Organization Name
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Point of Contact
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First Name
Last Name
Email
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Phone
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Instagram
Facebook
What Type of Business Are You?
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Description of Organization
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Provide 1 - 2 sentences describing your organization or business that can be used to highlight and share the event.
Description of Products or Resources
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Please describe what kind of items you will be selling or what information and resources you will be providing.
Reserved Space at Event
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All applicants must indicate the size of the space they are requesting for the event.
Vendor payments must be received in full before the vendor can attend the 2025 AAPI Festival. Once your completed application is received, an invoice will be sent to the email address provided via Square and payment may be made with credit or debit card or by ACH / check.
Sales Tax - Vendors selling products that are subject to sales tax should comply with local and state tax regulations. Applicants applying for the 2025 AAPI Festival must comply with these requirements as mandated by the state of Maryland.
If you need a custom sized space, please make a note in the comments section at the end of the form.
Request for Tents and Tables
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All applicants must indicate whether they need to rent tents, tables, and chairs from the venue.
If you need additional tents or tables, please make a note in the comments section at the end of the form.
Licenses and Permits and Insurance
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Vendors must abide by all applicable federal, state, and local health regulations in the preparation, labeling and safety of the product(s) they bring to the 2025 AAPI Festival. Vendors will be responsible for obtaining and paying for any permits and licenses required by Howard County and the State of Maryland. Vendors must include a copy of all applicable permits for production and sale, including those from the health department of the state or county where the products originate. Vendors must have submitted all required application materials before attending the 2025 AAPI Festival.
FOOD VENDORS: PLEASE NOTE THAT YOU MUST EITHER HAVE A VALID HOWARD COUNTY DEPARTMENT OF HEALTH LICENSE OR HAVE APPLIED FOR A LICENSE NO LATER THAN TWENTY-ONE (21) DAYS PRIOR TO THE DATE OF THE EVENT.
All food vendors must have a valid Howard County Department of Health license. Applications must be submitted to the Department of Health with sufficient time for processing, no less than 21 days prior to the event. Vendors who do not already have a mobile health department permit are still encouraged to apply.
For more information please visit: https://www.howardcountymd.gov/Departments/Health/Environmental-Health/Food-Protection, email askhealth@howardcountymd.gov, or call 410-313-1772.
Please email Inner Arbor Trust to receive assistance with this process at ira@innerarbortrust.org.
All vendors shall cause its contractors and subcontractors to maintain, so long as this Agreement remains in effect, at its own cost and expense, a comprehensive general liability insurance policy including contractual liability endorsements, on an occurrence basis, and shall name Inner Arbor Trust, its officers, agents, and affiliates, as additional insured. Certificates of Insurance should be emailed to ira@innerarbortrust.org no later than May 1, 2025.
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AN APPLICATION IS NOT CONSIDERED COMPLETE WITHOUT THE INCLUSION OF ALL APPLICABLE PERMITS FOR ALL PRODUCTS.
Festival Operations
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The 2025 AAPI Festival on-site managers are responsible for administering and enforcing all rules and procedures as well as public safety, space assignments, and data collection. Management has final authority in resolving issues in a civil and efficient manner.
Space Assignments - The 2025 AAPI Festival management retains control of all unassigned space openings. Space will be made at the management’s discretion to ensure the viability of the 2025 AAPI Festival.
Event Time - The festival is open to attendees from 11:00 AM (gates open). The festival starts at 12 noon and ends at 5:00 PM.
Opening and Closing - Vendor load-in will begin at 8:00 AM on May 10 and will continue through 10:00 AM. No vendor may drive into the festival site after 10:00 AM without permission of management. The Howard County Fire Marshal will conduct an inspection beginning at 10:00 AM, at which point vendors must have completed set up and weighting of their tents. Latecomers may be denied admission or admitted and located at management’s discretion.
Vendors must not begin breakdown or load-out prior to 5:00 PM. Once the venue is cleared of all patrons, vehicles will be allowed re-entry for load-out. Vendors must leave the market site as soon as possible after the close of the festival.
Inclement Weather Policy - The 2025 AAPI Festival is a rain or shine event. If a weather event poses a public safety threat, then management will make decisions based on the public safety plan. If the 2025 AAPI Festival is canceled due to severe weather, vendors will be notified in a timely way by email and telephone.
Booth Requirement
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Fire Marshall Requirements- The tent or canopy shall have a label affixed or an on-site certification stating that the tent complies with NFPA 701. For more information please refer to the HOWARD COUNTY DEPARTMENT OF FIRE AND RESCUE SERVICES Special Events Guide.
Space Assignments - The management retains control of all unassigned space openings. Space will be made at the management’s discretion to ensure the viability of the Festival.
