Vendor Terms & Conditions

Please read the vendor guidelines and official rules. By submitting your vendor application you are attesting that you have fully read and consent to these terms and conditions. To download a copy for your records click here. PLEASE SUBMIT YOUR APPLICATION BY JANUARY 31, 2025.

Please contact us if you have any questions or concerns at espartoregionalchamber@gmail.com or (530) 787-3242.

General Guidelines

VENDOR SPACE
Vendor is responsible for erection and removal of displays and equipment. All items must be contained within the booth space. Water and electricity is not available to individual booths. Booth grounds must be returned to original state by 6:30PM the day of the festival.
REQUIREMENTS
The vendor is responsible to be open during the entire festival. You may not vacate early. The booth must be neat, attractive, and well-maintained. Signage with visible and clear pricing is required. Vendor is required to have business licenses, permits and requisites that are needed to operate his/her operation.
SET-UP & PARKING
Day of event: Sunday, February 23, 2025.
Set-up completed by 8AM with all vehicles removed from the area by 7:15AM
CERTIFICATE OF INSURANCE
A current Certificate of Insurance is required for all vendors naming the Esparto District Chamber of Commerce as an additional insured.
All booths are required to submit a certificate of insurance stating that your organization carries insurance with the following statement: “Esparto District Chamber of Commerce is listed as Additional Insured with limits of $1,000,000 for Almond Festival, an event at Esparto Community Park on February 25, 2024.”
Food Booths must have visible Food Handlers Permits valid in Yolo County. Permits may be obtained from the Yolo County Department of Environmental Health.
Yolo County Dept. of Environmental Health
292 West Beamer St.
Woodland, CA 95695
Counter Hours: Monday - Friday 8am-12pm
Appointments can be made between 1pm-4pm
Email: environmental.health@yolocounty.org
Phone: (530) 666-8646
Fax: (530) 669-1448

