New for 2011! - The Arts Council

Vendor Application Packet
Fayetteville, NC
September 24-25, 2011
New for 2011!
Advance
vendor load-in
on Friday!
Sides
allowed
on all
vendor
tents!
Expanded
Kids’ Area
with
Rides!
Community
Mural!
Inside: Greetings from the festival director, festival schedule,
complete vendor guidelines, and your vendor application.

Welcome!
Greetings!
It’s hard to believe, but The Arts Council’s 33rd Annual International Folk Festival is just
around the corner. Our staff is working hard to prepare, as are our partners from
Fayetteville’s rich and diverse ethnic community. And we’re all excited to once again host
the thousands who will enjoy North Carolina’s only truly “international” festival.
To all of our returning vendors: Welcome back! We think you’ll enjoy the changes and
additions we’ve made to this year’s event. To our new vendors: We’re glad you’ll be with
us, and we hope this is the beginning of a long and fruitful relationship for all of us.
We have some new features this year that we’re confident all festival-goers will enjoy.
We’ve expanded our Kids’ Area and added more arts, crafts and kiddie rides. We’ll also
have a “community mural” that will be painted during the festival, by the people at the
festival. This, in addition to all of the great music, dance, arts, crafts, and other
performances that we’re known for.
Specifically for vendors, we’ve made a couple of very positive changes. We’ve worked
with city officials to design a layout that allows sides to be installed on all vendor tents
while keeping the festival safe and code-compliant. We’ll also be conducting an early
load-in on Friday afternoon, so that vendors and organizers can be even better prepared
when the “doors” open on Saturday. And don’t forget—all Arts & Crafts vendors are
automatically entered in our juried contest with a purse of $1000! All of these elements are
detailed in the guidelines so please read them carefully to make sure all is understood.
Don’t forget, our deadline to return applications is August 1st, so get them in early and
avoid those late fees. Of course, if you have any questions, feel free to call me or our
Special Events Coordinator, Ashley Hunt.
We’re looking forward to seeing you!
Kelvin Culbreth
Director of Special Events
Arts Council of Fayetteville/Cumberland County
(910) 323-1776

Schedule
2011 International Folk Festival
Friday, Sept. 23
Advance Vendor Check-in:
Parade of Nations:
Festival Security:
12 pm - 4 pm* (All vendors)
7 pm - 9 pm
8 pm Friday to 7 am Saturday
Saturday, Sept. 24
Vendor Check-in
Vendor setup
Soft drink and ice sales
Festival Open
Festival Close
Vendor Shutdown
Park Closed
Festival Security
6:30 am - 9 am
7 am - 11 am*
7 am - 6 pm
12 pm
6 pm
6 pm - 7 pm*
7 pm
6 pm Saturday to 10 am Sunday
Sunday, Sept. 25
Vendor Set-up
Soft drink and ice sales
Festival Open
Festival Close
Breakdown
Park Closed
9 am - 12 pm*
9 am - 6 pm
12 pm
6 pm
6 pm - 8 pm*
8 pm
* Setup and breakdown are permitted during these times only.

General Rules
Applications
A) Vendors must be open for business during operating hours on both festival days, Saturday and
Sunday, 12noon - 6pm.
B) The International Folk Festival is a rain-or-shine festival. Refunds will not be granted as a result
of inclement weather.
C) The IFF vendor application process must be complete before a vendor may be considered for
placement at the festival. Space assignments are made by the Arts Council, at the Arts Council’s
discretion.
D) All vendor applications must include:
1) a photograph of the unit with dimensions written on the back
2) photos and a list of all food/merchandise/arts & crafts items to be sold (only approved items
may be sold by vendors)
3) all fees (check or money order payable to The Arts Council of Fayetteville/Cumberland
County)
4) any verifying documentation (if applicable)
E) Vendors who desire the return of documentation materials and additional information after the
festival must include a self-addressed, stamped envelope with their applications.
F) Vendors will be notified by mail or e-mail of their acceptance to the festival within two weeks of
applying. The Arts Council reserves the right to reject applications.
Fees
A) All fees must be paid in full prior to the event.
B) All booth fees are nonrefundable.
C) Booth fee includes City of Fayetteville vendor permit.
Information,
Rules &
Guidelines
Restrictions
A) Vendors are prohibited from selling alcoholic beverages.
B) The Arts Council reserves the right to provide exclusive vending privileges to festival sponsors.
Coca-Cola is the exclusive soft drink of the International Folk Festival and the Arts Council will
operate Coke & beverage booths throughout the festival. Food vendors may purchase soft
drinks, bottled water and bagged ice from the Arts Council to re-sell.
C) Vendors are not allowed to bring their own motorized carts to the festival except as needed to
provide access to the site for individuals with disabilities.
D) Unprofessional conduct or abusive language will be cause for immediate expulsion and possible
exclusion from future festivals.
Water/Electricity/Waste
A) Electrical hookups are available upon request. Water is available to all vendors at centralized
locations. Vendors must supply their own drop cords. 100 ft. cord recommended.
B) Gray water tanks will be provided in vendor areas.
C) Food vendors are responsible for the containment, removal and disposal of waste grease.
Grease may not be disposed of in gray water tanks or storm drains. Violations of these

