Mon., Jan. 20, 2024; 10:00 AM – 5:00 PM
City of Houston’s City Hall
Hermann Square Park, 900 Smith, Houston 77002
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
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 MSWord format on request.
ONLINE LINKS TO THIS FESTIVAL APPLICATION:
1. Links to Vendor Packet for this festival: https://ewmediagroup.com/applications/ Note: this application can be filled out and paid online.
TO PAY FOR THIS MARKET, you can pay with a cash or a money order, Credit Cards, Zelle or PayPal. If you would like to charge it to a credit card, please:
- after you download & fill out the application;
- go to our website, https://www.ewmediagroup.com/Payments and make your payment; NOTE: The form you fill out online to use your credit card is not the application.
TO SUBMIT THE APPLICATION IF YOU DID NOT FILL IT OUT ONLINE, you can
- Scan & email it to don@ewmediagroup.com;
- FAX it to me toll-free at 866-875-8960 – no cover page needed;
- Snail-mail it to me. EWMedia, 6606 FM 1488, #148-116, Magnolia, TX 77354. If you do 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 Although there is general load-in information in the vendor packet, this information is superseded by the load-in information you get the week of the Festival. TEMP HELP FOR LOAD-IN is available for hire. Must be arranged in advance.
Parking Pass
Park Guidelines
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
MLK Jr Birthday Parade & Festival
- CONFIRMATION AND BOOTH ASSIGNMENT: Booth space is limited and vendors are selected on first-come/first-serve basis. Acceptance and booth location are determined by the date application and full payment is made or postmarked. We will send a payment receipt immediately and a load-in information packet approximately 3-days before the Festival.
- BOOTHS: We rent space only, no equipment Spaces are 10’x10’ or 10’x20’ (see #20 for larger sizes.
- 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 booths, tents, tables, chairs, etc.
- EQUIPMENT RENTAL: Festival is not renting equipment. For referrals, contact us.
- 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
- ELECTRICITY: See next page #22 – 26
- PROPANE: Can be used at this Festival. Cost to vendors is $125 (actual price the Fest pays is $285. The difference is subsidized by the Black Heritage Society). The propane fee covers the cost of the fire marshal, the propane company and the propane permit the Festival is required to have if propane is being used – it does not cover the cost of the propane you use. Be sure to come with a full tank as you will not be able to change tanks at the Festival.
- FOOD VENDORS: Vendors may sell 3 pre-approved entrees plus beverages. Food Vendors must have a Temporary Health Permit – 832-393-5100; chs@houstontx.gov Application & instructions: https://tinyurl.com/HouFoodPerm. Fill out the application online, 1.) the Department will invoice you, 2.) pay online. 3.) submit receipt or Permit to me. If you are a food truck with Medallion & Propane Permit, submit a copy of the medallion and/or to me. You must have a Fire Extinguisher (Rated 2-A, 10-B:C or better or Rated K if cooking in oil) with current inspection sticker. Fire Marshal will inspect booths. Gray Water & Cooking Oil: are vendor responsibilities and must be carried away from the site by vendor for disposal.
- REQUIRED FOOD VENDOR INSURANCE: We require that you have a $1 million per occurrence, $2 million aggregate liability policy naming . You must submit the binder listing the Additional Insured to me by 1/5/24. No binders accepted the week of the Festival. Call if you need help with this.
- WASTE DISPOSAL: it is responsibility of each vendor to keep the 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 will not be invited back.
- EVENT DAY SETUP: Vendors will not set up until fees are paid. Vendor Check-in will begin Sat, 1/20/2024. You will be assigned to one of 3 load-in times. The Day-of Information Packet you receive 3 days before the Festival will give you specific instructions. You may 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 pre-applied and paid are not guaranteed space. Vehicles: Not allowed on festival grounds. after 8:30 AM. Vendors requiring restocking of supplies may re-enter the festival with a dolly. Parking: Free parking is available. There is extensive parking in garages close to the festival site. More info? See Day-Of Info Packet. Business Hours: Vendors must be ready for business by 9:00AM Sat. Tear Down may not begin until after 5:00 PM when police signal attendees have left the Festival grounds. MLK Jr Birthday Parade & Festival
- BEVERAGE SALES: Food Vendors may sell non-alcoholic beverages at this Festival.
- PROHIBITED: Vendors may not sell drug paraphernalia, guns & weapons or fireworks. No Glass.
- SALES TAX: Houston’s Sales Tax Rate is 8.25% It is the vendor’s responsibility to adhere to city and state tax guidelines in the collection and payment of sales tax. Texas Sales Tax Info Line is: 800-252-5555
- ONLY ITEMS listed in your application and approved by the festival may be sold.
- SECURITY: The site is fenced & the Festival has security. Vendors are solely responsible for the security of their cash, coupons, equipment, goods, inventory, supplies or any other property.
- 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.
- SOUND LEVELS: Vendors may not play their own music at this event.
- ACTS OF GOD: The festival producers, promoters, sponsors, staff/employees, volunteers, etc. are in no way responsible or liable for personal adversity or acts of God.
- RAIN OUT POLICY: If a date is cancelled due to rain, technical problems or any other act of God beyond the control of the festival the following shall apply: If a rain date for the Festival is scheduled, Vendor may set up and the basic booth fee only will be waived. Other fees will still apply.
- OVERSIZE COMMERCIAL – Internal volumes greater than 10’x20’
Price Quote: 832-413-2217. Tents larger than 1200 sq. ft. require the presence of a Fire Marshal, fire extinguishers and signage. This will add additional cost.
Contact don@ewmediagroup.com for assistance and sourcing of these tents. - LODGING: Festival vendors, employees, contractors & attendees seeking discounted rates at local hotels / motels can contact Dee at Deech Global Travel @ 225-747-0057 deechgtt@gmail.com.
NOTE: To get these discounts, you must go through the agency, they are not available if you contact the hotel / motel directly. We work with Dee on all of our festivals.MLK Jr Birthday Parade & Festival - ELECTRICITY: We provide (1) circuit for $95. Vendors must provide their own lighting fixtures and enough grounded heavy-duty outdoor cable (100 ft) to reach service.
No light-duty or indoor cords. - If you need a 30 or 50 amp connection you must provide us with pictures of your plug. If your plug doesn’t match ours, it is your responsibility to provide an adapter. Label your electrical equipment, including cables to prevent confusion with the electrical contractor’s equipment. Call first to check availability – 713-898-2719
- BATTERY-POWERED LIGHTING SYSTEM: The professional quality system can power lights, computers and small electronics. Not for cooking. System consists of 2 overhead lights, 2 spotlights, & 2 USB Ports which can charge phones, etc. This system rents for $50.
- GENERATORS are not allowed. Exception: If you have an inverter type of generator such as a Whisper-Quiet or Honda Silent Generator, an exception may be possible. Sound boxes may also be allowed. Pre-approval is required – Contact us – 713-898-2719
- ELECTRICAL NEEDS WORKSHEET: Vendors whose electrical needs exceed (1) 20-amp, 110-volt circuit must submit this information for each piece of equipment 1 week before the Festival. If you do not submit this form, we won’t be able to incorporate your needs into the Festival’s electrical design and you will not be supplied with electricity. An electrician will be available (at your expense) on-site during the Festival if you have a problem. Summary: Vendor Coordinator must be notified in advance of your needs.