Official Terms & Conditions

The 110th Annual Capay Valley Almond Festival (Festival) will be presented by Esparto Regional
Chamber of Commerce (Chamber) in the Esparto Community Park, 17001 Yolo Ave, Esparto, CA
95627 on Sunday, February 23, 2025 from 8:00AM to 4:00PM.
Vendor agrees that, if accepted by the Chamber for the Festival, the Chamber is under no obligation to
rent booth space to the Vendor at future festivals. Booth locations will be rented and assigned based on
availability and in the best interest of the Festival, which the Chamber at its sole discretion shall have
the right to decide.
Vendor agrees to occupy booth space as assigned and to be open and staffed during all regular Festival
hours 8:00 AM-4:00 PM on Sunday, February 23, 2025 and to be completely set-up by 8AM with
vehicles removed from the area by 7:15AM.
Absolutely NO VEHICLES will be permitted around or near the park area after 7:15AM the morning of
the event. Approximately one week prior to the event, accepted applicants will be emailed a
confirmation packet including: parking info, booth location, load-in time and helpful hints. Be certain to
provide the correct email address on the application.
Vendor agrees to allow the Chamber to use their photos and application materials for promotional
purposes. Vendor agrees to obtain written permission from the Chamber prior to using the Esparto
Regional Chamber logo, Almond Festival logo, or any photos/art from the Esparto Regional Chamber of
Commerce website in connection with the business.
It is the sole obligation of the Chamber to furnish an outdoor booth space. There are no refunds, rain
checks or extended show dates due to inclement weather.
The Chamber is not obligated to provide other services of any nature.
Vendor is responsible for delivery, handling erection or removal of his/her own displays and equipment.
All displays, equipment, merchandise and supplies must be contained within the assigned booth space.
Electricity is not available. Only whisper quiet generators are allowed and must be indicated on your
application. The grounds must be cleaned and returned to its original state in and around your booth by
6:00 PM the day of the event.
Esparto Community Park is maintained and operated by the Esparto Community Services District.
Vendor must comply with ECSD park use guidelines. Specifically, no vehicles may be driven into the
park. No penetrating canopy tent anchors are allowed. The use of canopy weights, sand bags, or water
filled anchors are allowed. The vendor is liable and will be charged for any damage to park property as
a result of negligence of failure to comply with ECSD guidelines.
Insurance must be supplied by the Vendor stating Esparto District Chamber of Commerce is listed as
Additional Insured with limits of $1,000,000 for the Capay Valley Almond Festival, an event at
Esparto Community Park on Sunday, February 25\3, 2025. (This text must be included on the Certificate
of Insurance and be obtained at the Vendor’s own expense. The Chamber assumes no risk, and by
acceptance of this agreement, the Vendor expressly releases the Chamber and all of its representatives of
and from any and all liability for any damage, injury or loss to any person or goods which may arise
from the rental and occupation of said booth space by Vendor, and agrees to hold and save the Chamber
and its representatives harmless of any loss or damage by reason thereof. Failure by the Vendor to
provide a certificate of liability Insurance by January 31, 2025 will result in cancellation of acceptance to
the Festival and forfeiture of booth fees.
The Chamber will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this
contract due to Acts of God, public enemy, strikes, statutes, ordinances or any legal authority, or any
other cause beyond the Chamber’s control.
All pertinent Fire Codes, laws, ordinances and regulations pertaining to health, fire prevention and
public safety shall be strictly obeyed. Nothing shall be nailed, stapled, taped or otherwise fixed to any
community or private property.
Vendor is required to have any and all business licenses, permits and requisites to operate.
Health Permits: Packaged Food Vendors who provide food samples may be required to have a
temporary food permit from Yolo County Environmental Health Department at (530) 666-8646 or
www.yolocounty.org.
Payment Terms: Applicants must provide credit card payment information with the online application,
or submit a check or money order reflecting the appropriate booth fees including the signed
application/contract, required documentation and permits for booth space. Applications received without
payment will not be considered. Checks will be deposited upon receipt.
The Festival will decide on which Vendors to accept at its sole discretion based on booth space and in
the best interest of the Festival. Notification of acceptance will be made shortly after January 31, 2025
for applications received by that date. Applicants that are not accepted will receive a 100% refund of
booth fees with notification of non-acceptance.
Cancellation Policy: Booth fees are non-refundable. After application acceptance absolutely
NO REFUNDS will be given for any reason. This is a RAIN or SHINE event and there will be no exceptions.
This Contract: constitutes the entire contract between the parties and no waivers, modifications or
amendments shall be valid unless written upon or attached hereto and shall be approved in writing by
the Esparto Regional Chamber of Commerce.

Affirmation & Liability Release

I, hereby affirm that I have been well advised and thoroughly informed of the inherent hazards and policies of

the event. I know that by participating in the 2025 Capay Valley Almond Festival, I am exposing myself to

certain known and unknown liabilities in my direct and indirect actions with the public and invitees of this

event. I also understand that if I choose to hire help for the event, that I am directly responsible for their actions

or injury. I hereby personally assume all risks associated with my voluntary participation in this event for any

harm, injury or damage that may befall me or any employee or temporary help, as a result of my participation,

whether foreseen or unforeseen. I understand and agree that the Esparto District Chamber of Commerce located

in Yolo County in the State of California, their members and/or directors and officers may not be held liable in

any way for any occurrence in connection with my participation in the Capay Valley Almond Festival that may

result in injury, death, or other damages to me or my family, heirs, or assigns. In consideration of being allowed

to participate in this event, I hereby personally assume all risks in connection with said event for any harm,

injury, or damage that may befall me, including all risks connected therewith, whether foreseen or unforeseen;

and further to save and hold harmless said event and persons from any claim by me, or my family, estate, heirs,

or assigns arising out of my participation in this event. I further state that I am of lawful age and legally

competent to sign this affirmation and release, that I understand the terms herein are contractual and not a mere

recital; and that I have signed this document of my own free will. It is my intention by this instrument affirmed

by my signature below to exempt and release the Capay Valley Almond Festival and/or Esparto District

Chamber of Commerce, their members, directors and officers from all liability whatsoever for personal injury,

employer’s liability and workers’ compensation, property damage or wrongful death arising out of or in the

course of my participation in this event.

I HAVE FULLY INFORMED MYSELF OF THE CONTENTS OF THIS AFFIRMATION AND RELEASE

BY READING IT BEFORE I SUBMIT MY APPLICATION FOR THE 2025 ALMOND FESTIVAL.