Ocean Grove Fall Harvest Festival Arts & Crafts Show

Vendor Agreement

1. Participation & Communication

Vendors agree to review and follow all event communications, including setup instructions and updates. Staying informed is essential to ensure smooth operations. Failure to comply may result in denial of entry or future participation.

2. Setup & Space Assignments

• Market setup and space assignments may change at the organizer's discretion.
• Vendors must follow all load-in directions and be fully set up by the event start time.
• Late arrivals may be denied participation without refund or reschedule.

3. Breakdown Policy

Vendors may not begin breakdown before the official event end time. Early breakdowns negatively impact the event experience and may result in removal from future events.

4. Equipment & Safety

• Vendors are responsible for providing their own tents, tables, and equipment.
• Minimum required tent weights: 25 lbs per leg (100 lbs total).
• All structures must be secure and compliant with local safety standards.

5. Approved Products

• Vendors may sell only products approved by the organizer.
• Adding new items requires prior written approval.
• Only original producers and artisans are permitted for our Craft show & Arts Festival
• Vintage, antiques, resale, etc. are only permitted at our Spring & Fall markets.
• All items must be family friendly

6. Power & Utilities

• Organizers may or may not provide electricity. Vendors requiring power must bring their own generators or obtain written approval for on-site power use.
• Generators must be quiet and placed in a location approved by event staff.

7. Space & Setup Requirements

• Space dimensions will be specified before each event.
• Requests for additional space must be made in advance and approved in writing.

8. Insurance

Vendor insurance is not required, but it is recommended. Vendors participate at their own risk and are responsible for their property, equipment, and products during the event. The organizer is not liable for loss, theft, damage, or injury arising from participation.

9. Food Vendors & Health Compliance

• All food vendors must obtain the required permits from local health authorities before participating.
• Vendors must comply with all food safety regulations and maintain valid permits for each municipality where events occur.

10. Local Requirements

Municipal permits, licenses, or inspection forms may vary by location. Vendors are responsible for obtaining and maintaining all required documentation before participating.

11. Code of Conduct

Vendors agree to maintain a professional and respectful presence toward staff, customers, and fellow vendors. Organizers reserve the right to remove any vendor for disruptive or unsafe behavior.

12. Organizer Rights

Organizers reserve the right to:

• Reassign spaces or adjust layouts.
• Cancel or reschedule events due to weather or unforeseen circumstances.
• Deny participation to vendors who violate these terms.

Acknowledgment

By applying or participating, the vendor agrees to abide by these terms and any additional rules communicated by the event organizer.

Cancellation & Refund Policy

Applies to: single-date bookings, seasonal, and monthly plans on the marketplace

Note to Organizers: Customize the placeholders: The Ocean Grove Chamber of Commerce, oceangrovenj.com, 732-774-1391, events@oceangrovechamber.org

1. How Cancellations and Credits Work

• Vendors cancel through the vendor dashboard: https://convene.markets/dashboard
• Cancellations may be elibigible for a credit to future events. No refunds will be issued.
• Credits auto-apply to the next invoice for any event on the platform.
• Credits expire at the end of the calendar year. Unused credits are forfeited.

2. Seasonal and Monthly Vendors

No refunds, credits, or date changes for missed dates or cancellations on seasonal or monthly plans.

3. Rain Dates

If an event has a pre-scheduled rain date and the vendor cannot attend, no refunds or credits are issued for that rain date.

4. Same-Day and On-Site Communication

For cancellations within 24 hours of the event, vendors must email info@oceangrovechamber.org or call 732-774-1391 with vendor name, business name, and the date(s) to cancel.

On-site managers may not monitor email during events. Use phone/text for urgent updates.

5. Enforcement

• Vendors who do not follow this policy may be denied future bookings.
• Multiple no-shows may result in cancellation of upcoming dates without refund or credit.

7. Contact

• Questions: info@oceangrovechamber.org
• Urgent within 24 hours of event: Call 732-774-1391

OGACC Code of Conduct

The Ocean Grove Area Chamber of Commerce’s Code of Conduct is in place to ensure the safety, wellbeing, and positive experience of all event participants. Vendors are expected to treat customers, staff, volunteers, business owners, and law enforcement with courtesy and respect. The OGACC is committed to hosting events that foster a friendly, safe, and successful environment for everyone involved.

As a vendor participating in any OGACC event, I agree to:

• Respect and comply with all rules and policies established by the OGACC
• Treat all customers, staff, volunteers, and participants with professionalism and courtesy. Aggressive, disrespectful, or inappropriate behavior will not be tolerated
• Refrain from deceiving or exploiting customers, event coordinators, staff, business owners, or volunteers
• Adhere to all guidelines regarding permitted and prohibited items for sale, including any items that are restricted or illegal
• Respect the event space by removing all merchandise, debris, and trash prior to departure. Vehicles are not permitted on event greens, grass, sidewalks, or any areas where vehicle access is not normally allowed
• Follow all loading and unloading procedures, as well as designated setup and breakdown timeframes

As a vendor for OGACC events, I also agree that items offered for sale must be:

• (Craft Shows) Completely handmade by the applying vendor, within a 5% allowance
• Family-friendly. Prohibited items include, but are not limited to, those that are pornographic, weapons, illegal substances, fireworks, politically themed items, racist or discriminatory materials, vulgar language, or items deemed unsafe

Compliance with all components of the OGACC Code of Conduct is required. Failure to adhere to these standards may result in the revocation of vendor privileges for all OGACC shows and markets. No refunds will be issued in the event of removal due to non-compliance.