Information,
Rules &
Guidelines
ordinances may result in a minimum $250 fine imposed by the City of Fayetteville
and a permanent ban from the International Folk Festival.
Check-In/Load-in/Set-Up
A) Vendors are to arrive according to a schedule that will be provided by the Arts Council prior to
the festival.
B) New this year Advance check-in for all vendors will be Friday, Sept. 23 from Noon to 4pm.
Saturday-morning check-in begins at 6:30.
C) Maps and instructions will be mailed with confirmation notices.
D) Vendors must provide their own canopies, equipment, tables, chairs, extension cords, etc.
E) New this year Vendors may attach side walls to canopies not exceeding 200 square feet.
Any canopy in excess of 200 square feet must be composed of a certified flame-resistant
material or treated with a certified flame-retardant chemical in order to attach side walls and
requires a permit and approval from a fire code official. All compliance rests with the fire
department inspectors.
F) All vendors are responsible for their own insurance policies.
G) All vendors are responsible for collecting & reporting any applicable taxes (local, state, &
federal.)
Shutdown/Breakdown/Load-out
A) Shutdown on Saturday may not start until after 6pm and park premises will be closed at 7pm.
B) Breakdown on Sunday may not start until after the festival closes and load-out must be complete
by 8pm.
Vendor Categories
Specific rules and requirements apply to each of the four categories. Be sure to read and
understand all rules and guidelines specific to your category before applying.
Commercial Food - $600 per space; electrical access fee is $25
For-profit businesses or individuals that have no cultural group affiliation.
A) Food vendor spaces measure 10 feet wide and 15 feet deep, and limitations are strictly enforced.
If more space is needed, additional booth spaces must be purchased. Vendors in violation of
stated dimensions will forfeit participation and all fees paid.
B) If warming or cooking devices are used, a charged & inspected fire extinguisher (minimum Class
K portable) must be visibly accessible in the booth.
C) Generators are not permitted.
D) Food vendors must comply with all Health Department regulations. All documentation must be
submitted to Health Department officials two weeks prior the event. Contact Environmental
Health at 910-433-3693 with all questions.
E) The Fayetteville Fire Dept. and Cumberland County Health Dept. will inspect all food booths prior
to the festival opening.
F) It is the sole responsibility of each vendor to assure that safety and legal status is achieved
through the permitting agencies. The Arts Council will issue no refunds to vendors who are
unable to obtain proper permits.

Information,
Rules &
Guidelines
G) Vendors may not sell any soft drink or bottled water product except that which is purchased
from the Arts Council. Prices and directions will be provided with vendor confirmation notice.
Food vendors may sell homemade frozen drinks, lemonade and iced tea.
Merchandise - $300 per space; electrical access fee is $25
For-profit businesses or individuals that have no cultural group affiliation. A select number of
vendors selling imported merchandise of an artistic or cultural nature will be permitted.
A) Merchandise vendor spaces measure 10 feet wide and 10 feet deep, and limitations are strictly
enforced. If more space is needed, additional booth spaces must be purchased. Vendors in
violation of stated dimensions will forfeit participation and all fees paid.
B) Merchandise vendors may not sell any food or beverage product.
Arts & Crafts - $75 per space; electrical access fee is $25
For-profit individuals selling their own hand-made work. This category is juried with cash awards
totaling $1,000 for best original art or craft items being sold. 1st place: $500; 2nd place: $300; 3rd
place: $200.
A) Arts & crafts vendor spaces measure 10 feet wide and 10 feet deep, and limitations are strictly
enforced. If more space is needed, additional booth spaces must be purchased. Vendors in
violation of stated dimensions will forfeit participation and all fees paid.
B) All work must be original in design & created by the exhibitor. Works in graphics, photography,
acrylics, oils, watercolors, clay, glass, fiber, wearable art, traditional folk art, leather, jewelry,
wood, metal work, & mixed media are eligible.
C) Exhibitors are encouraged to demonstrate their art or craft.
D) Arts & Crafts vendors may not sell any food or beverage products.
Non-Profit Organizations/Arts Council Member Agencies
A) Non-Profit Organization spaces measure 10 feet wide and 10 feet deep, and are available free
of charge, however a $25 refundable deposit is required. The deposit shall be submitted in the
form of a check, which will be returned uncashed after the festival, provided participation was
without incident.
B) Space, location and electrical access is based on availability.
C) Only Arts Council member agencies are allowed to sell. A $10 fee will be charged for the city
permit (separate check please).