Food Merchant Registration
FOOD TRUCK / BOOTH VENDOR AGREEMENT
Important: The attached General Information Sheet contains pertinent rules and procedures concerning the Exhibitor Merchant Agreement. Your signature on this cover page will be deemed as your reading, understanding and acceptance of the rules and terms of the attached General Information sheet. Specifically important are the procedures and times for set up and breakdown (see event map). If you are agreeable to our terms and procedures, please submit your form below, your Seller’s Permit/DBA License, three (3) pictures of products/booth setup, insurance info, proof of 501C3 and payment to:
Mail: Solana Beach Chamber of Commerce, 210 W. Plaza St. Solana Beach, CA 92075
- Insurance (naming SBCOC and City of SB)
- 3 photos
- Seller’s permit
- Food handler’s permit
As a past Exhibitor/Vendor, I understand I may not have the same location as in previous years. Please follow instructions in the attached General Information sheet to verify whether your requested booth is accepted by SBCOC. Again, we will continue to upgrade our merchants and increase the fine arts and crafts on display. As in any outdoor festival, there will be certain risks to property and person that may or may not be contemplated by any exhibitor/vendor participating in the “FDS-23”. Understanding these potential risks, known and unknown, I hereby release the SBCOC Board of Directors and Staff, the City of Solana Beach, and any other of their agents from liability for bodily injury, property damage, or any other responsibility that may occur from any reasonable festival activity so long as it is not intentionally caused by SBCOC or its staff. By signing below, I indicate that I have read the attached General Information sheet, understand and agree to all rules and terms, specifically including the procedures and times for set up and breakdown.
All applications must include: Signed application (3 pages), full payment, 3 photos, insurance, seller’s permit and food handler’s permit. Booth spaces will not be reserved without all requested information. All insurance certificates are due by April 1, 2023.
For more information, contact Nichole Peterson, email@example.com, 951-543-6384.
Rules and Regulations
Merchant Application and Fees – Please read all information carefully. To secure your booth, complete the attached application along with required documentation and return with your payment to the Solana Beach Chamber of Commerce.
Required Documents – All Merchants must provide $1,000,000 in general liability coverage certificate. See Insurance Information for details. A seller’s permit, and a health permit if your booth has any type of consumable products.
Booth Hours – Your booth must be manned and open for business from 9:00 am to 6:00pm both days of the festival. If for some reason your booth is not manned your credit card will be automatically be charged $250.
Return Merchants – Thank you for being a returning merchant, we will do our best to reserve your same spot as the prior years, but there is no guarantee. Spaces are on a first come first served basis, but is ultimately to the discretion of the Solana Beach Chamber of Commerce.
Verified Personal Handcrafts – Fiesta del Sol attempts to upgrade the quality and uniqueness of the arts and handcraft merchants each year. We understand the difficulty of selling a handcrafted item over an imported manufactured product. To that extent, the price for a merchant who exhibits and sells 100% of its product which is personally handcrafted by the booth merchant artist will receive a discount on its booth. However, the product must be personally handcrafted by your booth merchant, who must be in your booth space must from 9:00am to 6:00pm both days of the event. The decision to allow the discount will be subjectively made by SBCOC. You must provide photo of booth merchant making merchandise with your application. If booth merchant artist is not present during festival hours, you will automatically be charged the difference between a handcrafted booth and a regular booth space.
Quality of Products – SBCOC reserves the right to reject any merchant application which does not meet the quality or design that the Fiesta del Sol is attempting to portray. The Fiesta del Sol attempts to create an exhibition of crafts that is acceptable to the general public. We prohibit any drug paraphernalia or illegal items. SBCOC has sole discretion and reserves the right to deny any vendor with products without an arts and crafts theme. SBCOC attempts to maintain a high quality of arts and crafts; however, we cannot guarantee that imported products will not be sold.
Confirming Merchandise – At least 3 photos showing examples of all products to be sold and displayed must be provided and listed on your application, seller’s permit and payment. In the event your booth or products do not match the photos presented and/or what is listed on your application, SBCOC reserves the right to remove your booth during the Fiesta del Sol without refund. Photos are not returned.
