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FOOD VENDORS

This application is for FOOD TRUCK/CONCESSION VENDORS only: vendors selling food made to order/prepared onsite. General vendors (crafters, small business, prepackaged/shelf stable food) should submit a GENERAL VENDOR application: linked here. If you're a food vendor and unsure which application to submit, please email dtownchamber@gmail.com.


ABOUT

  • A long standing tradition in Downingtown, this event has brought thousands of people to the borough of Downingtown for over a decade. While its humble beginnings were in the parking lot of Victory Brewing, it now spans multiple blocks as a true street festival in town on Green Street and Pennsylvania Ave.

    Downingtown FallFest is a Downingtown Area Chamber of Commerce event in partnership with Victory Brewing Company and the Borough of Downingtown. This high-value event features the famous Victory beer garden, over 200 vendors, food trucks, music, kids zone, and more!


2024 EVENT

  • Downingtown Fall Fest event details –

    • Date: Sunday, October 6th, 2024

      • RAIN DATE: Sunday, October 13th, 2024

    • Time: 11am-4pm

      • Vendor arrival: 8-9:30am (staggered load-in depending on site assignment)

      • Vendor breakdown: 4:15-5:30pm

    • Location: Green Street & Pennsylvania Ave in Downingtown


SELECTION PROCESS / ELIGIBILITY

  • Downingtown Fall Fest is a juried application process. Applications are evaluated by reviewing eligibility qualifications (listed below) and taking into consideration the vendor balance, price-point, and community/shopper preference. We make selections based on all of these factors to curate a balanced and cohesive event. 

  • Chamber members and sponsors receive priority review and booth placement. Consider joining the Downingtown Area Chamber of Commerce at www.dtownchamber.com.

  • Applicant qualifications:

    • Pleasant disposition

    • Team player attitude

    • Able to read & follow directions thoroughly

    • Prompt response & communication

    • Respectful of event organization

    • Represent Downingtown Fall Fest positively in person & in communications

  • Incomplete applications will not be accepted. 

  • Vendors are only permitted to sell products that are listed on their application, please be thorough.


APPLICATION SCHEDULE

  • Downingtown Fall Fest is a juried application process. Applications will open on the date listed below, and will remain open until the deadline. After the deadline, the jury will review all applications and send a decision (via email). Upon acceptance, vendors will be notified to submit payment, COI (Cert of Insurance), and CCHD license by the deadline to secure their space.

Applications OPEN: Friday, March 15th at 10am

Applications CLOSE: Wednesday, May 1st at 10am

Decisions* Sent: Tuesday, May 14th by 5pm

*all decisions: acceptance, waitlist, and rejection


Upon acceptance –
E-sign vendor agreement form: Friday, May 31st by 5pm
Payment due: Friday, May 31st by 5pm
Submit COI (Certificate of Insurance): Friday, May 31st by 5pm
Submit CCHD license: Tuesday, June 18th by 5pm

  • Once accepted, vendors must e-sign the vendor agreement form and remit payment by the deadline to confirm their space. Any non-responsive applicants will forfeit their acceptance after the payment deadline. If you haven’t received a decision (via email from dtownchamber@gmail.com) by the date listed in the above schedule - please check your spam folder.

  • REMINDER: vendors should not send payment or submit COI/CCHD until acceptance email (from dtownchamber@gmail.com) is received on May 14th


PAYMENT REMITTANCE

  • Vendor fees

    10x10 TENT space: $200

    10x20 TENT space: $275

    TRUCK/TRAILER space: $300

    • ALL VENDORS: additional $50 deposit

  • Deposit

    Please note: a $50 Security Clean-Up deposit check is required IN ADDITION to the vendor fee. Upon inspection at the end of the event, if your space is deemed clean, your check or payment will be returned.

  • Remittance: Payment is due by May 31st via check or Paypal to reserve vendor space.

