Vendor/Exhibitor
Rules and Guidelines
Thank you for signing up to be a vendor for HoCo Pride 2024!
If you have any questions regarding the vendor application, please email vendors@howardcountypride.org
Please print out this page so that you have all the information handy.
Once again, thank you for signing up as a vendor and we look forward to seeing you at HoCo Pride!
Definitions:
Vendor: Anyone actively selling services or products on site
Small Business - A business with less than 10 employees and less than 1,000,000 in annual revenue.
Business/Retail - A business with more than 10 employees and more than $1,000,000 in annual revenue.
Craft Vendor - An individual or group that sells handmade products and has less than $25,000 in annual revenue.
Exhibitor: Anyone promoting or sharing information/resources
Nonprofit - An organization with an active 501(c)(3) status with the IRS.
Government Agency - Any agency acting on behalf of a local, state, or federal government entity.
Food Vendor: Anyone selling food products
Food Truck/Vendor - Any vendor selling food or beverages during the event.
Guidelines:
Vendors/exhibitors agree that the services or activities conducted in their booth space shall be supportive and appropriate to the purposes of HoCo Pride, which are:
To build a sense of community within Howard County's LGBTQ+ population.
To encourage the public to embrace and understand the importance of tolerance and acceptance in our increasingly diverse community.
To educate all citizens about the issues and concerns of sexual and gender minorities in the community.
To advocate for policy and guidelines that benefit and support the LGBTQ+ community.
To support the LGBTQ+ community in their efforts to cope with an adverse society.
To promote and provide cultural activities within the gay, lesbian, bisexual, and transgender community.
To increase the visibility of the sexual and gender minority communities of Howard County.
To enhance the quality of life for gay, lesbian, bisexual, and transgender people in Howard County.
General Information:
Unless otherwise communicated, the Festival area will open at 7:00 AM on Sunday, October 13, 2024, for load-in.
All Vendors/exhibitors must check in at the vendor check-in station prior to set up.
Vendors will be assigned a time for set up between 7:00 AM and 10:00 AM. No vendors will be allowed to enter the footprint after 10:00 AM.
Vendors/exhibitors must unload and complete set up by 10:00 AM for the Festival.
All vehicles must be removed from the Festival area by 10:00 AM or be towed at the owner’s expense.
Any vehicles used for exhibition purposes must have prior approval from the Inner Arbor Trust and fit within the space allotted.
Within one hour following the end of the Festival (11:00 AM through 4:00 PM) vendors/exhibitors must remove all property brought into the park, and leave their space clean and free of trash and debris.
Vendors/exhibitors may not remove property or goods, or move vehicles during the operating hours of the Festival.
Vendors/exhibitors must operate for the full duration of the event. HoCo Pride Inc. reserves the right to modify or change logistical plans.
In addition to these rules, vendors/exhibitors must observe park rules and obey the instructions of representatives of the Inner Arbor Trust.
Selling of goods after 4:00 PM, or failure to breakdown by 5:00 PM will result in a $500 fine imposed by HoCo Pride Inc.
All business or other activity for which booth space is requested must be conducted within the vendor/exhibitor’s designated area.
Any activities conducted beyond assigned space, while “roaming” the event site that interfere with another vendor’s operation or the event will result in immediate ejection from the event.
A vendor may not assign, trade, sell, share or otherwise transfer the advertising and exhibiting rights provided for in this agreement without the prior written consent of HoCo Pride Inc.
Festival Rules and Regulations for FOOD/BEVERAGE Vendors:
Please note: Our goal is to provide a diverse and delicious assortment of food options for our attendees to enjoy. To ensure this experience, we must ensure minimal duplication.
Food vendors may not sell alcoholic beverages of any kind.
You MUST be in possession of a temporary food permit from the Howard County Health Department and MUST either submit it before arriving or have it with you at vendor check-in on the day of the event. Without this permit, you will not be permitted to participate. We will not issue refunds if you fail to comply.
It is the vendor’s responsibility to obtain any and all permits required by Howard County and the State of Maryland, and to pay all appropriate taxes and fees to the County and State. In the event that the Howard County Health Department closes a vendor’s booth, all fees and deposits are forfeited. Any fines incurred by HoCo Pride Inc., as a result, will be invoiced to the vendor.
If you are a food/beverage vendor from out of state and have a catering license from your home state, you still MUST have a temporary permit/license from Howard County Health Department.
