Parks Tacoma Vending Program

Application & Selection

How do I apply to be a vendor?
Complete the online vendor application via Eventhub for the specific event you’re interested in. Applications are reviewed after the registration deadline.

Does submitting an application guarantee acceptance?
No. Vendor spaces are limited and curated to ensure a balanced mix of offerings at each event.

How are vendors selected?
Submission of an application does not guarantee acceptance, and some qualified vendors may not be approved due to space limitations, product category balance, or overall event curation needs.

Parks Tacoma reserves the right to limit the number of vendors in any category, request additional information, or decline applications that do not align with the event’s mission, audience, or programming goals.

When will I know if I’ve been accepted?
Applications will be reviewed on a rolling basis beginning in March, with the final round of approvals completed by the registration deadline. Returning vendors in good standing will receive priority review and may be approved more quickly based on prior participation; however, returning status does not guarantee acceptance.

Is there a waitlist?
Yes. If space fills, qualified applicants may be placed on a waitlist.

Fees & Payments

How much does it cost to vend?
Fees vary by event and vendor type (food, artisan, nonprofit, commercial). Exact pricing is listed on each event application page on Eventhub.

When is payment due?

At time of approval vendors will be notified and all booth payments will be due in full. Applicants may see a pending charge for their selected booth fee on their bank statement when the application is submitted; however, this pending charge will fall off after several days and then will become due if and when approved.

Are vendor fees refundable?
Vendors who wish to withdraw their participation, after they have been selected, will be subject to the refund table below:

• 28 days or more prior to event date: 75% of vendor booth fee will be refunded
• 21 days or more prior to event date: 50% of vendor booth fee will be refunded
• Within 14 days of event date: No refund will be issued

Are there additional costs?
Add-ons can included during the vendor registration process for an extra charge for things like electricity, additional parking passes (including oversized) or larger footprints. Please refer to the “add-on” section during the registration process.

Licensing & Permits

What permits do I need?
Requirements may include:

• City of Tacoma business license endorsement
• Washington State UBI number
• Health Department permit (food vendors)
• Fire permit (if cooking or using open flame)

Do I need insurance?
Only food vendors and those vendors who have physical contact with members of the public will be required to provide and upload a general liability Certificate of Insurance (COI) that meets the producer’s minimum requirements of $1 million per occurrence with $2 million general aggregate.

All vendors will be required to sign an indemnification agreement.

Booth & Setup Details

What size space is provided?
Standard booth spaces are typically 10’x10’ unless otherwise noted.

Do you provide tents, tables, or chairs?
Generally, vendors must provide their own setup unless rental options are offered for the event. Please note standard vendor fees do not include electrical power.

Is electricity available?
Limited electrical access may be available for an additional add-on fee.

When is setup and teardown?
Setup times are assigned in advance. Vendors must remain open for the entire event duration and complete teardown within the designated window.

Can I drive into the park to unload?
Load-in instructions are provided prior to the event. Some parks have vehicle restrictions which will be outlined in advance of the load in date.

Food Vendor Questions

What health permits are required?

All food vendors must comply with Tacoma-Pierce County Health Department regulations.

Are grease disposal and gray water dumping allowed onsite?
No. Vendors must remove and properly dispose of all grease and wastewater offsite.

Event Logistics

How many attendees are expected?
Estimated attendance is provided on each event application page on Eventhub.

Are events rain or shine?
Yes, unless otherwise stated.

What happens if weather is severe?
Parks Tacoma will communicate cancellation or delay decisions as soon as possible.

Sales & Conduct

Can I sell alcohol?
Only pre-approved vendors working under event-specific permits may sell alcohol.

Are there restrictions on what I can sell?
Yes. Parks Tacoma reserves the right to approve all products and may prohibit certain items.

Can I distribute flyers or promotional materials?
Yes, within your assigned booth space with the exception of stickers, which are not permitted to be handed out.

Can I play music at my booth?
No amplified sound without prior approval.

Sustainability & Park Care

Are compostable or recyclable materials required?
Sustainable practices are strongly encouraged.

What are my waste responsibilities?
Vendors must keep their area clean and remove all trash at the end of the event, within the teardown window.

After the Event

Who do I contact with questions?
The Parks Tacoma Vendor Management Coordinator, Rose Thompson, at [email protected].

Festival Rules & Compliance
Accepted vendors must accept and adhere to all festival rules, regulations and requirements as stated in the event Operation Manual. Failure to comply may result in applicants removal from event with no refund.

Indemnification & Hold Harmless
Vendor agrees to defend, indemnify and hold harmless the event producers from and against, any loss, damage, or expense (including, without limitation, reasonable attorney’s fees) incurred or suffered by the the event producers in connection or as a result of any claim for personal injury or property damage or otherwise as a result of, arising from or in connection with Vendor’s participation at or acts or omission of Vendor or its employees, agents or representatives at the Event. These obligations shall survive the expiration or earlier termination of this Agreement and the Event.

Insurance Requirements
Only food vendors and those vendors who have physical contact with members of the public will be required to provide and upload a general liability Certificate of Insurance (COI) that meets the producer’s minimum requirements of $1million per occurrence with $2million general aggregate.

Additional Documentation
Approved vendors will be required to complete and/or provide additional documentation after their application has been accepted.

Vendor Withdrawal & Refund Policy
Vendors who wish to withdraw their participation, after they have been selected, will be subject to the refund table below:

• 28 days or more prior to event date: 75% of vendor booth fee will be refunded
• 21 days or more prior to event date: 50% of vendor booth fee will be refunded
• Within 14 days of event date: no refund will be issued

For additional questions not outlined in the FAQ above, please contact Vendor Management Coordinator, Rose Thompson, at [email protected].