EXHIBITOR POLICIES & REQUIREMENTS
EPIC FARMERS MARKET EXHIBITORS
FARMERS MARKET EXHIBITOR: EXHIBITION SPACE
Epic farmers market exhibitors will be set-up under cover in one of 3 areas:
Barn: fully indoor, with large garage doors open
Tent: 2 large pole tents with fully covered roof & staked sides (connected to the barn via open garage doors)
Pavilion: outdoor, fully under cover, open sides (situated directly next to the barn - opposite side of tents)
Follow the link here for a site map & photos of each farmers market exhibitor area.
Event coordinator will supply one 8 foot table per exhibitor space. Exhibitors must supply all other supplies required for set-up, including table cover.
There is 1 foot between neighboring exhibitor tables.
Participants will have approximately 5 feet behind the table to stow goods. Under table storage is also encouraged. Do not extend any show materials into the aisles.
Exhibitors are not permitted to bring a canopy tent or any additional tables into the space. Multiple table spaces are available for any exhibitor whose display cannot be contained to one 8 foot table.
Exhibitors are expected to maintain their exhibitor space by removing trash & debris and remaining clean & tidy throughout the event.
Exhibitors are responsible for removing ALL trash. Any exhibitor that leaves trash on the premises after departure will be charged a $100 fee by GFF. Event trash cans are not for exhibitor use of disposing trash.
There is limited access to electricity at the venue. Only those who request access to electricity and need it to operate will have access to it. Farmers and agricultural producers will be prioritized for electrical outlets, and GFF cannot guarantee that access to electricity will be available due to demand. GFF will notify exhibitors upon acceptance whether or not electricity is available.
Please note: electrical outlets should not be used for plugging in POS systems or any device that can be powered by battery. Exhibitors should only request electricity if it’s needed to operate.
Exhibitors must display clearly marked pricing and signage.
Placement & layout of exhibitors is entirely at the discretion of the organizer. It is subject to change without notice. GFF appreciates participant flexibility and willingness to adjust where necessary.
FARMERS MARKET EXHIBITOR: EVENT LOGISTICS
Detailed load-in instructions will be sent to all participants 1 week prior to the event. This information is for internal use only.
The event layout is fully at the discretion of the event coordinator. It is subject to change without notice. Coordinator appreciates participant flexibility and willingness to adjust where necessary.
Participants are required to arrive on time. Exhibitors should be prepared to report as early as 7:30am for load-in.
Load-in is on a tight schedule, so punctuality is paramount.
Late arrivals could result in exhibitor spaces being moved or adjusted load-in from a longer distance.
All entering vehicles will be stopped at vendor check-in upon arrival. We appreciate your patience during the load-in process, which includes 4 zones and a total 120 exhibitors & food trucks. Upon arrival, it could take up to 20 minutes to reach your exhibition space depending on the number of vehicles ahead of you, so please plan your arrival time accordingly.
Vehicles will not be permitted in the load-in area after 8:30am.
Participants may temporarily park their vehicles near their space for load-in.
Exhibitors must unload the entire vehicle and move the vehicle to the designated parking area before beginning set-up.
Depending on placement, some participants may need to carry or dolly their wares a short distance into the exhibition area.
Participants must be set-up and ready to sell by 9:55am for a 10am event start (VIP hour). VIPs will be admitted to enter at 10am sharp.
Participants must wait until the event is over to break down.
Participants must break down all of their wares and their entire exhibition area before moving vehicles back to the area to load out.
In the event of a sell-out, participants must remain set-up in their exhibition space for the duration of the event.
Unauthorized vehicles will not be permitted to move within the exhibition space after 8:30am or before 4pm. No exceptions.
FOOD TRUCK / CONCESSION VENDORS
FOOD TRUCK/CONCESSION: EXHIBITION SPACE
The Food Truck/Concession area will be set-up outside on a black top surface, in front of the outdoor pavilions. There will be no covering over the area.
Vendors are expected to provide all supplies and equipment needed for service. GFF does not provide any equipment to the vendor including but not limited to chairs, tables, tents, etc. Vendors shall be responsible to adequately anchor all equipment to withstand the elements of weather. Tented vendors must provide tent weights at least 40lbs per tent leg.
Water hookups are not available in the Food Truck area
Access to electricity is not available in the Food Truck area. Vendors may supply their own quiet generators or battery operated devices if needed.
Vendors must display clearly marked pricing and signage.
Vendors are expected to maintain their exhibitor space by removing trash & debris and remaining clean & tidy throughout the event. Vendor must leave assigned space in the same condition as when arrived. Any damage to the space, including but not limited to staining from the operation of the food cart or truck, will be fully remedied at vendor's expense.
