IMF Food Vendors

We pride ourselves on building our Indiana craft beer community!  That’s why we partner up with local food vendors, artisans, businesses, and nonprofits for all of our fundraising events and we’d love to have you join us to celebrate 27 years of our annual summer fundraiser, the Indiana Microbrewers Festival on July 20th at Military Park in downtown Indianapolis.

Please review the food vendor details below, register and pay online or by check for your booth, and be sure to contact the Indiana Department of Health for your temporary event permit at least 48 hours prior to the event at the link below.  Once your application is submitted you’ll be set and we’ll see you at the fest!

Pricing

•  Food Vendor Booth 10×20 or standard food truck $325.00
• Food Vendor Booth Beyond/Double $400.00
•  Specialty/Dessert/Non-meal Food Vendor Booth 10X10 $250

The Indiana Microbrewers Festival will take place  Saturday, July 20th  from 1:00 p.m. – 6:00 p.m.

• 2023 Attendance 2600
• Pre-Covid Attendance 4-5000

A signed copy of the contract must be returned to IBG offices by July 1st, 2024  to secure your space and meet marketing deadlines. 

WHEREAS, said food vendor desires to participate in said festival.  Now, therefore, it is agreed as follows:

Beverage Sales – Vendors may sell bottled water, sodas, lemonade, teas, coffee, shake-ups and smoothies, per menu acceptance.  With the exception of designated driver sponsors which may use clear plastic and paper cups. NO PLASTIC CUPS ALLOWED FOR BEVERAGES OR GIVE-A-WAYS!  In addition, all vendors and their staff must use festival issued glassware to drink beer.  If you’re found in violation to this policy, you may risk not being invited back to an Indiana Brewers Guild Festival. 

Concessions Provided – Food vendor agrees that it will provide a sufficient quantity of each item on its approved menu list to fill orders during the operational hours of the Indiana Microbrewers Festival. 

Damage Deposit – A separate check in the amount of $100.00 must accompany this contract as a damage deposit.  This is refundable after the Indiana Microbrewers Festival as long as there are no violations. Checks will be shredded after the scheduled event unless violations of the following occur:

∙ Vendor dumps trash, grease or similar waste in places other than in proper receptacles.

∙ Vendor fails to depart in a timely manner.

∙ Vendor leaves his/her booth space in an unacceptable condition.

∙ Vendor fails to comply with regulations of the Marion County/State Health Department.

∙ Vendor fails to comply with any provisions of this Contract.

Deliveries – No vehicular traffic is allowed on the festival grounds after 11:30 a.m., and all vehicles must be off by 12:00 (noon) p.m.  Any special deliveries must be made by golf cart, hand cart, hand carried or coordinated through the Food Vendor contact personnel if assistance is needed. Officer/Volunteer manning the location can radio for assistance if needed.  As long as weather isn’t rainy we’ll be able to load in by driving the along the perimeter of the park.  If weather is bad we will need to shuttle in with golf carts solely and will extend the load in process.

Rentals – Please email me for info. 

Electricity – Generator electricity is available for an additional $75 . **Generators allowed with prior approval**

Water – Vendor must provide water for handwashing per the guidelines of the Marion County/State Health Department.

Enforcement – IBG reserves the right to inspect the vendor’s booth space and operation from time to time at its sole discretion to ensure that the provisions of the contract are being complied with. In the event of a material breach of any provision of this contract by the vendor, IBG also reserves the right to refuse to allow said vendor to remain open, and/or close the offending booth until the breach can be corrected to the satisfaction of IBG.

Festival Times – Vendor must staff its booth at all times during Festival hours of 1:00 p.m. – 6:00 p.m.  

Fees – IBG requires a flat fee with this contract in the amount of $325.00 for a booth space up to 10’ x 20’ or food truck size.  Sizes beyond that, or a double booth, will be $400.00. Checks should be made payable to the Indiana Brewers Guild.  No fees or contracts postmarked after July 1st 2024 will be accepted unless approved by the Event Coordinator.   

Fire Extinguisher – Each booth should be equipped with a fire extinguisher and if you are “frying” food you are required by the Fire Marshall to have a Series K fire extinguisher on site.  

Health Regulations – Every vendor must obtain a license from the Marion County Department of Health. Vendors will be inspected by a Health Department representative during the Festival, at a time to be decided by the Health Department. Violations of local health regulations may result in booth closing and/or fines, at the sole discretion of the Health Department. IBG shall not be held liable for any loss of income, inconvenience, or other liability caused by vendor’s violation of Health Department regulations. Please review enclosed guidelines for operation at a temporary event and set-up accordingly.

Click the https://drive.google.com/file/d/1htipuMxeS8B5Zcr70VO3CWHGJVnkJMJI/view to view and download the 3 documents you will need. “Vendor Registration Application for a Temporary Retail Food Establishment” is the main one but she also needs the “Basic Requirements” & ” Temporary Handwashing Station” submitted along with it.

Lack of proper set-up can result in stand closure or other possible penalties. If you have further questions regarding temporary food service licensing contact Kimberly Wolfla, Food Scientist for the Indiana Department of Health at 317-234-8569 or Kwolfla@health.in.gov.

