MuslimFoodies Grand Eid Bazaar Vendor Application

MuslimFoodies Grand Eid Grand Eid Bazaar 2026
Vendor Contract & Agreement
Date: Saturday & Sunday, March 14-15, 2026
Location: Marquee on Broadway, 183 S Broadway, Hicksville, NY 11801 

This Terms & Conditions document constitutes a legally binding agreement between MuslimFoodies, LLC (“Organizer”) and the participating "Vendor". By submitting this form and completing payment, the Vendor agrees to all terms outlined herein. Violation of any section may result in removal from the event, forfeiture of any fees or deposits, and disqualification from future participation.

1. DEFINITIONS

For the purposes of this Agreement:

Vendor encompasses any one of the following categories:

• Pre-Packaged Food Vendor: Sells sealed, ready-to-eat or shelf-stable products with no on-site preparation (e.g., packaged snacks, bottled beverages). Home businesses (home-prepared foods under an unlicenced kitchen are strictly prohibited).
• Non-Food Vendor: Sells goods or services unrelated to food or beverage (e.g., crafts, apparel, accessories, art, home goods).

2. EVENT OVERVIEW

Setup: 8:00 AM - 10:30 AM
Live Event Duration: 11:00 AM – 5:00 PM
Breakdown and Load Out: 5:00 PM - 6:00 PM

3. GENERAL TERMS (Applies to All Vendors)

• Setup: 8:00 AM – 10:30 AM; must be completed by 10:30 AM.
• Vendor load-in and set-up must occur between 8:00 AM and 10:30 AM and be fully completed by 10:30 AM to be open by public event time. Any vendor not set up by 10:30 AM due to reasons within their control will forfeit their security deposit and may be removed without refund.
  • If delays are caused by the Organizer, venue, or external factors beyond the Vendor’s control, the deposit will not be forfeited, and the Organizer may adjust the setup time accordingly. Delays caused by such factors are considered “Organizer-related.”
• Vendor who fails to appear or leave before event end time without Organizer approval will forfeit their deposit and may be prohibited from participating in future events.
• Booth space: 10x10 ft; up to four (4) tables (only one facing customers).
• Organizer will supply tables and chairs free of cost. Bring your own equipment (disposal bins, wifi, hotspots, food packaging and consuming supplies.)
• Vendor (food & non-food) may have up to five (5) staff members at their booth site. Additional staff must be approved in writing by the Organizer.
• The Organizer makes no guarantee of sales or profit.
• The Organizer will not be responsible for any lost/damaged merchants or goods. Vendor is solely responsible for securing their belongings and valuables.
• No amplified sound except by permitted by Organizer.
• Load-out: Must be completed by 6:00 PM with all garbage removed to allocated event dumpsters.
• Any damage to space will be billed to Vendor.

4. FOOD (applicable to food vendors only)

• Food products are limited to pre-packaged dessert items "grab and go". No meat products to be sold. There is no assembling or preperation of foods.
• Vendor must comply with menu as approved by Organizer with no substitutions, additions, or unapproved menu changes may be made on the day of the event without written Organizer approval. Vendors must plan food inventory to serve attendees throughout the full live event duration.

Food Product Guidelines

• Foods cannot contain pork or any pork derivatives (such as in lard, enzymes or rennet), non-halal gelatin, alcohol, blood, or intoxicants.
• Permissible (halal) ingredients may include: non-pork enzymes or rennet, microbial enzymes, halal gelatin derived from fish, agar agar, or halal bovine/beef sources.
• All prices and ingredients must be outlined and readily available to provide to a customer on the day of the event.
• Photos of each dish and its portion to be provided to the Organizer.
• Vendor must clearly display signs with prices, ingredients, allergy information (nut, wheat, shellfish), and any dietary restrictions (dairy, vegetarian, vegan, gluten) on their space.

5. SPACE & VENDOR PLACEMENT

Each Vendor booth space is 10x10 ft and may include up to four tables, with only one table facing customers. Vendor is responsible for all equipment, signage, anchoring devices, cords, protective tarps, and appliances needed for their operations. The Organizer will not supply materials but power outlets spread out throughout the venue.

Placement

• All Vendors must adhere to the assigned booth space given by the Organizer. All property must remain within the assigned booth space, and storage outside the booth is prohibited. The Organizer is not responsible for securing Vendor belongings.

Storage

• All Vendor property shall be kept within the assigned booth space. Storage of supplies, equipment or inventory outside the booth space will not be allowed.
• Vendor is responsible for securing their belongings and valuables.
• Tents are not required or recommended to be used indoors.

Signage

• All Vendor signs and banners must be contained within the assigned booth space. Vendor is responsible for supplying their own signage for their booth.

Canvassing

• Vendor may conduct business only from inside their allotted booth space. Canvassing from outside of the booth space is not permissible and Vendor shall be liable for immediate closure and removal from the event with loss of all submitted monies.

