All Downingtown Fall Fest vendors are required to provide a COI (Certificate of Insurance) listing Downingtown Area Chamber of Commerce (Event Organizer) as certificate holder AND additionally insured. This protects both the vendor and Organizer with regards to liability risk that could be incurred at an event of this nature. Any vendor that does not provide a COI by the deadline will forfeit their space.

THIS DOCUMENT outlines the insurance requirements and a sample COI for your reference. The document is 2 pages.

• If you already have general liability insurance for your business, THIS DOCUMENT can be sent directly to your agent to request a COI.

• If you do not have general liability insurance, you can purchase a temporary event policy (starting at $49) via the link provided upon acceptance. Please be sure to list Downingtown Area Chamber of Commerce as certificate holder AND additional insured. 

Accepted vendors should email the COI to dtownchamber@gmail.com by June 5th to reserve their space. Please include the VENDOR NAME in the body of the email.

REMINDER: vendors should not purchase insurance until acceptance email (from dtownchamber@gmail.com) is received on May 20th.

• All food vendors must be licensed by Chester County Health Department to participate in this event. Vendors are responsible for obtaining this license.

• If vendors do not already hold a CCHD mobile food license, they must complete the temporary event license here: https://www.chesco.org/2652/Temporary-Events

• Vendors must pay the license fee directly to the CCHD. The application fee paid to the Chamber of Commerce for FallFest, does not include the food license.

• Questions about CCHD - please contact Calla Dickey (health inspector) directly: cdickey@chesco.org 

• Food vendors must follow all CCHD regulations and display the mobile or temporary license on the day of the event. The Chester County Health Department is expected to attend and inspect all food vendors.

REMINDER: vendors should not submit for a CCHD license until acceptance email (from dtownchamber@gmail.com) is received on May 20th.

• Food Truck/Concession vendors will be set-up outside on a black top surface.

• Vendors are expected to provide all supplies and equipment needed for service: including but not limited to chairs, tables, tents, etc. Downingtown Fall Fest does not provide any equipment to the vendor. 

• Vendors shall be responsible to adequately anchor all equipment to withstand the elements of weather. 

• Tents (only applies to Tented Food Vendors) must be safely weighted with at least 30lb weight per tent leg. Tent weights are required of all participants.

  • Canopy weights should not present a tripping hazard. 

  • Weights should be affixed to the lower leg of the tent - no free dangling weights.

  • Absolutely no staking.

• Vendors (only applies to Tented Food Vendors) are allotted a standard 10x10 space (or 10x20 space, if designated via application & confirmed via acceptance email and receipt of payment).

  • In most locations, vendor tents are situated directly next to each other, so the vendor’s entire display must fit within the 10x10 tent. 

• Water hookups are not available at this location.

• Any propane tank in use MUST be secured to prevent tipping (can be secured in a milk crate, etc).

• Electricity is not available. Vendors must supply a generator if set-up requires electric power. Respect your vendor neighbor(s), generators should have noise suppression.

  • Generators cannot present a tripping or safety hazard to event attendees, staff, or vendors.

  • Any vendor intending to bring a generator must indicate such on the application.

  • Code requirements when operating a generator at the event:

    • Any generator OR propane tank use requires a fire extinguisher (i.e. food or non-food related)

      • Class C extinguishers can be used specifically for electrical fires; Class ABC extinguishers cover electrical fires and other applications (including food) and are versatile

    • Please plan accordingly and bring the correct supplies. A codes inspector will be on site at the event enforcing these requirements.

• Vendors must display clearly marked pricing and signage.

• Vendors are expected to maintain their exhibitor space by removing trash & debris and maintaining a clean & tidy space throughout the event. Vendor must leave assigned space in the same condition as when arrived. Any damage to the space, including but not limited to staining from the operation of the food cart or truck, will be fully remedied at vendor's expense

• Vendors may not dispose of grease, oil, or wastewater on the premises. Please haul away and dispose accordingly.

• If after inspection at the end of the event, vendor space is deemed unclean or trash is left behind, vendor will forfeit the $50 Cleaning Security Deposit. If vendor space is clean, vendor deposit will be returned.

• Vendor space must not block the aisle of the event. Vendors will be allowed a space that is based on the size of their truck/trailer/tent with a small (less than 5ft) buffer between vendors. No additional space will be available.

• Detailed load-in, event layout, and load-out instructions with map will be sent at least 5 days prior to the event. This information is for internal use only.

