Vendor Application Terms and Conditions (Food Vendor)
Submitting an application does not guarantee acceptance as a vendor or exhibitor for Earth Day San Marcos. Reservations are not confirmed until the vendor receives a confirmation email with a payment link, and payment has been received.
Food vendors must complete their Temporary Food Establishment Permit Application a minimum of 10 days prior to the event.
Approved food vendors will receive an email with load-in details in advance of the festival.
Beverage Sales
Food vendors can sell any beverage of their choice. Food vendors are free to sell their choice of soda, as well as house-made beverages such as lemonade and iced tea. No alcohol sales are allowed.
Food Truck & Trailer Requirements
Per Texas State University policy, any food truck applying for a food vendor spot must be on the permitted MFU list and book at least 30 days in advance.
Power and Electricity
All food vendors will be provided with electricity. Electricity needs must be communicated before the event. Generators are not allowed.
Serving Containers (Plastic-Free Policy)
All food and beverages must be served in or on paper or other biodegradable containers (including plates, bowls, and cups). Food and beverages CANNOT be served using plastic wrap, plastic bags, Styrofoam, or polystyrene foam plates, cups, or containers. Beverages in glass bottles are not permitted. Vendors in violation of these guidelines may have their admission to Earth Day San Marcos revoked at any time, and no refund will be issued.
Required Documentation
All commercial food vendors are required to:
- Carry $1,000,000 in liability insurance, naming Texas State University as additionally insured
- Obtain a Temporary Food Establishment Permit
- Ensure that all food handlers have valid food handlers’ permits
More information can be found here: www.fss.txst.edu/ehsrem/event-permitting/food-safety.
Liability
Food vendor certifies that it holds adequate liability insurance to cover any occurrences that result in damage or injury. Food vendor agrees to indemnify and hold harmless Texas State University, its employees, and agents from any and all claims, actions, and judgments, including all costs of attorney fees.
Indemnity
Food vendor shall indemnify and hold Texas State University, its staff, contractors, and volunteers harmless from any claim or cause of action arising out of, or in connection with the acts or omissions of food vendor under this agreement, and shall reimburse the Meadows Center and Texas State University for any costs, including, but not limited to, reasonable attorney’s fees incurred in defense against any such claim.
Health Department Compliance
Food vendors and food trucks must comply with Texas State University’s rules and regulations. If you are not familiar with these rules and regulations, please contact us for more information.
All Payments are Final
Once your application has been processed and approved, you will receive a payment link. Payment is due upon receipt. Failure to submit payment by the stated deadline may result in loss of the reservation and selection of another vendor from the waitlist. ALL PAYMENTS ARE FINAL.
This is a rain-or-shine event. If the event is canceled due to weather on or before the day of the event, Earth Day San Marcos will refund the vendor in full. If the vendor cancels for any reason, no refund will be issued. Earth Day San Marcos reserves the right to revoke any vendor’s admission to the festival at any time, and no refund will be issued.
Additional Information
Staff and volunteers will be on site to help you find your space. Vendors are responsible for the set-up and tear-down of their space and for their own property while on site. Each vendor must bring their own 10' x 10' tent and be prepared to either stake it into the ground or provide weights. One table and two chairs will be provided. Additional furniture will be available for an additional fee.
Earth Day San Marcos is not liable for any loss or damage incurred while on site. Vendors found in violation of these guidelines may have their admission to the festival revoked at any time, and no refund will be issued. Earth Day San Marcos reserves the right to assign vendor booth locations at its sole discretion and retains full authority to place participants in any location within the vendor marketplace.
Vendor Guidelines
Vendors should comply with all federal, state, and local laws and ordinances, and refrain from smoking, bringing weapons, fireworks, illegal drugs, and glass containers to the event premises. Vendors and their staff should refrain from lewd, obscene, deceptive, or indecent actions, conduct, language, pictures, or portrayals on the premises. Nothing shall be presented, used, or sold that is contrary to law. Violence of any kind is prohibited and will result in immediate expulsion from the event. Vendors found in violation of these guidelines may have their admission to the festival revoked at any time, and no refund will be issued.
Vendors may not begin load out until the event has ended (4:00 p.m.) and event staff have given the all-clear to bring vehicles on site or for food trucks to begin leaving.
Questions? Email: miranda.wait@txstate.edu
