If you would like to download a PDF copy of the Vendor Guidelines, click here. 

VENDOR PARTICIPATION GUIDELINES AND RULES:

 

Submit your Vendor Application with your application fee to:

P.O. Box 1012, Newburgh, NY 12551.

Checks should be made payable to:

Community Foundation of Orange and Sullivan County. CFOS 

You should write Newburgh Illuminated vendor on the memo line 

Please note that the vendor fee is non refundable.


Deadline to submit Vendor Application: May 15, 2015. The following must be included: 

  • Payment 

  • NYS Sales Tax Certificate of Authority (see the policy below) 

  • Insurance Form (food vendors only

  • NYS Agriculture and Market License (food vendors only

  • OC BOH Temporary Food Service Permit (food vendors only

 

Spaces available and cost:

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Food License Information:

Commercial:  All food including baked goods

http://www.orangecountygov.com/filestorage/124/1334/1088/1304/4926/Commercial_tsfe_application.pdf

Non Profit:  (churches and otherwise)

http://www.orangecountygov.com/filestorage/124/1334/1088/1304/4926/Noncommercial_temporary_food_service.pdf

Mobile units:  Food Trucks:

http://www.orangecountygov.com/filestorage/124/1334/1088/1304/4926/Mobile_fse_permit_application.pdf

 

General Information: 

  • here is no rain date. If there is rain, we have indoor venues as backups. 
  • Festival Start time is at 11am and will conclude by 11 PM. 

  • Vendors are expected to have appropriate personnel attending their booth from 11:00 am through 8:00 pm 

  • Electricity will not be provided to food vendors. You must supply your own electricity with a quiet generator (requirement). 

  • Generators will not be permitted in the Hudson Valley Marketplace. General vendors needing generators will be placed on Broadway. 

  • You must bring your own water and ice; there will be no source for either at the Festival 

  • Vendor’s booth must be completely self-sufficient and vendors must clean up after themselves. 

Vendor Check-in Process: 

  • A Vendor Services tent will be located at corner of Liberty and Broadway. Check in will start at 9:00 AM. Vendors must report to this tent before going to their space. 

  • A vendor info pack will be available on the day of Festival at the Vendor Services 

Tent. It will contain further directions and your vendor passes for vehicle. 

  • Food vendors must be prepared to show your Temporary Food Permit from OCBOH (see below) during the vendor check-in process. All vendors must have their NYS re-sale certificate. 

  • You will be allowed to drive your vehicle into the vendor area to offload at your space. Cut off for vehicle entry into vendor areas is 10:30. 

  • Vendor parking – There will be two designated parking areas for vendors: 1) NW corner of Grand and Broadway and 2) in the empty lot just south of Washington’s Headquarters. These areas will be marked off and reserved for vendors. Exiting the vendor parking will be restricted until 8pm. You may stay later if you choose. 

    IMPORTANT: Vendor Rules and Polices: 

    TEMPORARY FOOD SERVICE PERMIT: All Food vendors must apply to the Orange County Board of Health (OCBOH) for their temporary food service permit. Please allow 10-15 days for Orange County Board 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 

    NYS CERTIFICATE OF AUTHORITY: All vendors are required 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. 

    INSURANCE REQUIREMENTS: All food vendors participating in Newburgh Illuminated Festival must have $1,000,000 of liability insurance. You will be required to name Newburgh Illuminated Festival organizers, City of Newburgh, and Community Foundation of Orange and Sullivan as additional insureds. We must receive your certificate of insurance 30 days prior to the event. 

    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 & all-environmental cleanup costs & 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 & properly bag trash within your sales location. During the event our cleanup crew will collect properly bagged trash from the rear of your space up to 7 pm. All vendors are required at the conclusion of the event to clean your specific area, remove all trash and debris, and return your area to the same condition it was prior to the event. Upon exit of the vendor area, there will be a dumpster available for vendors to dump any remaining trash bags themselves. 

For General Inquiries and Questions relating to vendors you can contact us using this form

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