Non-Profit Vendor Guidelines & Contract

I. Participants should plan on participating the full hours of the event from 10:00 a.m. to 5:00 p.m. each day, Saturday, April 10th and Sunday, April 11th, 2021. 

II. DUPLICATION / SELECTION PROCESS Non-Profit acceptance is subject to the approval of the Phoenix International Heritage Festival Committee. We attempt to limit duplication of items displayed; past participation in Phoenix International Heritage Festival will not imply continued participation. The Steering Committee reserves the right to regulate all articles and goods for sale or display. Please note that custom calligraphy on fans are the sole right of the Committee. Your application is complete when fees have been received. 

Please submit online your company logo with the company name for our PIHF website and/or advertising for the festival. 

III. Fees: 

If your Non-Profit does not gross any money for the year, please apply as an exhibitor. 

You will not be allowed to sell any merchandise if you choose to apply as an exhibitor.  

To accommodate you and offer you lower booth prices than our merchandise vendors, Non-Profit booths do not get a tent provided by the festival. You may supply your own.

Food sales are for food vendors only.

A cart/booth rental fee will be charged.  

Rental fees are: 

Earlybird Special: Submit application January 15th, 2021 Mandatory: All fees are to be submitted online at one week after approval.

10′ x 10′ space $155

10′ x 20′ space $200

Plus 10% of gross sales

Standard Rate: Submit application January 16th, 2021 to January 10th.  Mandatory: All payments are to be submitted online at PIHFLIFE.ORG.

10′ x 10′ space $175

10′ x 20′ space $230

Plus 10% of the gross sales


Electricity – 1-20 amp / 1-110 volt circuit – $75 (electricity is not provided and all participants requesting electricity will be in one location at the festival).

1 – 6’ table – $20.00

2 chairs – $5.00

All remaining fees due will be collected on Sunday at the closing of the event.  All participants will submit 10% of their gross sales at Phoenix International Heritage Festival to the Steering committee at this time. MAKE CHECKS PAYABLE TO: Phoenix International Heritage Festival.  If you do not have the funds conveniently available as cash, you may submit your final payment (10% of gross sales) online.  We will verify with our bank at the festival.  Online submission is our preferred method of payment.   

All participants must complete and return the Non-Profit Booth Application form to reserve space. Applications are not complete until approved and fees have been paid. Fees must be submitted online at PIHFLIFE.ORG/PAY within one week of approval. NO CHECK PAYMENTS. 

Product Guidelines:

Vendors agree to only sell items approved in advance. 

Vendors will not market any counterfeit items (toys, dolls, etc.) that infringe on copyright or trademark privileges. Vendors are responsible for procuring the proper licenses for their merchandise. 

Participants may not market weapons or replicas of weapons of any kind at the festival. 

Only authentic cultural items may be on display during the Phoenix International Heritage Festival. The Phoenix International Heritage Festival Committee reserves the right to require items not approved to be put away and not sold at the event.  


Booth space includes booth, 3 sides, 1 table and 2 chairs per 10’ x 10’ space. A 10 x 20 space includes 3 sides, 2 tables and 4 chairs. 

Booths will come with three sides. We will attempt to accommodate any special requests but please recognize that this will not always be possible. 

Limited Electricity Available:  A 1 – 110 volt, 20 amp circuit is available for a $75 fee.  Participants requesting electricity will be in one location at the festival.

Extra tables are available for $15 each and two chairs at $5 each

Space Guidelines: Space assignments will be made by the Phoenix International Heritage Festival Committee. Requests for specific spaces will be taken into consideration but cannot be guaranteed. Participants agree to keep their items within the bounds of the space they have reserved for the Phoenix International Heritage Festival. Items may not extend more than 2 feet beyond the front opening of the booth. 

IV. Detailed Information: The Phoenix International Heritage Festival Committee reserves the right to regulate all articles for sale, displays, and booths. 

