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7th Baton Rouge Soul Food Festival – Vendor Information

Vendor Management by EWMedia Group
6606 FM 1488, Ste 148-116, Magnolia, TX 77354832-413-2217, 866-875-8960 – Toll-Free Phone/FAX
don@ewmediagroup.com * www.ewmediagroup.com

Load-in Information will be posted here when available

I want to participate, what must I do?
THE APPLICATION Your signature is needed on each page of the application which is in PDF format. It is also available in HTML format on request.

ONLINE LINKS TO THIS FESTIVAL APPLICATION:

  1. Links to Vendor Packet for this festival: https://ewmediagroup.com/applications/
    Note: this application cannot be filled out online, it must be downloaded first
    TO PAY FOR THIS MARKET, you can pay with a cash or a money order, Zelle or PayPal..
    If you would like to charge it to a credit card, please:
  2. After you download & fill out the application;
  3. go to our website, https://www.ewmediagroup.com/Payments and make your
    payment; NOTE: The form you fill out online is not the application.
    TO SUBMIT THE APPLICATION, you can
  4. Scan & email it to don@ewmediagroup.com;
  5. FAX it to me toll-free at 866-875-8960 – no cover page needed;
  6. snail-mail it to me. EWMedia, 6606 FM 1488, #148-116, Magnolia, TX 77354.
    If you decide to snail mail it to me please call me and let me know.

WHAT HAPPENS NEXT?

The website will send you a receipt immediately upon payment. We will send you
another receipt before the Market to make sure we are on the same page as far as
what you are ordering and what you have paid.

LOAD-IN INFORMATION

On the Thursday morning before the Festival, I will email you load-in information.
Although there is general load-in information in the vendor packet, this information is
superseded by the load-in information you get the week of the Festival.

QUESTIONS

We would appreciate you sharing any Festival publicity you receive with your own
mailing list. Please call or email if you have questions.

Application

Guidelines

  1. CONFIRMATION AND BOOTH ASSIGNMENT: Booth space is limited and vendors are selected on
    a first-come/first-serve basis. Acceptance and booth location are determined by the date application and full
    payment are postmarked. We will send a payment receipt immediately and a load-in information packet
    approximately 2-days before the Festival.
  2. BOOTH SPACE: Spaces are 10’x10’ or 10’x20’ (see #20 for larger sizes). For an additional fee, you may
    be able to rent 5 feet of additional space external to your booth, allowing you to sell out of 2 sides of your
    booth. See the 10’x15’ column on the Rental Fee chart on the first page of this application.
  3. SALES / SUBLEASING: Sales must take place within your booth space. No subleasing of booths allowed.
    Festival only provides the space; Vendors must provide their own tents, tables, chairs, etc.
  4. EQUIPMENT RENTAL: The Festival is not renting equipment. For suggestions, contact us.
  5. EXCLUSIVITY – Types of merchandise sold must be included in application and approved by festival.
    For an exclusive on any product call 832-413-2217 or email don@ewmediagroup.com
  6. LATE FEES – Applications paid after 5/1/2024 incurs a $25 late fee.
  7. FOOD VENDORS: Vendors may sell 3 pre-approved entrées plus a bonus entrée from the Festival’s
    Soul Food List. Beverage Sales require a $40 fee. Temporary Health Permit – Contact us for info.
    You must have a Fire Extinguisher (Rated 2-A, 10-B:C or better or Rated K if cooking in oil) with a
    current inspection sticker. Deposits – Vendors who cook in oil must provide a refundable $150 deposit.
    Flooring – Required – we will send requirements. Official Soul Food List: Allows you to add a 4th
    entrée to the 3 entrée limit. Contact us for this list.
  8. REQUIRED FOOD VENDOR INSURANCE: Food vendors must have a minimum $1 million per
    occurrence, $2, million general aggregate liability insurance. Submit a Certificate of Insurance COI
    (Acord Form) naming the following as Additional Insured: The Baton Rouge Soul Food Festival, Henry
    Turner, Jr., Main Library, Parish of East Baton Rouge and EWMedia. Call us if you need help
    securing this – do not call the week of the Festival. Due 5/1/2024
  9. SITE PROTECTION AROUND YOUR BOOTH: Flooring requirements for food booths are set by the
    City of BR. We will send you those after you apply. It is the vendor’s responsibility to ensure that no grease
    or other waste gets onto the concrete or the grass. You will be charged for steam cleaning if there is a
    problem. NOTE: Vendors who use deep fryers must be in trucks or trailers. No deep fryers in tents.
  10. WASTE DISPOSAL: it is responsibility of each vendor to keep their booth and the surrounding area clean.
    Vendors must provide their own garbage receptacles and garbage bags. Double-bag food waste. Vendors
    failing to abide by waste disposal guidelines may lose their deposit.
  11. EVENT DAY SETUP: Vendors will not set up until fees are paid. Location: 7711 Goodwood Boulevard,
    Baton Rouge, LA 70806 Vendor Check-in begins early Sat,& Sun, May 18–19 2024. You will
    be assigned to one of 3 load-in times. The Day-of Information Packet you receive 2 days before the
    Festival will give you specific instructions. You will not be able to pull up to your booth, so bring a dolly.
    Bring your receipt as only paid vendors will be allowed into the unloading area. Vendors who have not
    applied and paid are not guaranteed space. Vehicles: Not allowed on festival grounds. Vendors requiring
    restocking of supplies may re-enter the festival with a dolly. Parking: There is extensive parking close to
    the festival site. More information, see Day-Of Event Info Packet. Business Hours: Vendors must be
    ready for business by 10:00 AM Sat. & Sun Tear Down Not before 8PM each night.
  12. PROHIBITED: Vendors may not sell alcohol, drug paraphernalia, guns, fireworks, weapons, apparel
    displaying profanity or sexually explicit items.
  13. SALES TAX: It is the vendor’s responsibility to adhere to city and state tax guidelines in the collection
    and payment of sales tax.
  14. ONLY ITEMS listed in your vendor application and approved by the festival may be sold.
  15. SECURITY: The Festival has security including overnight security on Sat. night. Vendors are solely
    responsible for the security of their cash, coupons, equipment, goods, inventory, supplies or any other
    property. On Sat night we recommend you remove your valuables. You can leave your tents, tables &
    chairs but do not leave valuables.
  16. FESTIVAL GUIDELINES will be strictly monitored. If violations occur, two warnings will be issued.
    Additional violations will result in removal from the Festival site by Police without refund.
  17. SOUND LEVELS: Vendors may not play their own music at this event.