All products sold, offered, or advertised at the event must be Vegan (containing no animal products or byproducts of any kind). Products must not be tested on animals and must be free of animal derivatives such as fur, leather, silk, lanolin, gelatin, whey, lard, fish sauce, beeswax, honey, etc. Books and literature may not promote the use of any animal products or the exploitation of animals.

All menus and signage must not depict any animal products. If you have a mix of vegan and non-vegan items on your normal menu, you must create a vegan-only menu to display at the event. If there are photos of animal products on your tent or signage, you must cover them up or bring different signage.

You may not have non-vegan items in your food truck, booth space, or on the event premises.

If you are unsure if something is vegan or not please contact Courtney at pavegfest@gmail.com.

For a list of non-vegan items see this resource here: https://www.veganfoodandliving.com/features/food-ingredients-avoid-vegan-diet/

All vendors must be in their space by 10am or they forfeit the space and will not receive a refund. All vendors must have their vehicles removed from the field BY 10am.

Setup day is very busy for everyone and it is extremely important that every single vendor take responsibility for knowing the rules and setup process. An email will be sent to you with the map and setup instructions titled "Important - Lancaster VegFest Setup Instructions" there is also a link that will be updated with all the information here: http://pavegfest.com/vendors/day-of-instructions/

By committing to this event, you promise to take responsibility for reading the setup instructions, by checking the link above the week of the event.

Vendors are responsible for their own trash. There will be a dumpster along Race Ave. Be prepared to haul your trash up to 100 yards to the dumpster. Trash bags must not be left on the field or booth overnight from Saturday to Sunday. Trash must be disposed of in the dumpster before leaving on both days. Vendors must clean up 100% of waste from their booth at clean up and keep their booth space clean during the event.

Lancaster VegFest is investing in Zero Waste services this year. This means that 100% of the serveware you give to attendees MUST be compostable or recyclable.

1. Lancaster VegFest reserves the right to decline any application at its discretion. Exhibitors must give a reasonable answer to how their business or organization relates to veganism or the intersectionality of veganism/animal rights. Lancaster VegFest does not permit political party representation, religious groups, or MLM/Direct Sales companies.

2. Exhibitors shall be responsible for the setup, breakdown, and cleanup of their exhibit. A dumpster shall be provided; all refuse must be placed in the dumpster, not trash receptacles. A $50 cleaning fee may be charged for exhibition spaces not left clean, as determined by Lancaster VegFest.

3. Day-of booth setup may begin at 7am, and Exhibitors should be finished with setup by 10:30. Exhibitors who do not arrive by 10am may not be admitted to Lancaster VegFest. A more detailed description of set-up times and instructions can be found here: http://pavegfest.com/vendors/day-of-instructions/

4. Exhibitors must remain at their exhibition space from the start of the event until the end. Exhibitors must clear the premises no later than two hours after the end of the event.

5. All Exhibitors must have signage clearly identifying the name of their business or organization.

6. Exhibit space may not be shared or sublet without the express written consent of Lancaster VegFest.

7. Exhibitors and Sponsors agree to make no claim for any reason against Lancaster VegFest, our volunteers, or our venue for lost, stolen, or damaged goods, nor any injury to themselves, their employees or volunteers, or event attendees.

8. Exhibitors and Sponsors agree to indemnify event coordinators, Lancaster VegFest, and the host venue against litigation and hold themselves harmless for any liability arising out of the exhibitor or sponsor's participation in the event. Exhibitors and sponsors agree to accept full responsibility for any such loss, theft, or damage of goods, or injury caused or experienced by the exhibitor or sponsor.

9. In order to distribute or sell prepared foods, the exhibitor must first be approved by Lancaster VegFest as a food vendor. All food vendors are responsible for getting any required food or health permits.

10. No Exhibitor shall exhibit any merchandise or service other than those specified in the application. All product displays, literature, or other materials must meet Lancaster VegFest guidelines as described in "The Vegan Promise", and are subject to Lancaster VegFest approval.

11. Selling or distribution of alcoholic beverages is prohibited outside of the designated over 21 area.

12. Should any contingency interrupt or prevent the holding of the event, Lancaster VegFest shall in no way be liable to the Exhibitor or Sponsor. This includes weather, COVID or other pandemics, or state of emergency. Registration fees are non-refundable, as they are used to cover the cost of the event venue, liability insurance, etc.

