Vendor Agreement | Long Beach Pride

In plain language

This agreement covers every vendor at the Long Beach Pride Festival at Marina Green Park: vendors, brand activations, food booths, food trucks, the Leather Expo and information booths.
Applying doesn’t guarantee a booth. Fees are due only after you’re accepted.
You get your own State and City permits: a CDTFA seller’s permit and a City of Long Beach Special Event Vendor Permit for everyone, plus a Long Beach Health permit if you serve or sample food or drink.
Every tent needs a flame-retardant certificate. Cooking, propane and generators follow Long Beach Fire Department rules.
No foam foodware, no plastic bags, no alcohol, tobacco, vape, cannabis or hemp products, and surplus food is donated, not thrown away.
You carry insurance that names Long Beach Pride and the City of Long Beach.
Questions: boothvendors@longbeachpride.com.

This summary is a guide. The sections below are the agreement.

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1. About this agreement

1.1This Vendor Agreement is between Long Beach Lesbian & Gay Pride, Inc. (“Long Beach Pride”, “we”) and the business, organization or person named on the vendor application (“you”, the “Vendor”).
1.2It applies to the Long Beach Pride Festival at Marina Green Park, Long Beach, California, including load-in, event days and load-out (the “Event”), and to every vendor category: vendors, brand activations, food booths, food trucks and trailers, the Leather Expo, and information and health booths.
1.3Your application, your acceptance email or invoice, this agreement and the vendor guide we send before the Event make up the whole agreement. If they conflict, this agreement controls, except that a permit condition set by a government agency always controls.
1.4Typing your name in the signature field of the application is your electronic signature and has the same effect as a handwritten one under the California Uniform Electronic Transactions Act (Civil Code §1633.7). We record the date, time, IP address and approximate location with it.
1.5Long Beach Pride holds the City of Long Beach special event permit for the Event. Conditions the City places on that permit apply to you as well, and this agreement passes them on.

2. Applications, acceptance and booths

2.1Applying doesn’t guarantee a space. We choose vendors for the Event’s mix, safety, layout and mission, and we may decline any application.
2.2Your booth location, size and hours are set in your acceptance email and the vendor guide. We may move or resize a booth for safety, fire lanes, accessibility or permit conditions.
2.3Your space is for the business and products described in your application. You may not share, sublet or transfer it, or sell products you didn’t list, without our written approval.
2.4Information boothsNonprofit rates and information booths are for organizations that can show their status, such as an IRS determination letter.

3. Fees and payment

3.1Booth fees are due only after acceptance, in the amount and by the date on your invoice. Unpaid booths may be released to the waitlist.
3.2Our booth fee doesn’t include government permits, licenses or taxes. Those are paid by you directly to the agency (section 4).
3.3Fees are non-refundable once paid, except that we refund booth fees in full if we cancel your booth for reasons other than a breach of this agreement, or if we cancel the Event before it opens.
3.4If we close your booth for breaking this agreement or a permit condition, fees are not refunded.

4. Permits, licenses and taxes

You’re responsible for your own permits. Keep copies at your booth.

4.1State sales tax. If you sell anything taxable, hold a California seller’s permit from the CDTFA. Sellers without a permanent permit need a free temporary seller’s permit; sellers with a permanent permit add a sub-permit for the Event location. You report and pay your own sales tax.
4.2Seller information for the organizer. State law lets the CDTFA require event organizers to collect each seller’s permit number, or a statement that nothing sold is taxable (Revenue and Taxation Code §6073). Give us that information on form CDTFA-410-D, or in the form we send, before load-in.
4.3City of Long Beach Special Event Vendor Permit. Everyone vending, selling or displaying items at the Event needs this permit from the City’s Business License office, applied for at least 10 business days before the Event and charged per booth, per day. Vendors found without one on site pay the City’s field collection fee, and you agree to reimburse any non-compliance fee the City charges us for your booth.
4.4Nonprofits. Charitable, religious, educational and similar nonprofits may be exempt from the City business license tax but must still apply. Accepting money on site in any form, including donations, raffles or auctions, also needs a Charitable Solicitation Permit from the Long Beach Police Department.
4.5Food boothsFood trucksBrand activationsFood, drink and samples need a Long Beach Health permit (section 5). Long Beach has its own health department and does not accept Los Angeles County health permits.
4.6VendorsBrand activationsLeather ExpoMassage or bodywork needs our prior approval and a City of Long Beach massage license or permit.
4.7Permit fees are set by the City and State and change each fiscal year. Check the current amounts with the agencies listed in section 19.