HoCo Pride Inc. reserves the right to negotiate menu items, price points, fees, locations, etc. with those vendors invited to participate in HoCo Pride. All food vendors’ prices must be posted in a professional and legible manner. Food vendors will only sell the items that have been approved by HoCo Pride Inc.
NOTE: HoCo Pride Inc. does not grant “exclusive” menu item rights to any vendor for any item unless an appropriate sponsorship fee can be negotiated for exclusivity.
Vendors using heat and/or open flames must provide fireproof containers for discarding ashes and one visible fire extinguisher. It is the vendor’s responsibility to obtain any and all permits required by the Howard County Fire Department and to pay all appropriate taxes and fees.
No glass items may be sold.
All food waste, trash, and debris must be disposed of in proper containers. The vendor agrees to pay for any costs incurred by HoCo Pride Inc. to clean up any of their waste not properly disposed of.
Terms and Conditions:
Booth and rental fees must be paid with the application, and are non-refundable.
The Festival will take place RAIN or SHINE, however, in the case of excessively inclement weather, HoCo Pride Inc. reserves the right to close the event. The event may be re-opened when deemed safe by the Howard County Fire Department.
Refunds are not issued if the vendor cancels their space.
No electrical supply will be supplied for vendors/exhibitors.
Vendors/exhibitors agree that HoCo Pride Inc. and The Inner Arbor Trust shall not be liable for any loss or damage to their property unless caused by the negligent or intentional acts of the two listed parties. Vendors/exhibitors are responsible for providing HoCo Pride Inc. and Inner Arbor Trust proof of insurance for their business.
Vendors/exhibitors are required to secure appropriate insurance to cover their operations in such amounts as they deem necessary. Vendors/exhibitors agree that HoCo Pride Inc. shall not be liable for any loss or damage to their property unless caused by the negligent or intentional acts of HoCo Pride Inc.. Vendors/exhibitors are responsible for providing HoCo Pride Inc. proof of insurance for their business.
In order to exhibit at HoCo Pride with booth space, HoCo Pride Inc. must receive proof of business/organization insurance ($1,000,000 general liability) naming “HoCo Pride Inc.” and “The Inner Arbor Trust” as additional insureds no later than three weeks before the event date. Most insurance companies will provide this to you at no cost.
If you cannot or do not provide this, HoCo Pride Inc. will refer you to its insurance carrier for a low-cost day-of policy. Please start this process early to ensure that you can participate in the event as an exhibitor.
All applications are subject to final review and approval by HoCo Pride Inc. HoCo Pride Inc. reserves the right to accept or reject any application for booth space. All decisions are final. By applying for booth space, vendors/exhibitors agree to staff and operate their booth in a professional and courteous manner at all times.
Vendors/exhibitors agree not to place any equipment or goods in their booth that are objectionable, dangerous, or not in connection with the purposes of HoCo Pride, which reserves the right to require the removal of any non-compliant goods, activities, or signs. HoCo Pride Inc. also reserves the right, in its sole and absolute discretion, to refuse booth space to any individual or group, or to limit participation in HoCo Pride.
HoCo Pride Inc. reserves the right to determine and assign the vendor’s location with the aim of providing a successful experience for all participants. HoCo Pride Inc. will consider location changes, at the vendor’s request, until October 1, 2024. After October 1, 2024 all booth locations are final.
Vendors/exhibitors agree to indemnify and hold harmless HoCo Pride Inc., its directors, officers, volunteers, agents against any and all claims, demands, suits, and actions (including attorney’s fees and court costs) imposed on, incurred by, asserted against any of the parties identified above, caused by any negligent or intentional act or omission of vendor/exhibitor.
Vendors/exhibitors agree to reimburse HoCo Pride Inc. for the cost of any fines or liabilities incurred by HoCo Pride Inc. due to the vendors/exhibitors failure to comply with any and all government regulations and/or for cleanup costs incurred by the vendor’s failure to properly clean up designated space.
Vendors shall pay all sales or other taxes, fees, and assessments required by any applicable federal, state, or local law in connection with Vendor’s participation in HoCo Pride. Vendors shall indemnify, defend and hold HoCo Pride Inc. harmless for any taxes (including fees and penalties, if any) required to be paid in connection with the Vendor’s activities. Vendors shall provide HoCo Pride Inc. with all requested documentation to comply with tax laws and rules.