If after reading the guidelines you have additional questions, you can reach our Vendor Coordinators at hueytowncityfest@gmail.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 hueytowncityfest@gmail.com. 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 hueytowncityfest@gmail.com if you feel too much time has passed 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 or Venmo (search for Hueytown Arts Council or hueytowncityfest@gmail.com, or mail your check or money order covering your vendor cost to: Hueytown Arts Council, P. O. Box 3234, Hueytown, AL 35023
You are not considered a confirmed vendor UNTIL we receive your payment. We will not reserve a booth space until we receive your payment. You will not be recognized as a CityFest vendor until we receive your payment.

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, you will receive information regarding specific booth spaces from our Vendor Coordinators.

Business Name:(Required)

Contact Person:(Required)

Phone (cell):(Required)

Business Mailing Address:(Required)

Street Address City State ZIP Code

Contact Email:(Required)

Business Website:

Business Facebook Page:

Description or list of Products:(Required)

Vendors can set up as early as 7:00am and must complete set up by 8:30am Your business will be assigned a location to set up at the registration table day of event. No electricity or running water available. You are responsible for ALL applicable permits, insurance & licenses and your personal property. All Vendors must assume complete liability and responsibility for their participation in the event. You MUST clean up your area at the end of event. No alcoholic beverages can be sold during the festival. Vendors can break down by 12:30pm but must walk out - no vehicles until after 1:00pm. Clean up must be complete by 2:00pm

Payment

Vendor Registration

Will you pay by Credit Card or send a Check?(Required)

Pay by Credit Card

Send a Check

Total

Billing Name(Required)

First Last

Billing Address(Required)

Street Address Address Line 2 City State ZIP Code

Credit Card(Required)

Please note that we will only Authorize your credit card. It will not be charged until your Vendor Application is approved.

Cardholder Name

Card Details

Mail Checks to:
HAC P.O. Box 3234
Hueytown, AL 35023

Rules & Regulations for Vendors

1. Vendor Selection

Applications are due by May 29th, 2023. NO applications will be accepted after this date. 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. PROOF OF INSURANCE: All vendors must provide proof of insurance. (see #3 below for more info)

There will be no refunds once an application is approved.

2. Business License

A ONE DAY BUSINESS LICENSE through the City of Hueytown may be required. You will receive more information regarding this once your application is approved.

3. Insurance

Certificates for insurance shall be provided to the Hueytown Arts Council, Inc. TEN (10) days prior to the festival. Failure of the Hueytown Arts Council, Inc. to receive the proper certificate of insurance shall be a default of this agreement and the Hueytown 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.

4. Sales Tax

Vendor is responsible for paying all applicable sales tax. Forms will be provided by the Vendor Coordinator at check-in. This is to be paid the day of the event or within 7 business days to the city.

5. Arts & Informational Vendor Space

Vendor spaces are reserved as 10′ x 10′. Vendors must furnish their own free-standing tents, tables and displays. Vendor space is assigned on grass and pavement, which may not be level.

IMPORTANT NOTES: Vendor booths are assigned within designated spaces. Parking for loading/unloading is EXTREMELY LIMITED. Booth setup items (table, canopy, chairs, bins, etc.) and all booth merchandise will have to be unloaded at the curb and hauled several yards away — 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 Hueytown, Jefferson 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.

6. Subletting Vendor Space

The subletting of space is not allowed without written prior consent from the Hueytown Arts Council.

7. Check-in/Set-up/Check-out

Vendor space assignments will be available onsite from the Vendor Coordinator. Vendor check-in and setup times are scheduled between Saturday, 7:00AM-8:30 AM. All confirmed (approved & paid) vendors will receive further instructions before the event with a designated check-in time.

ANY VENDOR NOT CHECKED IN BY 8:30 AM SATURDAY MAY BE TURNED AWAY WITHOUT REFUND.

All vehicles must be out of the designated vendor loading/unloading zone no later than 2:00 PM Saturday. For security reasons, entrance to the venue at other times will be prohibited to incoming and outgoing traffic. Vendors must remain open until 1:00 PM. Vendors choosing to close before 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 at 7:00 AM. (The venue is closely monitored by police) If you have ANY questions or concerns, contact our Vendor Coordinators at hueytowncityfest@gmail.com.

8. Vendor Parking

Vendors will be given one parking pass per application. There will be limited vendor parking across the street and you will have to have your pass in your window to get in

9. Electricity/Water

Electricity/Water is NOT provided.

10. Hazards

All vendors who use electricity, wood, charcoal, gas or propane will be required to have a working fire extinguisher in their space.

11. Trademarks/Logos

The CityFest Logo and/or artwork, name, or that of any artist performing at CityFest may not be used without written authorization from the Hueytown Arts Council. No merchandise of musical artists performing at CityFest can be sold without authorization from CityFest and the artist.

12. Firearms/Firearm Replicas

Not allowed at CityFest.

13. Soliciting/Distributing

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 Hueytown Arts Council.

14. Raffles/Give-away

No vendor may sell raffle tickets or chances for any organizations without written permission from the Hueytown Arts Council. Any item that is to be given away for promotion must be pre-approved in writing from the Hueytown Arts Council.

15. Security

Security is provided. Security is contracted with the City of Hueytown Police Department.

16. Right of Refusal

The Hueytown Arts Council is a private non-profit entity. It reserves the right to refuse any applicants from the event for any reason.

17. Non-discrimination

The Hueytown Arts Council does not discriminate on the basis of race, color, national origin, ethnicity, sex, religion or disability.

18. Hold Harmless and Indemnification Agreement

Vendors that agree to participate in Hueytown CityFest, agree to indemnify, hold harmless and defend the Hueytown Arts Council, the City of Hueytown, 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 Hueytown CityFest, participating in Hueytown CityFest or departing from Hueytown CityFest. You will be required to acknowledge that you have read and fully understood the above Hold Harmless and Indemnification Agreement.

19. Limitation of Damages

The Hueytown 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 Hueytown Arts Council be liable for damages in excess for the total payments required to be made under this agreement.

20. Rain or Shine

Hueytown CityFest is a rain or shine event. No refunds will be given.

21. Animals

Live animals are not allowed to be sold or given away at CityFest without written permission from festival organizers.

22. Offensive Items or Materials

The Hueytown Arts Council reserves the right to prohibit the sell or display of any item(s) it may deem to be offensive, inappropriate or dangerous.