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Vendor Rules & Regulations

Pad Fees

  1. There will be a pad fee to participate in City of Jacksonville events. This fee is determined by the City of Jacksonville based on the amount of hours and/or days that vendors will be operational.
     
  2. The City of Jacksonville Office of Special Events will determine whether or not vendors will be self-contained on an event-by-event basis. Larger events typically include a tent, 2 tables, 2 chairs, a menu board, and banner included in the fee.
     
  3. The pad fee is paid directly to the Office of Special Events and is sold only to the company/individual named on the occupational license.  The space cannot be sublet, subleased or otherwise resold to another vendor without the written permission from the Director of Special Events.
     
  4. All pad fees must be made payable to the City of Jacksonville Office of Special Events and be in the form of cashier’s check or money order.
     
  5. Each participant is responsible for providing trash bins and bags for trash disposal.
     
  6. The City of Jacksonville Office of Special Events is not responsible for lost products or merchandise due to inclement weather or other acts out of our control.
     
  7. THERE ARE NO REFUNDS FOR EVENTS.

Event Set-up and Forfeit Policy
In the event you are selected to participate as a vendor, you will receive all event information prior to acceptance. The site plan, credentials, and parking passes will be distributed at least 7 days prior to the event.

  1. It is the responsibility of the vendor to read the Event Guidelines and Rules & Regulations to ensure you understand what is expected during events.
     
  2. Vendors agree to be ready for booth inspection no later than one (1) hour prior to the start of event operating hours.
     
  3. The City of Jacksonville Office of Special Events will determine the location of each booth.  If you choose to withdraw from participation based on booth location, you will forfeit all pad fees associated with this space.
     
  4. Applicant’s signature on the vendor application releases and forever discharges the City of Jacksonville and all sponsoring organizations and their elected officials, directors, employees, agents and volunteers from any responsibility, personal liability, or claims of loss or damage. The City of Jacksonville is not responsible for any injury sustained by vendors, their personnel or guests.
     
  5. Please note that roaming overnight security will vary for each event. No security will be provided after the event. The City of Jacksonville will not be held liable/responsible for lost, stolen or damaged goods/products.
     
  6. All vendors will need to adhere to their load-in times and follow all load-in directions.
     
  7. If any vendor damages property, that vendor will incur all repair costs. Vendor may be asked to leave immediately and will not be invited to participate in any future City of Jacksonville events
     
  8. No vendor shall harass or disturb any other vendor in the festival area. Vendors should remain in their respective areas. Harassment will not be tolerated at any City of Jacksonville produced event and could result in being banned from all future events.
     
  9. Any vendor who does not comply with all of the rules listed in any food vendor document will be asked to leave immediately and will forfeit their pad fee, as well as any opportunity to participate in future events.

Insurance and Business Tax Receipt

  1. Food vendors will be required to provide a copy of a Comprehensive General Liability policy with liability limits of $1,000,000 per occurrence and $2,000,000 aggregate.  The City of Jacksonville must be named as the additional insured on the policy. Vendors will be required to submit a copy of this policy within five business days of acceptance.
     
  2. Food vendors are required to provide the City of Jacksonville Office of Special Events a copy of their Duval County Business Tax Receipt within fourteen (14) business days of acceptance.
     
  3. Food vendors are required to provide a copy of their Annual Department of Business & Professional Regulation (DBPR) business license within fourteen (14) business days of acceptance.  If an annual license is not purchased, the DBPR will be on-site during the event to inspect all booths.  A temporary license can be acquired onsite.  Please refer to the next section regarding DBPR licensing information.

Department of Business & Professional Regulation (DBPR)
Licensing and inspection will begin at the time of set-up or the first day of operation and continue until completed.  A completed copy of the DBPR HR Form 7029 Application for a Temporary Event Vendor License and payment of the license fee is required at the time of licensing.  A cashier's check or money order is the only form of payment accepted.

