Vendor Terms & Conditions

These Vendor Terms & Conditions (“Terms”) form an agreement between the vendor (“Vendor,” “you”) and V2 Productions LLC, organizer of the Sunset Country Festival (“Festival,” “we”). They govern your participation as a food, beverage, retail, craft, or service vendor. By submitting the Vendor Application you confirm that you have read and agree to these Terms.

1. Application & Acceptance

Submitting an application does not guarantee a vendor space. Spaces are limited and assigned at our sole discretion based on product type, mix, quality, and availability. A space is confirmed only after you receive written acceptance, sign your individual vendor agreement, and pay the agreed fee in full. Spaces are non-transferable and may not be sublet or shared without our written approval.

2. Licenses & Permits (required)

You are solely responsible for obtaining and maintaining, at your own cost, every license, permit, and registration required by federal, Florida state, county, and city law. You must provide valid copies on request and keep them available on site. Depending on your category these may include:

• Business license or registration and a valid Tax ID (TIN/EIN). A completed IRS Form W-9 may be requested.
• Florida sales tax registration. Vendors are responsible for collecting and remitting all applicable sales tax.
• Food vendors: a Florida temporary food service event license or mobile food permit (DBPR or FDACS), plus any required commissary agreement. All food must be prepared and stored at the event or in a licensed establishment, never in a private home.
• Fire safety: food vendors using propane, open flame, or heating elements must meet fire marshal requirements and keep a current fire extinguisher on site.

3. Insurance (required)

Every vendor must carry commercial general liability insurance and provide a Certificate of Insurance (COI) before the event that shows at least $1,000,000 per occurrence (higher limits may be required for food or cooking vendors), names V2 Productions LLC and Sunset Country Festival as Additional Insured, and remains valid through the full event date including setup and teardown.

4. Alcoholic Beverages (strictly prohibited)

The sale, service, sampling, and distribution of alcohol is the exclusive right of the Festival’s official bar. No vendor may sell, serve, sample, or give away any alcoholic product, regardless of holding an alcohol license. Violation results in immediate removal without refund, forfeiture of fees, and possible referral to authorities. Non-alcoholic beverages are allowed subject to our approval and your applicable permits.

5. Vendor Fees & Revenue Share

Vendor charges depend on your category, and every arrangement is confirmed in writing before the event.

Food trucks and food & beverage vendors: participation is structured as a negotiated commission, meaning you pay the Festival an agreed percentage of your event sales rather than a flat entry fee. The exact percentage is set individually with each vendor based on your menu, expected volume, space, location, and equipment needs.

Retail, craft, and service vendors (for example clothing, accessories, handmade goods, and merchandise): participation is charged as a fixed vendor fee to take part in the event. The amount is quoted individually based on your category, booth size, location, and equipment needs, and does not include a percentage of your sales unless separately agreed in writing.

All fees and any agreed commission are confirmed in writing before the event. Fixed vendor fees must be paid in full by the stated deadline; a space is not reserved until payment is received. For food and beverage vendors, all sales are processed and any applicable commission is applied through the Festival’s official point-of-sale system, as described in Section 6.

6. Point-of-Sale System (Manah)

All sales of food and beverages (including non-alcoholic beverages permitted under these Terms) must be processed exclusively through Manah, the Festival’s official point-of-sale system, for the purpose of sales control, inventory management, and revenue reporting. Vendors must process all transactions through Manah and may not conduct off-system or cash sales outside of it. The Festival will provide access to and any necessary setup for the Manah system. Vendors agree that the sales and revenue figures recorded by Manah are the official basis for calculating total sales and any applicable commission. Amounts due to the Vendor from sales collected through the system will be paid within five (5) days after the event, net of the Festival’s agreed commission and any applicable fees, by the payment method arranged in writing. If the Manah system or internet connectivity is temporarily unavailable during the event, Vendors must follow the instructions provided by Festival staff and may not resume off-system or cash sales unless expressly authorized in writing by the Festival.

7. Booth Space, Setup & Teardown

We assign booth size and location at our discretion. You provide your own tent, tables, chairs, signage, and equipment unless otherwise agreed in writing. The Festival does not provide water. A limited number of electrical outlets may be available for small, low-draw equipment only (such as lighting, phone chargers, or a point-of-sale device) and may not be used for heavy or high-wattage equipment such as cooking appliances, refrigeration, or heaters. Food trucks must supply their own generator, and any other vendor requiring power beyond small equipment must also supply their own generator. All generators must be a quiet, approved type, placed and secured safely, refueled only when the event is closed to the public, and must meet all fire marshal requirements. You must be set up before the event opens, remain open for the full event hours (3:00 PM to 9:30 PM), keep your space clean, and remove all trash and equipment afterward. You are responsible for any damage you cause.

Vehicles and load-in: follow all staff instructions for arrival, load-in, and load-out times. Once unloaded, vehicles must be moved to the designated vendor parking area unless a vehicle is part of your approved setup (such as a food truck). No vehicle may enter or move through the vendor or public areas during event hours without authorization.

Cooking oil and grease: food vendors are responsible for the safe containment, storage, and off-site disposal of all cooking oil and grease. Grease, oil, and wastewater may never be poured on the ground, into drains, or into Festival trash receptacles. Any cleanup or damage resulting from improper disposal will be charged to the Vendor.

No early teardown: for the safety of guests and the appearance of the event, no vendor may begin breaking down, packing up, or leaving before the published end time (9:30 PM) without written permission from the Festival. Early teardown may result in forfeiture of any deposit and may affect eligibility for future events.

8. Conduct & Compliance

Operate professionally and lawfully, sell only the products approved in your application, and follow all Festival rules and staff instructions. We may prohibit any item that is unsafe, illegal, counterfeit, offensive, or inconsistent with the family-friendly nature of the event, and may remove without refund any vendor who violates these Terms or the law.

Festival branding: the names, logos, and marks of the Sunset Country Festival and V2 Productions LLC may not be used in any signage, advertising, packaging, or promotion without the Festival’s prior written permission.

Media and marketing: the Festival and its representatives may photograph, film, and record the event, including vendor booths, staff, and products, and may use those images and recordings for any promotional, marketing, or archival purpose without additional compensation to the Vendor.

Non-exclusivity: acceptance as a vendor does not grant any exclusive right to sell a particular product or category. The Festival may accept other vendors offering similar or identical products at its sole discretion.

9. Cancellation & Refunds

Vendor fees are non-refundable except as expressly stated in your individual vendor agreement. If you cancel after confirmation or fail to appear, fees are forfeited. The Festival may cancel a vendor’s participation for breach of these Terms without refund.

10. Liability, Indemnification & Force Majeure

You participate at your own risk. To the fullest extent permitted by law, V2 Productions LLC, Sunset Country Festival, the venue, and their owners, staff, and partners are not liable for any loss, theft, damage, or injury to you, your staff, your property, or your customers. You agree to indemnify and hold harmless the Festival and its organizers from any claim arising out of your participation, products, or acts. If the event is delayed, shortened, relocated, or canceled due to weather, emergency, government action, or other force majeure, the Festival is not responsible for your costs or lost sales.

11. Acceptance of Terms

By submitting the Vendor Application and checking the acceptance box, you confirm that you have read and agree to these Vendor Terms & Conditions in full, that your information is true and accurate, and that you have authority to bind your business. These Terms are governed by the laws of the State of Florida.

Sunset Country Festival · Produced by V2 Productions LLC · Questions about vending? Email admin@sunsetcountryfest.com
Saturday, March 13, 2027 · 3:00 PM to 9:30 PM · Apopka Amphitheater