Please review the following Terms and Conditions for the Northeast Chocolate and Coffee Festival, taking place August 29, 2026, at the Marriott in Lancaster, PA.
Core Contractual Agreements
– Mandatory Sampling: Food and beverage vendors must provide guest samples. This is a critical component of the event with no exceptions.
– Operational Agreement: You agree to have your booth fully staffed, continue sampling, and greet guests until the official end of the event, even if you run out of products to sell. Early breakdowns are not permitted.
– Booth Aesthetics: Booths and surrounding areas must look professional, clean, and well-organized.
-Please acknowledge that you have read, understand and agree to all health & safety requirements of The North East Festival as follows: 1) Vendors with readily perishable products must maintain safe temperatures at all times. You must have adequate equipment to maintain safe food temperatures. An accurate metal stem probe thermometer must be used by those vendors who need to ensure that hot foods are maintained hot (above 140 degrees Fahrenheit) and cold foods are kept cold (below 45 degrees Fahrenheit). 2) Ready-to-eat foods and product samples must be handled by food workers wearing disposable gloves. Tongs or spatulas are acceptable alternatives to gloves, when appropriate. 3) All food must be protected from dust, sneeze exposure, hair and handling by customers at all times. Plastic wrap, tempered glass or Plexiglas coverings should be used, if appropriate, and/or products should be kept at an adequate distance to prevent such exposure. Hats and beard nets should be used, as needed.
Financial and Administrative Terms
– Non-Refundable Fees: All vendor tables fees are strictly non-refundable.
Placment of table selection will be made solely by the festival management
– Paperwork Deadlines: All required documents—including Certificates of Insurance (COI), kitchen licenses, and health permits —must be submitted at the time of application.
– Prohibited Products: CBD, alcohol-infused products, and tobacco are explicitly prohibited due to insurance restrictions. Business operations under the Cottage Act are also not permitted to exhibit.
– Insurance Requirements: Exhibitors must obtain insurance to cover personnel, materials, and equipment for the duration of the event (including move-in and move-out). A COI must name the Retailers Association of Philadelphia and Northeast Chocolate and Coffee Festival as “additional insured.”
– Certificate Holder: Retail Confectioners Association of Philadelphia, 30 E Oakland Ave, Doylestown, PA 18901.
Facility and Safety Requirements
– Compliance: Exhibitors must obey all local, state, and federal laws, ordinances, and fire/police regulations, as well as the rules of the venue and local unions.
– Exhibitors are responsible for collecting and reporting taxes as outlined by the state of Pennsylvania.
– Photo Release: Participation includes consent for the organizers to use images or videos of your table and products for future promotional purposes.
– Communication: By submitting your application, you consent to receive email updates and offers regarding this, and other events managed by the Retail Confectioners Association of Philadelphia, Northeast Chocolate & Coffee Festival, and Jeri Glyn Studios. You may opt out of these communications at any time.
Miscellaneous
These Terms & Conditions supersede all previous negotiations or understandings. If any provision is found to be unenforceable by a court of law, the remainder of the agreement shall remain in full effect.