Current Temporary Event License Fees:
1-3 day event: $91.00
4-30 day event: $105.00
Annual: $1,000.00

Compliance with the guidelines set forth in DBPR HR Form 5030-034 is required.  Please contact the Jacksonville District Office through the Customer Contact Center at 850.487.1395 between 8 a.m. and 5 p.m. Monday through Friday for any questions or concerns.

Contact information:
Department of Business and Professional Regulation
Division of Hotels and Restaurants
7960 Arlington Expressway, Suite 610
Jacksonville, FL 32211
(850) 487.1395
(904) 727.5558 fax

Rules & Guidelines

  1. Only full-service restaurants, fast food and licensed food vendors will be considered for participation in the events.
     
  2. Participants must adhere to all rules and regulations set forth in this document and City Ordinances 93-1761-1390 and 2004-429-E.
     
  3. Participating food vendors must comply with the rules and regulations of the State of Florida Health Department and other governmental agency with jurisdiction over the City of Jacksonville Office of Special Events.
     
  4. Food vendors must be identified by the name used at the principle place of business.
     
  5. Only approved food items listed on the application may be sold.  Only participants with written approval by the Special Events Manager may sell non-food items (cups, t-shirts, aprons, etc.).
     
  6. Special Events Manager must approve, in advance, any promotional items given away at the event.
     
  7. No roaming vendors will be permitted, unless otherwise approved by the Special Events Manager prior to the event.
     
  8. No items may be served in a glass container of any kind.
     
  9. Vendors will NOT be allowed to serve or sell alcoholic or non-alcoholic beverages of any kind.
     
  10. The majority of food preparation should take place at the food vendors’ normal place of business.
     
  11. Participants will be responsible for securing and/or paying for any special permits that may be required by the City of Jacksonville or any other governmental agency.
     
  12. Food vendors must supply all food-service equipment necessary for the operation of their respective booths.  Service equipment must be in good working order.
     
  13. Food vendors must obtain all of their own supplies and sanitary eating utensils.  Vendors may not contact any ready-to-eat food with their bare hands immediately prior to service and MUST use suitable utensils such as deli tissue, spatulas, tongs, single-use gloves or dispensing equipment.
     
  14. Tents, provided by the City of Jacksonville, must be clear of all soot, grease, and debris at the conclusion of the event.  Any tents found to be left unclean by the vendor will incur a $100 cleaning fee.
     
  15. The City of Jacksonville Office of Special Events will provide electrical connections for limited vendor equipment. All electrical needs must be listed on the application. Extension cords will not be provided.  Food vendors using bottled gas must adhere to all restrictions specified by the Fire Marshall.
     
  16. You must bring your own water supply as well as liquid soap, paper towels, and any other items to wash. The City of Jacksonville will NOT provide potable water unless approved through the Office of Special Events.
     
  17. Food vendors using grease, or producing grease by-product in their operation, must use the grease receptacle provided.  Any food vendor found dumping grease on the ground or any other area on the event property will bear the responsibility of cleaning and payment for any damage caused.  Not adhering to this policy will result in being banned from future events.
     
  18. Food vendors producing grey water in their operation must use the grey water receptacle provided. These bins cannot contain any type of foreign material other than dirty water.  You are required to bring your own “wash bins” for sanitation in your vendor space.  Not adhering to this policy will result in being banned from future events.
     
  19. Fire extinguishers are required for ALL booths.  Please contact the City of Jacksonville Fire Marshall for most up-to-date requirements.
     
  20. All food vendors must be completely set up for inspection one hour prior to the start of the event.  All vehicles must be removed from the set-up two hours prior to the start of the event.
     
  21. Illegal vehicle, trailer, or RV parking is subject to any towing regulations enforced through the City of Jacksonville.  The Office of Special Events will not be responsible for any loss or towing fees incurred by the vendor’s negligence.
     
  22. The event committee will review applications; specific foods must be listed on the application to ensure a balanced selection of menu items per vendor. Food vendor selection will be subject to a thorough menu review. If multiple vendors apply to sell the same products such as hot dogs, hamburgers, BBQ the most appropriate vendor will be accepted.

 

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