SoWa Winter Festival
Application Deadline: September 15th, 2019
Friday, December 6, 2019: 6 pm – 10 pm
Saturday, December 7, 2019: 10 am - 8 pm
Sunday, December 8, 2019: 10 am - 6 pm
460 + 500 Harrison Ave, Boston MA 02118
Vendor Selection & Deadlines:
We will jury all applications submitted by September 15th. Please note that space is limited.
This application is for Vendor submission only and does NOT guarantee admission. Vendor selection is at the sole discretion of SoWa Boston and is based on a number of factors including: quality, pricing, creativity, and visual appeal. Please be sure to provide an accurate description of your products, as well as a link to your website or social media page.
It is our goal to create a diverse marketplace featuring the best creative makers, specialty food vendors, small businesses, and independent designers. Mass produced items will not be considered. If you are a non-profit, entertainer, sponsor, or other entity looking to be involved with the event, please email us at email@example.com.
Rates & Payments:
8' x 6' space - $650.00
8' x 8' space - $700.00
12' x 6' space - $750.00
Food Truck - $1,050.00
Rates are for the full weekend (3 days). We are NOT offering any single-day spaces at this time.
If approved, payments are due within one week of notification, and should be submitted via our payment page. If payment is not received when due, SoWa Boston reserves the right to revoke your approval and give your space away.
Cancellations & Refunds:
No refunds will be given for cancellations. If you need to cancel your reservation due to emergency circumstances, please provide as much notice as possible.
The SoWa Winter Festival is a "rain or shine" (or snow) event. Weather closures will be at the sole discretion of SoWa Boston. If the event is cancelled due to inclement weather, you will be refunded a pro-rated share for the dates that we are closed.
Set-Up and Take-Down:
SoWa Boston, in their sole discretion, will determine booth assignments in a fair and equitable manner based on the needs of the marketplace and product mix.
Vendors will be provided with a specific load-in time and instructions approximately two weeks prior to the event. All Vendors must be set-up and ready one hour before the marketplace opens each day, and must vacate within one hour after the marketplace closes. Vendors may NOT leave the marketplace early for any reason. Vendors are encouraged to leave their displays in place over the three-day period. We will be providing overnight security; however, we take no responsibility for any losses. Please note, the tent will be heated during event hours, but not overnight.
Tables & Equipment:
All Vendors must supply their own tables, signs, and other equipment.
Booth spaces are not partitioned, so vendors are encouraged to build out their displays within their designated booth space by use of sidewalls, storage shelves, and tables. (Please note: pipe + drape, or other fabric walls/curtains are NOT permitted by Fire Code). We will NOT be able to supply power, but vendors are welcome to make use of decorative battery powered LED lighting.
Booth spaces must be kept presentable and professional. Business names should be clearly displayed, and any storage boxes should be hidden from view.
Space heaters, commercial appliances, cooking equipment, open-flame devices, and any highly flammable substances are strictly prohibited. Unfortunately, Wi-Fi is not available.
Sharing booths with another Vendor is not allowed unless permission is granted by SoWa Boston.
Taxes & Other Regulations:
Any vendor selling goods in Massachusetts is required to have a Tax ID Number. This is required for both in-state and out-of-state vendors. If you do not have a Tax ID certificate, you may obtain one online via the MA Department of Revenue. There is no cost, and it only takes a few minutes to complete.
It is the Vendor's responsibility to ensure that they and their employees are at all times in compliance with any Federal, State and Local regulations, tax laws, and health protocols.
Food Permits & Health Protocols:
Boston's Inspectional Services Department requires that all food vendors obtain a valid health permit. If you are conditionally approved to participate in the event, you will be required to fill out a Farmer's Market Application or Temporary Food Service Application and mail it back to SoWa Boston along with the required fee made payable to the City of Boston. We will then review the application to ensure compliance and submit it to Inspectional Services on your behalf. Please do not submit an application directly to ISD, or until you are conditionally approved by us.
Please note, if you have already been approved as a vendor at the SoWa Open Market, there will be no need to obtain a new health permit for the SoWa Winter Festival.
Licensed Farm Wineries will be required to fill out MDAR and Farm Winery Applications and mail them back to SoWa Boston along with the $50 License Fee made payable to the City of Boston. We will then review the applications to ensure accuracy and submit to MDAR, BPD, and the Boston Licensing Board on your behalf. Please do not submit applications directly to any of these departments.
Vendors must at all times comply with ISD's Regulations regarding sampling, packaging, labeling, handling, and food safety.
Food Trucks and Mobile Carts will be required to submit and display all licenses, certifications, and permits required by the City of Boston, including mobile, fire, and health permits.
Upon submitting this application, Vendors agree to indemnify and hold harmless SOWA NORTH LLC, SOWA SOUTH LLC, GTI PROPERTIES INC, and their respective officers, agents and employees from and against all liabilities, loss, injuries, damages, and claims arising out of or related in any way to Vendor's participation in the SoWa Winter Festival.
Event Management & Vendor Conduct:
SoWa Boston reserves the right to remove, deny, or terminate any Vendor that in their sole judgement is being disruptive, rude, or detrimental to the peaceful operation of the event.
Smoking by Vendors on the event premises is strictly prohibited.
SoWa Boston reserves the right to request the removal of any products or items that they deem offensive, inappropriate, unsafe, or detracting from the quality of the event.
SoWa Boston reserves the right to remove, deny, or terminate any Vendor that misrepresents themselves or their products.
Vendors should immediately report any unsafe conditions to the event manager. Any Vendor notified of any safety issue must immediately correct the issue, otherwise SoWa Boston reserves the right to terminate their participation in the event.
Any Vendor that is removed for behavior or safety issues will NOT be issued a refund.
SoWa Boston reserves the right to add or amend any reasonable rules and regulations at any time during and prior to the operation of the event.