Soddy-Daisy Fall Festival 2024: Vendor Information Hub

Updated: November 17, 2024

Soddy-Daisy Fall Festival Map Final Nov 23rd by KSDB“`

Important Links

• Vendor Hub: Soddy-Daisy Fall Festival Vendor Information 2024
• Vendor Registration Form: Vendor Registration
• Facebook: Soddy-Daisy Fall Festival
• Instagram: Soddy-Daisy Fall Festival
• Volunteer Sign-Up: Volunteer Information and Sign-Up

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VIP Vendors & Sponsors

Confirmed Vendor List :

Multiple Space Vendor List :

Saturday Setup Schedule (No Friday Setup!)

10:30 AM: All vendors must be setup (No vehicle access to festival grounds after this time)

7:00 AM – 8:30 AM: Food Trucks, VIP Vendors, and Multiple Space Vendors

8:30 AM – 10:30 AM: All Other Vendors

Check-In Process

1. Enter at Durham Street entrance
2. Check in with Keep Soddy-Daisy Beautiful Volunteer before setup
3. Collect WiFi login information (EPB-provided, vendor/volunteer use only)

Vendor Parking

• One vehicle per vendor may be permitted near booth (location dependent)
• Additional parking information provided at check-in

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Contact Information

Urgent Matters During Festival:

• Cindi: 602-491-7037 (text preferred)
• Nate: 541-414-4660 (text preferred)

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Important Information:

• Policy on Free Food and Drinks: To maintain a fair environment for our food vendors, we have a strict policy against distributing free food or drinks (excluding candy). Vendors may sell food and drinks but may not distribute them for free.
• Morning Dew: The grass may be wet on the morning of the event. Please wear appropriate footwear and bring towels to protect your merchandise.
• Weather: Fall temperatures can vary. Be prepared for different weather conditions, including possible rain showers, as the event will take place rain or shine.
• Volunteer Support: Event volunteers will be available to assist you with finding your space and addressing any concerns on the day of the event.
• Hydration: Bring a reusable water bottle. Water stations with filtered water will be available for volunteers and vendors. Plastic water bottles will not be provided.

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Amenities & Requirements

• Space: Allocated booth space only (canopies, tables, chairs NOT provided)
• Electricity: Limited availability (first-come, first-served)
• WiFi: Available for vendors (login provided at check-in)
• Family-Friendly: All displays must be appropriate for all ages
• Operating Hours: Must remain open until 5 PM

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Vendor Spots:

• Family-Friendly Requirement: This is a family-friendly event. All vendor booths must display only family-friendly and appropriate materials. Any content that does not meet this standard will not be permitted.
• Space Allocation: Vendors are required to setup their booths a few feet away from the walking sidewalk. This ensures that pedestrians have ample space to stand and walk. The added distance also facilitates smoother traffic flow during the event.
• Assigned Spaces: Sponsors, VIP Vendors, and Food Vendors will have pre-assigned vendor spaces. The remaining spaces will be available on a first-come, first-serve basis during the setup times.
• Flag Removal: After setting up your booth, please remove the marking flags from your allocated space. A volunteer will come around to collect them.
• Electricity: Electricity is available on a first-come, first-serve basis. Vendors must bring and secure their own electrical cords.
• Safety: Vendors are responsible for ensuring their booths are free of public hazards, such as unsecured extension cords.
• Operating Hours: Vendors are required to stay open until 5 pm and cannot break down their booth and leave until after 5 pm.
• Weather Monitoring: We will monitor the weather and make announcements in case of any weather events that would require vendors to take down their booths early.

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Weather & Safety

• Safety protocols must be followed
• Rain or shine event

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Early Food Ordering for Volunteers and Vendors:

We have arranged early food ordering with select vendors so volunteers and vendors can avoid standing in line during the festival. You can pre-order food directly from these vendors by contacting them before the festival starts.

How to Pre-Order:

1. Contact the vendor using the information below.
2. Place your order via text or call before the festival starts.
3. You can then pick up your food order directly from the vendor during the event.