Vendors are responsible for removing ALL trash. Any vendor that leaves trash on the premises after departure will be charged a $100 fee by GFF. Event trash cans are not for vendor use of disposing trash.
Vendors may not dispose of grease or wastewater on the premises. Please haul away and dispose accordingly.
FOOD TRUCK/CONCESSION: EVENT LOGISTICS
Detailed load-in instructions will be sent to all participants 2 weeks prior to the event. This information is for internal use only.
The event layout is fully at the discretion of the event coordinator. It is subject to change without notice. Coordinator appreciates participant flexibility and willingness to adjust where necessary.
Participants are required to arrive on time. Exhibitors should be prepared to report as early as 7:30am for load-in.
Load-in is on a tight schedule, so punctuality is paramount.
Late arrivals could result in exhibitor spaces being moved or adjusted load-in from a longer distance.
All entering vehicles will be stopped at vendor check-in upon arrival. We appreciate your patience during the load-in process, which includes 4 zones and a total 120 exhibitors & food trucks. Upon arrival, it could take up to 20 minutes to reach your exhibition space depending on the number of vehicles ahead of you, so please plan your arrival time accordingly.
Vehicles will not be permitted in the load-in area after 8:30am.
Participants must be set-up and ready to sell by 9:55am for a 10am event start (VIP hour). VIPs will be admitted to enter at 10am sharp.
Participants must wait until the event is over to break down.
Participants must break down all of their wares and their entire exhibition area before moving vehicles back to the area to load out.
In the event of a sell-out, participants must remain set-up in their exhibition space for the duration of the event.
Unauthorized vehicles will not be permitted to move within the exhibition space after 8:30am or before 4pm. No exceptions.
POURING ROOM VENDORS
POURING ROOM: EXHIBITION SPACE
The Pouring Room will be housed under a large, outdoor pavilion
Event coordinator will supply one 8 foot table per exhibitor space. Exhibitors must supply all other supplies required for set-up, including table cover.
Pouring Room vendors will be allotted a 10x10 space and may set-up a tent for branding purposes.
Exhibitors are expected to maintain their exhibitor space by removing trash & debris and remaining clean & tidy throughout the event.
Exhibitors are responsible for removing ALL trash. Any exhibitor that leaves trash on the premises after departure will be charged a $100 fee by GFF. Event trash cans are not for exhibitor use of disposing trash.
There is limited access to electricity at the venue. Only those who request access to electricity and need it to operate will have access to it. Farmers and agricultural producers will be prioritized for electrical outlets, and GFF cannot guarantee that access to electricity will be available due to demand. GFF will notify exhibitors upon acceptance whether or not electricity is available.
Please note: electrical outlets should not be used for plugging in POS systems or any device that can be powered by battery. Exhibitors should only request electricity if it’s needed to operate.
Exhibitors must display clearly marked pricing and signage.
Placement & layout of exhibitors is entirely at the discretion of the organizer. It is subject to change without notice. GFF appreciates participant flexibility and willingness to adjust where necessary.
POURING ROOM: EVENT LOGISTICS
Detailed load-in instructions will be sent to all participants 2 weeks prior to the event. This information is for internal use only.
The event layout is fully at the discretion of the event coordinator. It is subject to change without notice. Coordinator appreciates participant flexibility and willingness to adjust where necessary.
Participants are required to arrive on time. Exhibitors should be prepared to report as early as 7:30am for load-in.
Load-in is on a tight schedule, so punctuality is paramount.
Late arrivals could result in exhibitor spaces being moved or adjusted load-in from a longer distance.
All entering vehicles will be stopped at vendor check-in upon arrival. We appreciate your patience during the load-in process, which includes 4 zones and a total 120 exhibitors & food trucks. Upon arrival, it could take up to 20 minutes to reach your exhibition space depending on the number of vehicles ahead of you, so please plan your arrival time accordingly.
Vehicles will not be permitted in the load-in area after 8:30am.
Participants may temporarily park their vehicles near their space for load-in.
Exhibitors must unload the entire vehicle and move the vehicle to the designated parking area before beginning set-up.
Depending on placement, some participants may need to carry or dolly their wares a short distance into the exhibition area.
Participants must be set-up and ready to sell by 9:55am for a 10am event start (VIP hour). VIPs will be admitted to enter at 10am sharp.
Participants must wait until the event is over to break down.
Participants must break down all of their wares and their entire exhibition area before moving vehicles back to the area to load out.
In the event of a sell-out, participants must remain set-up in their exhibition space for the duration of the event.
Unauthorized vehicles will not be permitted to move within the exhibition space after 8:30am or before 4pm. No exceptions.