6. GENERAL PROTOCOLS

• Vendor booths must be fully staffed and open, and must remain fully staffed and open between the hours of 11:00 AM and 5:00 PM.
• Vendor must stop taking orders at 4:45 PM to prepare for take down at 5:00 PM. Vendor may continue fulfilling orders that were placed before 4:45 PM.
• Closing early or opening late for any invalid reason deemed by the Organizer may preclude Vendor from participating in future events. This does not include Vendor selling out of food early.
• Vendor is not allowed to sell or distribute anything other than the approved menu items by the Organizer.
• Vendor is required to provide the Organizer, within twenty-four (24) hours after the conclusion of the Event, a complete and accurate sales report detailing all transactions from the entire duration of the Event, as recorded through the POS system or any other sales system used. The report must cover 100% of sales activity for the Event day. Failure to comply shall result in forfeiture of the Vendor’s security deposit and future participation in events.
• Vendor is responsible for their garbage, sweeping and mopping where necessary. All garbage produced by the event and its affiliates must be put into the designated dumpsters (please check with onsite staff to ensure the correct dumpster is being used).
• Vendor load-in and allotted space set-up must be completed between the hours of 8:00 AM and 10:30 AM on event day. All Vendor set-up must be completed by 10:30 AM. Vendor must remove all personal vehicles off event-site to nearby allocated parking before 10:30 AM.
• Vendor load-out and take-down of allotted space setup must be taken down and garbage disposed by 6:00 PM.
• Vendor is not allowed to distribute any physical promotional materials during the event that is not reviewed and approved by the Organizer.

7. NON-FOOD VENDORS

• Vendor must ensure all display structures (including but not limited to clothing racks, shelving units, mannequins, and art easels) are sturdy, stable, and safely secured to prevent tipping or collapse.
• Any decorative or structural elements must fit entirely within the assigned booth space and may not obstruct aisles, emergency exits, or other Vendors’ spaces.
  Vendor must use protective coverings (such as drop cloths or mats) under any items or activities that could stain or damage the venue floors, including but not limited to henna, paints, dyes, glitters, or liquids.
• All paints, dyes, henna, or similar materials must be non-toxic and compliant with applicable health and safety regulations.
• The Organizer reserves the right to inspect any substances used on-site and may prohibit their use if deemed unsafe, non-compliant, or a potential hazard.
• Vendor is responsible for cleaning any spills, stains, or debris resulting from their products or services. Failure to fully clean the booth space will result in forfeiture of the security deposit and may result in exclusion from future events.
• Any damage caused to the venue (including flooring, walls, or fixtures) by the Vendor’s activities, displays, or products will be billed to the Vendor in addition to forfeiture of the security deposit.

8. FEES & SECURITY DEPOSIT

Application Review & Payment Authorization

• Vendor acknowledges that submitting an application may require a temporary payment authorization (shown as a “Pending” transaction) through the Organizer’s registration platform. The Organizer has up to six (6) days to review and approve or deny Vendor applications.
• If the Vendor application is approved, the Organizer will manually process and charge the Vendor for the applicable Vendor participation fee and security deposit.
• If the Vendor application is not approved, the pending authorization will automatically be released and will not result in a completed charge. Vendor understands that the timeline for the pending transaction to disappear depends on the Vendor’s bank or card issuer.
• Vendor participation is not confirmed until the Organizer provides written approval and payment has been successfully processed.
• Submission of an application does not guarantee acceptance into the event.

Food Vendors (Beverages and/or Dessert only)

• The $200.00 (Single Day) and $300.00 (Full Weekend) Vendor participation fee for food is non-refundable.
  • The participation fee secures your space at MuslimFoodies Grand Ramadan Grand Eid Bazaar 2026 and is non-refundable under any circumstances, including but not limited to Vendor cancellation, inability to attend (no-shows), or unforeseen circumstances.
  • Vendor acknowledges that all payment processing fees charged by the registration platform or payment processor (including but not limited to credit card or transaction fees) are non-refundable. Any refunds issued by the Organizer, including refunds of security deposits, will be issued net of non-refundable processing fees/tax.
• A $50.00 refundable security deposit is required at the time of registration and must be submitted alongside the Vendor fee.
  • The security deposit will be refunded within 10–15 business days after the event, provided that:
    • Vendor arrives and is fully set up by the required time (10:30 AM). Late arrival or incomplete setup beyond 10:30 AM will result in forfeiture of the $50 deposit unless the delay is caused by the Organizer, venue, or external factors beyond the Vendor’s control.
    • Vendor participates for the entire event duration (no early breakdown).
    • Vendor leaves their space free of trash, grease, and equipment.
    • Vendor causes no damage to venue property.
      • Damage includes, but is not limited to: grease/oil stains, structural damage, tent damage, or damage caused by equipment use.
    • Vendor complies with all health, safety, and event rules.
    • Failure to meet any of these conditions will result in forfeiture of the deposit.