Issue Resolution

Vendors are encouraged to communicate directly and privately with event organizers or staff regarding any concerns or conflicts that arise during events.

Compliance with all components of the OGACC Code of Conduct is required. Failure to adhere to these standards may result in the revocation of vendor privileges for all OGACC shows and markets. No refunds will be issued in the event of removal due to non-compliance.

By applying for, booking, or participating in events, vendors acknowledge and agree to follow this Code of Conduct, the applicable Vendor Guidelines, and the Cancellation & Refund Policy.

Vendor Load-In Information

Load-in hours are 8 AM to 10 AM. All vendors must be fully set up by 10 AM, as the roads will be closed by the police at that time. Vendor spaces are 10x10 for this Market.

Vendors may pull up to their assigned space to unload and then move their vehicle to find parking. Please note that there is no dedicated vendor parking. Street parking is available throughout Ocean Grove.

Vehicles parked within the event space after unloading will be towed and may be subject to fines.

OGACC volunteers will be on site to help guide you to your space. Please have your space number and vendor information readily available upon arrival to ensure a smooth check-in process.

Market map

Tents are not required, but they are strongly recommended. If you use a tent, you must have proper tent weights. Weather and wind conditions on the shore can be unpredictable, and all tents must be properly secured for safety purposes.

All vendors are expected to obey traffic laws and be courteous to fellow vendors, volunteers, staff, and police officers during load-in. This is a large event, and we appreciate everyone working together to keep the process safe, organized, and efficient.

Parking Guidelines

• Driving or pulling onto sidewalks at any time during the event is strictly prohibited and against the law.
• Vendors may not block other vendor spaces with their vehicles.
• Do not block streets or access lanes. All vendors must be able to reach and unload at their assigned spaces safely and efficiently.

No Parking Areas

There is absolutely NO PARKING permitted in the following locations:

• Within the event area
• Around the park perimeter
• On sidewalks
• At yellow curbs
• In any area marked with posted No Parking signage

Vendors are responsible for locating and using designated legal parking areas once unloading is complete.

Failure to comply with these policies may result in warnings, removal from the event, or ineligibility for future participation.

Vendor Load-Out Information

Vendors may not begin packing up or bring vehicles into the event space until the official event closing time. Early breakdown is not permitted.

All vendors must pack up their booth and have items ready for removal before bringing vehicles into the event area for loading.

When load-out begins, vendors may bring their vehicles in in an orderly and patient manner. Please be courteous and respectful to fellow vendors, volunteers, staff, and police assisting with traffic flow.

For everyone’s safety:

• Do not block roadways at any time
• Do not drive the wrong way down any street
• Follow all directions from event staff and police officers

Thank you for helping ensure a safe and efficient load-out process for this large event. Your cooperation is greatly appreciated.

Thank you for your cooperation, and we look forward to a successful market day!

Attention Food & Beverage Vendors

All required Health Department and Fire Department paperwork must be submitted and approved prior to the event. Vendors will not be permitted to participate until all required approvals have been received.

1. Monmouth County Board of Health Approval (Required)

Approval from the Monmouth County Board of Health is mandatory for all Ocean Grove events before your event date.

Please download and complete the appropriate application:

Farmers Market Application (Use this application for most Ocean Grove Chamber events.)
https://www.co.monmouth.nj.us/Documents/118/Farmers_Market_Application_2023.pdf

Temporary Retail Food Event Application (Use this application ONLY for our specialty monthly food events.)
https://www.co.monmouth.nj.us/documents/118/F2_TEMPORARY_RETAIL_FOOD_EVENT_APPLICATION.pdf

Once completed, email your application directly to:

Max Andre
Senior Registered Environmental Health Specialist
Monmouth County Health Department
50 East Main Street
Freehold, NJ 07728
Office: (732) 431-7456
Fax: (732) 409-7579
Email: maxime.andre@co.monmouth.nj.us

2. Ocean Grove Fire Permit (Required)

All food vendors must also obtain approval from the Ocean Grove Fire Marshal prior to the event. If your operation utilizes propane, generators, cooking equipment, open flames, or any other equipment requiring fire safety review, a fire permit and inspection may be required.

Please contact the Ocean Grove Fire Marshal directly to obtain the appropriate permit information and submit any required paperwork:

Scott Liddick
Ocean Grove Fire Marshal
Email: ogfdfi@yahoo.com
Phone: (732) 620-8273

Ocean Grove Fire Permit

Please allow adequate time for both agencies to review and approve your paperwork. It is the vendor's responsibility to ensure all required approvals have been received prior to the event. Failure to obtain the necessary approvals may result in your inability to participate, and no refunds will be issued.