ALCOHOL POLICIES
SECURITY/ID CHECK
Alcohol security will be on site at Good Food Fest. There will be a wristband ID check at entry. All attendees will have to pass the ID check to enter, and will be encouraged by ticketing staff AND ample signage to get a wristband before continuing into the event.
ALL alcohol vendors should sell to or pour for only ALCOHOL WRISTBANDED consumers. Consumers must have an ALCOHOL WRISTBAND to drink or purchase alcohol of any kind.
If they approach without an alcohol wristband, please direct them back to the ID check - absolutely no exceptions.
ALCOHOL VENDOR TYPES
There are two types of ALCOHOL vendors at Good Food Fest: Pouring Room vendors and Farmers Market vendors.
ONLY Pouring Room vendors will be permitted to pour “by the glass,” draft pour, or sell open containers. Pouring Room rights are offered only to selected vendors, which are the only vendors permitted to pour alcohol at this event. Pouring Room vendors will be licensed to pour with a PLCB expo license.
All other alcohol vendors in the “farmers market” may sell bottles/cans and give samples ONLY. Absolutely no pouring by the glass, draft, or selling open containers outside of the pouring room. Any vendors in violation of this policy will be dismissed immediately. Farmers Market vendors are licensed for bottle/can sales ONLY with a farmers market license - no expo license.
ALCOHOL SALES - FARMERS MARKET VENDORS
Shoppers cannot open bottles, cans, or growlers purchased from farmers market vendors.
Farmers market vendors should remind shoppers upon purchasing that they CANNOT open cans, bottles, or growlers inside the event.
GFF will provide a printed notice for vendors, reminding shoppers of this policy. Please see below the message for reference - GFF will print and supply to you at vendor check-in.
"THANKS FOR SHOPPING LOCAL! Please enjoy responsibly and wait until you get home to open this bottle or can. This bottle or can is not permitted to be opened while inside the event. We appreciate you following this event policy and PA Liquor Control Board regulations!"
Vendors should mention this policy with each purchase.
ALCOHOL POLICIES – POURING ROOM VENDORS
Vendor will provide a quality product and adequate amount to serve number of attendees (4,000 expected.)
Vendor will provide adequate staff to serve customers quickly and efficiently at event and remain onsite for the entire duration of event.
Vendor will hold all appropriate licenses and permits as required by state, local, and regional agencies, and provide proof at event.
Vendor must provide a Certificate of Insurance, evidencing the minimum requirements outlined in the included COI request.
Vendors must assume all pouring responsibilities, including but not limited to:
Not serving any guest without an alcohol wristband.
Direct guest to obtain an alcohol wristband at ID check
Not serving to minors.
Not serving individuals who appear to be intoxicated.
Maintaining absolute control of all alcoholic containers present.
Collecting and removing all alcohol from the premises after event.
Vendor will provide all supplies needed for service, including but not limited to cups, setups and ice.
Sample sizes per PLCB regulations:
Beer/malt: no more than one 4oz per sample
Wine: no more than 1oz per sample
Spirits: no more than 1.5oz per sample
GENERAL VENDOR REQUIREMENTS
All exhibitors selling and/or sampling food or drink will need to:
Provide a copy of all applicable registrations and/or permits
Upon acceptance, exhibitors will be notified whether a Chester County Health Dept or PA Dept of Agriculture licenses will be required for participation
Provide Certificates of Insurance, listing the following entities as additionally insured:
Good Farms Good Food LLC
Kimberton Whole Foods
Kimberton Fire Company
Sign a contract agreeing to the rules and regulations enclosed
Remit payment by the deadline
PARTICIPANT RULES
Absolutely no drinking alcohol, smoking, illegal substances, or weapons are allowed.
Participants are not permitted to play music in their space.
Participants are responsible for following all local, state, and federal sales tax requirements and laws.
Good Food Fest is not liable for any participant or their property.
Participants are expected to work amicably with event coordinator, fellow exhibitors, and customers for the entirety of the event. Uncooperative or contentious participants will be asked to leave immediately.
Participants are asked to provide marketing & promotional materials to event coordinator upon request. All participants are required to contribute in promoting the event.
Participants are required to submit all requested documentation and licensing to the event coordinator by the requested deadline.
CANCELLATION POLICY
Exhibitor fees are non-refundable.
While not encouraged, we understand that sometimes life happens. Exhibitors that must cancel may receive a 50% refund up to 90 days prior to the event. Unfortunately no refunds or credits will be given less than 90 days prior.
Exhibitor’s cancellation history will be taken into consideration during the application selection process for future events.
Good Food Fest is a rain or shine and participants should be prepared for all weather. In the case of severe weather, event coordinator reserves the right to cancel. Exhibitor fees are non-refundable.
Good Food Fest follows all local and federal COVID guidelines and will act accordingly.