Clean Up: Each organization will be required to clean up and maintain their space/booth. Garbage cans will be provided.  PLEASE USE THE TRASH CANS PROVIDED.  DO NOT LEAVE TRASH ON THE GROUND.

Set Up Time: Participants may begin setting up at 7:00 a.m. each day of the festival. Set-Up must be completed by 9:30 a.m. on both days.

Booths may be available for set-up on Friday afternoon. Please contact the Phoenix International Heritage Festival Committee if you need to set up on Friday. There will be limited security onsite on Friday night. We are not responsible for any merchandise left unattended.  Please ask your insurance company if this is covered for you own best interest.

Hours of Operation: Phoenix International Heritage Festival hours are officially 10:00 a.m. – 5:00 p.m. Participants are required to be setup and ready to open at 9:30 a.m. each day.  Booths must remain open until 5:00 p.m. both days. 

Break Down: Break down begins at 5:00 p.m. each day.  

Participation Application: All participants must sign the Participation Application and return it by January 15th, 2021 for the discounted rate or by the final deadline of January 29th, 2021 together with the appropriate participation fee. 

City Sales and Tax License: A City sales tax license number may be required for selling items.  Please contact the City Treasurers Office at (602) 262-6785, Option 4 to see if a tax number is required. 

Publicity: The Parks and Recreation Department and the PIHF Committee will be providing a great deal of publicity prior to and during the weekend.  Newspaper articles, feature magazine articles, 20,000 flyers, public service announcements, social media and posters will be used. Please feel free to advertise your participation in the PIHF after you are approved.  It is a team effort to get the word out about this event and its location!

Event Participation:  Due to increased interest by Non-Profits for the 2021 Phoenix International Heritage Festival, we cannot guarantee that every interested Non-Profit will be allowed to have a booth for the 2021 PIHF.  First preference will be given to past participants of contacted festivals and the PIHF Steering Committee will determine which new Non-Profits to add.  Fortunately, with our spacious location we hope to accommodate all Non-Profits, but we cannot make any guarantees and will monitor the possibilities to keep you notified. 

Booth/Space Assignment: The PIHF Committee will assign all booths/spaces. Preferences will be considered, but not guaranteed.  

Parking and Unloading: Participants will be able to unload their vehicles near their booth. DETAILS regarding load in and load out and parking location will be made available in mid-January.

Security: The City of Phoenix Parks and Recreation Department and other event sponsors are not responsible for the loss, damage or theft of any equipment and/or articles.                                             

Liability: The City of Phoenix does not carry accident insurance to cover participants.  Involvement in any activity is at your own risk. Insurance is encouraged for all participants even exhibitors and non-profits.

Participation Fee/Refunds and Cancellations: No refunds after March 1st, 2021. There is a loss of deposit for canceling.  If you cancel there is no guarantee you will be asked back to next year’s show.  If you are asked back and cancel or no show twice you will no longer be allowed to participate in the festival.

Storage: There is no storage space available.  All displays, merchandise and equipment will need to be taken down at the end of each day.  Booths will remain set-up for the two days; your decor may be left up, if desired.  Equipment may be left in the booth AT YOUR OWN RISK. Insurance is encouraged for all participants even exhibitors and non-profits.

INSURANCE REQUIREMENTS: Rules with the city have been known to change regarding merchandise vendor insurance not food vendors’ insurance.  Therefore, please verify insurance is needed if you do not wish to make this purchase as a merchandise vendor only.

ALL vendors shall procure and maintain until all of their obligations have been discharged, including any warranty periods under this application are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Vendor, his agents, representatives, or employees. Certificates of Insurance are due to the Merchandise Vendor Coordinator by April 1, 2021 and must list the City of Phoenix and the Phoenix International Heritage Festival as additional insured. 

The insurance requirements herein are minimum requirements for this application and in no way limit the indemnity covenants contained in this application.  The City in no way warrants that the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise out of the performance of the work under this contract by the Vendor, his agents, representatives, or employees and Vendor is free to purchase additional insurance as may be determined necessary.  