13. Exhibit space not occupied by the end of the setup time will be considered a no-show, and the space will be deemed forfeited. The space may be reassigned or used by Lancaster VegFest without notice.

14. The Exhibitor / Sponsor shall not (a) commit any nuisance; (b) cause any unusual smoke or odor to emanate from their space; (c) do anything which would interfere with the effectiveness of any utility of VegFest, nor interfere with free access or passage to the facilities of the VegFest; (d) interfere with the effectiveness or accessibility to the electricity; (e) do or permit to be done any act which might invalidate any insurance policy carried by Lancaster VegFest or our venue.

15. Failure of the Exhibitor / Sponsor to comply in any respect with the terms, conditions, rules, or regulations of this agreement shall result in the termination of the rights of the Exhibitor / Sponsor.

16. Lancaster VegFest reserves the right to restrict exhibits to a maximum noise level and to suitable methods of operation and display. Vendors are not permitted to have music playing at their booth as there will be music provided at the event. Lancaster VegFest shall have the final decision as to what constitutes a proper exhibit and such decision shall be final and binding. If for any reason any exhibit or its contents are deemed objectionable by Lancaster VegFest, the exhibit may be moved or removed. This provision includes persons, things, conduct, printed materials, or any item or attire that Lancaster VegFest may consider objectionable to VegFest's intent. Lancaster VegFest further reserves the right to relocate exhibits when such relocation is necessary to maintain the character and/or good order of the VegFest.

17. By taking part in Lancaster VegFest you agree that you, your business, and your booth are willingly subject to photographs and videos by the committee for future marketing purposes and/or by local media.

18. All businesses selling products and services subject to sales tax are required to obtain a Pennsylvania Sales, Use, and Hotel Occupancy Tax License using the PA-100 Enterprise Registration application.
The quickest and easiest way to apply is directly online at: http://www.pa100.state.pa.us/
The online system has edit checks that will prevent the submission of an incomplete or incorrect application, which would delay processing. You will receive the sales tax account number by e-mail, if so requested, in about 3 business days. If you complete the online PA-100 Form, you may retrieve your account number(s) by logging onto the same site about 3 business days after the online PA-100 was submitted. Click on "Check on Application Status" and enter your application ID and 4-digit PIN. Your registration packet/license will be mailed in 7 to 10 business days.

19. Food vendors do not qualify for “nonprofit” pricing, no matter their nonprofit tax status, because of the extra work and space they require.

20. We ask that all vendors help us achieve our goal of zero waste by using recyclable and preferably biodegradable materials for serving food or samples. Styrofoam, plastic bags, and non-recyclable materials are prohibited. We will be collecting cardboard if you'd like to recycle them after the event.

21. PLEASE HAVE YOUR PAYMENT OPTIONS CLEARLY DISPLAYED. One of our biggest complaints our first year was that attendees waited in line and couldn't make a purchase due to cash-only vendors. We appreciate your help in assuring our attendees do not have this issue this year by displaying your payment options clearly on your booth. Thank you!

22. All vendors must refrain from openly displaying graphic content at Lancaster VegFest. While we understand this can be an effective tool for awareness, we appreciate you respecting the consent-based form of awareness Lancaster VegFest is founded on. If your booth has graphic videos, you must ensure the viewers understand the graphic nature of the video before showing it to them.

23. Lancaster VegFest will be selling VIP passes this year. ALL vendors need to be ready for a smaller group of attendees starting at 11 am.

24. We do not allow solicitation outside of vendors' space during VegFest. Please allow attendees to approach your booth and do not ask questions as they walk by or hand out literature as they pass. We want to ensure a great experience for both our attendees and vendors, this includes allowing customers to comfortably engage with the vendors they are drawn to.

25. Lancaster VegFest will be selling water bottles to the VegFest attendees waiting in line at food trucks or booths. Sales for water bottles will go towards funding next year's Lancaster VegFest.

26. There will be NO PARKING on the VegFest site. Food trucks will not be able to have a vehicle with their truck or trailer due to limited space. Free parking is available around the park.

27. FOOD/BEVERAGE VENDORS AND/OR SAMPLERS: You MUST have a City Health License to sell or give away food and beverages.
To obtain a City Health License, contact the Health Department at 717-291-4707 or 717-291-4714. A temporary Lancaster permit will cost an additional $140, to be paid to the City Health Department. Vendors must also have a Pennsylvania Department of Revenue (717-845-6661) sales tax license.


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