Non-Food Vendors

• The $400.00 (Single Day) and $600.00 (Full Weekend) Vendor participation fee for non-food is non-refundable.
  • The participation fee secures your space at MuslimFoodies Grand Eid. Grand Eid Bazaar 2026 and is non-refundable under any circumstances, including but not limited to Vendor cancellation, inability to attend (no-shows), or unforeseen circumstances.
  • Vendor acknowledges that all payment processing fees charged by the registration platform or payment processor (including but not limited to credit card or transaction fees) are non-refundable. Any refunds issued by the Organizer, including refunds of security deposits, will be issued net of non-refundable processing fees/tax.
• A $50.00 refundable security deposit is required at the time of registration and must be submitted alongside the Vendor fee.
  • The security deposit will be refunded within 10–15 business days after the event, provided that:
    • Vendor arrives on time and is fully set up by the required time (10:30 AM). Late arrival or incomplete setup beyond 10:30 AM will result in forfeiture of the $50 deposit unless the delay is caused by the Organizer, venue, or external factors beyond the Vendor’s control.
    • Vendor participates for the entire event duration (no early takedown).
    • Vendor leaves their space free of trash, grease, and equipment.
    • Vendor causes no damage to venue property.
      • Damage includes, but is not limited to: grease/oil stains, structural damage, tent damage, or damage caused by equipment use.
    • Vendor complies with all health, safety, and event rules.
    • Failure to meet any of these conditions will result in forfeiture of the deposit.

9. SALES COLLECTION & DISTRIBUTION

• Vendors are required to report a sales report to the Organizer within 24 hours of conclusion of the event via email.
• Vendors must confirm what methods of payment they will be administering for the event such as cash, debit/credit card, Venmo, Zelle, CashApp for marketing purposes.
• Violation of this policy, including the acceptance of unauthorized payment methods, will result in immediate removal from the event, forfeiture of all sales proceeds held by the Organizer, and forfeiture of the security deposit.

10. INDEMNIFICATION

• Vendor assumes full responsibility for their participation in the event and agrees to indemnify, defend, and hold harmless Organizer, staff, volunteers, and the venue from any and all claims, damages, losses, or expenses — including attorney fees — arising from vendor’s participation, operations, or products, including but not limited to foodborne illness, injury, property damage, or violations of law.

11. MARKETING RIGHTS

• By participating, Vendor grants the Organizer a perpetual, worldwide, royalty-free license to use Vendor’s name, logo, likeness, and images of their products or booth for event promotion, marketing, and publicity in any media now known or later developed, without additional compensation.

12. LEGAL

• The Organizer reserves the right to issue written addendums or additional event policies at any time, including on the day of the event. Such addendums may cover health and safety requirements, Vendor placement, promotional obligations, or other operational matters. All addendums will be sent to the Vendor via the email address provided in this agreement and will be binding upon receipt.
• This Agreement shall be governed by and construed in accordance with the laws of the State of New York. Any dispute arising out of or relating to this Agreement shall be resolved exclusively through binding arbitration held in Kings County, New York, under the rules of the American Arbitration Association.
• In the event this agreement is terminated as a result of any breach by the Vendor, they shall not be entitled to any refund but shall forfeit all amounts previously paid as liquidated damages.
• Vendor shall fully indemnify and hold harmless the Organizer from any actions, suits, claims, payments, costs, or damages that may be brought against them arising from participation in the event.

13. CONDUCT

• Vendor must be professional and respectful at all times.
• Any rowdy and negligent behavior during the event will result in being asked to leave the premises.
• Vendor must keep their area presentable during the event and clean up their area completely before leaving.
• Failure to comply will result in prohibition in future events. All packaging, cardboard boxes, and other vending debris must be carried out for disposal and/or recycling.
• Although prohibited on premises, Vendor may not consume alcoholic beverages within any assigned booth space.
• Vendor must be dressed work-appropriate and modestly at all times.
• Vendor shall not play any amplified music or sound from within their allotted space during the event.

14. FORCE MAJEURE / WEATHER POLICY

• Grand Eid Grand Eid Bazaar 2026 is a rain-or-shine event. In the event of circumstances beyond the Organizer’s control — including severe weather, public safety orders, government action, natural disaster, venue closure, strikes, or other force majeure events — the Organizer reserves the right to reschedule the event. All Vendor fees will automatically be applied to the rescheduled date. No refunds will be issued for postponements.
• All Vendors are expected to come prepared with protective equipment for inclement weather when traveling.
• In the case of severe or unsafe weather conditions (as determined solely by the Organizer), the event may be postponed, delayed, or canceled.
• Should any cancellation occur: Vendor fee and security deposit will be returned (excluding payment processing fee/tax).
• The Organizer assumes no responsibility for Vendor losses resulting from weather-related issues, including but not limited to damage to equipment, loss of sales, or travel disruptions.