2025 Autumn Lantern Festival Vendor Agreement

Vendor Agreement:

Vendors selling food or drinks at the event. Food/drink vendors must email a copy of Sacramento County's Cottage Food Operation Permit (food/drink permit) to Events@Acaaps.org. Vendor Booths are spaces 10' wide by 15' deep. Spaces are designed to fit a 10'x10' tent. Please bring an enclosed tent to cover your booth. Food/drink tents must be fully covered with walls on all sides. Vendors are not permitted to utilize any areas beyond the designed space number. For additional space, vendors may purchase two spaces and request it to be next to each other.

Vendor Agreement THIS AGREEMENT, is by and between the Conference of Asian American Professionals (CAAPS), 6505 Folsom Blvd., Upper East, Sacramento, CA 95819 (“CAAPS”) and the party designated on the attached application (“EVENT VENDOR”). CAAPS desires to permit EVENT VENDOR to sell said items on attached application during the 2025 Autumn Lantern Festival & Night Market (“EVENT”). Now therefore, in consideration of the foregoing and of the promises and mutual covenants contained herein, and other good and valuable consideration, the parties agree as follows:

1. EVENT VENDOR agrees to pay CAAPS for space at the EVENT to be held Saturday, November 1, 2025, 11:00 AM to 9:00 PM and Sunday, November 2, 2025, 11:00 AM to 7:00 PM. Payment is due to CAAPS by on the date of vendor registration. 2. RIGHT TO SELL: EVENT VENDOR shall have the right to advertise as set forth on the application. Said sales are to occur only within the area designated by CAAPS for the EVENT VENDOR. CAAPS has a zero-tolerance policy for the sale or display of product or advertising that displays and/or promotes any of the following: gang colors/symbols, drugs, drug paraphernalia, and illegal activities. Any EVENT VENDOR found to be in violation of these policies is subject to expulsion from the event without any refund. Enforcement of this is at the sole discretion of CAAPS management.
2. BEVERAGES: EVENT VENDORS shall not sell, distribute, or in any way disseminate beverages of any kind, unless otherwise agreed upon in writing.
3. PRODUCTS: Absolutely no “toys or kids” merchandise may be sold at EVENT unless otherwise agreed upon in writing. EVENT VENDORS shall not sell any item not identified on the application without prior written approval of CAAPS.
4. HOURS OF OPERATION: EVENT VENDORS must be fully staffed and open, and must remain fully staffed for the entirety of the event regardless of weather conditions. Closing early or opening late for any reason will incur a $100 fine and may preclude EVENT VENDOR from participating in future events. EVENT VENDOR understands that the event will be held rain or shine, and no refunds shall be given.
5. TRUCK SPACE: EVENT VENDOR understands that CAAPS, at its sole discretion, will assign space for vendors.
6. RENTAL EQUIPMENT: CAAPS will space for each vendor. Tables and chairs will cost an additional $50 per vendor. Besides this, CAAPS will not provide anything else such as tents, electrical outlets, water hookups etc. EVENT VENDOR is required to provide their own equipment. Tents will not be provided. Vendors must have tents to cover their vendor booth spot.
7. FOOD TENTS must be fully enclosed, with walls on all four sides, in accordance to the Sacramento County Health Code. Additionally, the Sacramento County Health Department requires food handlers to always use gloves before handling any food items. Before handling food, you must also wash your hands after handling soiled equipment or utensils. Also wash your hands immediately before starting food preparation and after breaks. Change gloves when touching raw foods or change tasks (i.e. taking money from customers).
8. WEATHER SECURITY: EVENT VENDOR shall be responsible to adequately anchor all equipment to withstand the elements of weather. EVENT VENDOR is responsible for bringing their own anchoring devices (weights and/or water barrels).
9. LOAD-IN/SET-UP: Load-in and set-up times vary based on truck location. Set-up hours will be on October 31, 2025 from 5 PM - 9 PM and November 1, 2025 from 8 AM - 10 AM. All vendors must be fully set up by 10 AM on November 1 and November 2, 2025. All vendors are subject to an inspection by the event team on November 1, 2025 at 10 AM to make sure they comply with the Vendor Agreement. Food/Product/Service categories must match what is on the application. Selling items outside of the approved list will be subject to removal from the Festival with no refunds and excluded from future participation of CAAPS events as a vendor. Additional Vendor vehicles cannot be parked on premise. Vendor may park their vehicle(s) at any public parking spots in the area, including the nearby park.  Sacramento Regional Transit will be provided transportation at no cost.
10. LOAD OUT: All EVENT VENDOR materials and GARBAGE must be removed from event site by 10:00 pm on Saturday, November 1, 2025 and by 8:00 PM on Sunday, November 2, 2025.
11. SIGNAGE: All EVENT VENDOR signs and banners must be contained within the assigned booth space. Each EVENT VENDOR is responsible for supplying their own signage for their booth.
12. CONDUCT: EVENT VENDOR may not consume alcoholic beverages within any assigned booth space. Vendors must be suitably attired at all times. Behavior unsuitable for CAAPS, or which constitutes a public nuisance, will not be permitted. VENDORS SHALL NOT PLAY ANY AMPLIFIED MUSIC FROM WITHIN THEIR BOOTH SPACE DURING THE EVENT.
