Vendor Info

UFO Festival Vendor Information

July 1st – 3rd | Roswell, New Mexico

This year marks the 75th anniversary of the Roswell UFO Crash, and we are celebrating the mystery around the UFO crash in 1947. The UFO Festival provides vendors a customer base of more than 15,000.
UFO enthusiasts, along with great music, entertainment and fun for the whole family.

EVENT DETAILS
• Audience: 15,000 UFO
• Locations: Roswell Convention Center and Pioneer Plaza
• Hours:
o Friday, July 1st: 1 p.m. – 9 p.m.
o Saturday, July 2nd: 10 a.m. – 9 p.m.
o Sunday, July 3rd: 10 a.m. – 2 p.m.
SERVICES & PRODUCT GUIDELINES
• Exhibitors must be present and open for business during the Festival hours.
• Exhibitors may only sell products identified in the application and accepted into the Festival.
• Exhibitors will be chosen based on how the product fits in with the general theme of the
Festival and whether it competes with other vendors. We strive for a unique and diverse exhibitor experience for our guests.

SET-UP AND TEAR-DOWN
• Vendors set-up times will be scheduled between 6 a.m. – 10 a.m. on Friday.
• Vendors will tear down after the event is over and must leave area clean.

BOOTH INFORMATION (non-food)
• Booth Reservations & Assignment: Booths will be assigned to vendors based on location request and items being sold to ensure a variety of products will be available in multiple areas. Vendors may not trade spaces, and may not move to another location without
approval from the event organizer.
• Booth Space: Booth sites measure 10 feet by 10 feet. Vendors are responsible for bringing their own tents, tables and chairs. All equipment must be secured safely and be properly functioning. We have the right to ask that unsafe equipment be removed.
• Booth Materials: All materials must be fire retardant and/or sprayed with fire retardant chemicals.
• Lighting: Participants are responsible for their own task/work lighting within their tent/space.
• Setup/Teardown: Vendors will not be permitted to drive into the event site to load vehicles until the streets are clear of pedestrians. Vendors must be completely set up 1 hour prior to the event start time.
• Electric Service: No electricity will be provided. Vendors must supply their own power source. See Generator section below for guidelines.
• Trash: Vendors must properly dispose of their own trash during and after the event.
• Tie-downs: Each tent must have weights and tie-down straps (40 lbs each) on all four corners of tent to prevent any danger due to high winds. Tent top must be tethered to each leg.

FOOD/CONCESSION VENDOR INFORMATION
• Booth Reservations & Assignment: Booths will be assigned to vendors based on location request and items being sold to ensure a variety of products will be available in multiple areas. Vendors may not trade spaces, and may not move to another location without
approval from the event organizer.
• Booth Space: Space will be based on actual measurements of trailer or truck.
• Tents: No cooking shall take place inside a tent.
• Wastewater and Grease Disposal: Wastewater and grease must be properly disposed of offsite in accordance with State of New Mexico Environment Department regulations.
Absolutely no dumping or leaking on the ground will be permitted. Please make provisions immediately to mop up any standing water. Vendors observed dumping water or grease in any unauthorized containers will be closed down.
• Solid Waste Disposal: Food concession operators shall keep food preparation and storage areas free of litter. Absolutely no dumping or leaking on the ground will be permitted.
• Generators: No power will be provided by the City of Roswell. All vendors needing power must bring their own in-house noise-compliant generator. Generators must be EPA III compliant and/or CARB compliant and operate at a maximum of 65 db. Grace period will be
applied to any vendors who have a current City of Roswell business license that is not due for renewal until July of 2022. They will not need to update their generator until they renew their license. All generators shall be isolated from contact with the public by fencing or by
other approved means. A fire extinguisher is required for each generator.
• Trash: Vendors must properly dispose of their own trash during and after the event. In an effort to minimize impact on Roswell’s landfill, please avoid the use of Styrofoam materials, with preference to decomposable or recyclable materials.
• Ice will be available to purchase at the event. Cash only.
• No home prepared foods will be permitted.
• Food vendors must have a valid food permit from the State of New Mexico Environment Department, as well as food handlers certification.
• All food vendors must have an inspection by the Roswell Fire Department Fire Marshal’s Office and the New Mexico Environment Department Roswell field office.

