Cocoa Beach Main Street Vendor Policies
GENERAL PROVISIONS
The purpose of our events is to bring community awareness to the City of Cocoa Beach as a live-able, family-oriented, attractive, safe, secure and sustainable residential and business friendly coastal community that supports local culture and education. Cocoa Beach Main Street works to create a sense of place consistent with the City’s vision and to support the local economy by featuring local craftspeople, artists, businesses and food purveyors. The Cocoa Beach Main Street (CBMS) Event Series are family-oriented events intended to be appropriate for all ages including live entertainment; food & craft vendors and limited beer & wine sales for adults.
For purposes of this policy, a vendor is any person or entity applying to reserve the use of a booth location at the Event. A vendor may include a person or entity that sells goods, services or consumable items.
No goods, services or consumable items restricted for sale by Federal, State or local age limitation laws shall be sold or distributed at a CBMS event by any vendor.
Vendors do not include groups promoting political issues, candidates running for elected office nor petition organizers for ballot initiatives.
Conduct by individuals including, but not limited to vendors and attendees, which is inconsistent or in conflict with the purpose of City ordinances will not be tolerated.
The distribution of printed materials, handbills, posters, petitions for signature, or other related items, and solicitation of Event attendees for political gain is not permitted within the area specifically designated by the City for the Event.
A limited number of vendors will be approved by CBMS for all events. Vendors will be required to fully complete an application provided by CBMS before being authorized to purvey at an Event. Vendors will be approved on a first-come, first served basis. The number of vendors for any Event shall be limited by the number of designated booth spaces allocated by CBMS for the Event. Vendors will only be permitted to work within a designated and assigned booth space.
To avoid vendor duplication at a CBMS Event, CBMS reserves the right to limit the number of common type vendors. This will help provide a commercially viable opportunity to successfully promote vendors businesses and add value to the Event. For example, if CBMS has already accepted and approved a taco vendor application for a particular Event, CBMS has the right to deny an application for another taco vendor for that particular Event.
Booth payments must be received prior to event to guarantee booth space.
Booth space will not be assigned or reserved without application and payment.
Booth location requests will be considered but never guaranteed.
All payments must be in the form of Cash, Credit Card or Check made payable to “Cocoa Beach Main Street”.
Booths must be set up and ready for inspection by 5:30pm and must remain so until 10:00pm.
Set-up begins at 4:00p – all vehicles must be moved and parked by 5:00pm.
Vendors must provide their own tent, table, chairs, extension cords, lights and staffing.
9. Vendors must be properly licensed to the extent required by law. The sale and/or use of any goods and services by the Vendor must be in compliance with applicable laws. The sale and/or use of illegal products and materials is prohibited
10. Electricity is available in most locations upon request. 110w Lights only. Vendor must supply extension cords.
11. Vendors are responsible for providing their own electrical cords (16 gauge/150 ft minimum).
12. All vendors must stay within their assigned area.
13. Amplified sound is not permitted unless previously approved by Event Director or Designee.
14. Vendors are not to block or restrict the flow of pedestrian traffic with signage, tables or props.
15. Vehicles are strictly prohibited within the event footprint between 5:00-10:00p.
16. Vendors who leave early may lose right to exhibit at future events.
17. Vendors not allowed to sell alcohol at the event.
EVENT DIRECTOR DECISIONS AND GRIEVANCES
The Event Director is fully authorized to make decisions regarding all aspects of the event. The Event Director also has the right to deny, suspend, revoke or prohibit booth space and/or Event attendance privileges to any person or entity that:
fails to comply with the CBMS policies;
previously made material misrepresentations or fraudulent claims/statements in Event applications to CBMS or The City of Cocoa Beach regarding conduct and activities related to the Event;
has not complied or cannot comply with applicable license requirements, laws, ordinances or regulations of the city, county or state concerning the sale or offering for sale of any goods or services;
proposes or engages in any use or activity that is prohibited by federal, state or local statute, ordinance, or regulation;
engaged in conduct at previous events that proved to be illegal, violent, belligerent, unprofessional, obscene, lewd and lascivious, or otherwise a serious threat to the general health, safety or welfare of the public and/or event organizers;
resulted in claims being filed against the City for damages or personal injuries as a result of actions or omissions of the person or entity or any of their contractors, employees or persons under their control;
resulted in the City incurring damage to City property or injuries to City employees or contractors; or
has previously received an excessive amount of verifiable complaints from Event attendees and other vendors related to the disruptive and/or dangerous way that person or entity conducts themselves at previous Events.
Any person or entity aggrieved by a decision of the Event Director shall have a right to present the grievance to CBMS for consideration, provided that the request for such review shall be in writing within five (5) days after the decision of the Event Director. The written notice shall identify with specificity the subject decision and basis under which the person is claiming a grievance and/or error. The person or entity will be permitted to present the grievance in writing and/or in person at a time scheduled by the CBMS. CBMS shall have the right to uphold, modify, or reverse any such decision. CBMS’s decision shall be considered a final decision. If a person fails to timely request a grievance determination by CBMS, the person or entity shall have waived the right to grieve the subject decision and the Event Director’s or Designee’s decision shall be considered final.