13. STORAGE: All EVENT VENDOR’S property shall be kept within the assigned booth space. Storage of supplies, equipment or inventory outside the booth space will not be allowed.
14. ELECTRICAL SERVICE: CAAPS will not provide any electricity, generators, trailers, vans or other such mechanical devices. It is the EVENT VENDOR’S responsibility to supply all cables and extension cords which must be UL approved.
15. CANVASSING: EVENT VENDORS may conduct business only from inside their booth space. Canvassing from outside of the booth space is not permissible and EVENT VENDOR shall be liable for immediate closure and removal from the event with loss of all submitted monies. Canvassing MAY NOT be done any closer than 10 feet from outside the event boundaries.
16. SITE INSPECTION: EVENT VENDOR is responsible for leaving designated space as found. Failure to do so will result in, at the sole discretion of CAAPS, charges to repair or correct any damage or alteration. Vendor is responsible for returning the booth space site to its original physical condition by end of the event on November 2, 2025 at 8:00 PM.
17. GOVERNING LAWS: This agreement shall be governed by the laws, the health, sanitation, and fire regulations of the City of Sacramento, County of Sacramento, and State of California.
18. SECURITY: EVENT VENDORS are responsible for the safety and security of their own property and equipment at all times. There will be limited security assigned to the entire event site. No security personnel will be assigned specifically to any particular vending area. CAAPS shall not be held responsible for loss, theft, or damage to any property left on the event grounds at any time.
19. INDEMNITY: EVENT VENDOR shall indemnify and hold CAAPS, CAAPS staff, contractors, and volunteers harmless from any claim or cause of action arising out of, or in connection with the acts or omissions of EVENT VENDOR under this agreement, and shall reimburse CAAPS for any costs, including, but not limited to, reasonable attorney’s fees incurred in defense against any such claim.
20. VIOLATIONS: EVENT VENDOR acknowledges that a breach of any of the terms of this agreement may result in the termination of this agreement and the preclusion of the vendor’s participation in the event. In the event this agreement is terminated as a result of any breach by the EVENT VENDORS, they shall not be entitled to any refund but shall forfeit all amounts previously paid as liquidated damages.
21. AGREEMENT MODIFICATIONS: No prior or present agreements or representations shall be binding upon any of the parties hereto unless incorporated in this agreement. No modification or change in the agreement shall be valid or binding upon the parties unless in writing and executed by the parties to be bound hereto.
22. AGREEMENT DEADLINE: This agreement shall be signed by the EVENT VENDOR and returned to CAAPS on or before October 15, 2025. This agreement shall become effective when received and approved by CAAPS.
23. RESOLUTION OF DISPUTES: In the event of a dispute arising in any manner as a result of, or in any way related to, this agreement, the parties hereto agree to submit the same to mediation and/or arbitration as a prerequisite to legal action. In the event arbitrations or legal action is commenced, the prevailing party shall be awarded reasonable attorney fees and costs incurred as a result of said dispute.
24. CANCELLATION: EVENT VENDOR understands that if the vendor cancels after the execution of this agreement, or fails to provide the required documentation, they shall not be entitled to any refund but shall forfeit all amounts previously paid as liquidated damages.
25. SITE ACCESS: CAAPS and its agents or assigns shall have access to the aforesaid described space and premises at all times. EVENT VENDOR space cannot be assigned or leased by any organization other than CAAPS.
26. EVENT DISPLAYS: CAAPS reserves the right to locate or relocate any exhibit or display where it is in the best interest of CAAPS. CAAPS reserves the right to cancel any exhibit or display that is not in the best interest of CAAPS.
27. LICENSES: All EVENT VENDORS must obtain a license from the Sacramento County Health Department before operating a temporary retail food establishment. This license must be provided in conjunction with this agreement.
28. FIRE PERMIT: Fire Department Permits are required for the use of any temporary power sources (propane, charcoal, generators, etc.) or any large tents or canopies.
29. WATER: water will not be made available at the event. EVENT VENDORS are responsible for providing water for their booth space.
30. WASTE WATER: Please do not dispose of wastewater anywhere. Please make provisions immediately to mop up any standing water. Vendors observed dumping water in any unauthorized containers will be closed.
31. GREASE: Grease splattering is an area of highest concern. Make sure to lay down carpet remnants underneath cooking area and ensure grease-catching sheets extend beyond the primary cooking area to catch splatters.
32. PHOTOGRAPHY & VIDEOGRAPHY: All vendors and attendees agree to permit CAAPS and its volunteers, employees, and associates to record and photograph their participation and use their photos or videos for marketing and event purposes.

By signing below, EVENT VENDOR acknowledges that: a. Vendor has had the opportunity to review this agreement; b. Vendor has enclosed All required documentation and payment; c. Vendor has had the opportunity to consult with legal counsel if desired; and d. Vendor fully understands the terms and conditions set forth herein and agrees to be bound by the same.