Workers:  Food vendors booth will receive (4) vendor wristbands/tickets. All workers in your booth must be 21+ with a valid ID on his person at all times. All food vendor employees must be on the grounds by 12 p.m. to receive free entrance to the Festival.  Anyone arriving after 12 p.m. will be required to have a ticket.  Tickets may be purchased for online, there are NO exceptions to this policy.

Ice – All food vendors must bring their own ice or you may purchase from BIG at $4 per 20 lb. to be paid on Saturday, July 22nd  at the close of the Festival.

Insurance – Food vendor agrees to obtain property and liability insurance coverage in an amount equal to at least $300,000 per person and $1,000,000 per incident, and shall furnish BIG with a certificate from the issuer of such insurance confirming such coverage and listing the Indiana Brewers Guild, Board of Directors and Staff as Additional Insured including the following wording in red to be received by July 18th. 

Certificate holder is included as Additional Insured with respect to General & Automobile Liability on a primary, noncontributory basis per written contract or agreement subject to policy terms and conditions.  Waiver of Subrogation is included in favor of the Certificate Holder with respect to General & Automobile Liability and Worker’s Compensation per written contract or agreement subject to policy terms and conditions.

Location of Booth – The vendor shall set up its booth at the location specified by  IBG staff. Any preference in location given to vendors is the sole discretion of the committee. NO EXCEPTIONS.  

Parking – Only one (1) vehicle per vendor will be provided with parking pass for vendor lot.  Any additional vehicles must be parked off the Festival grounds or within the paid parking area (IUPUI Lot #s TBA). Vehicles may not be moved from the lot until the Festival ends and attendees have been cleared out.  It is recommended that vendors bring handcarts and/or dollies to move product to and from your vehicles. Vendor parking passes will be mailed 2 weeks prior to the fest to the address provided and will not be replaced if lost.

Pricing – The Vendor shall establish its own prices for all items to be sold at the Festival .

Publicity – IBG shall include a list of participating vendors in a published on the virtual map as well as our social media and website outlets provided the Food Vendor returns signed contract and all payments by July 1st.   IBG does not guarantee that any food vendor will be mentioned in newspaper advertisements or press releases.

Trash and Refuse Removal – Each vendor is responsible for providing storage containers and properly disposing of refuse per the health code of MCHD.   Food Vendors are not allowed to use trash cans in the food court areas and IBG does NOT provide trash pickups at food vendor tents.   Please note the dumpsters to ensure you are disposing of your garbage in the correct dumpster.

Set-up Times – Vendors will be contacted approx. two weeks prior to IMF with specific set-up/load-in instructions.  Load-in schedule is as follows: Saturday, July 20th 9:30am – 11:30am. Vehicles must be off grounds by NOON.

Spillage – The Vendor shall make adequate provisions for the prevention of spillage of grease, oil, or other materials that could stain the surface of the Microbrewers Festival area. Food Vendors shall also clean up spills immediately after the occurrence.  PLEASE BE PROTECTIVE OF OUR ENVIRONMENT. 

Supplies – IBG will provide two banquet tables and four chairs.  The Indiana Brewers Guild will have no liability to vendor or rental company for any theft or damage to any rental equipment.  Vendor accepts sole responsibility for the receipt, storage, security and return of such items while on the premises. 

Indemnification – Except to the extent caused by the negligence of IBG, food vendor shall release, indemnify and save harmless IBG and its employees, servants, agents, and representatives from and against all liability, loss, cost, damage or expense for injuries, including death resulting where from participation in Indiana Microbrewers Festival, to all persons and from damage to and destruction of property by whomsoever owned, including loss of use thereof and any other indirect or consequential property damages, resulting directly or indirectly, wholly or in part, from acts or omissions of food vendor. Food vendor’s indemnity obligations under this section shall extend to IBG and its employees, servants, agents, officers, directors and representatives, all of whom shall be indemnified against all liability arising from circumstances for which indemnity is extended by this section, including all expenses, legal or otherwise, incurred by them in the investigation, defense, and settlement of any claim or suit.

Except to the extent caused by the negligence of food vendor, IBG shall release, indemnify and save harmless food vendor and its employees, servants, agents, and representatives from and against all liability, loss, cost, damage or expense for injuries, including death resulting IBG’s duties or obligations related to Indiana Microbrewers Festival, to all persons and from damage to and destruction of property by whomsoever owned, including loss of use thereof and any other indirect or consequential property damages, resulting directly or indirectly, wholly or in part, from acts or omissions of IBG, or other third parties. IBG’s indemnity obligations under this section shall extend to food vendor and its employees, servants, agents, officers, directors and representatives, all of whom shall be indemnified against all liability arising from circumstances for which indemnity is extended by this section, including all expenses, legal or otherwise, incurred by them in the investigation, defense, and settlement of any claim or suit

Litigation Expense – Should it be necessary for either party to bring any action against one another to enforce the terms of this agreement, to recover sums due hereunder, to protect rights or privileges relating hereto, or otherwise, both parties agrees that it shall pay, in addition to any other sums recoverable by either party expenses of litigation, including, without limitation, a reasonable attorney’s fee.