Vendor Agreement

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First, a few reminders...

Desert Hearts Festival is a STRICTLY 21+ event
No one under 21 years of age is permitted to attend; There are absolutely no exceptions to this rule.

Anyone attempting to enter who is under 21 years of age or attempting to bring someone with them into the event who is under 21 years of age will be turned away at the entrance gate.

Dogs & Service Animals
Dogs and pets are strictly forbidden by the reservation. We have been asked explicitly to enforce this rule.

How “Service Animal” Is Defined by the ADA:
Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. Service animals are working animals, not pets. The work or task a dog has been trained to provide must be directly related to the person’s disability. Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA. Therefore, Desert Hearts Festival does not allow emotional support animals.

A service animal owner must provide both documents for entry; Current ADA Certification and Current Vaccination Papers. If you do not have both documents you will be turned away at the gate to find a local kennel.

NO REFUND POLICY
An accepted vendor application is a commitment to show. Fees are non-refundable.

LATE ARRIVALS
Vendors who arrive after mandatory check-in ends at 3pm on Thursday 4/25 will forfeit their vending space and their booth fees and will not be allowed to vend at any future events.

OBJECTIONABLE MATERIAL OR ACTIVITY
Desert Hearts reserves the right to disallow any activity or objectionable material from being displayed, sold, or distributed in any manner. Amplified sound of any kind if not permitted in any of the camping areas or any vending booths. Vendors may only play extremely low music, 70 decibels or less, within space for booth staff only. Music may not be projected out of booth to patrons in line, to neighbors, or anywhere beyond the immediate footprint of the booth space. Any vendor who does not adhere to this is subject to shutdown, forfeiture of deposit, and ban from vending at future events.

Know the rules. One Stage. One Vibe.


Now, the details:

There are 5 steps to complete (5½ if you’re a food vendor)

1. Read the following information about vending at Desert Hearts Festival thoroughly

2. Click the link below to sign and submit a Vending Agreement

3. Click one of the payment buttons below to pay your vending fee

4. Pay for any additional tickets (if applicable) by entering your booth name below and clicking the button to pay via paypal or credit card.

5. Submit your guest list names and vehicle pass info (if applicable) to vending@deserthearts.us

5½. If you are food vendor, submit your insurance certificate and business license to vending@deserthearts.us

VENDOR LOAD IN/OUT DETAILS

Load In Date/Time: Thursday 4/25/19  9am - 3pm

* Mandatory check-in by Thursday at 3pm or forfeit your vending space. Fees are non-refundable.

Load Out Date/Time: Monday 4/29/19  4pm - 10pm

* Breakdown begins as early as 1pm on Monday at vendor’s discretion
Vendors must check out with a member of the Waste Mgmt. Crew prior to departing by going to Eco Hub. Any vendor leaving any litter or trash in their area is subject to ban from future events.

Settling/Accounting Date/Time: Monday 4/29/19 1p-3p

* Meal tickets collected by vendor must be turned in by 3pm on Monday


FEES

Fees and ticket allocations are based on vending space footprint. All payments including additional ticket purchases must be paid through PayPal to paypal@deserthearts.us due Monday, March 25th. Ticket names for guest list and vehicle pass are due by Wednesday, April 10th. Names submitted after April 10th are subject to non-approval.

* Additional tickets for purchase via booth type are not guaranteed and are at our discretion.

FASHION VENDORS
10x10 Booth
$875 Fee
Comes with 3 tickets
May purchase up to 1 additional ticket at $220*
Comes with 1 Car Camping pass

FASHION VENDORS
20x10 or 10x20 Booth
$1150 Fee
Comes with 3 tickets
May purchase up to 2 additional tickets at $220*
Comes with 1 Car Camping pass

FASHION VENDORS
Table / Rack / Roaming
$260 Fee
Comes with 1 ticket
May not purchase additional tickets

DRINK VENDORS
10x10 Booth
$990 Fee
Comes with 4 tickets
May not purchase additional tickets
Comes with 1 Car Camping Pass

FOOD VENDORS (not drinks - see below)
10x20 Booth
$1550 Fee
Comes with 5 tickets
May purchase up to 2 additional tickets at $220*
Comes with 1 Car Camping pass

FOOD VENDORS (not drinks - see below)
20x20 or 15x30 Booth
$2050 Fee
Comes with 5 tickets
May purchase up to 2 additional tickets at $220*
Comes with 1 Car Camping pass

FOOD VENDORS (not drinks - see below)
20x30 Booth
$2350 Fee
Comes with 5 tickets
May purchase up to 2 additional tickets at $220*
Comes with 1 Car Camping pass

DRINK VENDORS
10x20 Booth
$1250 Fee
Comes with 4 tickets
May not purchase additional tickets
Comes with 1 Car Camping Pass

SHARED BOOTHS

If you are sharing a booth, please coordinate with your booth partner to pay your half of the booth fee directly to your booth partner and have only one of you pay a complete fee to Desert Hearts.

