Vendor Information – 9th Taste of the Deep South Festival

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

Main Event: Sat. & Sun., Sept. 13-14, 2025; Noon–8:00PM each day
Location: The grounds of the East Baton Rouge Parish Main Library
7711 Goodwood Boulevard, Baton Rouge, LA 70806

There will be a Pre-Party at Henry Turner Jr.’s Listening Room on Thurs., Sept. 11

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:

  1. after you download & fill out the application;
  2. 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

  1. Scan & email it to don@ewmediagroup.com;
  2. FAX it to me toll-free at 866-875-8960 – no cover page needed;
  3. 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 Although there is general load-in information in the vendor packet, this information is superseded by the load-in information you get the week of the Festival.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.

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

TasteSouthVendPkt-2025-719Download

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 or received. We will send a payment receipt immediately and a load-in information packet via email on Thursday morning 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 the 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 10/1/2025 incur a $25 late fee.
  7. FOOD VENDORS: Vendors may sell 3 pre-approved entrées plus a bonus entrée from the Festival’s Southern Food List. Beverage Sales require a $45 fee. Temporary Health Permit – Contact us for form and return it to us. 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. Flooring – you must have flooring – we will send requirements.
  8. REQUIRED FOOD VENDOR INSURANCE: Food vendors must have a minimum $1 million per occurrence, $2 million general aggregate liability insurance naming the following as Additional Insured: 1. The 8th Taste of the Deep South Festival, 2. Henry Turner, Jr., 3. Main Library, Parish of East Baton Rouge, and 4. EWMedia. Call us if you need help securing this. If you do not have insurance, we may be able to include you in the Festival’s policy. We will have details on the cost in August. Note: if we do not have your C.O.I with the correct “Additional Insured” entities listed by Oct. 1, 2025, we will remove you from the Festival and refund your payments minus our fees.
  9. SITE PROTECTION AROUND YOUR BOOTH: Flooring requirements for food booths are set by the City of Baton Rouge. We will send you those after you apply. They are not difficult, but 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.
  10. WASTE DISPOSAL: It is the 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. The Festival will have a waste trailer on-site. It is the vendor’s responsibility to dispose of their trash bags in this waste trailer. Do not put them in the Festival’s trash cans.
  11. EVENT DAY SETUP: Vendors will not set up until fees are paid. Location: 7711 Goodwood Blvd., Baton Rouge, 70806. Vendor Check-in begins early Sat. & Sun., Sept. 13 & 14, 2025. 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. 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 is in the Day-Of Event Info Packet. Business Hours: Vendors must be ready for business by 11:00 AM Sat. & Sun. Tear Down: Not before 8PM on Sat. & Sun.
  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, and 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.
  18. 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.
  19. 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.
  20. OVERSIZE COMMERCIAL: Booths with an internal volume greater than 10’ x 20’ shall include a 5-foot external to tent perimeter on the 2 sides adjacent to the front of the booth. Pricing: (tent not provided). Tents larger than 1200 sq. ft. require the presence of a Fire Marshal along with fire extinguishers and signage. Contact don@ewmediagroup.com for pricing, assistance, and sourcing of these tents.
  21. LODGING: Festival vendors, employees, contractors, and attendees seeking discounted rates at local hotels/motels can contact Dee at Deech Global Travel @ 225-747-0057 or 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.

ELECTRICAL WORKSHEET

  1. ELECTRICITY RENTAL AVAILABLE FOR NONFOOD VENDORS ONLY: We provide (1) electrical connection for $50 per event ($50). Vendors must provide their own lighting fixtures and enough grounded heavy-duty outdoor cable to reach service. No light-duty cords. Fill out chart below (#25). NOTE: We cannot provide 30 or 50 amp circuits.
  2. TRADITIONAL GENERATORS are currently allowed at this festival, but NOTE: 1. Iinverter generators such as a Honda Silent Generator are preferred but not required. 2. Silent “inverter” generators can be rented from tool rental companies. 3. Battery sound boxes preferred. 4. Contact us @ 832-413-2217 for approvals.
  3. ELECTRICAL NEEDS APPLICATION: Nonfood Vendors must submit this information for each piece of equipment by May 1, 2025. If you do not complete this form, we can’t incorporate your needs into the electrical design plot of the Festival and your booth will not be supplied with electricity. An electrician may be available (at your expense) on-site during the Festival if you have a problem. Vendor coordinator must be notified in advance of your needs. ___________ Total pieces of electrical equipment you use (Example: fryers, warmers, heat lamps, etc.…)
  4. NONFOOD VENDORS RENTING ELECTRICITY List each piece of equipment: The amps, watts, and volts are stamped on the name plate on each piece of electrical equipment. Each major appliance, cooler, grill, deep fat fryer, etc. must have its own circuit. ___________ Total pieces of electrical equipment you use. List each piece of equipment: The amps, watts, and volts are stamped on the name plate on each piece of electrical equipment.. 1. Type of Equipment:______________________________________ Voltage ____________ Amps __________ Watts ____________ Phase ____________

RELEASE: Applicant’s signature on this application releases and forever discharges the Henry Turner Jr. Listening Room Museum Foundation, Henry Turner, Jr., EWMedia, Main Library, Parish of East Baton Rouge, all sponsoring organizations, their elected officials, directors, employees, and volunteers from any responsibility, personal liability, or claims of loss or damage arising out of, or in conjunction with participation in the Baton Rouge Soul Food Festival. The Festival is not responsible for any injury sustained by exhibitors, patrons or guests. Applicant stores and exhibits their goods at their own risk. I understand that EWMedia contracts with the Festival to provide vendor management and does not retain any vendor funds. In addition, I/we have read and agree to abide by all festival regulations stated in this packet or risk removal from Festival site without refund.