Pre-Order Tips:

• Include your name and vendor/volunteer status
• Specify preferred pickup time
• Save vendor contact for day-of communications

Participating Food Vendors:

Additional food vendors will be added as they join the pre-order program

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Sales Tax Collection

Compliance with State and Local Tax Laws: All vendors are required to collect and remit sales tax as mandated by the State of Tennessee and the City of Soddy-Daisy. It is each vendor’s responsibility to:

• Register for a Sales Tax Permit: Ensure you have a valid sales tax permit issued by the Tennessee Department of Revenue before the event date.
• Collect Sales Tax: Apply the appropriate sales tax rate to all taxable goods and services sold during the festival. The current combined sales tax rate for Soddy-Daisy, TN, is 9.25% (state tax of 7% plus local tax of 2.25%). Please verify this rate with the Tennessee Department of Revenue to account for any changes prior to the event.
• Remit Collected Taxes: Accurately report and remit all collected sales taxes to the Tennessee Department of Revenue in accordance with their reporting schedule.

Resources for Vendors:

• Tennessee Department of Revenue:
  • Website: Tennessee Department of Revenue
  • Sales Tax Information: Sales and Use Tax Guide
  • Contact: 615-253-0600 or [email protected]
• City of Soddy-Daisy:
  • Website: City of Soddy-Daisy
  • Contact: 423-332-5323

Important Notes:

• Record Keeping: Maintain accurate records of all sales transactions during the festival for tax reporting purposes.
• Non-Compliance: Failure to collect and remit sales tax may result in penalties, fines, or legal action by state or local authorities.
• Exemptions: If you sell items that are tax-exempt or if you are a non-profit organization with tax-exempt status, please ensure you have the necessary documentation and are compliant with state laws regarding exemptions.

Assistance:

If you are unfamiliar with the sales tax collection process or have questions about your obligations, we strongly recommend consulting a tax professional or reaching out directly to the Tennessee Department of Revenue for guidance.

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2024 Soddy-Daisy Fall Festival Vendor, Exhibitor & Volunteer Terms and Conditions:

By participating in the 2024 Soddy-Daisy Fall Festival, you acknowledge that you have read and agree to the following terms and conditions:

• Age and Competency: Participants must be over 18 years of age or have a parent or legal guardian’s consent.
• Released Parties: Refers to Keep Soddy-Daisy Beautiful, the City of Soddy-Daisy, and any sponsors, volunteers, or entities associated with the event.
• Event Details: The festival will be held on November 23, 2024, from 11 am to 5 pm at Soddy Lake Park, Soddy-Daisy, TN.
• Liability and Risks:
  • Participants assume all risks associated with their participation.
  • Keep Soddy-Daisy Beautiful and associated parties are not liable for any injuries, damages, or losses incurred.
• Indemnification: Participants agree to indemnify and hold harmless the Released Parties from any claims, actions, or liabilities arising from or related to their participation in the event.
• Insurance: Vendors are required to carry their own general liability insurance and must provide proof upon request.
• Intellectual Property: Participants grant Keep Soddy-Daisy Beautiful the right to use any photographs, videos, or likenesses taken during the event for promotional purposes.
• Weather: The event will take place rain or shine. Participants should be prepared for varying weather conditions.
• Vendor Setup and Safety:
  • Vendors are responsible for their own setup, including canopies, tables, and chairs.
  • Vendors must ensure that their booths are free of public hazards, such as unsecured extension cords or other tripping hazards.
• Medical Consent: Participants are responsible for their own medical expenses and should carry appropriate insurance.
• Force Majeure: Neither party shall be liable for failure to perform its obligations due to events beyond its reasonable control, including but not limited to acts of God, weather events, or government restrictions.
• Dispute Resolution: Any disputes arising from these terms shall be resolved through arbitration in Hamilton County, Tennessee.
• Governing Law: These terms are governed by the laws of the State of Tennessee.
• Severability: If any provision is found to be unenforceable, it will be amended or removed, but the remaining terms will stay in effect.
• Entire Agreement: These terms constitute the entire agreement between the parties and supersede all previous agreements or understandings.

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Marketing & Graphics:

Check back frequently for updates, and feel free to contact us at [email protected] or by text at 602-491-7037 if you have any questions. We look forward to hosting you at the Soddy-Daisy Fall Festival 2024!