Vendor Participation Policy and Contract
Due Date: JUNE 1st, 2017

Vendor Rules and Policies

NYS SALES TAX CERTIFICATE OF AUTHORITY: All vendors are required by New York State to have available for inspection and to be on display on the day of the festival a current New York State Certificate of Authority and are responsible for collecting and reporting New York sales tax. It is the vendor’s responsibility for any additional permits/licenses required by law.  


TEMPORARY FOOD SERVICE PERMIT:  All food vendors must apply to the Orange County Department of Health (OCDOH) for their temporary food service permit. Please allow 10-15 days for Orange County Department of Health to process your event permit. Vendors must apply early enough so that the permit arrives in time for the Festival. You MUST post this permit in your food booth on the day of the festival. 


INSURANCE REQUIREMENTS:  All food vendors participating in Newburgh Illuminated Festival must have $1,000,000 of liability insurance. You are required to name all three of the following entities: 

  1. Newburgh Illuminated Festival Organizers
  2. City of Newburgh
  3. Community Foundation of Orange and Sullivan

We must receive your certificate of insurance 30 days prior to the event (May 18th). 

BEVERAGES: Food vendors may sell only non-alcoholic beverages from their booth. All beverages need to be sold out of their original can, original plastic bottle, or a compostable plastic cup. No alcoholic beverages can be sold out of your booth at any time. 

GREASE:  No grease or gray water is to be poured onto the ground or down any drains. Anyone found doing this will be asked to leave the event. You will be responsible for any and all environmental cleanup costs, fines, and subject to prosecution by city or state officials. 

LIQUID WASTE: All liquid waste must be removed from festival site by being carried out. There is absolutely no dumping of liquid waste on the ground or in storm drains. Doing so will subject you to fines and prosecution.

SOLID  WASTE: All vendors are responsible to collect and properly bag trash within your sales location. All vendors are required at the conclusion of the event to clean their specific area, remove all trash and debris, and return your area to the same condition it was prior to the event.



Vendor Agreement and General Release: 

I agree to rent space(s) as part of the Newburgh Illuminated Festival. I further agree to indemnify and hold harmless Newburgh Illuminated Festival Organizers, the City of Newburgh, and the Community Foundation of Orange and Sullivan County and associated Board of Directors and any other unnamed sponsor from any and all damages, claims, liabilities or judgments arising from the undersigned’s activities engaged in during the event. These are to include, but not be limited to the attorney’s fees incurred in the defense of an action against Newburgh Illuminated Festival Organizers, the City of Newburgh, and the Community Foundation of Orange and Sullivan County and associated Board of Directors, and other unnamed sponsor. 

In addition, Event Sponsors reserve the right to utilize any and all photos taken during the event. I hereby authorized Event Sponsor to publish photographs taken of me on Saturday, June 18th, 2016 and my name and likeness, for use in the Event Sponsor’s print, online and video-based marketing materials, as well as other Event Sponsor’s publications. I hereby release and hold harmless Event Sponsors from any reasonable expectation of privacy or confidentiality associated with the images specified above.

I further acknowledge that my participation is voluntary and that I will not receive financial compensation of any type associated with the taking or publication of these photographs or participation in festival marketing materials or other festival publications. I acknowledge and agree that publication of said photos confers no rights of ownership or royalties whatsoever.

I hereby release Newburgh Illuminated Festival Organizers, its contractors, its employees and any third parties involved in the creation or publication of marketing materials, from liability for any claims by me or any third party in connection with my participation.

Vendor Fee: I understand that the Vendor Fee is Non- Refundable. 

By filling out the information below, I acknowledge that I have read and accept the Vendor Rules and Policies, the Agreement and General Release, and agree to it’s terms.