Food/Drink Vendor Policies and Information
These policies are for food and beverage vendors. Policies for non-food/beverage vendors and exhibitors can be found here.
Please read all policies and information below before submitting your application.
The New Story Festival is a fantastic opportunity to serve your products to a large, socially-engaged and trend-setting audience. We are eager to develop a mutually rewarding relationship with local food and drink vendors, and especially those who provide locally sourced, environmentally sustainable items and that exhibit the unique character and diverse tastes of the Austin food scene. All merchants wishing to vend at the New Story Festival and that are in alignment with our ethical commitments are encouraged to apply.
We are expecting between 1000-2000 attendees at the New Story Festival for three days in September, spanning four different meal-times (4-9 PM on Friday, 10 AM- 9PM Saturday, and 9AM-2 PM Sunday). While we are confident that the New Story Festival presents ample opportunity for food and drink vendors, the Festival cannot guarantee any particular results from vending at the New Story Festival nor can it guarantee any particular number of attendees during the event.
Our standard food/beverage vendor fee is 5% of total sales made on-location during the New Story Festival, September 25-27, plus up to $75 in free food vouchers for our festival headliners. This fee provides the right to vend and up to four transferable festival passes for your food service staff.
You must agree to report total sales and submit fees (minus redeemed food vouchers) before leaving the site on Sunday, September 27. In order to accurately track sales and vendor fees, all vendors agree to use a computerized POS. Free WiFi will be available for vendors on site.
SPACE & TENT RENTALS
There are no additional fees for a food-truck space or beverage service within our Pub Tent. There are additional fees, however, if you wish to rent space for a food-service pop-up tent. We will provide up to two tables and two chairs - you must provide your own tent OR you may rent a pop-up tent (with sidewalls) from the festival.
Please bring your own generator if possible. There is an additional fee if you need to utilize our mainstage generator (a 45 kVA generator with a 200A panel). If using the festival’s generator, please bring your own extension cords at least 100’ in length with the appropriate gauge.
Rental Fees are as follows:
10x10 booth space - $50
10x20 booth space - $75
20x20 booth space - $100
10x10 pop-up canopy rental - $100
10x20 pop-up canopy rental - $150
Generator usage - $100
We reserve the right to audit sales receipts to ensure compliance with the vendor agreement. Once your application is accepted, your contract and invoice for any rental fees will be emailed to you. The deadline for submitting an application is September 1, 2020.
SOCIAL MEDIA PROMOTION
ALL vendors will have their logo and clickable link listed in the Festival Partners section of our website, and your logo included in our souvenir print program! We ask all of our vendors to similarly promote the festival through your own social media channels as often and enthusiastically as possible. If you wish to access even more promotional benefits for your business, higher levels of cash sponsorship are available. Details available in our Sponsorship Opportunities Guide or contact firstname.lastname@example.org for more information.
Space & Schedule
Vendors will be assigned a space for booth or food truck. Food trucks will be parked along the drive on east side of the inner quad of Huston-Tillotson University. Booth or truck fixtures must not obstruct walkways or entry to other vendors. Each vendor must keep their site clean with all debris removed, and all trash and recycling placed in trash receptacles and recycling bins upon departure. Once spots have been designated, there can be no switching without the permission of the vendor coordinator.
Setup begins on Friday, September 25 at noon and ready to operate by 4 PM. Any site that is not occupied by 3 PM on Friday, September 25 is considered forfeited and the Festival may use it for any other purpose. If a vendor plans to arrive after this time they must make arrangements with the vendor coordinator at least 48 hours in advance. Once your truck/booth is set up, you will need to move all other vehicles to the general parking lot lots on the corners of 8th St and Chalmers Ave.
HOURS OF OPERATION
Vendors agree to keep their trucks/booths operational during the following hours:
4-9 PM on Friday, September 25
10 AM-9 PM on Saturday, September 26
9 AM- 2 PM on Sunday, September 27.
Breakdown will begin at 2pm Sunday, September 27, immediately after closing ceremonies. Vendors must be off site by 5pm on Sunday, September 27. Any items left behind at that point will become festival property.
While the Festival site at Huston-Tillotson University is relatively secure (and guarded overnight), each vendor has full responsibility for the security of his or her goods, property and truck/booth at all times.
