Food and Beverage Vendor Terms and Conditions

1. All vendors must provide a Certificate of Insurance with Additional Insured status, and minimums for General Liability at $1,000,000
   Mailing address should be listed under certificate holder & additional insured sections for NMF. (Norman Music Alliance, PO BOX 890, Norman, OK 73070)
2. All space rentals are subject to availability.
3. All load-in and load-out and timing and parking will be in accordance with Festival procedures and instructions provided by vendor coordinator.
4. All vendors are required to remain open for sales during ALL show hours, no exceptions.
5. Only pre-approved items may be sold. No last minute additions without approval from Norman Music Alliance.
6. Norman Music Festival 2024 has partnered with an exclusive beverage sponsor, Coca-Cola, all prepackaged or fountain drinks must be from that brand family.
7. Vendors are required to utilize compostable plates, cups and, cutlery.
8. The use of glass containers for serving food and beverages is strictly prohibited.
9. Norman Music Alliance also reserves the right to remove any items that are found dangerous or offensive. No weapon sales of any kind allowed.
10. Participants are responsible for set-up, clean up and security of their own booths.
11. REFUND POLICY: No Refunds due to bad weather or acts of God. There are no rain dates and no refund will be made in the event of a partial shutdown due to inclement weather, or other similar causes beyond control of the Norman Music Alliance. Refunds will be considered ONLY prior to March 28th due date. After the March 28th due date, all fees are non-refundable.
12. WEATHER POLICY: To the extent possible, Norman Music Festival is a rain or shine event. NMF is an outdoor event. Be aware that Oklahoma weather is unpredictable, at best. Safety of everyone involved with or attending the festival is the most important factor when determining whether or not to continue festival events. 
1. RAIN POLICY: Festival will continue during rain. If a continuous downpour occurs, outdoor stages may be paused until rain amounts slow or cease.
2. WIND POLICY: Outdoor stages may be paused when sustained winds are above 35mph. Vending may continue. 
3. LIGHTNING POLICY: Outdoor stages WILL pause when lightning is within 5 miles of festival grounds and will start back up when lightning is outside a 5 mile radius of festival grounds. Vending may continue.
4. TORNADO WATCH POLICY: Festival MAY pause or MAY cancel for the day if a Tornado Watch is issued for Canadian, CLEVELAND, Grady, McClain, Oklahoma, or Pottawatomie counties. 
5. TORNADO WARNING POLICY: Festival may pause or may cancel for the day if a tornado warning is issued within our immediate vicinity.
6. PARTICULARLY DANGEROUS SITUATION POLICY: Festival will likely be canceled for the day.
13. All vendors of the festival agree to comply with any and all safety and health protocols.
14. OKLAHOMA TAX COMMISSION. The Participant, whether a resident of the state of Oklahoma or not, is responsible for payment of Oklahoma Sales Tax, and such tax will NOT be collected by the fair. The tax commission has an online process now.  The current sales tax rate is 8.75%, but is subject to change. It is your responsibility to confirm the tax rate on your paperwork at check-in and to remit in a timely manner. You must provide a tax identification number, SSN or FEIN.  
15. CLEVELAND COUNTY HEALTH DEPARTMENT: All vendors selling any consumable food or beverages are required to obtain a temporary Health Department permit. All food vendors MUST comply with Cleveland County Health Department regulations. Inspection of food handling practices by a County Health Inspector will be conducted on Friday morning of the fair. Questions about permits or food handling regulations should be directed to the Cleveland County Health Department, email clevelandenvironmental@health.ok.gov or call 405-321-4048. 
16. Mandatory hotel & sales report: This report is due one week following NMF from ALL vendors.  Failure to remit this information may result in an automatic application rejection for the following year’s festival. As a 501c3, this reporting is essential and mandatory for our grant reporting. See attached report template.
17. OPTIONAL COMMISSIONS: No commissions are collected from artisans, commercial vendors, or beer/liquor vendors. Food Vendors have the option to pay the full one-time fee, or choose the lower fee and pay 20% of actual net sales to NMF. Commission payments must be received no later than 5:00 p.m., on the Friday following NMF. A $50 late fee may be assessed for payments received after this date. Payments more than 60 days in arrears may be submitted for collections, and result in automatic application rejection for future festivals. 
18. NMF reserves the right to limit the number of vendors selling certain crafts or foods. 
19. NMF provides daytime and nighttime minimal security. However, all vendors participate at their own risk to self or property. NMF and the City of Norman assume no liability for damage, loss, or theft. 
20. All vendors must provide their own booth or tent display materials. Food vendors must provide all equipment necessary for food service, in adherence to Cleveland County Health Department regulations. 
21. Participants must conduct themselves with good manners and polite professional conduct. 
22. There will be no parking of vehicles on NMF grounds or roads during the hours of NMF operation. Exceptions may be made if your vehicle is part of your booth or display. ALL VEHICLES MUST BE REMOVED FROM THE GROUNDS AND MAIN ROADS BY (5P FRIDAY AND 10A SATURDAY). 
23. BE PREPARED AND BRING A HAND CART! Bringing in or taking out of materials during festival hours may require hand carrying of supplies or delaying setup/teardown. For the safety of our patrons and visitors, vehicles will not be permitted back onto site until after MIDNIGHT each day, or until the crowd has adequately dispersed, whichever is later.
24. Reserved parking in designated areas is provided for participants on a first come basis. Parking permits will be provided at check-in and MUST be clearly displayed on your vehicle’s windshield and/or trailer. Permit is REQUIRED for access to the site after 12p on Friday through Midnight Saturday. You WILL BE DENIED ACCESS by gate personnel if your permit is not properly displayed. Additional vendor employees/assistants will need to park in public parking lots or street parking.
25. Electricity varies depending on area
1. Gray Street food and commercial vendors will have access to generators provided by NMF.
2. Commercial vendors along Main Street will have access to 110v plugs at city of Norman access points. These plugs are meant for very small wattage and often trip the breaker. Please limit use to lighting for your booth. 
3. You may use your own QUIET generator if you so choose.

26. Other Costs 

1. Liability Insurance – All vendors are required to carry their own liability insurance (see point one for requirement details). Your rate will vary according to your product or service.  
2. Cleveland County Health Department temporary food vendor permit.  This is issued and collected by the Cleveland County Health Department, not by Fair. Cost was $100 last year but subject to change. 
3. 20% Commission on Food vendors who chose commission mix option.
4. Ice for Vendors $7/bag.
5. Returned Check Fee $25 
6. Late Payment Fee $50

Submission Agreement

In submitting this application, I agree to abide by the rules and conditions governing the Norman Music Festival as stated in the enclosed, and hereby declare that all of the items to be sold are listed within. I agree to hold the Norman Music Alliance, the City of Norman, their officers, agents and employees, harmless for any resulting loss or damage occurring to any person(s) or property. Submission of application does not guarantee acceptance into the event. You will be notified of your acceptance within two weeks of receiving your application.

If you have additional questions or concerns, please email vendors@normanmusicfestival.com.