5. Food and beverage

For food booths, food trucks and trailers, and any booth that sells, samples or gives away food or drink.

5.1Health permit. Apply to Long Beach Health and Human Services, Bureau of Environmental Health, at least two weeks before the Event, with your booth diagram and equipment list. Late applications pay the City’s penalty. Booths that hand out samples need the permit type for samples.
5.2Approved sources. All food comes from an approved source. Nothing is stored or prepared at a private home, except that nonprofits may offer non-potentially hazardous beverages and baked goods for fundraising as State law allows.
5.3Temperatures. Keep cold food at 45°F or below and hot food at 135°F or above, with a probe thermometer in the booth. Leftover hot, potentially hazardous food isn’t resold the next day.
5.4Storage and ice. All food, drink and single-use items sit at least 6 inches off the ground. Ice used to cool products is never served, and ice scoops are not stored in the ice.
5.5Handwashing and water. Every booth handling unpackaged food has its own hand-wash station inside the booth: a gravity-fed tank with warm water (100–108°F), a catch basin, liquid soap and paper towels. Bring enough potable water (at least 20 gallons per booth per day) filled through a food-grade hose.
5.6Wastewater. Waste-water tanks hold at least 1.5 times your potable water. Never pour anything on the ground or into a storm drain.
5.7Food boothsBooths preparing or serving unpackaged food are fully enclosed: four sides of solid material or fine screen, a solid top, and a cleanable floor such as tarp or plywood over the grass, with pass-through windows no larger than the health permit allows. Prepackaged-only booths keep overhead protection where the inspector requires it.
5.8Booth sign. Display your business name in letters at least 3 inches high and your city, state and ZIP code in letters at least 1 inch high, in a contrasting color.
5.9People. Food handlers you employ hold a valid California Food Handler Card. Someone in charge at every booth can show the inspector good food-safety knowledge. No smoking in or near the booth, and no animals within 20 feet of food.
5.10Food trucksFood trucks and trailers hold a current Long Beach Health permit and Long Beach business license, operate from an approved commissary as State law requires, and have a Certified Food Protection Manager when handling potentially hazardous food.
5.11Surplus food. In accordance with California state law SB 1383, any vendor selling or providing food at the Event is prohibited from throwing away edible food and must instead donate any surplus recoverable food. We’ll explain how to take part in the Event’s food recovery program before the Event. Donors are protected by the California Good Samaritan Food Donation Act.
5.12Prices and tax. Post your prices. Food sold inside an event that charges admission can be taxable even when it would usually be exempt; check with the CDTFA.

6. Tents, cooking and fire safety

Long Beach Fire Department rules for special events. Fire inspectors may close any booth that isn’t safe.

6.1Flame-retardant tents. Every tent, canopy, tarp and decoration is flame-retardant, with a permanently attached label and its flame-retardant certificate kept at the booth. California State Fire Marshal registration applies to treated fabrics.
6.2Anchoring. Anchor every tent and canopy as its manufacturer specifies, using the weights described in the vendor guide. Water-filled weights are not allowed unless approved. Don’t drive stakes into the turf unless we approve it in writing.
6.3Fire extinguishers. Tents carry a 2A:10BC extinguisher (two for tents between 500 and 1,000 square feet). Every cooking area, generator and place using flammable liquids has at least one 10BC extinguisher, and grease cooking has an extinguisher approved for grease fires.
6.4No smoking in any tent or booth. Post “No Smoking” signs where the fire department requires them.
6.5Food boothsFood trucksBrand activationsCooking that makes flame, heat or grease vapor needs fire department approval and stays at least 20 feet from tents open to the public. Fryers sit at least 18 inches from your tent wall and barbecues at least 10 feet away, on a noncombustible surface, with a noncombustible lid on hand for oil.
6.6Food boothsFood trucksBrand activationsPropane (LPG) cylinders stay outside the tent, upright and secured against tipping, protected from people and vehicles, with approved hoses and guarded valves. Portable propane heaters are not allowed inside tents. Store flammable liquids at least 50 feet from tents.
6.7Generators and power. Generators sit at least 20 feet from tents, fenced or guarded at least 3 feet away, each with its own extinguisher. Generators, temporary lighting and outlets need a City electrical permit and inspection before opening. Cords in public areas are covered, and all equipment is rated for outdoor use.
6.8Fire lanes. Keep the 20-foot fire lanes clear at all times. Nothing is placed, parked or stored in a fire lane.