WHAT’S INCLUDED IN YOUR FEE

  • Assigned Booth Space
    Vendors must occupy their designated space. Any vendor that occupies a space other than the space designated for vendor may be subject to removal or be moved to their designated space. You will space to park your one (1) vehicle behind your booth.

  • Limited Access To Power
    Reasonable access to power is provided on a first come, first served basis. Vendor is responsible for providing surge protectors, extension cords and other items necessary to transfer power into the vendor booth. Vendors are encouraged to provide their own power to ensure individual booth needs are met as power is not guaranteed.

  • Camping
    Vendor will have space for a small tent behind their vendor booth. Desert Hearts Festival cannot guarantee any more space beyond space for one small tent.

  • Car Camping Pass for One Vehicle
    Car Camping Pass included with booth fee allows for parking of one vehicle immediately behind assigned vendor booth space. Vendor must provide make and model of the car that vendor wishes to receive their Car Camping Vehicle Pass. All vendors with 10x20 or larger spaces may have up to one (1) additional vehicle placed in the “overflow vendor parking” area at the top of the parking lot. Vendors with spaces smaller than 10x20 may request to have no more than one (1) additional vehicle parked in the overflow lot and are subject to approval on a first requested, first served basis. All other vehicles beyond those approved or those included in booth fees are subject to the less-than-three-occupant $20 cash fee at the gate.

  • ATM Access
    As in past years, ATMs will be on-site again. However, service is limited. Vendors are still advised to bring significant cash reserves and change to accommodate customers.

  • Grey Water Removal

    Grey water may be disposed of in designated grey water receptacle only as provided by the Site Ops Water & Power Crew. NO FOOD PARTICLES MAY BE DUMPED INTO THE GREY WATER TANK. You must filter all compost and food particles out of your grey water prior to dumping it.

  • Fresh Water
    Reasonable access to fresh water is provided on a first come, first served basis. Vendor is responsible for providing potable water hosing and other items necessary to transfer water into the vendor booth. Vendors are encouraged to provide their own water to ensure individual booth needs are met as unlimited water is not guaranteed.

WHAT’S NOT INCLUDED IN YOUR FEE

  • Materials
    No tables, tents, seating, or lighting will be provided. You must bring your own materials.

  • Refrigeration
    Refrigeration must be provided by food vendor. If you wish to share rented refrigeration truck space, please notify the Vendor Coordinator who will help put you in touch with other food vendors.

  • RV Parking Passes
    No RVs are included with any vending fees. If you would like to have an RV, you must purchase a pass and park it in designated RV areas only.

  • Waste Hauling or Management
    All vendors are required to sort their own recycling and haul their own trash. The Public Transfer Station located along the ingress/exodus road will take your sorted waste for a fee. Composting is also not provided. Please notify the Vendor Coordinator who will help put you in touch with other food vendors to coordinate local composting.

  • Fire Extinguisher
    All food vendors are required to have a fire extinguisher at their vending booth.

  • Ice
    Ice is available for purchase at a discounted food vendor price.

  • WIFI

    Wifi is available on a limited basis for POS sales processing only and is not guaranteed.

CRAFT VENDOR INFORMATION ONLY

We do not allow vending of any items with either “DH”, the DH Man logo, “Desert Hearts” or any other affiliated logo or branding at any booth except those approved and authorized for sale at the DH Official Merch Booth. Any vendor who wishes to create items with DH logo(s) may apply to have their items sold at the DH Merch Booth under the following criteria:

  • All requests must be submitted by email to vending@deserthearts.us and merch@deserthearts.us by no later than April 6th. Acceptance is on a first-come, first served basis and is solely at the discretion of Desert Hearts. Only 5 Artisan Collaborations will be accepted.