Vendors are encouraged to create a festive and interactive display, which may include a brief history and biography of the vendor, product displays, additional signage and marketing collateral. For more information, please contact info@innerarbortrust.org.
Sanitation
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Vendors must maintain their spaces in a clean and sanitary condition. Each vendor is responsible for bringing trash bags and keeping their area free of any debris. Vendors must bag all waste throughout the course of the festival before leaving the site. Event support staff will be responsible for ensuring that any trash from public traffic is properly removed and disposed of.
Conduct
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The 2025 AAPI Festival expects vendors and their staff to conduct themselves in a manner that contributes to creating a positive experience for our customers. This includes (but is not limited to): not idling your engine, not playing loud music, refraining from smoking. Vendor staff should help maintain a welcoming experience. Common courtesy and respect are essential to the success of the 2025 AAPI Festival. Management expects vendors to be honest and to conduct themselves in a courteous and friendly manner with other vendors, staff and guests.
Product Samples
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Product samples must be furnished upon request prior to admittance to the 2025 AAPI Festival for the purpose of assessing quality.
Fair Use of Trademarks
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Nominative fair use of trademarks is the most commonly encountered form of fair use of trademark rights owned by other. Nominative fair use is the non-infringing use of a trademark owned by another for the purpose of serving as a reference for describing a product.
Photo Release
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I grant permission to the Inner Arbor Trust and its agents and employees the irrevocable and unrestricted right to reproduce the photographs and/or video images taken of me, my business, or employees for the purpose of publication, promotion, illustration, advertising, or trade, in any manner or in any medium. I hereby release the Inner Arbor Trust and its legal representatives for all claims and liability relating to said images or video. Furthermore, I grant permission to use my statements that were given during an interview or guest lecture, with or without my name, for the purpose of advertising and publicity without restriction. I waive my right to any compensation.
Indemnification
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Vendors expressly agree to indemnify, defend and hold harmless Inner Arbor Trust and their parent, subsidiaries, affiliates, successors and permitted assigns, and their members, officers, directors, employees and contractors, from any and all third-party losses, liabilities, damages, actions, claims, expenses and costs (including reasonable attorneys’ fees) which result or arise from the breach of this Agreement by the indemnifying party.
Representation
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Vendors represent that it has the necessary financial and other resources necessary to enable the Event covered under this agreement to occur in a competent, professional manner. This means the Vendor is able to fulfill the requirements of this agreement and those of any and all other agreements executed by and on behalf of the Vendor. Failure to perform all the services required constitutes a material breach of this agreement. Should Vendor suspect it is unable to satisfy such requirements, Vendor shall immediately notify the Inner Arbor Trust in writing, of such conditions.
Diversity and Inclusion Policy
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The mission of the Inner Arbor Trust, Inc. (“Trust”) is to promote and nurture a park in a unique natural setting for a variety of arts and culture experiences that enrich the entire community. To achieve this mission, everyone must be welcomed into the organization, and the Trust must act to achieve its commitment to diversity, inclusion, equity, and belonging.
The Trust is committed to being and remaining a dynamic organization that welcomes and celebrates the values of diversity, inclusion, equity, and belonging, and holds itself to anti-racism and anti-bias standards. The Trust is committed to welcoming and celebrating all individuals without bias or prejudice related to race, color, gender, age, national origin (ancestry), religion, creed, disability, marital status, military status, sexual orientation, gender identity or gender expression. The Trust is committed to promoting diversity and inclusion in leadership, volunteers, staffing, artistic partners, community partners, audience, and representation on stage. The Trust is an organization founded by the community to support and celebrate the whole community, and every employee, every volunteer, and every audience member should feel comfortable being their authentic selves in the organization and in our physical space.
The Trust requires that all partners, vendors, exhibitors, and other organizations working with the Trust commit to exhibiting respect for all staff members, volunteers, guests, and other visitors at Merriweather Park at Symphony Woods. All partners, vendors, exhibitors, and other organizations working with the Trust will be required to adhere to the following:
[I/We] understand and have reviewed the Inner Arbor Trust, Inc.’s Diversity, Inclusion, Equity, Belonging, and Nondiscrimination Policy. [I/We] understand that to partner, vend, exhibit, or otherwise participate in an event held by Inner Arbor Trust, Inc. [I/we] must agree to abide by the Trust’s requirement that all individuals will be treated with respect and dignity, and that [my/our] actions onsite will be in compliance with the policy.
Comments
Feel free to add a note if you have any additional questions or comments.
Authorization
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I hereby certify that the named person(s) is authorized to submit an application on behalf of the organization.
Furthermore, I agree that the aforementioned business shall participate in the entirety of the 2025 AAPI Festival on May 10, 2025 if the application is approved.
First Name
Last Name