7. Waste, foodware and the environment

7.1Food boothsFood trucksBrand activationsNo expanded polystyrene (foam) or rigid polystyrene foodware. Foodware for prepared food is recyclable or compostable (Long Beach Municipal Code Chapter 8.63).
7.2Food boothsFood trucksBrand activationsStraws and utensils are given only when a customer asks. Straws are not plastic or bioplastic, except that plastic straws are available on request for people with disabilities.
7.3No single-use plastic carryout bags.
7.4The Event separates waste into trash, recycling and food scraps. Sort your booth’s waste into the right bins and keep your area clean during the Event.
7.5Leave your space as clean as you found it. Cleanup or damage costs from your booth are billed to you.
7.6Nothing goes into storm drains, onto the ground or onto the beach.

8. Prohibited and restricted items

8.1Alcohol. You may not sell, serve, give away or sample alcohol. Alcohol at the Event is served only under Long Beach Pride’s own ABC license, in controlled areas.
8.2Tobacco and vape. No tobacco, nicotine or vape products or paraphernalia may be sold, sampled or given away. Long Beach bans flavored tobacco sales, and event tobacco sales need a separate City permit we don’t offer.
8.3Cannabis, CBD and hemp. No cannabis, CBD or industrial hemp products may be sold, sampled or given away.
8.4No weapons, fireworks, explosives, or items made to look like them.
8.5No counterfeit or infringing goods. You confirm you have the rights to everything you sell or display.
8.6No use of the Long Beach Pride name, logos or artwork on products or signs without our written permission.
8.7No products, signs or materials that demean people for their sexual orientation, gender identity, race, religion, disability or any other protected characteristic.
8.8Raffles, auctions, donation drives and live animals need our prior written approval and any permit they require.

9. Brand activations

9.1Your activation is built to the approved footprint, design and site plan. Structures, stages or platforms need our approval and any City building permit they require.
9.2Product sampling of food or drink follows section 5 and needs the health permit for samples. Alcohol sampling is not allowed (section 8).
9.3If you collect names, emails or other personal information, tell people clearly what you collect and why, get their consent, and follow California privacy law. Don’t collect information from minors.
9.4Amplified sound, lighting effects, inflatables, giveaways that draw crowds, and roaming staff need our prior approval.

10. Leather Expo

10.1The Leather Expo is an 18-and-over area with ID checks at the entrance. You don’t sell, show or give adult items to anyone under 18 (California Penal Code §313.1).
10.2Sexually explicit images or products are not visible from outside the Expo area or from all-ages paths.
10.3Demonstrations need our prior approval and take place only where and when we allow. Consent comes first: no one is touched, restrained or photographed without clear permission.
10.4The rest of this agreement applies in full, including permits, tents, insurance and prohibited items.

11. Information and health booths

11.1Information booths share their organization’s mission and services. Selling goods or accepting money needs the permits in section 4.
11.2HIV, hepatitis C and STI testing is done only by staff trained and authorized as California law requires, including counselors trained through a course approved by the California Department of Public Health Office of AIDS, under the supporting laboratory’s CLIA certificate (Health and Safety Code §120917).
11.3Testing is voluntary. Consent is documented and people may decline, and results come with the counseling State law requires (Health and Safety Code §120990).
11.4Results and personal health information stay confidential and private, with a private space for results, and are never disclosed without the person’s written authorization (Health and Safety Code §120980).
11.5Health screenings, vaccines or other clinical services need our prior approval and any license or authorization they require.

12. Running your booth

12.1Load in and out only during your assigned times. Vehicles leave the grounds before gates open and enter only after we clear them to.
12.2Your booth is open and staffed for the Event’s full hours. Don’t pack up early unless we tell you to.
12.3Your booth is accessible: a clear, level way in, a service point people using wheelchairs can reach, and nothing blocking paths of travel.
12.4Amplified sound only if we approve it, kept to the level our staff set.
12.5Signs, banners and flags stay inside your space. Nothing is attached to City poles, trees or property.
12.6Follow directions from Long Beach Pride staff, the City, the Fire Department, Long Beach Police and the Health Department. Private security at your booth needs our approval, a City business license and guard cards. No armed security.
12.7Everyone at your booth treats guests, volunteers and other vendors with respect and follows our community standards.

13. Insurance

13.1You carry, at your cost, commercial general liability insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate.
13.2Food boothsFood trucksBrand activationsIf you sell or give away food or drink, products liability of at least $1,000,000.
13.3Auto liability of at least $1,000,000 combined single limit if you bring vehicles onto the grounds, and workers’ compensation as California law requires if you have employees.
13.4Additional insureds: Long Beach Lesbian & Gay Pride, Inc., and the City of Long Beach, its officials, employees, agents and volunteers. Your coverage is primary and non-contributory, with separation of insureds.
13.5Insurers are admitted in California or rated A:VIII or better. Send your certificate and endorsement by the date in your acceptance email, and keep coverage in force from load-in through load-out.

14. Responsibility and indemnity

14.1You’re responsible for your booth, products, equipment, staff, volunteers and guests you bring. Long Beach Pride and the City aren’t responsible for loss, theft or damage to your property, including from weather.
14.2You will defend, indemnify and hold harmless Long Beach Pride, the City of Long Beach, and their officers, directors, employees, agents and volunteers from claims, costs and losses arising from your participation, your products or your breach of this agreement, except to the extent caused by their own gross negligence or willful misconduct.
14.3You pay any fine, fee or penalty a government agency charges because of your booth.
14.4You’re an independent business. Nothing here makes you an employee, partner or agent of Long Beach Pride.

15. Changes, weather and cancellation

15.1We may change the layout, hours or booth locations, or pause the Event, for safety, weather or permit conditions.
15.2Neither of us is responsible for failing to perform because of events beyond reasonable control, such as severe weather, emergencies, government orders or public health restrictions. If the Event is cancelled for these reasons, section 3 applies to booth fees.
15.3If you need to cancel, tell us in writing as early as you can so we can offer the space to the waitlist.

16. Breaches and removal

16.1If you break this agreement, a permit condition or the law, we may ask you to correct it, remove items, close your booth or remove you from the Event, without a refund.
16.2Serious or repeated problems may affect future applications.

17. Photos, media and your information

17.1The Event is photographed and filmed. You allow Long Beach Pride to use images of your booth and signage to promote Long Beach Pride. We won’t use your logo as an endorsement without your permission.
17.2We use your application information to review your application, run the Event, meet permit and tax obligations (including sharing seller information with the City and the CDTFA when required) and contact you about future events. We handle it as described in our privacy policy.

18. General terms

18.1California law governs this agreement. Disputes are heard in the courts of Los Angeles County.
18.2If any part of this agreement can’t be enforced, the rest still applies.
18.3You may not assign this agreement. We may update it for future seasons; the version in effect when you sign applies to you.
18.4Notices to Long Beach Pride go to boothvendors@longbeachpride.com. Notices to you go to the email on your application.

19. Permits and where to get them

Fees and forms change each year. Check with each office directly.

19.1Special Event Vendor Permit — City of Long Beach Business License, 411 W. Ocean Blvd., 2nd floor, (562) 570-6211, FM-SpecialEventApps@longbeach.gov. Special event vendor permits.
19.2Seller’s permits — California Department of Tax and Fee Administration (CDTFA), 1-800-400-7115. Temporary sellers.
19.3Food boothsFood trucksBrand activationsHealth permits — Long Beach Health and Human Services, Bureau of Environmental Health, 2525 Grand Ave., Room 220, (562) 570-4132, EnvironmentalHealth@longbeach.gov. Temporary food facilities.
19.4Tents, cooking and generators — Long Beach Fire Department, Fire Prevention, 3205 Lakewood Blvd., (562) 570-2563. Forms are on the City’s special events forms page.
19.5Special events — City of Long Beach Special Events & Filming, (562) 570-5333, EventPermits@longbeach.gov.
19.6Charitable solicitation — Long Beach Police Department, Vice Investigations, (562) 570-7219.
19.7Food boothsFood trucksBrand activationsFoodware and food recovery — Long Beach Recycles, (562) 570-2876, eventrecycles@longbeach.gov.

Agreeing to these terms. You accept this agreement when you check the agreement box and sign your vendor application. When you submit, you can download your signed copy and your application record, each marked with your application ID. The Download PDF button above has the official blank copy.

Questions about the agreement: boothvendors@longbeachpride.com.

Vendor Agreement.