Fall Family Festival Vendor Information
Fall Family Festival Registration Information
The Rotary Club of Apopka is accepting applications for Vendors for the Fall Family Festival taking place October 16 – October 19, 2025. Vendor Application deadline is October 3, 2025. Late applications may be accepted if space permits and on a cash only basis. You can submit the Vendor Registration form using the Online Vendor Application. You will be notified by the Festival Committee upon approval with vendor fee payment options and further details.
Merchandise Vendor Sites are 10’x10’ – $200 – NO ELECTRIC AVAILABLE
You will need to provide cover, tables and chairs.
No heaters or cooking apparatus are allowed in the sites.
We will provide around-the-clock security but we are not responsible for any loss.
Set up between 1-4 p.m. on Thursday or Friday and before 11:00 a.m. on Saturday and Sunday.
Food Vendor sites are 10’ wide x 20’ deep – $500 complete with water and 110 electric
You must submit your food items for approval and you will be notified of which items you can sell. No duplication of main food items allowed and NO WATER SALES ALLOWED.
Please review the insurance requirements listed on the Vendor Insurance Requirements page. You must provide the required insurance documentation to the City of Apopka.
You must be properly licensed and insured and follow instructions in Fall Family Festival Vendor Information Section.
You must be set up by 4:00 p.m. on Thursday.
The Festival is not responsible for your items or belongings on property. Vendors are required to keep their space free of trash, paper and refuse and to dispose of said items. You will be given one parking pass with your application. Your canopy/tent must stay within the space (including your tent stakes).
Spaces will be assigned by the Festival Committee and will be based on but not limited to: Needs of the Festival, Date and time of THIS application, Date and time of Payment.
THE FESTIVAL COMMITTEE RESERVES THE RIGHT TO CANCEL AND/OR REMOVE ANY VENDOR IF THEY ARE DEEMED UNWHOLESOME, FOR DISORDERLY CONDUCT OR ANY OTHER NECESSARY REASON.
NOTES:
ALL SIGNUPS AND ALL COMMUNICATION ARE HANDLED VIA THIS WEBSITE, PHONE AND EMAIL ONLY.
NO APPLICATIONS WILL BE MAILED NOR WILL WE ACCEPT MAILED APPLICATIONS.
YOU MUST PAY FOR YOUR SITE WHEN YOU ARE NOTIFIED OF ACCEPTANCE. YOU WILL BE NOTIFIED WHEN AND HOW TO MAKE PAYMENT.
NO REFUNDS – NO EXCEPTIONS – RAIN OR SHINE EVENT.
THE FESTIVAL COMMITTEE HAS FINAL APPROVAL ON ALL APPLICANTS!
City of Apopka Special Event Insurance Requirements
The original insurance certificate and all extensions to the insurance certificate should be sent to:
City of Apopka, Human Resources/Risk Management, 120 East Main Street, Apopka, FL 32703 or E-mailed to riskmanagement@apopka.net
Phone: 407-703-1805
Certificate Holder: City of Apopka
Food Trucks (Vehicle functions as the workplace)
- City of Apopka endorsed as an Additional Insured in the amount of $1,000,000 per occurrence with regard to General Liability.
- City of Apopka endorsed as an Additional Insured in the minimum amount of $300,000 Combined Single Limit with regard to Auto Liability.
- Businesses having more than 4 employees must provide a Certificate of Worker’s Compensation Liability insurance in the amount of $1,000,000/$1,000,000/$1,000,000.
- Waiver of Subrogation in favor of the City of Apopka regarding General Liability and Worker’s Compensation Liability.
Certificate Description may read:
The City of Apopka is named as additional insured with respect to General Liability and Auto Liability. Waiver of Subrogation in favor of the City of Apopka is added to the General Liability and the Workers Compensation policies.
Food Cart/Trailer (Detach from Vehicle)
- City of Apopka endorsed as an Additional Insured in the amount of $1,000,000 per occurrence with regard to General Liability.
