Town of Summerville
Special Event Vendor Application
ATTENTION:
Before completing this application, you will need the following items:
1. Photos of your booth, cart, tent, or food truck (along with total dimensions needed for
set up)
2. Proof of Insurance
3. Proposed menu items and cost per item
4. Town of Summerville Business License - if you do not have one, please see apply before
submitting: https://summervillesc.gov/177/Business-Licenses
5. Proof of passing the Fire Report Inspection from our Town’s Assistant Fire Marshal
6. DHEC Inspection Documentation
*Vendors with delinquent Town of Summerville Hospitality Taxes, vendor fees, business license fees,
etc. will not be considered.
TO APPLY FOR CONSIDERATION:
This Vendor Application Form is an interest form and not a confirmation of participation at an
event. Completing this application does not guarantee acceptance.
METHOD OF SELECTION:
The Town of Summerville Parks & Recreation Department only accepts a limited number of vendors for each event. Vendors will be considered based on overall experience, loyalty to the Town of
Summerville Parks & Recreation Department, overall attractiveness, diversity of items/services,
prices, and audience of event. To make each event more enjoyable for all vendors and the public, we
will make every effort to ensure that vendors selling similar items will be kept to a minimum.
NOTIFICATION OF ACCEPTANCE FOR EACH EVENT:
Approximately two weeks after the close of the vendor application, an email will be sent to all
approved vendors per event. COMPLETING AN APPLICATION DOES NOT GUARANTEE ACCEPTANCE. Vendors have the right to cancel/deny acceptance but must do so within one week of being accepted to allow other vendors to be notified of vacancy. Vendor fees must be paid within two weeks of approved notification. If not, vendor will forfeit right to participate in event and will be replaced by another vendor.
MENU ITEMS, PRICING AND ACCEPTABLE PACKAGING:
Town of Summerville Parks and Recreation prohibits any vendors from the usage of Styrofoam in their packaging to the public. If a vendor is caught with using Styrofoam, the vendor will forfeit any
future events and will not be allowed to return for the remainder of the event year.
Vendor will not receive a refund of any future paid vendor fees.Vendors are required to provide menu items and pricing for all foods/drinks for each event. If vendor is bringing different foods to different events, vendor must specify which food is for which event. This is to minimize duplication of menu items being offered from different vendors to better serve the public and vendors. Alcohol sales are prohibited unless noted by Event Manager. This vendor must only be an alcohol only vendor (no food sales). Consumption of alcoholic beverages by vendors at their booth is prohibited.
EVENT LINEUP/FEES FOR EVENTS:
Once a vendor has been accepted, vendors are responsible for paying vendor fees within two weeks of approved notice. Failure to pay by deadline will result in forfeit of space. Any returned checks
will be charged an additional $35 returned check fee. All vendors are required to process payments
independently and must pay relevant state/local taxes for the sale of items at event.
Food vendors will be required to pay a 2% Hospitality tax on their food sales to the Town of
Summerville.
EQUIPMENT/ELECTRICITY:
Vendors are responsible for providing all operational equipment. Vendors must bring their own power supply and extension cords. As a courtesy to others and the event, ALL GENERATORS MUST BE MUFFLED to reduce noise. There is no power or water source provided for events.
VENDOR SIZE/PARKING:
If a vendor has a larger food truck/tent then listed below, they are still encouraged to apply but
additional fees may be warranted. ALL VENDORS MUST BE ABLE TO DETACH THEIR TRAILER AND PARK ADDITIONAL VEHICLE IN PUBLIC PARKING. The only exceptionis for events held at Gahagan Park. All vendors must limit display items to the confines of the designated space and not encroach into other vendor spaces, this includes audio, visual, multimedia devices, etc.
• Tent Size: must be a 10x10
• Food Truck: 16 feet
HOURS:
Vendors must be open and ready to sell items one hour prior to the start of the event. If a vendor
shows up past the specified set-up time, vendor may not be allowed admittance and no refunds will
be given. Under no circumstance will vendors be allowed to close or leave until the event ends and
it is safe to do so. Vendors must leave within one hour after event end time. If a vendor does not
show up on the day of the event or cancels within one week of the event, no refunds will be given.
Vendor will forfeit any/all remaining events they are scheduled for and will jeopardize consideration of future events.
INSURANCE:
All vendors must provide a copy of their Certificate of Insurance for the event with a minimum
liability coverage of $1,000,000.00 naming “The Town of Summerville, 200 S. Main St. Summerville SC 29483” as additionally insured.
SOUTH CAROLINA DEPARTMENT OF HEALTH & ENVIRONMENTAL CONTROL (DHEC) INSPECTION:
All food vendors must present a completed DHEC issued permit. Vendors will not be allowed to
participate and will forfeit their payment if DHEC guidelines are not met.
PROFESSIONALISM:
Vendors are expected to conduct themselves and present their vendor space in a professional manner at all times. If any problems arise, vendor will need to contact a staff member on site to assist in the manner. Vendors may not sublease, assign, or apportion their space. No more than one vendor may exhibit in a single space. Vendors must ensure all staff working vendor space will be aware of, and will abide, by these guidelines.
INDEMNIFICATION:
By agreeing to be a vendor, you agree to hold the Town of Summerville harmless of any claims by
you, or any actions brought against you, and to indemnify the Town of Summerville for any costs,
expenses, attorney fees, etc. which arise from any actions, errors, omissions, or negligence on the
part of you, your staff or your agents while performing services under this agreement.
DISCLAIMER:
The Town of Summerville makes no representation as to the number of potential attendees and
assumes no liability for any financial loss due to vendor’s operation or due to event attendance.
Please sign that you have read and agree to the above:
