Vendor Guidelines

Setup & Breakdown:

• Vendor setup begins at 8:00 AM on April 26, 2025. Upon arrival, check in at the Rotary Tent to receive your space assignment.

• Setup must be completed by 10:30 AM.

• Breakdown is not permitted before 4:00 PM, when the festival officially closes.

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Parking & Vehicle Access:

• Vendor parking is available in the field next to the festival site.

• After unloading, all vendors must move their vehicles to the designated parking area before the festival starts.

• The South side of the festival area is a No Parking zone (except for unloading). Unauthorized vehicles may be towed by Winthrop management.

• The North and East sides are restricted for festival use and will be blocked off.

• Vehicles are only permitted inside the festival area during setup and breakdown for unloading and loading.

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Electricity & Equipment:

• Electricity is available by request only. You must indicate your power needs on your initial application to be assigned a space near an outlet.

• Vendors must bring their own outdoor-rated extension cords (minimum 50 feet in length).

• All cords must be securely placed to prevent tripping hazards.

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Vendor Equipment:

• Tents, tables, and chairs are NOT provided by the Rotary. Vendors are responsible for bringing their own.

• The Rotary provides seating for festival attendees only; these tables and chairs are  not for vendor use.

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Food & Beverage Policy:

• Vendors may not sell or distribute food or beverages without prior written approval from the Crawfish Festival Committee.

• This includes bottled water—no exceptions.

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Door Prize Giveaways:

• Vendors are welcome to offer a door prize giveaway at their booth.

• All giveaway entries must include a name and phone number, as winners will not be announced from the stage.

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Vendor Space Reservation - $75

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Food Vendor Guidelines 

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Refundable Cancellation Fee:

• A $50 refundable cancellation fee is required from all food vendors.

• This fee will be refunded upon arrival at the festival.

• If a vendor fails to show up, the fee will be forfeited and considered a donation to the Rotary Club of FishHawk-Riverview.

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Booth Space & Revenue Split:

• Food vendors receive a free booth space in exchange for a 30/70 revenue split on all sales made during the festival.

• Vendors must be fully stocked and provide food for the entire duration of the festival.

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Crawfish Cash System:

• All food sales must be conducted using Crawfish Cash—cash and credit card payments are not permitted at any time.

• Upon check-in at the Rotary Tent, vendors will be assigned their booth location and provided with an initial $250 in Crawfish Cash as a starting bank.

• At the end of the event, vendors must visit the accounting table to return all collected Crawfish Cash.

• The initial $250 bank will be deducted, and the remaining balance will be split 70% to the vendor and 30% to the Rotary Club.

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Food & Compliance:

• Vendors may only sell food items that have been pre-approved by the Rotary Club of FishHawk-Riverview.

• Vendors must be set up and ready by 10:30 AM and may not begin tearing down until the event ends.

• Failure to comply with these guidelines may result in removal from the festival without refund and/or denial of future applications.

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Food Vendor Reservation Fee: $50.00 (Refundable upon arrival)

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Children’s Area Vendor Guidelines 

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Vendor Fee & Refund Policy:

• The Children’s Area vendor fee is $25.00 and will be refunded at the end of the event for participating vendors.

• If a vendor does not show up, the fee will be forfeited and considered a donation to the FishHawk-Riverview Rotary Club to support local service projects.

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Eligibility Requirements:

• To qualify as a Children’s Area vendor, you must be:

  • A local charity

  • A registered 501(c)(3) nonprofit

  • An organization that benefits children

• Vendors must provide an activity and/or a take-home item for children. Acceptable activities include games, contests, or arts and crafts.

• Activities must be available for the entire duration of the festival

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Application & Setup:

• Applications will not be accepted until the $25.00 booth space fee is paid.

• Vendors must be set up and ready by 10:30 AM and may not begin tear-down until the festival ends.

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Food & Beverage Restrictions:

• Vendors may not distribute food or beverages, including water, without written permission from the Event Chair.

• Any exception requests must be submitted in writing by April 1, 2025, and will be reviewed by the Crawfish Festival Committee. All decisions are final.

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Children’s Area Vendor Fee: $25.00 (Refundable upon event participation)

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Vendor Application

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By signing below, the Vendor acknowledges receipt of and agrees to abide by the rules and restrictions set forth by the Rotary Club of FishHawk-Riverview regarding participation in this event.

• Vendors must be fully set up and ready by 10:30 AM and may not begin teardown until the festival officially ends.

• Vendors are not permitted to distribute food or beverages, including water, without written approval from the Event Chair.

• Any exception requests must be submitted in writing and will be reviewed by the Crawfish Festival Committee. All decisions are final.

• Failure to comply with these guidelines may result in application denial or removal from the festival grounds without refund.

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Payment & Registration Details

• Make checks payable to: The Rotary Club of FishHawk-Riverview

• Mail the completed form and payment to:
  The Rotary Club of FishHawk-Riverview
  Attn: Rick Andrews
  PO Box 2567
  Riverview, FL 33568

• For questions about business exhibits, contact:

  • Holly Hollenbeck

    • Email: holly@customlightstampa.com

    • Phone: 813-703-5529

  • Christopher Jones

    • Email: terptime@gmail.com

    • Phone: 813-267-0107

• Limited vendor spaces are available. Vendors must provide their own tables, chairs, canopy/tent, electrical cords, and weights.

• For event details, visit our website: www.luvcrawfish.com

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Vendor Fees

✅ Vendor Space: $75.00
✅ Food Vendor Reservation: $50.00 (See guidelines for details)
✅ Children’s Area Vendor Reservation: $25.00 (See guidelines for details)

💳 Online payment available!