INSURANCE REQUIREMENTS
All vendors must maintain insurance that complies with the following:
• Workers’ Compensation Insurance covering all employees or subcontractors engaged by Applicant in accordance with the minimum statutory requirements of the State of New Mexico, if applicable.
• Commercial General Liability Insurance in the minimum amount of $1,000,000 per occurrence and $2,000,000 aggregate, including the following coverages: contractual liability, personal injury, broad form property damage, independent contractors, and premises operations. City of Roswell, UFO Festival, and any other entity reasonably requested by the UFO Festival shall be named as additional insured on the commercial general liability policy.
• Automobile Liability Insurance in the minimum amount of $500,000/$1,000,000 bodily injury limits and $500,000 property damage limits or combined single limits of $1,000,000.
• Vendor shall supply a certificate of insurance to City of Roswell evidencing the above insurance coverage no later than June 1st.

LICENSE, PERMITS AND GROSS RECEIPTS TAX
• All vendors must have a City of Roswell Business License.
• All vendors must have a background check completed by the Roswell Police Department.
• Vendors are responsible for all appropriate licenses and permits for their operation.
• Required permits and licenses must be available during the event.
• Vendors are solely responsible for the payment of all required taxes to local, state and federal authorities and shall keep such records of transactions as may be required by such authorities.

GENERAL INFORMATION
• SOLICITATION: Vendors are prohibited from soliciting outside of their assigned booth space. Literature is prohibited from being placed anywhere on the grounds.
• PROHIBITED ITEMS: Items not allowed for sale or distribution include, but are not limited to:
tobacco, drug- or alcohol-related items; sexually-explicit or adult-themed material; any materials that advocate sexism, racism, violence, profanity or that are discriminatory, intolerant or violent in content (at the discretion of City Staff).
• DRUGS/SMOKING/ALCOHOL: No smoking, alcohol or illegal drugs will be permitted on-site.
• FOOD/BEVERAGES: Only approved concessionaires may sell ready-to-eat food or beverages.
• SECURITY: Vendors are responsible for the security of their own property and equipment at all times. While limited security personnel will be on duty during the weekend, no security personnel will be assigned specifically to vendors. The Festival or the City of Roswell, shall not be held responsible for loss, theft or damage to any property left on the Festival grounds at any time.
• ANIMALS: Animals are not allowed in vendor booths. Exceptions will be made for assistance animals.
• STORAGE: There will be no storage allowed outside the booth space for any supplies, equipment or inventory.
• RAFFLES/BODY MODIFICATION: We do not allow vendors to do raffles or any type of body modification, such as piercing, or tattooing.
These are not permitted at the Festival.
• EXCEPTIONS: Any exception(s) to these terms must have prior written approval by City Staff.
• AGREEMENT TERMINATION: City of Roswell may terminate this agreement without notice and forthwith remove the vendor from the premises forselling unauthorized items, failure to sell from the assigned booth space, or breach of any part of this agreement, including without limitations, failure to timely pay the booth fee set forth herein. No refunds shall be given for any reason to vendors selected to participate in this event.
• VENDOR AS INDEPENDENT CONTRACTOR: The parties hereto stipulate and agree that, under this agreement, the vendor is not acting as an agent, employee, representative, partner or joint venture with City of Roswell, but shall at all times and for all purposes have the status of independent contractor. City of Roswell shall not control the manner or methods by which the vendor performs sales, except as expressly provided for herein.
• ADDITIONAL VENDOR REQUIREMENTS: Based on vendor type, the Festival may require additional documentation, including, but not limited to: health licenses or permits, liability insurance, and/or proof of professional licenses issued by the State of New Mexico and certificates or permits issued by Chaves County or the City of Roswell. Noncompliance will result in cancellation of this agreement, and all monies forfeited by vendor.
• VENDOR RESPONSIBILITY AND LIABILITY: The vendor assumes the entire responsibility and liability for:
a. Losses, damages, and claims arising out of injury to his/her own personal property or party.
b. Damage to the vendor’s displays, equipment or other property.
c. The vendor agrees not to hold liable or responsible in any form the City of Roswell, its employees, event coordinators, guests, volunteers and participants against any and all claims or expenses for such losses arising out of the performance of this agreement.
These terms and information have been established to satisfy the diverse needs of our vendors and patrons. The City of Roswell reserves the right to change these terms at any time.

Email UsUFO Vendor ApplicationApply For Business License