Non-Profit Food Concession

2023 Vendor Contract Requirements
The vendor will agree to abide by the following:
1. Vendor booths are assigned on a first paid, first served basis.
2. An official Hold Harmless Agreement must be signed and returned by all vendors and workers. Make additional copies as needed.
3. The Northeast Florida Fair Association facilities are rented in an “as is” condition.
4. Alcoholic beverages, illegal drugs, and profane language are not permitted on any NEFFA
property.
5. Violation of contract or unacceptable conduct of any kind will result in the removal of renters, vendors, and/or persons from the NEFFA grounds.
6. Vendors accept full responsibility for any damage caused to NEFFA property by themselves or anyone under their direction or invitation.
7. Vendors accept full responsibility for any and all injury and/or damage to others caused by themselves or their agents.
8. Persons with special needs must be served by all vendors.
9. Vendors are not given exclusivity of any product or merchandise. Vendors may not sell cotton candy or candied apples. They are exclusively sold by the midway provider. Vendor sale items and menu items will be regulated by the NEFFA. The NEFFA reserves the right to decline or prohibit any exhibit or part thereof, for any reason. The product(s) listed on your Itemization Form are the only product(s) you will be allowed to sell/exhibit during the fair. If you desire to modify this listing, please notify us.
10. Vendors will not sell vulgar or offensive items.
11. Food vendors will not leave food out before or after fair hours. Grease and trash must be
discarded appropriately.
12. Food vendors are responsible for securing their own propane.
13. Parking inside the fairgrounds will not be permitted for vendors. Vendors will receive one (1) parking pass to park along the service road. Vendors can always park additional vehicles in the general parking lots. Vendor vehicles must not be parked inside the fairgrounds. You may unload your vehicle and immediately move your vehicle to the parking areas. All vehicles must be removed three (2) hours prior to the gates opening as per NEFFA insurance. Vehicles not in compliance will be towed. No exceptions. Parking is not permitted in any inside lot without an official NEFFA parking pass.
14. Fair passes are given according to the space rented. Non-Profit Food Concession vendors will receive eighty (80) one day passes for entry into the fair. Additional one-day passes for workers may be purchased from the Fair Association for $4.00 each. To purchase additional passes complete the enclosed form and return by September 1, 2023. Vendors may not purchase more than 100 additional one-day passes. No passes will be sold at check-in or during the fair. All workers, family, and friends are required to have a pass or an admission ticket to enter the gate. Passes will be required daily to enter the fairgrounds three (3) hours prior to the gate opening.
15. Vendors are required to purchase all ice from the NEFFA. The cost is $5.00 PER twenty (20) pound bag. Ice must be paid for AT TIME OF PURCHASE. *Prices are subject to change.
16. Vendors are required to provide a Certificate of Liability Insurance in the amount of $1 million, naming the Northeast Florida Fair Association and Nassau County School Board as additional insured. The certificate must be on file in our office prior to set up. No exceptions. If the vendor requests to be added to the NEFFA insurance send an additional $85 due postmarked by September 1, 2023.
17. Food vendors shall accept vouchers from Northeast Florida Fair Trustees that can be
redeemed for food or drink items. Vendors can redeem vouchers for ice sales or cash them in on Sunday, October 22, 2023 at the fair office.
18. CANCELLATIONS: Cancellations must be in writing 30 days prior to opening day. Only the deposit will be returned approximately three weeks after the fair ends.
19. CHECK-IN: Upon arrival vendors should proceed to the fair office for credentials and passes.
20. SET-UP: Vendors will load and unload through Gate 2 (Commercial Gate). Early set-up for food vendors will be on Sunday, October 8, 2023, 9:00 am – 8:00 pm and Monday, October 9, 2023, 9:00 am – 8:00 pm. Food vendors may continue set-up on Tuesday, October 10, 2023, 9:00 am – 8:00 pm and Wednesday, October 11, 2023, 9:00 am – 8:00 pm, however, vehicle traffic will be limited. Vendors must be set-up no later than two (2) hours prior to the opening of the fair, Thursday, October 12, 2023, 5:00 pm. Space not occupied by this time will be forfeited to the fair along with any and all payments including the deposit.
21 BREAK DOWN: Booths cannot be removed in whole or in part and must remain open until 5:00 pm on Sunday, October 22, 2023. Vehicles will not be allowed on the grounds until the official closing of the Fair on Sunday, October 22, 2023. Inside booths must be left clean and empty. Vendor space must be cleaned completely by 5:00 pm, Tuesday, October 24, 2023. Articles and equipment remaining after this time shall become the property of the NEFFA.
22. ELECTRICAL: Vendors are provided with 110 volt/20 amp electrical outlets.
23. SIGNS & DISPLAYS: Vendors must furnish their own signs, tables, chairs, decorations, etc. All parts of an exhibit must be safely contained inside the rented space at all times. Professional signage is encouraged. Aisles and walkways must remain clear at all times. Vendors will not solicit outside of their assigned space. Nails, tacks, staples, tape, etc. MUST be removed when the booth is taken down. Amendments to the booth must be approved by the NEFFA.
24. DELIVERIES: Deliveries inside the grounds must be made during the hours of 9am-3pm
(Monday-Friday), and, 9am-10am (Saturday-Sunday). Vendors are not allowed to block any areas that may impede traffic in anyway. All vehicles must be removed two hours before the fair opens to the public. Vendors may make hand deliveries at any time during operating hours, using hand carts or dollies.
25. TAX COMPLIANCE: Vendors must have their tax number or non-profit number posted upon setting up. Vendors are responsible for any applicable federal, state, city, or county taxes that may be levied as a result of their operations or activity.
26. INSPECTOR: The inspector with the Florida Department of Health will be on site on Thursday, October 12, 2023 (time TBA). Vendors must comply with all State of Florida and Nassau County laws, rules and requirements, including the Health Department. Vendors who are non-profit must have their 501c(3) status available to present to the inspector. Vendors who are for-profit must have a $105 money order made payable to DBPR. The inspectors do not accept cash payments or personal/business checks for fees.
27. FAIR HOURS: Vehicles are allowed to enter and exit the fairgrounds through Gate 2.
Unattended vehicles inside the gate after the hours listed below will be towed at the owner's expense. Vendors are asked to have their booth cleaned and ready to open when the fair opens daily to the public.
Fair Dates Vehicles allowed inside fairgrounds Fair Open to the Public Fair Closes
10/12/23 9:00 AM – 3:00 PM 5:00 PM 11:00 PM
10/13/23 9:00 AM – 3:00 PM 5:00 PM 1:00 AM
10/14/23 9:00 AM – 10:00 AM 12:00 PM 12:30 AM
10/15/23 9:00 AM – 10:00 AM 12:00 PM 11:30 PM
10/16/23 9:00 AM – 3:00 PM 5:00 PM 11:30 PM
10/17/23 9:00 AM – 3:00 PM 5:00 PM 11:30 PM
10/18/23 9:00 AM – 3:00 PM 5:00 PM 11:30 PM
10/19/23 9:00 AM – 3:00 PM 5:00 PM 11:30 PM
10/20/23 9:00 AM – 3:00 PM 5:00 PM 1:00 AM
10/21/23 9:00 AM – 10:00 AM 12:00 PM 12:30 AM
10/22/23 9:00 AM – 10:00 AM 12:00 PM 11:30 PM
*Closing times are subject to change.