Booths – A 10′ x 10′ space will be allocated. Merchants must provide their own fire retardant canopy and three sidewalls or the items may be rented by checking the appropriate box on your application for $100. Merchants must only occupy the assigned space within the boundaries to accommodate neighbor booths. Your booth space must be manned from 9:00am to 6:00pm both days of the event. Merchants are responsible for providing their own set-ups or any materials needed for their display. Merchants agree to have no open flames at any booths and table clothes must be a minimum of 6 inches off the ground and will abide by any other fire safety requirements set forth by the City of Solana Beach Fire Department.
Set up and Breakdown – Upon approval of your application you will receive a Merchant packet that will have your Set-up time. You will be allowed to bring in your vehicle during your specified time to drop off items only. All vehicles must be out of the Venue by 8:30am. Vehicles will not be allowed back into the venue until 8 pm Sunday evening. This will be strictly enforced by Fiesta Security and the San Diego Sheriff department. Please be sure to breakdown your booth prior to bringing your car into the Venue. Booth space must be kept clean and entire booth space must be free of any debris at end of the event.
Parking -There are specific parking areas. Directions and parking pass will be in your Merchant package. Staff will direct you to the designated parking zones. DO NOT PARK ON THE RESIDENTIAL STREETS. You may be subject to towing.
Refunds – SBCOC does not guarantee retail sales, weather, or attendance. Your space is NON REFUNDABLE. If you cancel, SBCOC will attempt in good faith to fill your space. If space is filled, it will be at the sole discretion of SBCOC to issue a refund.
Alcohol and Drugs – All alcohol, drugs and smoking are prohibited in the Merchant zone. Fiesta del Sol is a Non Smoking Event and is enforced by Event security and San Diego Sheriffs Department.
Contact – If you have concerns or need assistance during Fiesta del Sol, please find a SBCOC staff who will be in the Merchant zone. All staff will have radios to contact security if necessary. If you still need further assistance, please contact the Fiesta Coordinator, Nichole Peterson cell at 951-543-6384 via text or Solana Beach Chamber office at 858-755-4775.
Note – The City of Solana Beach has a ban on plastic bags and Styrofoam containers.
By submitting the above form you acknowledge that you have read and understand the above Rules and Regulations for Fiesta del Sol 2023.
The General Liability Insurance Company, Haas and Wilkerson, that insures Fiesta del Sol event requires that EVERY vendor have the following liability insurance.
The Renter or Lessor shall pay and provide General Liability Limit in the amount of $1,000,000. A certificate of insurance naming the Solana Beach Chamber of Commerce and the City of Solana Beach as an additional insured must accompany your application or be mailed in no later than April 1, 2022. The Renter agrees to defend, hold harmless and indemnify Solana Beach Chamber of Commerce for any claim of bodily injury or property damage except for those claims that result from the sole negligence of Solana Beach Chamber of Commerce.
All vendors must have insurance policies.
You must name BOTH the Solana Beach Chamber of Commerce as well as the City of Solana Beach as additionally insured on your policy.
The following is a resource to purchase required insurance, or you may go with your own insurance company:
1. State Farm Insurance – Sara Freund – 858-350-0700 – firstname.lastname@example.org
2. Farmer’s Insurance – Nick Adamo – 760-586-6959 – email@example.com
Please answer the following questions when emailing the Insurance Agent:
- What kind of event vendor are you?
- Your name/business or organizational name, address and telephone number?
- The calendar date(s) of the event. May 20 and 21, 2023
- Approximate attendance you expect for your operations each day on average. (i.e. How many customers do you expect to come through your space each day?)
Venue name/address – Solana Beach Chamber of Commerce, 210 W Plaza, Solana Beach, CA 92075
You need to list BOTH the following as “additionally insured”:
1. The Solana Beach Chamber of Commerce, 210 W Plaza, Solana Beach, CA 92075
2. The City of Solana Beach, 635 S. Hwy 101, Solana Beach, CA 92075