Welcome Vendors

Thank you for considering a partnership with Northwest Florida Boricuas Ausentes (NWFBA) for the 2025 Latin Salsa Festival – United We Glow: Neon Glow in the Dark Edition. We’re excited to collaborate with vendors who help us light up the night with community, unity, and a radiant spirit. Please review the details and guidelines below; adherence to these standards is required for participation.

1. General Information

Event Overview:The 2025 Latin Salsa Festival will be held on Saturday, May 17, 2025. For everyone’s safety and to ensure a seamless event, please read all rules and requirements carefully—you will be held to these standards.

Venue:Museum Plaza300 S Tarragona St, Pensacola, FL 32502

Setup & Festival Hours:

• Setup Time: 10:00 am – 1:00 pm

• Festival Hours: 2:00 pm – 11:00 pm

2. Event Fees & Registration

Registration Period:March 1, 2025 – April 30, 2025 (Registration closes April 30, 2025 at 11:59 pm)

Vendor Fee Structure:

• Craft & Specialty Vendors:

  • $75.00 (Registration completed before April 1) ($25.00 Deposit)

  • $90.00 (Registration completed on/after April 1)

• Food Tent Vendors (Non-Food Truck):

  • $250.00 (Before April 1) ($50.00 Deposit)

  • $300.00 (On/after April 1)

• Food Truck Vendors:

  • $350.00 (Before April 1) ($100.00 Deposit)

  • $400.00 (On/after April 1)

3. Rules, Requirements & Information

• Full-Day Commitment:

  
  

  Vendors must keep their booths fully operational from the start of the festival until closing at 11:00pm CST.  Early pack-up or booth closures are not permitted.

• Product Inventory:

  
  

  Please ensure you bring enough products or materials to sell throughout the entire duration of the event.

• Cancellation & No-Show Policy:

  
  

  If you must cancel, notify NWFBA via email at info@nwfba.com by May 2, 2025 (2 weeks prior to the event). Please note that cancellations will result in the fore and deposit is forfieted A cancellation fee of $50.00 will apply if notice is given within that period; failure to notify in time will result in the loss of your deposit and may impact future event participation.

• Punctual Setup:

  
  

  Setup begins promptly at 10:00 am CST. Booth assignments (including spot numbers and maps) will be emailed prior to the event. Arrivals later than 12:30pm CST. risk losing your assigned location and any payments made.

• Vehicle Guidelines:

  
  

  After unloading, all vehicles must immediately exit the Plaza. No vehicles are allowed on the grass or surrounding areas of Museum Plaza. Violators may face fines up to $1,000.

• Post-Event Cleanup:

  
  

  All booths and adjacent areas must be cleared and cleaned within 1 hour after the event ends. Vendors are responsible for obtaining and displaying any permits required by the City of Pensacola and the State of Florida.

By proceeding, you acknowledge and agree to these terms and conditions.

4. Additional Requirements for Food VendorsA

Equipment and Electrical Requirements for Food Vendors

Food vendors must supply their own fire extinguishers:

• One extinguisher rated for electrical fires.

• One extinguisher rated for grease/oil fires.

Additionally, vendors are responsible for bringing any necessary power cords, plugs, and adapters required for their equipment.

If a vendor requires electrical access, they must notify us by April 1st to ensure proper power distribution. Failure to do so may result in insufficient power availability.

Each vendor will be required to specify how much power they need based on their equipment. Power costs will be determined based on the required wattage. If a vendor exceeds their stated power needs, they will be responsible for any disruptions or additional costs incurred.

• Staffing:

  
  

  At least one staff member must be present at the booth at all times.

• Safety Equipment:

  
  

  Food vendors must supply a fire extinguisher rated for electrical fires. If food preparation or heating occurs, an additional extinguisher rated for grease fires is required. Expect on-site inspections by Florida State Officials.

By proceeding, you acknowledge and agree to these additional terms.

5. Additional Requirements for All Vendors

• Product Limitations:

  
  

  In the interest of variety and profitability, we aim to limit the number of similar items. However, we cannot guarantee exclusive vendor categories.

• Application Process:

  
  

  Applications are reviewed on a first-received basis. Submission does not guarantee acceptance. Accepted vendors will be notified via email and/or text within 48–72 hours.

• Payment Terms:

  
  

  Full payment is required within 48 hours of acceptance to secure your spot.

