Vendor Rules 

VENDOR RULES & RESPONSIBILITIES 
  • Booth Displays 

    • All vendors must supply their own tables, chairs, tent, generators, and heavy duty extension cords (100 ft. recommended).
    • Signage, display items, merchandise and shelving must stay inside assigned booth space.
    • Displays should be attractive and in good taste. SUFAD is a family-oriented event. Items being sold should be appropriate for both children and adults. The City reserves the right to disallow sale of illegal, dangerous, or disruptive products.
    • Food booths must be protected on all 4 sides and any appliance used to prepare hot items must be kept in a safe area of assigned booth.
    • There is NO SMOKING in any vendor booth. Open flames or smoking materials are NOT permitted.
  • Booth Staffing 

    Vendor booths should be manned at all times. Helpers/assistants are necessary to allow for restroom/other breaks throughout the day. Booths should NOT be unoccupied at any time. The City of Port Wentworth will NOT be held liable for lost, stolen or damaged property.

  • Clean Up

    Vendors are responsible for supplying their own trash bags to discard waste materials. Bags must be tied and placed in the designated trash/recyclable receptacles located throughout the festival site. Booth areas must be thoroughly cleaned before leaving the festival grounds. 

     
  • Closing Early

    Non-profit organizations (i.e. religious, charitable, educational, etc.) may close at 6:00 pm or elect to keep their vendor booth open. All other vendors must remain open for business until after the end of the Street Dance at 10:30 pm. 

  • Drink Sales

    The City of Port Wentworth has partnered with Coca Cola Savannah to serve as the EXCLUSIVE drink vendor for SUFAD 2017. Click here to review the flyer and learn more. 

  • Electricity & Generators 

    Limited electricity is available for an additional charge of $10 PER OUTLETPLEASE NOTE: Only one (1) electrical outlet will be provided per booth space. Those vendors desiring to have more than one (1) outlet will be required to purchase an additional booth. The City of Port Wentworth is working hard to add more electrical sources, but those applying early will be given first consideration.

    Please bring a heavy duty electrical drop cord (100 ft. recommended); multi-plug outlets are prohibited. The use of generators should be limited and will only be allowed if the noise is tolerable.  The City of Port Wentworth reserves the right to turn off any noisy generators that interfere with neighboring booths and/or music/entertainment venues. Generators are NOT provided by the City. 
  • Entry Deadline/Payment

    The deadline to receive vendor form and booth fee(s) is March 31, 2017. After this date, a $30 late fee will be added to the cost of each vendor booth. *All vendors will be notified via mail of booth number and other pertinent information no later than April 7, 2017. Vendor booths will NOT be reserved without accompanying payment. Late receipt of forms/payment may reduce the chances of securing vendor space due to expanded Festival activity.

    Both the vendor form and fee(s) can be submitted at Port Wentworth City Hall, 305 South Coastal Highway, Port Wentworth, Georgia 31407 Monday - Friday 8:30 am - 5:00 pm. Credit/debit card, cashier’s check, money order, personal check and cash are accepted as payment. The City of Port Wentworth does not accept American Express. There will be a $25 fee assessed on returned checks. ALL FEES ARE NON-REFUNDABLE AFTER MONDAY, APRIL 10, 2017. 
  • Event Hours 

    SUFAD event hours are from 10:00 am until after the end of the Street Dance at 10:30 pm. Vendor booths are asked to remain open during event hours. If you have an emergency and must leave, please speak with event staff (Staff will be easily identified by the NEON GREEN SUFAD T-SHIRTS). However, due to the fireworks display and large crowds after dark, vehicles will NOT be allowed into the festival area for departure until after the Street Dance. 

  • Fire Extinguishers 

    All food vendors are required to have on display a Class K Fire Extinguisher to be used in case of emergency. All tent covers must be fire retardant per the City of Port Wentworth Fire Marshall.

  • Inclement Weather/Cancellation 

    There is no rain date planned so come prepared rain or shine. PLEASE NOTE: No refunds will be issued for weather delays or event cancellations due to the weather. No refunds or credit will be given on booths cancelled less than 3 weeks before the event or for anyone who is a no show for any reason (including weather).

  • Insurance 

    Although we do not require vendors to maintain liability insurance for their booths participants are strongly encouraged to do so. PLEASE NOTE: Vendors are NOT covered by any insurance obtained by the City of Port Wentworth.

  • Loud Music 

    Due to SUFAD offering live performances and music throughout the day, it is asked that the volume of private p.a. systems, radios, etc. be kept to a minimum.

  • Meal Tickets 

    All participating SUFAD food vendors must accept the City issued Meal Tickets valued at $5.00 or $8.00 per coupon. Requests for reimbursement can be made by returning the Reimbursement Form and all tickets received on event day to the address listed on the form. Meal ticket reimbursements will be available within 2 weeks of receipt of form/tickets.  Please be certain that your vendor name is listed on each ticket. DEADLINE TO SUBMIT THE REIMBURSEMENT FORM AND MEAL TICKETS IS FRIDAY, MAY 12, 2017.

  • No Shows 

    Any booths that have not been claimed by 9:00 am on event day may be given away or resold. No refunds will be issued.

  • Parking 

    A designated parking area has NOT been assigned for vendors. However, vendors typically park in the grass area behind their vendor booth. Parking is available on a first-come-first-serve basis. EVENT PARKING signs will be posted at various locations within the City alerting attendees where to park their vehicles.

  • Prohibited Items 

    The City of Port Wentworth retains the right to have any exhibited items it deems to be in poor taste or otherwise inappropriate (in its sole discretion) to be modified or removed. This includes, but is not limited, to explosives, incendiary devices, pornography, and illegal or offensive items of any kind. Items prohibited during the event include: toy guns, candy cigarettes, bomb bags, stink bombs, knives, fireworks or any inappropriate t-shirt designs or logos.

  • Set Up

    Participating vendors will be allowed to set-up as early as Friday, April 28, 2017 beginning at 2:00 pm. PLEASE NOTE: Any equipment placed on the SUFAD festival grounds on this date will be at the sole responsibility of the vendor. The City of Port Wentworth will not be held liable for lost, stolen or damaged property. Vendors may opt for event day set-up on Saturday, April 29th as early as 7:00 am. All booths must be completely operational by 9:00 am on festival day.  Vehicles, equipment, and trailers belonging to any vendor must also be removed from the festival site no later than 9:00 am.

Copyright City of Port Wentworth © ezTask  2016. All rights reserved.

powered by ezTaskTitanium TM