2025 Vendor Information

Deadlines:

March 31 for Returning Vendors who wish to have the same booth/area space will receive priority app and fees due.
New Vendor payments due 30 days after invoice sent (expect in April/May)

July 31 Insurance due

*Booth spaces are not guaranteed unless fees and insurance are received by the dates above. There are NO Refunds.

Food Service FAQs, Fire Department guidelines and requirement documents at bottom of page

Questions? Email: vendors@beavercreekpopcornfestival.org

Date of Festival: Saturday and Sunday September 6 & 7, 2025. (Weekend after Labor Day)

Times: Saturday 10 am to 8 pm and Sunday 11 am to 6 pm

Location: Dayton-Xenia Rd. Between North Fairfield Road and Meadowbridge Dr.

Booth Size: 15 ft wide (across) and 10 ft deep (out from curb)

Fee: See application for details

Terms and Conditions

Application

Completed application, Pictures (if a new booth), Payment of fees (cash, check, money order), Insurance* (see below). You will receive an acknowledgment of receipt of Application. It will be evaluated. A Confirmation of Acceptance after approval will be sent to you. If not accepted, you will receive a refund (or your check returned to you.) If deadlines are not met, spaces can be sold to other vendors.

Awards

• Service awards for 5 year increments

• Criteria: Decoration, Clear Readable Signs, Neatness and Cleanliness, Display and Layout, Popcorn products (food booths)

Booths

• Booth set up times for the festival will be sent in August. During the festival hours, all booths need to be manned.

• Food booths need to provide a popcorn item (exception: beverage only booths)

• Theme for booths should be family oriented

• No vendor can be guaranteed exclusivity on space or product.

• Booths and trailer may NOT protrude into pedestrian area.

• DISPLAY BOOTH NUMBER ON FRONT AND BACK OF BOOTH—CLEARLY VISIBLE

Date and Time

• Saturday, September 6, 2025 from 10 AM to 8 PM

• Sunday, September 7, 2025 from 11 AM to 6 PM

Driving

Allowable driving times are Saturday until 9 AM  and after festival guests have departed. Sunday until 10 AM and after festival guests have departed. THIS IS A CITY ORDIANCE—NO DRIVING DURING THE FESTIVAL.

Electrical

• All electrical equipment must be compatible with Ground Fault Interrupt (GFI)

• Extension cords: 12 gauge, 100 feet and taped down.

• Special receptacles provided by vendor

Emergency

FOLLOW THE DIRECTIONS OF THE EMERGENCY PERSONNEL:

Beavercreek Police, Beavercreek Fire, Beavercreek COPP, Beavercreek City and Beavercreek Popcorn Festival Committee.

Facilities

• Vendor is renting booth space. All other facilities provided by vendor. Lights are not necessary as festival closes before dark.

• Vendors provide their own booth structure, tents, trailers and licenses or permits that apply

Fees

• Returned check charge is $35.

• No refunds can be given for withdrawal from the Festival.

• Grease spots or trash cleaned by Beavercreek City are $50.

Food Vendors

All booths have to comply with the Greene County Combined Health requirements and pass inspection. License information and compliance requirements are on their website: Temporary Food Operations 

Give-a-Ways/Handouts/Solicitation

• Must be approved by BPF committee before the festival.

• Must be confined to booth area.

• If literature becomes a problem, you will be asked to stop handing literature out to guests.

Insurance*

• All vendors are required to carry commercial general liability insurance for the festival weekend with liability limits no less than $1,000,000. You must provide a certificate of insurance no later than July 31 naming the Beavercreek Popcorn Festival, Inc. as an Additional Insured, as well as the Certificate Holder (Beavercreek Popcorn Festival, Inc., 789 Orchard Lane, Beavercreek OH 45434).  Certificate of Insurance must be on an Acord 25 form and must be signed at the bottom.

• While not officially endorsed, small vendors have recommended ACT insurance who provide reasonable rates and an easy application: direct link

Local Businesses

• Please be respectful of our local businesses as they graciously consent for us to have this Festival.

• Some businesses stay open during the Festival. Do not move cones or other items belonging to local businesses.

• DO NOT use the local business’ private property as that is not in your contract including their water and electricity.

Location

Dayton Xenia Road between North Fairfield Rd. and Meadowbridge Rd., Rodenbeck Rd., Shoup Park, and parking lots of adjacent businesses.

Prohibited

Any illegal substances or activities. Police are on the premises at all times. Alcohol is permitted in designated area ONLY!

Safety

• No generators allowed

• Tents must be grounded with 50 pounds weights on each leg

• Fire Extinguishers, charged and working with 10-20 pounds pressure are required for all booths with electrical, gas or fire usage

• No driving during the festival.

• Comply with all Fire Department Rules and Regulations -- Attached Below

Security

Overnight roving security is provided. However, use sound judgment on anything left in your booth. Festival is not liable for theft or damage.

Gutters

No grease or water is to be put into city storm drains.

Trash

There are dumpsters available. Please use the dumpsters as the trash receptacles are for our Festival guests.

Water

Available at a fire hydrant on Rodenbeck at the top of the hill.  Vendors are responsible for their own portage.

Questions? Contact by email at vendors@beavercreekpopcornfestival.org

*NOTICE—THE BEAVERCREEK POPCORN FESTIVAL

Its officers, committee members and sponsors shall not be held responsible for and shall be held harmless from any claim for loss, damage or injury to any goods or property, or to any persons for any reasons whatsoever, during the occupancy of space as provided in this agreement or in any connection with the Beavercreek Popcorn Festival.  Reserves the right to select or reject any vendor or product for the Festival.

Your payment is your signature of acceptance to the Vendor Contract and Terms and Conditions.

If you have any questions about booth space, e-mail us at: vendors@beavercreekpopcornfestival.org

Send payment to: Beavercreek Popcorn Festival, c/o City of Beavercreek Parks Department, 789 Orchard Lane, Beavercreek OH 45434.

Greene County Public Health Temporary Food Operations Webpage