• Alcohol Prohibition:

  
  

  Vendors are strictly prohibited from selling alcoholic beverages. Violations will result in fines and disqualification from current and future events.

• Vehicle Unloading:

  
  

  Vendors using tents must unload their equipment and promptly remove vehicles from the festival area.

• Rain or Shine:

  
  

  The festival will take place regardless of weather conditions (except in cases of natural disaster). There is no guarantee of attendance or profitability.

• Site Assignments:

  
  

  Vendor spaces will be assigned based on needs such as electricity. An event site map will be provided by June 15, 2025. Food trucks and trailers must adhere to designated spaces.

• Provided Amenities:

  
  

  NWFBA and its partners will not supply tables, chairs, tents, electricity, water, or sewer disposal.

• Waste Management:

  
  

  Vendors are responsible for proper disposal of trash, food waste, and all materials. A dumpster will be available; failure to comply will result in forfeiture of your refundable cleaning fee.

• Electricity & Generator Use:

  
  

  If you require electricity from NWFBA, a $50.00 fee applies. Vendors must bring their own heavy-duty, outdoor extension cords in good condition. Note that power availability is limited and not guaranteed. Property outlets at Museum Plaza are off limits. A single outlet per vendor is available from a large, quiet generator on a first-come, first-served basis. Food trucks/trailers may use their own generators if necessary; these must meet safety and noise standards (75 DCB or lower). A generator inspection will be arranged in May 2025.

• Booth Boundaries:

  
  

  All vendor displays must remain within the allotted space and must not obstruct adjacent booths. NWFBA reserves the right to adjust booth assignments for safety and accessibility.

• Tent Specifications:

  
  

  A single tent space is limited to 10' x 10'. If inspected and found to exceed these dimensions, the vendor will be liable for any fees or penalties from authorities.

• Community Standards:

  
  

  NWFBA reserves the right to remove any vendor not meeting appropriate community standards for a public, family-oriented event.

By proceeding, you acknowledge and agree to these additional terms and conditions.

6. Final Notes

• Parking Enforcement:

  
  

  Vendor parking rules will be strictly enforced.

• Conduct:

  
  

  All vendors must maintain courteous behavior toward guests, fellow vendors, and staff. Any violation may result in immediate removal from the event.

• Cleanup Reminder:

  
  

  Leave your space as found. Dispose of all trash in the provided dumpster.

Let’s come together, shine bright, and create an unforgettable neon glow in the dark experience!

By signing below, you agree to consider this application a commitment (if accepted) and to abide by all rules set forth by Northwest Florida Boricuas Ausentes (NWFBA).

Vendor Information & Release Statement

Type of Setup:

• Tent

• Truck

• Trailer

For Food Vendors Only

• Required Documents:

  
  

  Please email your food truck permit and certificate of insurance to info@nwfba.com.

• Festival Menu:

  
  

  Submit your complete festival menu by emailing info@nwfba.com by June 1, 2025.

  
  

  Note: Without the required menu, certificate, and permit, your application and payment will be returned. Food vendors may not sell non-food items; a separate application is required for craft items.

• Type of Product:

  • Handmade

  • Craft

  • Novelties

  • Food

  • Other

Release Statement & Agreement

By signing below, I confirm that I have read, understood, and agree to the following:

• I will sell only the items listed in my application and as approved by the Festival Committee. Should my booth be deemed unsafe or inappropriate for the festival audience at any time, I may be required to cease sales immediately and may be removed for the remainder of the event.

• I acknowledge that NWFBA, its committee, and partners are not liable for any personal injuries, property damage, or theft incurred during the festival.

• I grant permission for NWFBA to use images from my booth or taken during the event for promotional purposes.

• I am responsible for collecting applicable Florida sales tax.

• I commit to maintaining a fully attended and safe booth from 3:00 pm to 11:00 pm without early closure.

• I understand that no refunds will be issued under any circumstances (including adverse weather conditions); the event is rain or shine.

• I acknowledge that failure to comply with any of these terms may result in forfeiture of fees and exclusion from future events.

• I understand that submission of this application does not guarantee acceptance; all applications are subject to review and space availability.

Thank you for your interest in the 2025 Latin Salsa Festival – United We Glow: Neon Glow in the Dark Edition. We look forward to a spectacular and luminous event with you!

NWFBA Committee