We are working to make the New Story Festival a zero-waste event. To achieve this goal, we require all food/beverage vendors to use recyclable or compostable serving materials.
Each vendor must provide trash and recycling containers, with lids, and liners for their booth area, and must keep their site clean with all debris removed, and all trash and recycling placed in trash receptacles and recycling bins upon departure.
ITEMS YOU CAN USE FOR SERVING:
Paper or Wood
Engineered compostables (such as PLA, Bagasse, etc., more info below) which are identified as “Biodegradable”
ITEMS YOU CANNOT USE FOR SERVING:
#6 polystyrene or any other type of Styrofoam
Plastic Drink Straws or Lids
Any Plastics (including Cutlery, Cups etc.) unless they are recyclable
Individual packets of condiments are not allowed due to the high contamination rate in the compost
Plastic Water Bottles
Any exceptions must be approved by Festival Staff.
There are a number of companies from which you can buy compostable materials. Please feel free to do this on your own. Here are some suggestions:
World Centric - worldcentric.org
Trellis Earth - trellisearth.com
Good Start Packaging - goodstartpackaging.com
ADDITIONAL RESTRICTED ITEMS
Any items sold or distributed must be in keeping with the values of the New Story Festival and may not promote hate or violence to individuals or groups. Vendors may not sell or distribute any illegal substances or items or weapons of any kind. We reserve the right to ask any vendor not to display or distribute certain items, take certain actions, or speak in certain ways that we consider not to be consistent with the values of the New Story Festival. If a vendor chooses not to comply with any such request, the Festival may ask you to leave the premises without refunding any fees.
Please post signs if you will have nuts in your preparation area that present a cross-contamination risk.
Obtaining any necessary necessary permits is the responsibility of the food vendor. Required permits and other Health Department forms must be completed and copies submitted to email@example.com no later than September 10, 2020. No vendor may sell alcoholic beverages without the appropriate TABC retail permit. We strongly recommend applying as soon as possible to avoid any delays in the permitting process.
See the links below for more information:
All applicable taxes are the responsibility of the exhibitor. All exhibitors selling products or services must display their Sales and Use Tax Permit in the manner required by Texas law and must provide the Festival with their 11-digit Texas State Sales and Use Tax ID during the application process.
INSURANCE & LIABILITY
Each vendor also full responsibility for the safety and conduct of themselves and their workers and the festival attendees affected by their interactions while at the festival. Vendor assumes all liability resulting from improperly or undercooked food or beverages as well as any liability or judgement resulting from malfunctioning or misuse of equipment including but not limited to tents, trucks, tables, fixtures, and cooking equipment. During the application process, all vendors will be required to sign a waiver accepting full responsibility for all such risk and releasing New Story Festival from responsibility.
The New Story Festival requires all food and beverage vendors to submit Proof of Insurance to the Festival. In addition, we require food/beverage vendors to obtain Special Event Insurance naming New Story Festival as co-insured. This is to ensure all parties involved will be protected in case of unforeseen circumstances.
INABILITY TO PERFORM
If Festival staff should elect not to or are prevented from hosting the Festival, or cannot permit the vendor to occupy a space due to circumstances beyond the Festival or Vendor’s control, including but not limited to Acts of God, Festival will notify Vendor of any changes as soon as we are able. The Festival will refund to the Vendor the amount of any fees paid. Should such occurrences happen during the Festival, the Vendor will receive a pro-rated refund minus 5% of any sales made while the festival was operational. After refund, the Festival shall have no other obligation or liability to the Vendor. We are not able to guarantee a suitable replacement spot in case of inclement weather.
INTERPRETATION & ENFORCEMENT
Festival staff shall have full power in the interpretation and enforcement of all policies contained in this agreement and may make additional policies as necessary for the proper conduct of the Festival. Submitting an application constitutes agreement to all of the above policies.
If you wish to vend at the 2020 New Story Festival, you are warmly invited to complete a Food/Beverage Application. Upon acceptance, a contract and invoice (if applicable) will be emailed to you. The deadline for submitting an application is September 1, 2020.
If you have any questions please email our Vendor Coordinator, Claire Corrigan at firstname.lastname@example.org.