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Vendor Rules & Regulations
- There will be a flat pad fee to participate in City of Jacksonville events. This fee is determined by the City of Jacksonville based on the amount of hours and/or days that vendors will be operational.
- The City of Jacksonville Office of Special Events will determine whether or not vendors will be self-contained on an event-by-event basis. Larger events typically include a 15x15 tent, 2 tables, 2 chairs, a menu board, and banner included in the fee.
- The pad fee is paid directly to the Office of Special Events and is sold only to the company/individual named on the occupational license. The space cannot be sublet, subleased or otherwise resold to another vendor without the written permission from the Director of Special Events.
- All pad fees must be made payable to the City of Jacksonville Office of Special Events and be in the form of cashier’s check or money order.
- Food vendors will be provided with one trash barrel for use within their respective tent. Each participant is responsible for providing trash bags for trash disposal.
- The City of Jacksonville Office of Special Events is not responsible for lost products or merchandise due to inclement weather or other acts out of our control.
- THERE ARE NO REFUNDS FOR EVENTS.
Event Set-up and Forfeit Policy
In the event you are selected to participate as a vendor, there will be a mandatory vendor meeting. The site plan, credentials, and parking passes will be distributed during that time. A representative from your company is required to attend this briefing or make arrangements to get the information before setting up.
- It is the responsibility of the vendor to read the Event Guidelines and Rules & Regulations to ensure you understand what is expected during events. You must sign the compliance agreement that can be found at the end of this document stating that you agree to comply with all rules and regulations associated each event.
- Vendors agree to be ready for booth inspection no later than one (1) hour prior to the start of event operating hours.
- The City of Jacksonville Office of Special Events will determine the location of each booth. If you choose to withdraw from participation based on booth location, you will forfeit all fees associated with this space.
- Applicant’s signature on the vendor application releases and forever discharges the City of Jacksonville and all sponsoring organizations and their elected officials, directors, employees, agents and volunteers from any responsibility, personal liability, or claims of loss or damage. The City of Jacksonville is not responsible for any injury sustained by vendors, their personnel or guests.
- Please note that roaming overnight security will vary for each event. No security will be provided after the event. The City of Jacksonville will not be held liable/responsible for lost, stolen or damaged goods/products.
- All vendors will need to adhere to their load-in times and follow all load-in directions. If any vendor damages property, that vendor will incur all repair costs, will be asked to leave immediately and will not be invited to participate in any future City of Jacksonville events
- No vendor shall harass or disturb any other vendor in the festival area. Vendors should remain in their respective areas. Harassment will not be tolerated at any City of Jacksonville produced event and could result in being banned from all future events.
- Any vendor who does not comply with all of the rules listed will be asked to leave immediately and will forfeit their pad fee, as well as any opportunity to participate in future events.
Insurance and Business Tax Receipt
- Food vendors will be required to provide a copy of a Comprehensive General Liability policy with liability limits of $1,000,000 per occurrence and $1,000,000 aggregate. The City of Jacksonville and SMG must be named as the additional insured on the policy. Vendors will be required to submit a copy of this policy within five business days of acceptance.
- Food vendors are required to provide the City of Jacksonville Office of Special Events a copy of their Duval County Business Tax Receipt within five business days of acceptance.
- Food vendors are required to provide a copy of their Department of Business & Professional Regulation (DBPR) business license. The DBPR will be on-site during the event to inspect all booths. This license can be acquired onsite. Please refer to the next section regarding DBPR licensing information.
Department of Business & Professional Regulation (DBPR)
Licensing and inspection will begin at the time of set-up or the first day of operation and continue until completed. A completed copy of the attached DBPR HR Form 7029 Application for a Temporary Event Vendor License and payment of the license fee is required at the time of licensing. A cashier's check or money order is the only form of payment accepted.
Current Temporary Event License Fees:
1-3 day event: $91.00
4-30 day event: $105.00
Compliance with the guidelines set forth in DBPR HR Form 5030-034 is required. Please contact the Jacksonville District Office through our Customer Contact Center at 850.487.1395 between 8 a.m. and 5 p.m. Monday through Friday for any questions or concerns. We wish you the best of luck and success in your venture.