CHECK:

Payable to Downingtown Area Chamber of Commerce

Mail to:

Downingtown Area Chamber of Commerce
216 E Lancaster Ave
Downingtown, PA 19335

Memo must include VENDOR NAME (as listed on application) for valid payment

PAYPAL:

@dtownfallfest -click here

Memo must include VENDOR NAME (as listed on application) for valid payment

REMINDER: vendors should not send payment until acceptance email (from dtownchamber@gmail.com) is received on May 14th

GENERAL LIABILITY INSURANCE

  • All Downingtown Fall Fest vendors are required to provide a COI (Certificate of Insurance) listing Downingtown Area Chamber of Commerce (Event Organizer) as additionally insured. This protects both the vendor and organizer with regards to liability risk that could be incurred at an event of this nature. Any vendor that does not provide a COI by the deadline will forfeit their space.

  • THIS DOCUMENT (please open in new tab) outlines the insurance requirements and a sample COI for your reference. The document is 2 pages.

    • If you already have general liability insurance for your business, THIS DOCUMENT can be sent directly to your agent to request a COI.

    • If you do not have general liability insurance, you can purchase a temporary event policy (starting at $49) via the link provided upon acceptance. Please be sure to list Downingtown Area Chamber of Commerce as additional insured.  

      • Accepted vendors should email the COI to dtownchamber@gmail.com by May 31st to reserve their space. Please include the VENDOR NAME in the body of the email.

  • REMINDER: vendors should not purchase insurance until acceptance email (from dtownchamber@gmail.com) is received on May 14th


CHESTER COUNTY HEALTH DEPARTMENT LICENSE

  • All food vendors must be licensed by Chester County Health Department to participate in this event. Vendors are responsible for obtaining this license.

  • If vendors do not already hold a CCHD mobile food license, they must complete the temporary event license here: https://www.chesco.org/2652/Temporary-Events

  • Vendors must pay the license fee directly to the CCHD. The application fee paid to the Chamber of Commerce for FallFest, does not include the food license.

  • Questions about CCHD - please contact Beth Freeman (health inspector) directly: bfreeman@chesco.org

  • Food vendors must follow all CCHD regulations and display the mobile or temporary license on the day of the event. The Chester County Health Department is expected to attend and inspect all food vendors.

  • REMINDER: vendors should not submit for a CCHD license until acceptance email (from dtownchamber@gmail.com) is received on May 14th


VENDOR POLICIES & REGULATIONS

VENDOR SPACE

  • Food Truck/Concession vendors will be set-up outside on a black top surface.

  • Vendors are expected to provide all supplies and equipment needed for service: including but not limited to chairs, tables, tents, etc. Downingtown fallFest does not provide any equipment to the vendor. 

  • Vendors shall be responsible to adequately anchor all equipment to withstand the elements of weather. 

  • Tented vendors must provide tent weights at least 30lbs per tent leg.

    • Tents must be safely weighted with at least 30lb weight per tent leg. Tent weights are required of all participants.

      • Canopy weights should not present a tripping hazard. 

      • Weights should be affixed to the lower leg of the tent - no free dangling weights.

      • Absolutely no staking. 

  • Water hookups are not available at this location.

  • Electricity is not available. Vendors must supply a generator if booth requires electric power. Respect your vendor neighbor, generators should have noise suppression.

    • Generators cannot present a tripping or safety hazard to event attendees, staff, or vendors.

    • Any vendor intending to bring a generator must indicate such on the application.

  • Vendors must display clearly marked pricing and signage.

  • Vendors are expected to maintain their exhibitor space by removing trash & debris and remaining clean & tidy throughout the event. Vendor must leave assigned space in the same condition as when arrived. Any damage to the space, including but not limited to staining from the operation of the food cart or truck, will be fully remedied at vendor's expense

  • Vendors may not dispose of grease, oil, or wastewater on the premises. Please haul away and dispose accordingly.

  • If after inspection at the end of the event, vendor space is deemed unclean or trash is left behind, vendor will forfeit the $50 Cleaning Security Deposit. If vendor space is clean, vendor deposit will be returned.

  • Vendor space must not block the aisle of the event. Vendors will be allowed a space that is based on the size of their truck/trailer/tent with a small (less than 5ft) buffer between vendors. No additional space will be available.