A. MINIMUM SCOPE AND LIMITS OF INSURANCE: Vendor shall provide coverage with limits of liability not less than those stated below. 

  1. Commercial General Liability – Occurrence Form 

Policy shall include bodily injury, property damage and broad form contractual liability coverage. 

      • General Aggregate                                             $2,000,000 
      • Products – Completed Operations Aggregate    $1,000,000 
      • Personal and Advertising Injury                         $1,000,000 
      • Each Occurrence                                                 $1,000,000 
      • Fire Damage (Damage to Rented Premises)         $   50,000 

a. The policy shall be endorsed to include the following additional insured language:

      “The City of Phoenix and the Phoenix International Heritage Festival shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Vendor.” 

2. Automobile Liability 

Bodily Injury and Property Damage for any owned, hired, and non- owned vehicles used in the performance of this application. 

Combined Single Limit (CSL)  $1,000,000 

a. The policy shall be endorsed to include the following additional insured language:  

“The City of Phoenix and Phoenix International Heritage Festival shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Vendor, including automobiles owned, leased, hired or borrowed by the Vendor.” 

3. Worker’s Compensation and Employers’ Liability 

                        Workers’ Compensation   
            Statutory Employers’ Liability   
Each Accident  $100,000 
Disease – Each Employee  $100,000 
Disease – Policy Limit  $500,000 

a. The policy shall contain a waiver of subrogation against the City of Phoenix. 

B. ADDITIONAL INSURANCE REQUIREMENTS:  The policies shall include, or be          endorsed to include, the following provisions: 

    1. On insurance policies where the City of Phoenix is named as an additional insured, the City of Phoenix shall be an additional insured to the full limits of liability purchased by the Vendor even if those limits of liability are in excess of those required by this application. 
    2. The Vendor’s insurance coverage shall be primary insurance and non-contributory with respect to all other available sources.
    3. Coverage provided by the Vendor shall not be limited to the liability assumed under the indemnification provisions of this application.

C. NOTICE OF CANCELLATION:  Each insurance policy required by the insurance provisions of this application shall provide the required coverage and shall not be suspended, voided, canceled, reduced in coverage or endorsed to lower limits except after thirty (30) days prior written notice has been given to the City.  Such notice shall be sent directly to Phoenix International Heritage Festival, 835 W. Warner Rd., Gilbert, AZ  85233 and shall be sent by certified mail, return receipt requested. 

D. ACCEPTABILITY OF INSURERS:  Insurance is to be placed with insurers duly licensed or approved unlicensed companies in the state of Arizona and with an “A.M. Best” rating of not less than B+ VI.  The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Vendor from potential insurer insolvency. 

E. VERIFICATION OF COVERAGE:  Vendor shall furnish the City with certificates of insurance (ACORD form or equivalent approved by the City) as required by this application.  The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements are to be received and approved by the City before vending commences.  Each insurance policy required by this application must be in effect at or prior to commencement of vending under this application and remain in effect for the duration of the Event.  Failure to maintain the insurance policies as required by this application or to provide evidence of renewal is a material breach of contract.

All certificates required by this application shall be sent directly to Phoenix International Heritage Festival 835 W. Warner Rd., Gilbert, AZ  852335 by April 1st, 2021.  The City event description shall be noted on the certificate of insurance.  The City reserves the right to require complete, certified copies of all insurance policies required by this application at any time.  DO NOT SEND CERTIFICATES OF INSURANCE TO THE CITY’S RISK MANAGEMENT DIVISION. 

F. SUBCONTRACTORS:  Subcontracting of vendor spaces is not allowed. 

G. APPROVAL:  Any modification or variation from the insurance requirements in this application shall be made by the Law Department, whose decision shall be final.  Such action will not require a formal application amendment but may be made by administrative action.

Friendly Reminders:

Booths Must Be Ready for Inspection by 9:30 A.M.

City sales and tax license: (602) 262-6785, Option 4

Please sign and upload the Vendor Contract attached ONLINE at PIHFLIFE.ORG.