Exhibitor Guidelines

Twin Cities Veg Fest welcomes sponsors and exhibitors who share and support our mission and the goals of our event. We require that all materials, literature, and handouts reflect these values.

Twin Cities Veg Fest reserves the right to decline any exhibitor at any time, at our discretion. Registering for our event means accepting these terms. Violation of these terms may result in forfeiting some or all of your deposit.

Vegan Definition

All products that are sold, sampled, or displayed must be vegan.

For our event, “vegan” is defined as products that are free of all animal ingredients and processes that harm or exploit animals. Animal ingredients include meat, poultry, fish, eggs, dairy, honey, wool, leather, fur, silk, shells, and other products derived from animals.

In addition, no products that have been tested on animals will be allowed.

The promotion of events or services that include the exploitation of animals, such as circuses, rodeos, and zoos, is also prohibited at the event.

All literature and other information displayed or distributed must include only vegan products and services. This includes signage on food trucks. If you have signage reflecting the sale of animal products, it must be covered during the festival.

Twin Cities Veg Fest reserves the right to exclude any items that it considers inappropriate. If you are displaying inappropriate products at your table, the Twin Cities Veg Fest staff will ask you to remove those products from your display immediately.

Composting, Recycling, and Trash

In order to make this event as green as possible, all utensils, plates, and other containers for food and samples must be compostable. Exhibitors are responsible for bringing their own compostable service items.

In addition, exhibitors are not permitted to sell bottled water.

We will provide barrels for disposal of cooking oil and grey water. All other waste must be disposed of by you after the festival away from festival grounds.

Hours of Operation

Booths must be staffed and open for the entire festival, from 10:00am to 4:00pm.

Exhibitors are responsible for setting up and breaking down their exhibits.

Set-up details will be shared via email.

Exhibitors may begin breaking down at 4:00pm and wait for direction from a volunteer, staff member, security person or police before bringing a vehicle onto the field. All materials must be removed from the venue by 8:00pm.

Security

Twin Cities Veg Fest will provide overnight security services for exhibitors who load in on Saturday. Exhibitors are responsible for the security of their own property and equipment. By agreeing to become an exhibitor at the festival, exhibitor acknowledges and agrees that Twin Cities Veg Fest is not responsible for any loss, theft or damage to any property left on the event grounds at any time.

Photo release

All exhibitors grant Compassionate Action for Animals permission to use and/or replicate any photographs and video taken during the event that include their staff, volunteers, and displays.

Graphic Imagery

Graphic imagery should only be presented to attendees who “opt in” to seeing it. This means that graphic imagery is not acceptable in displays that are in view of people walking by your table.

Graphic imagery is acceptable in leaflets or other materials which attendees opt to receive.

General Requirements

We expect approximately 10,000 attendees. Please prepare accordingly.

A 10′ x 10′ tent is required. You can rent a tent space from the festival.

Event insurance is required. See here for details.

Non-profit exhibitors are welcome to solicit donations, sell products, and solicit contact info from attendees.

For-profit exhibitors are welcome to solicit contact info from attendees and sell products.

All exhibitors must clearly identify their exhibit with signs and/or banners. Exhibit displays and signs must be on tables or attached to the backing board behind your table.

Signage must only advertise vegan products. It should be legible, easily visible, and identify the organization or business.

Exhibitors will not interfere with the safety, success, and effectiveness of Twin Cities Veg Fest. This includes but is not limited to behavior, display materials, literature, venue equipment, operations, unusual odors, noise level, extending beyond exhibitor space, and blockage of public passageways.

The ground may be wet on the day of the event. Please keep that in mind when considering what equipment to bring.

Food trucks must bring plywood to put under each tire.

Your area must be left clean, and all waste (other than grey water and cooking oil) must be taken with you.

Any exhibitors whose area is not left clean, or who do not follow these guidelines, will forfeit their deposit.

Electricity is available by prearrangement only.

Subletting exhibit space in part or in its entirety is not permitted.

All exhibitors are expected to conduct themselves with the highest standards of decorum and good taste. Exhibitors are expected to abide by the Twin Cities Veg Fest Code of Conduct. In particular, exhibitors should not use sexual images, activities, or other material. Table staff (including volunteers) should not use sexualized clothing, uniforms, or costumes or otherwise create a sexualized environment.

Twin Cities Veg Fest reserves the right to eject exhibitors violating these guidelines or our Code of Conduct.

Food Samples/Food Court Vendors

Food Vendors, please see our detailed Guidelines for Food Vendors.

Sales and Food Permits

Only the person or organization registering may sell, distribute, or display materials.

Please email your food permit as an image file named “business name_food permit” to exhibitors@tcvegfest.com.

Refund Policy

Should any contingency interrupt or prevent the holding of the Twin Cities Veg Fest, such as inclement weather, the event coordinators and Twin Cities Veg Fest shall in no way be liable to exhibitors.

All payments made to Twin Cities Veg Fest are non-refundable.

Assignment of Space

Sponsors of the event may request particular locations. All other location assignments will be determined solely at the discretion of Twin Cities Veg Fest.

Indemnity and Limitation of Liability

Neither Compassionate Action for Animals, any co-sponsor, venue provider nor any of their respective officers, agents, employees, contractors, facilities, representatives or assigns shall be liable for, and Exhibitor hereby releases them from, any claims for damage, loss, expense, harm, or injury or death to the person, property or business of the Exhibitor and/or any of its visitors, officers, agents, employees, contractors, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the facility, uncontrollable events, third parties, accident or any other reason in connection with the display at the Festival. The Exhibitor hereby indemnifies, and shall defend, and protect Compassionate Action for Animals and hold Compassionate Action for Animals, any co-sponsor and venue provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from Exhibitor’s participation in the Festival or any actions of Exhibitor’s officers, agents, employees, contractors, or other representatives. Under no circumstance will Compassionate Action for Animals, any co-sponsor, or the venue provider be liable for lost profits or other incidental or consequential damages for any of their acts or omissions whatsoever whether or not appraised of the possibility or likelihood of such damages or lost profits. In no event shall Compassionate Action for Animals’s liability, under any circumstance, exceed the amount actually paid to it by the Exhibitor. Compassionate Action for Animals makes no representations or warranties regarding the number or identity of persons who will attend the Festival.

Compassionate Action for Animals (CAA), the organizer of Twin Cities Veg Fest, has made every effort to select sponsors and exhibitors, including food vendors, that reflect CAA’s Core Values. Participation by a sponsor or exhibitor at the festival is not an endorsement by CAA, and CAA makes no warranty or representation regarding any sponsor or exhibitor, or its offers, products, services, information, or advice. CAA specifically disclaims any responsibility or liability for any injury or expense of any nature whatsoever which may be suffered by an attendee as a result of or which may be attributable, directly or indirectly, to an attendee’s patronage of a sponsor or exhibitor. Attendance at Twin Cities Veg Fest will constitute an attendee’s understanding and acceptance of this disclaimer.