  • Requests must include a description and image of item/s as well as sales price and total quantity to be available for sale.

  • Desert Hearts will sell items at the Merch Booth with DH retaining 50% of the sale proceeds and Artisan Vendor retaining 50% of the sale proceeds. Sales proceeds will be paid within one week following the conclusion of the event.

  • All items must be provided to the Merch Booth upon arrival no later than Thursday at 6pm.

All remaining inventory must be picked up prior to departure on Monday at 11am. Artisan Vendor may also elect to have their items sold in Desert Hearts’ Online Shop at the same sales proceeds split of 50% DH / 50% Artisan Vendor. If so, please check-in with the Merch Booth prior to departure for final quantity of items to be added to our online store.

FOOD VENDORS INFORMATION ONLY

Food Vendor Meal Ticket Program
Desert Hearts will be giving staff and artists redeemable food vendor meal tickets good for spending at any food vendor throughout the duration of the event.

  • All food vendors must accept these food vendor meal tickets throughout the entire duration of the event

  • There is no limit to the amount of food vendor meal tickets that can be accepted

  • Value of ticket when spent is $12

  • Value of ticket when redeemed by food vendor is $10

  • If the total order is more than $12, ticket holder may pay the difference with additional tickets (multiple tickets may be combined), cash, or credit

  • No change is to be given on these tickets, no matter the order total

  • All tickets MUST be turned in to Annie Leon, Desert Hearts, LLC Bookkeeper by 3pm on Monday 4/29

  • It is Vendor’s responsibility to keep all meal tickets for records and redemption

  • Payments will be issued for total of tickets redeemed by food vendor within two weeks of the conclusion of the festival

Insurance Requirements
All food vendors providing services to the event must provide a certificate of insurance naming Desert Hearts, LLC as an additional insured. Adequate insurance coverage shall be insurance with a minimum liability coverage of One Million Dollars ($1,000,000.00).

Food Permitting
All food vendors providing services to the event must also show proof of businesses licenses permitting operation in the State of California. Food vendors shall not be permitted to serve if food vendor has had their operations suspended by the State of California or Department of Health. Food vendors shall follow HACCP compliant procedures.

Food Staff Certification
All parties operating on behalf of Food Vendor shall be ServSafe certified.

SUSTAINABILITY

Desert Hearts, LLC has a goal of achieving zero waste (i.e. no waste to landfills). In an effort to achieve this goal, Desert Hearts requires that all vendors strive to eliminate all waste through waste reduction, reuse, recycling, and composting measures.

Vendors are required to use reusable, recyclable, or compostable food service ware, containers, and packaging. Vendors shall consider selling foods that do not require utensils (e.g. sandwiches, pizza, wraps, fries, kabobs, sushi, egg rolls). Vendors are required to provide drinks (e.g. water, soda, coffee, tea) in bulk or in recyclable bottles and cans. Vendors are also required to provide condiments (e.g. sugar, ketchup, mustard, salad dressings, etc.) in bulk. Vendors shall consider not using plastic bags, disposable decorations, or polystyrene or to provide giveaway items. If any giveaway items are offered, they shall not be individually wrapped.

Acceptable Types of Recyclables

  • Metal cans, Cardboard, Glass containers, Paperboard, Papers (mixed paper, newspapers, magazines), Hard plastic bottles and cups, Plastic film (wrap and bags)

Acceptable Types of Compostable Materials

  • Food scraps (e.g. fruit, vegetables, bread, grains, coffee grounds, tea bags)

  • Food-soiled paper (e.g. waxed cardboard, paper towels, paper napkins, paper cups, and paper plates)

  • Biodegradable plastics (e.g. utensils, cups, and bags)

Unacceptable Types of Food Serving Materials

  • Non-biodegradable plastic plates, cups and utensils, Styrofoam plates and cups

Mandatory Check Out

Vendors must check out with a member of the Waste Mgmt. Crew prior to departing by going to Eco Hub. Any vendor leaving any litter or trash in their area is subject to ban from future events.



PAY YOUR BOOTH FEES

We accept payment via PayPal

Amounts include PayPal fees


PAY FOR ADDITIONAL TICKETS

You may only purchase additional tickets up to the amount specified in your selected booth fee and upon approval from Desert Hearts. Guest list names must be submitted (along with the rest of your names and info for your vehicle pass if applicable) by Wednesday, April 10th.

Enter Your Booth Name