  • The event layout is fully at the discretion of the event organizer. It is subject to change without notice. Management appreciates vendor flexibility and willingness to adjust where necessary. Vendors may be placed on Green Street, E. Pennsylvania Avenue, or along the driveway leading to Kardon Park.

  • Special requests for vendor spaces or location cannot be guaranteed.

  • Chamber members and sponsors receive priority booth placement. Consider a Chamber membership: www.dtownchamber.com

• Vendors should expect to arrive as early as 3 hours before event start time for load-in & set-up. Load-in times will be staggered depending on location, and vendors may be allotted a limited window for load-in between 8am-9:30am.

• Vendors are required to arrive on time.

  • Load-in is typically on a tight schedule, so punctuality is paramount. 

  • Late arrivals could result in vendor spaces being moved or adjusted load-in from a longer distance. Depending on timing, vendors could be prohibited to load-in or participate without refund.

• Vendors may temporarily park their vehicles near their booth space (only applies to Tented Food Vendors) for load-in. Most load-in windows are at least 25 minutes.  

  • Vendors must unload the entire vehicle onto the sidewalk behind booth space in a timely fashion.

  • After unloading, vendors should immediately move the vehicle to vendor parking before beginning set-up.

  • Vehicles will not remain with the vendor during the event.

• Vendors must be set-up and ready to sell at least 15 minutes before the event opens.

  • No early sales will be permitted. 

• Vendors must wait until the event is over to break down.

  • Vendors must break down all of their wares and their entire tent area before moving vehicles back to the event area to load out.

  • Absolutely no vehicles in the event area until after 4:30pm. Vehicles will not be permitted to enter the event area until deemed safe by Police and Event Staff.

  • In the event of a sell-out, vendors must remain set-up for the duration of the event. 

• Vendors are responsible to clean their entire area and remove any trash from the premises. If after inspection at the end of the event a vendor space is deemed unclean, the vendor may not be permitted to participate in future festivals.

• Absolutely no drinking alcohol, smoking, illegal substances, or weapons are allowed.

• Vendors are not permitted to play music in their tents.

• Vendors are responsible for following all local, state, and federal sales tax requirements and laws. 

• Downingtown Fall Fest is not liable for any vendor or their property. It is required that all vendors carry liability insurance to cover their business. 

• Vendors are expected to work amicably with management, fellow vendors, and customers for the entirety of the event. Uncooperative or contentious vendors will forfeit their booth space. 

• All vendors should help promote the event to their audiences. 

• No Hulking. Vendors must stay in their booth space. No standing in the street directing foot traffic to your booth.

• Vendor fees are non-refundable.

• Downingtown Fall Fest is a rain or shine event. In the case of extreme, hazardous, or severe weather, the event will be postponed to the rain date of Sunday, October 11th. The decision for postponement will be made by Friday, October 2nd at 12 noon via email.

  • Every effort will be made to hold a safe event on the planned date of October 4th. The event will only be postponed to the rain date in the case of severe weather. 

  • In the case of postponement to the rain date, no refunds will be given.

  • In the case of severe weather on the postponed rain date, the event will be canceled and no refunds will be given.

  • Vendors should be prepared for all weather.

• Cancellation history will be considered in the jury selection process: vendor history - conduct, communications and cancellations or late arrivals - in our selection process. Any history of cancellation or late arrival may impact acceptance and may disqualify a vendor from participation, as both significantly disrupt pre-event planning and day-of coordination.

• Management appreciates responsiveness from all participating vendors. 

• All event communication will be made via email from dtownchamber@gmail.com

  • Participants should monitor their spam or junk folders for any missing emails.

• If a vendor cannot be reached via email, contact may be made via phone call or text from the Chamber phone number which will be provided upon acceptance.

• Event information can also be found via the official event website: https://www.downingtownfallfest.com

• Downingtown Fall Fest will never contact a vendor via Facebook or Instagram. 

  • Any contact made via facebook, instagram, or an email/phone number that is not listed above is spam. 

  • Please review the PAYMENT REMITTANCE section on this vendor information page before sending vendor fees. 

    • Vendor fees sent to any outside organization or online scammer will not be the responsibility of Downingtown Fall Fest. 

• Exception: management will not be monitoring emails on event day.

  • Any last minute or emergency communication on market day should be via call or text to the Fall Fest vendor hotline phone number which will be provided upon acceptance.