Vendor Information – 7th Woodlands Margarita Festival

7th Woodlands Margarita Festival
Sat. Sept. 14, 2024; 2:00 PM until 8:30 PM
Town Green Park, 2099 Lake Robbins Dr., The Woodlands, 77380

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superseded by the load-in information you get the week of the Festival.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

The_Woodlands_MargFest-2024-702Download

Guidelines

  1. CONFIRMATION AND BOOTH ASSIGNMENT: Booth space (No tents provided) 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 payments are postmarked. What happens after I submit my Application? We will send a payment receipt immediately and email a load-in information packet on the Thurs morning before the Festival.
  2. BOOTH SPACE: White tents are required. Spaces are 10’x10’ or 10’x20’ (see #22 for larger sizes). For an additional fee, you may 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. Vendors must provide their own tents, tables, chairs, etc.
  3. SALES / SUBLEASING: Sales must take place within your booth space. No subleasing of booths allowed. Festival only provides the space, not the tent & tables & chairs.
  4. EQUIPMENT RENTAL: The Festival is not renting equipment. For suggestions, contact us.
  5. EXCLUSIVITY – Types of merchandise sold must be listed 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 8/14/2024 incur a $25 late fee.
  7. JURIED ARTS & CRAFTS – Pre-approval required. Please find information/requirements at https://ewmediagroup.com/juried-arts-crafts-program/ .
  8. ACCESS RESTRICTIONS TO TOWN GREEN PARK: To enter the park, all vehicles must be less than 10 ft. high to pass underneath the Trolley bridge. Vehicles taller than 10 ft. will not be permitted to enter the Trolley Path. The Montgomery County Library parking lot is no longer an option for load-in.

WMF-24 VENDOR AGREEMENT – GUIDELINES Packet – Page 3 of 4 / Application – Page 2 of 3

  1. FOOD VENDORS: Vendors may sell 3 pre-approved entrees, NO BEVERAGES – Temporary Health Permit – Montgomery County Environmental Health Services, 501 N Thompson St #101, Conroe, TX 77301; 936-539-7839; http://tinyurl.com/laxcyn . Options: 1. if you apply early enough you can secure your permit by mail. 2. We will arrange to pick up your permit for a fee, call 832-413-2217 for info. Propane is allowed – no charge. Vendors 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. Fire Marshal will inspect booths.
  2. REQUIRED FOOD VENDOR INSURANCE: submit insurance binder (COI) by 8/14/2024. NOTE: vendors failing to submit by 9/1/24 will be removed and your fees will be partially refunded. Coverage: you must have a minimum $1 million per occurrence, $2 million general aggregate liability insurance. Additional Insured: Submit a binder (COI) naming The Woodlands Margarita Festival, The Woodlands Township & EWMedia as Additional Insured. Do not submit without these entities listed.

11 WASTE DISPOSAL: Gray Water & Grease disposal are vendor responsibilities. Vendors must also keep their booth and the surrounding area clean by providing their own garbage receptacles and garbage bags. Double-bag food waste and throw it in the dumpster Festival provides. Vendors failing to abide by waste disposal guidelines will not be invited to future Festivals.

12. EVENT DAY SETUP: Vendors may not set up until fees are paid. Vendor Check-in will begin Sat,

9/14/24. You will be assigned to one of 3 load-in times. The Day-of Information Packet you receive Thurs. AM before the Festival will give you specific instructions that supersede this information. You may

not be able to pull up to your booth, so bring a dolly. Bring your receipt, only paid vendors are allowed to setup. Vendors who have not pre-paid are not guaranteed space. Vehicles: May not allowed on festival grounds. Vendors requiring restocking of supplies may re-enter the festival with a dolly. Parking: Will cost you $10 at the lots closest to the Festival. There is plenty of free parking a short distance away and

a map will be in the Day-of Info Packet. Business Hours: Vendors must be ready for business by 1:00 PM.

Tear Down may not begin until after 8:30 PM. when police signal the all-clear. 13. BEVERAGE SALES: Vendors may not sell any type of beverage.

  1. PROHIBITED: Vendors may not sell drug paraphernalia, guns, fireworks, weapons, apparel displaying profanity or sexually explicit items.
  2. SALES TAX: It is the vendor’s responsibility to adhere to city and state tax guidelines in the collection and payment of sales tax. The Texas Sales Tax Info Line is: 800-252-5555
  3. ONLY ITEMS listed in your vendor application and approved by the festival may be sold.
  4. SECURITY: The site is fenced & the Festival has security, however, vendors are solely responsible for the security of their cash, coupons, equipment, goods, inventory, supplies & any other property.
  5. 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.

Print Name_________________________ Signature__________________________ Date: ______ ___, 2024

  1. SOUND LEVELS: Vendors may not play their own music at this event.
  2. 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.
  3. 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.
  4. LODGING: Festival Vendors, employees, contractors & attendees seeking discounted rates at local venues can contact Dee at Deech Global Travel @ 225-747-0057 deechgtt@gmail.com
  5. OVERSIZE COMMERCIAL – Booths with an internal volume greater than 10’ x 20’ shall include a 5 foot external to tent perimeter on one of the 2 sides adjacent to the front of the booth. Tents larger than 1200 sq. ft. may require Permits, the presence of a Fire Marshal, fire extinguishers and signage. Pricing: (tent not provided) Contact don@ewmediagroup.com for assistance, permits, pricing and sourcing of these tents.
  6. ELECTRICITY: The following lists our basic electrical policies. If you want electric from us, send me a note ASAP so we can provide the proper generators.
    We provide (1) circuit for TBA. Vendors must provide their own lighting fixtures and enough grounded heavy-duty outdoor cable (100 ft.) to reach service. No light-duty cords.
  7. GENERATORS Traditional generators are not allowed. If you have an inverter type of generator (i.e. Honda Quiet Generator) an exception may be possible. Battery sound boxes may also be allowed. Prior approval required for both. Contact don@ewmediagroup.com, with Pictures. Make & Model.
  8. 30 OR 50 AMP CONNECTION: If needed you must provide us with pictures of your plug. Label your electrical equipment, including cables to prevent confusion with the electrical contractor’s equipment.