May 10, 2025 2pm-9pm
Discovery Green – 1500 McKinney St, Houston, TX 77010
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
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 Although there is general load-in information in the vendor packet, this information is superseded by the load-in information you get the week of the Festival.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.
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
Houston Daiquiri Fest Vendor Packet
- CONFIRMATION & BOOTH ASSIGNMENT: Booth space (No tents provided) is limited and vendors are selected on a first-come/first-serve basis. Required: Weights (25 lbs per leg) for your tent. Acceptance and booth location are determined by the date application & full payment are postmarked. We will send a payment receipt immediately & a Load-In Information Packet approximately 3-days before the Festival.
- BOOTH SPACE: WHITE tents are required. Spaces are 10’x10’ or 10’x20’ (see #24 for larger sizes). For an additional fee, you may be able to rent 5 feet of 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 page 1 of this application.
- FIRST-RIGHT-OF-REFUSAL: If you work one of our festivals, we will make every attempt (this is not a guarantee), to give you first-right-of-refusal for the next year’s festival as long as you pay for your booth by the first-right-of-refusal cut-off date, your spot cannot be taken by another vendor.
- 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, white tents, tables, chairs, etc.
- EQUIPMENT RENTAL: The Festival does not rent equipment. For referrals, contact us.
- EXCLUSIVITY – Types of merchandise sold must be included in the application and approved by the festival. For an exclusive on any product call 832-413-2217 or email don@ewmediagroup.com
- LATE FEES – Applications paid after 4/20/2025 incur a $25 late fee.
- JURIED ARTS & CRAFTS – Pre-approval required. Please find information/requirements at https://ewmediagroup.com/juried-arts-crafts-program/ Pre-approval is required to apply.
9. PROPANE / Propane can be used. Requires an initial $180 payment. Propane cost to Festival is split
among the vendors using it. If your share is more or less than $180, you will be notified and refunded or
charged the difference before the Festival. If you owe additional funds, you must pay prior to being able
to set up at the Festival. Propane Fee ($180) must be paid by 4/20/2025 – add $25 if late.
- ELECTRICITY / GENERATORS: Discovery Green does NOT allow any type of generator.
- FOOD VENDORS: See ATTACHED APPENDIX F. Vendors may sell 3 pre-approved items, No Beverages. Food Vendors will be under one Temporary Health Permit purchased by the Festival Propane, Charcoal & Wood are allowed. All Food Vendors must have
flooring in this venue. You must have a Fire Extinguisher (Rated 2-A, 10-B:C or better also Rated K. if you cook in oil) with current inspection sticker Fire Marshal will inspect booths. - REQUIRED FOOD VENDOR INSURANCE: deadline: 4/17/2025 – This is a hard deadline. Failure to submit by 4/17/2025 will cancel your reservation. See Appendix F – Attached to email IMPORTANT: Unless you have a policy that includes a “Waiver of Subrogation” – which you probably do not, you must buy insurance from the Festival. Contact me for pricing. Additional Insured “Daiquiri Festival at Discovery Green, EWMedia, the Discovery Green Conservancy, Houston Downtown Park Corporation, Houston First Corporation, and City of
Houston, their officers, employees, agents, and trustees are herein named as additional insured. The insurance carrier must have a financial rating satisfactory to Discovery Green. as. Contact us for assistance if needed.
13. WASTE DISPOSAL: It is the responsibility of each vendor to keep their booth and surrounding areas
clean. Vendors must provide their own garbage receptacles and bags. Double-bag food waste. Used oil &
grey water are vendor responsibilities. Vendors failing to abide by waste guidelines may lose their deposit.
14. BEVERAGE SALES: The Festival sells all beverages at the Festival. Vendors may not sell beverages.
15. EVENT DAY SETUP: Vendors will not set up until fees are paid. 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. Vendor Check-in will begin the morning of Sat, May 10, 2025. You will be assigned to one of 6 load-in times. The Day-of Information Packet you receive Thursday morning before the Festival will give you specific instructions and override information contained here. You will not be able to drive up to your booth, Bring a cart / dolly because you cannot pull up to your booth. Tents: Tent weights are required – NO staking of any kind is allowed. Vehicles: Not allowed on festival grounds. To restock your supplies, you may re-enter the festival with a dolly. Parking: Extensive parking is available in lots
close to the festival site. For more info, see Day-Of Info Packet. Business Hours: You must be ready for business by 1:00 PM Sat. Tear Down may not begin until after 9:00 PM. No early load-out.
Houston Daiquiri Fest Vendor Packet
- PROHIBITED: Vendors may not sell drug paraphernalia, guns & weapons or fireworks.
- SALES TAX: You must comply with city and state sales tax guidelines. The Texas Sales Tax Info Line is: 800-252-5555 Free publication that will answer your questions: Fairs, Festivals, Markets & Shows: http://comptroller.texas.gov/taxinfo/taxpubs/tx96_211.pdf
- ONLY ITEMS listed in your vendor 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.
- CANCELLATION: Vendors who cancel 60 or more days before the Festival will receive a full refund. less credit card fees. Vendors who cancel 59 days or less will pay a $25 fee plus credit card fees.
- RAIN-OUT POLICY: If a date is canceled 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 – 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 permits, the presence of a Fire Marshal, fire extinguishers & signage. Contact don@ewmediagroup.com for assistance, permits, pricing 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.
APPENDIX A – Vendor Guidelines for Discovery Green
Safety comes first. At all times, guest/vendors must follow staff’s instructions.
- Every 10×10 tent MUST have at least 25lb weights PER Leg upon arrival or you will not be admitted in or allowed to set up.
- No stakes in the ground.
- No confetti, streamers, glitter guns, etc.
- No open flames allowed.
- No generators allowed. If power is needed, please arrange with event coordinator to have electricity run.
- No dumping of grease or gray water.
- No taping, tying, nailing, stapling, or zip tying anything to poles or trees.
- No driving inside the park – UNLESS You have completed a vehicle access form and have been approved and escorted.
o If approved, you will be given an arrival time and a DG staff member will lift the
bollards and you will be escorted in/out. At no time will any vehicle be operated
without being walked in and out by a staff member.
o Driving on the grass is NOT PERMITTED at any time. Much of the grass is on top
of the parking garage and has weight restrictions.
o If driving on the slope sidewalk you must stop at the pavement before the pavors. If
driving into Maconda’s Grove, you must pull straight in and straight out. (see map)