Department of Business and Professional Regulation
Division of Hotels and Restaurants
7960 Arlington Expressway, Suite 610
Jacksonville, FL 32211
(904) 727.5558 fax
Rules & Guidlines
- Only full-service restaurants, fast food and licensed food vendors will be considered for participation in the events.
- Participants must adhere to all rules and regulations set forth in this document and City Ordinances 93-1761-1390 and 2004-429-E.
- All vendors who have three (3) or more employees must provide a copy of Workers Compensation insurance with liability limits of $100,000.
- Participating food vendors must comply with the rules and regulations of the State of Florida Health Department and other governmental agency with jurisdiction over the City of Jacksonville Office of Special Events.
- Food vendors must be identified by the name used at the principle place of business.
- Only approved food items listed on the application may be sold. Only participants with written approval by the City of Jacksonville Director of Special Events may sell non-food items (cups, t-shirts, aprons, etc.).
- The City of Jacksonville Director of Special Events must approve, in advance, any promotional items given away at the event.
- No roaming vendors will be permitted, unless otherwise approved by the Director of Special Events prior to the event.
- No trailers will be permitted.
- No items may be served in a glass container of any kind.
- Vendors will NOT be allowed to serve or sell alcoholic or non-alcoholic beverages of any kind.
- The majority of food preparation should take place at the food vendors’ normal place of business.
- Participants will be responsible for securing and/or paying for any special permits that may be required by the City of Jacksonville or any other governmental agency.
- The City of Jacksonville is looking forward to a profitable venture for all participants. Food vendors will keep 100% of the sales.
- The City of Jacksonville Office of Special Events will provide participating food vendors will all proper signage including one (1) large banner and one (1) menu board. Only one (1) menu board can be displayed during the event. This menu board must be the menu board issued by the Office of Special Events and may NOT be altered in any way.
- Food vendors must supply all food-service equipment necessary for the operation of their respective booths. Service equipment must be in good working order.
- Food vendors must obtain all of their own supplies and sanitary eating utensils. Vendors may not contact any ready-to-eat food with their bare hands immediately prior to service and MUST use suitable utensils such as deli tissue, spatulas, tongs, single-use gloves or dispensing equipment.
- Tents must be clear of all soot, grease, and debris at the conclusion of the event. Any tents found to be left unclean by the vendor will incur a $100 cleaning fee.
- The City of Jacksonville Office of Special Events does not supply extension cords or multiple-outlet receptacles. Food vendors must provide lighting and extension cords. All electrical needs must be listed on the application. Food vendors using bottled gas must adhere to all restrictions specified by the Fire Marshall.
- Food vendors using grease, or producing grease by-product in their operation, must use the grease receptacle provided. Any food vendor found dumping grease on the ground or any other area on the event property will bear the responsibility of cleaning and payment for any damage caused. Not adhering to this policy will result in being banned from future events.
- Bins will be provided for gray water and cannot contain any type of foreign material other than dirty water. You are required to bring your own “wash bins” for sanitation in your tent. Not adhering to this policy will result in being banned from future events.
- There will be no open fires. A minimum 2A-10BC classification fire extinguisher is required for ALL booths. A minimum 40BC or Class K is required if grease-laden vapors are produced. This is required by the Fire Marshall.
- All food vendors must be completely set up for inspection no later than 60 minutes prior to the start of the event. All vehicles must be removed from the set-up two hours prior to the start of the event and must use assigned parking area/space.
- Illegal vehicle, trailer, or RV parking is subject to any towing regulations enforced through the City of Jacksonville. The Office of Special Events will not be responsible for any loss or towing fees incurred by the vendor’s negligence.
- Food vendor selection will be subject to a thorough reference check and is contingent upon menu/food type appropriate to the event. This includes multiple vendors wanting to sell the same products such as hot dogs, hamburgers, BBQ, etc. For example, if the first three vendor applicants sell the exact same menu, only the first will be accepted regardless of actual application received date.