Vendor Application

^{Application Deadline January 4, 2023}

Vendor Applications will not be accepted on January 14, 2023, the day of the event.  Credit card payments are accepted online with a 3% convenience fee, payments are to be in the applicant’s name or the company’s name.  All credit card payments are non-refundable or non-disputable after Wednesday, January 11, 2023 unless your application is cancelled, and you are subject to our refund policy.  Payments received after Monday, December 26, 2022 must be made by cash, money order or cashier’s check.    Faxed applications will not be considered; applications can be mailed or personally delivered with payment to the Town of Eatonville.

1. 1. Vending hours are from 8:00 a.m. until sunset on Saturday, January 14^th, 2023. The vending area must be clear of all vendors by 9:00 p.m.
   2. Vendors may set up between 6:30 a.m. and 7:30 a.m. on January 14^th, 2023. A map with your vending location will be available on Tuesday, January 10^th, 2023.  This information will be mailed, faxed, or emailed upon your request.
   3. Food vendors must indicate all food items being sold. Once approval has been obtained for your listed items, you cannot sell anything other than what has been approved (or you will be shut down and no fees to be refunded). **NO EXCEPTIONS**
   4. Merchandise vendors must provide an itemized list of all items to be sold. Once approval has been obtained for your listed items, you cannot sell anything other than what has been approved (or you will be shut down and no fees to be refunded). **NO EXCEPTIONS**
   5. An event official will inspect your sale items for final approval.
   6. The MLK Vendor Representative will assign vending spaces.  **No special request for vending spaces will be accepted.
   7. No alcohol or controlled substances will be allowed at this event. Law Enforcement officers will be present.
   8. Food vendors must have oil/grease containers. Gas cylinders must be secured.
   9. Book and music vendors must include a sampling catalog and/or list of items to be sold. All music must be kept at a level so as not to disturb other vendors. Failure to comply will result in termination of vending with no refund. **NO EXCEPTIONS**
   10. Electricity will not be available. All vendors in need of electricity will have to provide safe, low noise generator.
   11. Vendors are responsible for reporting State and Federal Taxes.
   12. ANIMALS ARE PROHIBITED FROM THE VENDING AREA.
       

TOWN OF EATONVILLE

      13. Vendors must pass inspections by the Fire Department as an authorized vendor for this event.

a).  Vendors using cooking oil must have a (K) Fire Extinguishers with a current certified inspection tag.

ORANGE COUNTY

b).  Non-licensed food vendors will be required to obtain a temporary license from the Department of Business and Professional Regulation for $91.00 money order or cashier’s checks only. (Provide Copy of License)

c).  An Orange County Representative will be on site Saturday, January 14^th, 2023 to issue license and collect fees.

      14. Booths are sold on a FIRST COME, FIRST SERVE BASIS. Food Booths are limited

      15. Tax Exempt or Non-Profit organizations must attach a copy of their exemption certificate.

      16. The Eatonville Fire Marshall or representative will inspect and issue a Seal of Approval to all approved vendors.

      17. This Seal must be displayed during the entire event.

      18. The Eatonville Fire Marshall or representative reserves the right to decline vending rights for failure of inspection.

      19. NO SUBLETTING OR LEASING OF VENDING SPACES. **NO EXCEPTIONS**

      20. All collection of Sales Tax and Permits are the responsibility of the vendor.

      21. There will only be two (2) Reserved Parking Spaces per vendor.

VENDOR AGREEMENT INSTRUCTIONS

VENDOR AGREEMENT:

Fees Covered:

The vending fee covers, vending space, trash container, and grease disposal, for the day of the event.  (Event date: Saturday January 14, 2023).

Refund Policy:

If a written cancellation request is received on or before Wednesday, January 11th, 2023, a refund minus  25% may be issued. Any cancellations received on or after Thursday, January 12th, 2023, will not be  eligible for a refund.

Late Fees:

To avoid a late fee, send completed application along with full payment of fees, which shall not be  postmarked any later than Wednesday, January 4th, 2023.

Payment:

Make check or money order payable to the Town of Eatonville and mark memo field as “MLK2023”. Applications and payments can be mailed to: 

1. 1. 1. 1. 1. Historic Town of Eatonville
               ATTN: Eatonville Martin Luther King, Jr. Parade Celebration Committee
               307 East Kennedy Boulevard
               Eatonville, FL 32751

INDEMNIFICATION RELEASE:

Vendor agrees to defend, indemnify and to hold the Town of Eatonville, The Eatonville Martin Luther King, Jr. Parade Celebration Committee, its respective officers, agents, employees, sponsors, directors, insurers, and successors harmless from any loss including attorney’s fees and any claims, demands, or actions for death, personal injury or damage to personal property brought against the Town of Eatonville its respective officers, agents, employees, sponsors, directors, insurers, and successors caused by or arising in whole or in part for any one or more of the following:

(i) Vendor’s performance or failure to perform any of terms of this Agreement or any  breach of the Vendor’s Agreement herein; and

(ii) The sale or use of any products sold or distributed by the vendor during the Dr.  MLK Celebration. 

The Vendor releases the Town of Eatonville, The Eatonville Dr. Martin Luther King Jr.  Parade Celebration Committee, and it’s respective officers, agents, employees sponsors ,directors, insurers, and successor from all responsibility for damage to the vendor’s  property, its theft or other loss, as well as the vendor’s personal injury that may occur  during the 46th Annual Dr. MLK Jr. Parade Celebration or at any time while the vendor’s  property is located on the event grounds, whether or not caused in whole or in part by the  act, error, omission fault of one or more parties released hereby.

CLICK HERE to download the Indemnification Release Form.

                                 Vendor Fee

Food Vendor                                               $150.00

Merchandise Vendor                                   $100.00

Mobile Concessions                                    $100.00

Non-Profit                                                     $75.00            

(Booth fee include: $25 non-refundable clean up fee and 6.5% sales taxes)

Tent Permit (add $50 if over a 10x10, not to exceed 10x15) Tents not provided.  Late Fee, if received after 1/4/2023 (add $25)

All vendor applications must be reviewed prior to January 6th, 2023, by the Eatonville Dr. MLK Jr. Celebration Committee before approval as an authorized vendor at this event.

Online Payments:

1. If payment is made less than three weeks before the event, only cash or money order will be accepted.
2. Credit card payments are accepted online with an additional 3% convenience fee and must be paid using the applicant's name or business only.
3. All credit card payments are non-refundable or non-disputable after 1/12/23 unless you cancel your application and subject to our refund policy.
   

**All applicants will be notified of approval once both signed agreement and payment is received.

Required documents:

Copy of business license, tax exempt certificate if non-profit organization, fire extinguisher certificate inspection tag for fire department inspection, list of all food items being sold for food vendors, and itemized list of merchandise to be sold by merchandise vendors.