Concession Opportunities - 2025

HEARTS in the Park: A PortFest Event
2025 - Food Concession Opportunities

Food Vendor - Cost to be announced

Cold Food Options Only
10'x10' Concession Area.
Priority Logo Placement on Website, Social Media, Mass Emails, and Banners.
Emcee Recognition from Event Main Stage.
1 Full Color 18"x24" Weather Resistant Lawn Sign with Logo.
*We do not provide electricity - cart must be self-powered/cooled to operate*

**In the event of inclement weather, the events will be moved indoors. As a result, we will not be able to feature food vendors indoors, and HEARTS will refund food vendor sponsorship fee of $150.**

Food Vendor Sponsorship Level*

Select below *

Food Vendor - $TBD

* Indicates required field

Name *

First

Last

Organization Name *

Email *

Website *

Street *

City *

State *

Zip *

Contact Info

Phone Number *

Alternate Phone Number *

HEARTS Account Representative (If Applicable): *

Requirements

Choose All That Apply *

Water

Instructions: check both boxes if you plan to pay by check *

Make checks payable to Hearts PW and mail to: HEARTS, P.O. Box 1192, Port Washington, NY 11050 When you press submit at the end of this form, you will be directed to our Square Store. If you are planning to pay by check, IGNORE this step

Pay by Check

Pay by Credit Card

To pay by credit card, complete and submit this form. You will be redirected to our secure online store where you can select a sponsorship level (product) and enter your credit card info.

Logo

Upload File: Vector or similar Hi Resolution image *

Max file size: 20MB

Upload File: JPEG, GIF or PNG *

Max file size: 20MB

Vendor Agreement

All vendors must understand that the following items need to be in place (if applicable) at the time of the event.

Insurance Certificate - Vendor must provide a current insurance certificate evidencing General Liability insurance coverage including the Port Washington Water Pollution Control District as an additional named insured in compliance with the "Sample Insurance Agreement - Use of Facilities" information provided.

Health Department Permit - Vendor is responsible for obtaining all necessary vendor permits, paying all permit fees and meeting all stated food safety requirements of the Nassau County Health Department. Note that the application for a special event permit must be submitted to the Nassau County Health Department at least 5 business days prior to the scheduled event.

Tent Permit - If Vendor will be providing a tent larger than 10'x10' (by approval) they are responsible for providing flameproof certification and obtaining a tent permit from the Nassau County Fire Marshal.

Fire Safety and Permits - If Vendor will be performing any on-site cooking they will be responsible for all safety measures including cordoning off the area with caution tape, providing fire extinguishers, fire suppression blanket, and water bucket.

Health and Safety Permits - Vendor is responsible for meeting all stated food safety requirements of the Nassau County Health Department and for obtaining all necessary permits and paying all necessary permit fees. An application for a special event permit must be submitted to the Nassau County Health Department at least 5 business days prior to the scheduled event (i.e. no later than May 10, 2025)

Beverage Restrictions - Vendor understands that they are restricted from selling water, sports drinks or fruit juices, as PortFest organizers will provide these items. Vendor may provide carbonated beverages, iced tea and other hot and/or cold beverages. Alcoholic beverages are prohibited on school grounds.

Hold Harmless and Indemnity Clause - Vendor, its officers, members and employees shall, through the signing of this document by an authorized party or agent, indemnify, hold harmless and defend HEARTS of Port Washington, PortFest, Port Washington Water Pollution Control District, and, the town of North Hempstead, Port Washington, their agents and employees from all liability, judgements, suits, costs and actions, including attorneys' fees and all costs of litigation of every kind and description brought or rendered against said parties as a result of loss, damage, or injury to persons (including death) or property by reason of any act or failure to act by the Vendor, its officers, members, and employees.

Please Select *

By checking this box I agree to everything stated in the above Vendor Agreement (esp. the Hold Harmless and Indemnity Clause) and understand that I am responsible for all applicable permits, certificates, etc.

*All food vendors must apply for or show proof of Nassau County Food Establishment Permit
https://www.nassaucountyny.gov/3050/Permits--Food-Service-Establishment

Deadline for All Enrollments, Artwork and Payment is May 1, 2025

HEARTS Mass Emails reach 2,500+ local supporters
HEARTS Social Media reaches 1,500+ local friends & followers
PortFest website placements are guaranteed through September 1, 2025
Enroll early to participate in multiple pre-event promotional opportunities!
For more information about becoming a PortFest Event Sponsor/Exhibitor email us at [email protected]

HEARTS is a registered 501(c)3 non-profit charitable organization.
 We appreciate your commitment to Helping Enrich the Arts in Port Washington

By submitting this form I agree that I have read the rules and do hereby agree to abide by them and further to hold HEARTS of Port Washington including all agents, officers and board free from any and all liability. By submitting this application, I give HEARTS the right to use my name, images and/or media for any promotional reason(s).

Submit

Event Name: PortFest 2025 Music, Arts and Community Festival
Place of Engagement: Sousa Bansdshell, Sunset Park, Port Washington, NY
Date & Hours of Engagement: Sunday, May 17, 2025 12 noon to 5pm (Indoor rain location available, as needed)
Time of Arrival: Unloading by 10:00am; Set-Up by 11:00am; Breakdown & Cleanup by 6::00pm
Exhibition Area: HEARTS will provide designated areas and map of exhibitors. Sponsor/Exhibitor is responsible for clean up of exhibit area at the end of the festival.
Equipment: Sponsor/Exhibitor is responsible for any necessary labor, materials, supplies (e.g. fixtures, supplies, extension cords, tarps, ropes, staple guns, tie wraps etc.) that they may need to operate their exhibit.
Tents: Sponsor/Exhibitor shall provide tent/canopy up to 10’ x 10’ at their own discretion and expense. HEARTS can only provide tent/canopy to Presenting, Platinum, Gold, Silver, and Bronz Exhibiting Sponsors as specified on the “PortFest 2025 Music, Arts and Community Festival - Sponsor, Vendor & Exhibitor Information” form.
Furniture: HEARTS shall provide Sponsor/Exhibitor with display table(s) and chair(s) to the extent possible as specified on the “PortFest 2025 Music, Arts and Community Festival - Sponsor, Vendor & Exhibitor Information” form.
Cancellations: No cancellations or refunds less than 30 days prior to the event.
Payment: Payment in full is due upon enrollment and no later than May 1, 2025.

Indemnification
All sponsors/exhibitors, their officers, members and employees shall, through enrolling as an event sponsor by an authorized party or agent, indemnify, hold harmless and defend HEARTS of Port Washington, PortFest, Port Washington Union Free School District and, the Town of North Hempstead, Port Washington, their agents and employees from all liability, judgments, suits, costs and actions, including attorneys' fees and all costs of litigation of every kind and description brought or rendered against said parties as a result of loss, damage, or injury to persons (including death) or property by reason of any act or failure to act by the Sponsor/Exhibitor, its officers, members, and employees.

HEARTS in the Park: A PortFest Event​2025 - Food Concession Opportunities