EVENT LOGISTICS

  • Detailed load-in, event layout, and load-out instructions with map will be sent at least 5 days prior to the event. This information is for internal use only.

    • The event layout is fully at the discretion of the event organizer. It is subject to change without notice. Management appreciates vendor flexibility and willingness to adjust where necessary. Vendors may be placed on Green Street, E. Pennsylvania Avenue, or along the driveway leading to Kardon Park.

    • Special requests for vendor spaces or location cannot be guaranteed.

    • Chamber members and sponsors receive priority booth placement. Consider a Chamber membership: www.dtownchamber.com 

  • Vendors should expect to arrive 3 hours before the event starts for load-in & set-up. Depending on the location, load-in times will be staggered depending on location, and vendors may be allotted a limited window for load-in between 8am-9:30am.

  • Vendors are required to arrive on time.

    • Load-in is typically on a tight schedule, so punctuality is paramount. 

    • Late arrivals could result in vendor spaces being moved or adjusted load-in from a longer distance. Depending on timing, vendors could be prohibited to load-in or participate without refund.

  • Vendors must be set-up and ready to sell at least 15 minutes before the event opens.

    • No early sales will be permitted. 

  • Vendors must wait until the event is over to break down.

    • Vendors must break down all of their wares and their entire tent area before moving vehicles back to the event area to load out.

    • In the event of a sell-out, vendors must remain set-up in their tent for the duration of the event. 

  • Vendors are responsible to clean their entire area and remove any trash from the premises. If after inspection at the end of the event a vendor space is deemed unclean, the vendor may not be permitted to participate in future festivals.

VENDOR RULES

  • Absolutely no drinking alcohol, smoking, illegal substances, or weapons are allowed.

  • Vendors are not permitted to play music in their tents.

  • Vendors are responsible for following all local, state, and federal sales tax requirements and laws. 

  • Downingtown Fall Fest is not liable for any vendor or their property. It is required that all vendors carry liability insurance to cover their business. 

  • Vendors are expected to work amicably with management, fellow vendors, and customers for the entirety of the event. Uncooperative or contentious vendors will forfeit their booth space. 

  • All vendors should help promote the event to their audiences. 

  • No Hulking. Vendors must stay in their booth space. No standing in the street directing foot traffic to your booth.

CANCELLATION POLICY

  • Vendor fees are non-refundable.

  • Downingtown FallFest is a rain or shine event. In the case of extreme, hazardous, or severe weather, the event will be postponed to the rain date of Sunday, October 13th. The decision for postponement will be made by Friday, October 4th at 12 noon via email.

    • Every effort will be made to hold a safe event on the planned date of October 6th. The event will only be postponed to the rain date in the case of severe weather. 

    • In the case of postponement to the rain date, no refunds will be given.

    • In the case of severe weather on the postponed rain date, the event will be canceled and no refunds will be given.

    • Vendors should be prepared for all weather. 

COMMUNICATION

  • Management appreciates responsiveness from all participating vendors. 

  • All event communication will made be via email from dtownchamber@gmail.com

    • Participants should monitor their spam or junk folders for any missing emails.

  • If a vendor cannot be reached via email, contact may be made via phone call or text from the Chamber phone number which will be provided upon acceptance.

  • Event information can also be found via the official event website: https://www.downingtownfallfest.com 

  • Downingtown Fall Fest will never contact a vendor via Facebook or Instagram. 

    • Any contact made via facebook, instagram, or an email/phone number that is not listed above is spam. 

    • Please review the PAYMENT REMITTANCE section on this vendor information page before sending vendor fees. 

      • Vendor fees sent to any outside organization or online scammer will not be the responsibility of Downingtown Fall Fest. 

  • Exception: management will not be monitoring emails on event day.

    • Any last minute or emergency communication on market day should be via call or text to the Chamber phone number which will be provided upon acceptance.

FOOD VENDOR APPLICATION

 

 

 

 

 

 

 

 

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