- Businesses having more than 4 employees must provide a Certificate of Worker’s Compensation Liability insurance in the amount of $1,000,000/1,000,000/1,000,000
- Waiver of Subrogation in favor of the City of Apopka regarding General Liability and Worker’s Compensation Liability.
Certificate Description may read:
The City of Apopka is named as additional insured with respect to General Liability. Waiver of Subrogation in favor of the City of Apopka is added to the General Liability and the Workers Compensation policies.
Fall Family Festival Vendor General Information
ARRIVAL: Please report to the Rotary Booth across from the bicycle path before unloading your vehicle. You will be given your parking passes and any last minute information. ALL VEHICLES must be moved immediately after unloading(we have a section set aside for Festival participants). The parking pass will get you free parking and we may ask to see your pass at any time during your loading in or out. Please keep it handy. YOU CANNOT DRIVE YOUR VEHICLES ON THE BIKE PATH – NO EXCEPTIONS! ALL EVENT PERSONNEL ARE INSTRUCTED TO REPORT VEHICLES NOT PROPERLY PARKED OR NOT DISPLAYING PROPER PASS WHICH WILL RESULT IN A VEHICLE BEING TOWED AT THE OWNER’S EXPENSE.
FESTIVAL DATE: October 16-19, 2025
FOOD VENDOR: Food vendor spaces are 10’ wide and 20’ deep – no exception. The spaces have 110 V electric and water hookup. We only have one space with 200 V electric hookup. You must be setup by 4:00 p.m. on Thursday. You must provide a Certificate of Insurance and required documentation to the City of Apopka. The insurance requirements are listed under the vendor category. The address for the City of Apopka is 120 East Main Street, Apopka, Florida 32703 and the certificate must be submitted to the City. ANY AND ALL questions regarding insurance must be answered by the City of Apopka 407-703-1805 or emailed to RiskManagement@Apopka.net.RiskManagement@Apopka.net
LICENSING: All vendors regardless of the type (profit or non-profit) are required to comply with all Florida Department of Health permits and any and all required licensing.
LOCATION: The Fall Family Festival will be held at Kit Land Nelson Park. The grounds are located at 10 N. Forest Avenue, Apopka, FL 32703.
MARKETING: Unless you are a FESTIVAL SPONSOR, YOU ARE NOT permitted to engage in marketing anywhere EXCEPT IN YOUR ASSIGNED SPACE. This includes flyers, signage, characters, or any other form of branding. You cannot walk around asking for sales or signatures of any kind.
MONEY COLLECTION: All vendors are responsible for collecting applicable sales tax on any collected monies. The Fair Committee will not have facilities for the safe storage of valuables. Security will be on the premises continuously from Thursday evening until Sunday evening close.
OPEN TIMES: ALL vendors sites must be open and staffed on Saturday and Sunday from 12:00 pm – 6:00 pm. THE EVENING HOURS ARE OPTIONAL BECAUSE OF THE LACK OF LIGHTING.
QUESTIONS: Please call 407-494-5448 or email at info@apopkarotaryclub.com.
SET-UP: VENDORS must be set up on Thursday and Friday by 4:00 pm if you plan to open in the evening. Saturday and Sunday by 11:00 am the latest. NO VEHICULAR TRAFFIC IN THE PARK DURING OPEN HOURS OF THE FESTIVAL. IF YOU DECIDE TO LOAD LATE OR LEAVE EARLY, YOU MUST CARRY YOUR GEAR TO AND FROM YOUR VEHICLE.
SPACE: THE FESTIVAL COMMITTEE is supplying you with a 10’ x 10’ site only for merchandise vendors. Food Vendors 10’ x 20’ site with electric and water. You must supply any cover, tables, chairs, display materials and all must stay contained within your space (including stakes). There is no smoking allowed in your space or near the playground. ELECTRIC ONLY AVAILABLE TO FOOD VENDORS.
UPGRADES: Upon arrival vendors may ask for relocation to a site that is open and available. This will be handled at the Rotary Information Center.