WEATHER CANCELLATION POLICY
In the event of inclement weather, the Event Director may decide to cancel. As Florida weather can be unpredictable, the Event Director will not pre-emptively cancel an event unless it is certain that conditions will render the event a total loss. If an event is canceled notification will be emailed by noon, day of event, and posted immediately on social media pages. Staff members will do their best to reach out to all registered vendors directly in a timely manner. It is the vendor’s responsibility to ensure that all contact information is correct and up to date.
IF THE EVENT IS CANCELLED PRIOR TO THE DESIGNATED START TIME:
Vendors have the option of receiving credit for the next scheduled event or a refund of their booth fees.
IF THE EVENT IS CANCELLED AFTER THE DESIGNATED START TIME:
No refunds will be given for events after their designated start time.
VENDOR CANCELLATION POLICY
If a paid vendor is unable to attend an event, they must notify the CBMS office immediately. If notification is given prior to start of the event, the vendor may receive credit to use at another of their choosing. See Credit and Refund policy below.
CREDIT POLICY
If the event is cancelled by CBMS, credits can be applied to a similar event within 3 months. Vendor must specify this date at the time the credit is extended. An email will be sent with option months. If Vendor does not respond to email within the given time, there will be no credit given.
REFUND POLICY
REFUNDS ARE NOT GUARANTEED. No refunds will be given for events after designated set-up times. All refund requests must be submitted in writing and are subject to the approval of the Event Director. The following refund schedule applies for vendor cancellations prior to the event:
7 days prior to event: eligible for full refund. 6-1 days prior to event: eligible for $25 refund. Day of event zero refund.
FOOD VENDOR REQUIREMENTS
Food vendors must submit a copy of their menu, food license and certificate of insurance, and follow state rules regarding set up, including the possession of a proper fire extinguisher. A K-class fire extinguisher is required if cooking with grease. Vendors must provide their own trash can liners. At the end of the event, Vendors may tie up the bags and leave for the clean-up crew. NO GREASE ON THE STREET! All vendors are expected to keep safety as their number one priority. Department of Health and/or Fire Department Inspectors may visit at any time and all vendors must comply. Updated menu, licenses & certifications must be submitted with annual application. Any menu changes must be submitted for approval prior to event.
INDEMNITY AND HOLD HARMLESS
Vendors shall be solely responsible for their own actions and omissions during the Event, and the actions and omissions of any employees, officer, volunteer, and contractor under their control or direction during the Event. To the extent permitted by law, Vendors shall indemnify, defend, and hold harmless CBMS and the City of Cocoa Beach its employees, officers and contractors from and against any and all liabilities, claims, losses, lawsuits, judgments, and/or expenses, including attorney fees, arising either directly or indirectly from any act or failure to act by the Vendor or any of its officers, employees, or volunteers which may occur during or which may arise out of the Vendors participation in the Event. The City of Cocoa Beach will assert the defense of sovereign immunity as appropriate under Section 768.28, Florida Statutes, and any other applicable immunity in all cases.
JURISDICTION AND VENUE
To the extent that any legal dispute or action between the vendor and the City regarding the vendor’s participation in an Event, the laws of Florida shall apply. Venue shall be in Brevard County, Florida.
POLICY AMENDMENTS
The CBMS reserves the right to amend this Policy, in writing, at its discretion at any time. Vendors shall be required to comply with any amendments as a condition of participating in Events.
PAYMENT
Payments must be made online at time of application.
ADDITIONAL VENDOR INFORMATION
Vendors using electrical power from light poles on Minutemen Causeway.
Please observe the following regulations.
DO NOT plug any device in that draws more than 20 AMPS. If the GFI switch is thrown when you plug in your device than your device is drawing more than 20 AMPS of power. DO NOT reset plug and try again. DO NOT USE the plug.
DO NOT daisy link power strips. Using power strips and attaching them to each other than into the light pole outlet.
Be sure to have the proper extension cord when using the electrical outlets. Please use a 12 gauge extension cord.
If your extension cord or plug becomes HOT you are using the WRONG extension cord. Immediately disconnect from the outlet.
Please insure your power cords are safely and securely attached to ground when crossing a walkway.
If at all possible, do not have cords in walkways.
Electrical outlets will be tested prior and after each event. If electrical outlets are damaged or broken the event promoter will be charged for repair or replacement.
Vendors and Promoters using Minutemen Causeway
All trash must be picked up and disposed of properly after the event.
All tape used on the street and sidewalks must be removed immediately after the event.
NO tape is allowed on light poles, benches, bike racks, or trash cans.
Please do not walk through ground cover or landscaped areas. Do not set up your tent that encourages your customers to walk through ground cover.
DO NOT park in the Fire Station parking lot.
There is no designated Vendor parking.
Please protect pavers by not using paints, stains, or liquids that may damage the surface.
DO NOT drive or park on sidewalk pavers.