Your browser is not supported for this experience.
We recommend using Chrome, Firefox, Edge, or Safari.

GrapeFest® Food Vendor Info

GrapeFest® features a wide variety of products and businesses, ranging from food, artists, clothing, hand-crafted gifts, wine accessories and more. We would love to help you showcase your product and services.

Vendor applications for the 39th Annual Grapefest^®are now open. Applications will close July 10, 2025 at 5 p.m.

IMPORTANT: For best results, please make sure you fill this application out while on a computer, not on a mobile device. If you are having issues submitting the form, try clearing your browser's cookies and cache or switching to another browser.

Vendor descriptions:
Commercial Food Vendor – Any business or organization serving and selling food or drink that will be consumed on site, including food trailers, food carts or tents and concessions stands. Food vendors may only sell non-alcoholic drinks, such as soda, smoothies, lemonade, coffee and tea. This applies to any vendor selling pre-packaged food.

Grapevine Civic/Non-Profit Food Vendor – Any approved non-profit organizations or civic group serving and selling food or drink that will be consumed on site, including food trailers, food carts or tents and concessions stands. Food vendors may only sell non-alcoholic drinks, such as water, soda, smoothies, lemonade, coffee and tea. This applies to any vendor selling pre-packaged food.

For any questions, please call Kassidy Hill at 817.410.3125 or email her at khill@grapevinetexasusa.com.

Hold Harmless Form to Submit

W9 Form

Agree

I agree to the following:

Cancellation Policy:
Cancel prior to August 1, 2025 - 100% refund
Cancel on or before August 7, 2025 - 50% refund
Cancel after August 7, 2025 - No refund

GrapeFest is an outdoor event and there are no refunds for inclement weather.

All cancellations must be in writing and emailed to khill@grapevinetexasusa.com.

ALL VENDORS are required to be open during festival hours:
Thursday, September 11: 11 a.m. - 10 p.m.
Friday, September 12: 11 a.m. - 11 p.m.
Saturday, September 13: 11 a.m. - 11 p.m.
Sunday, September 14: 11 a.m. - 6 p.m.

I agree to the Cancellation Policy and Required Hours To Be Open above.

Company Contact Info

Company*:

First Name*:

Last Name*:

Address 1*:

Address 2 (If Needed):

City*:

State*:

Zip Code*:

Business Phone*:

Cell*:

Phone Number During Festival*:

Email*:

Web URL*:

Vendor Agreements

Copy of Sales Tax Permit must be included with application. All sales tax collected from sales at GrapeFest must be paid to the State of Texas Comptroller's Office. (Please check box to confirm)

I authorize Festival Management to share my contact information with anyone inquiring about my product after the festival. (Please check box to confirm)

I am responsible for submitting my Temporary Food Permit to Tarrant County by August 7, 2025 if accepted. (Please check box to confirm)

Number of times you have been an accepted vendor at GrapeFest in Grapevine*:

First time applying?*:

Yes No

If this is your first time applying, copy of W-9 must be included with application. (Please check box to confirm)

Upload W-9 Form:

Menu Items

Provide a description of menu items, (limited to 200 characters) including portion size and price. All soft drinks and bottled water will be sold for no more than $3. If additional space is needed, please attach a separate file with additional information. In trying to remain a family-friendly festival, we strive to maintain fair festival pricing along with portion control.

Only approved items shall be sold at the festival at the agreed prices.

Item 1*:

Item 1 Price*:

Item 2*:

Item 2 Price*:

Item 3*:

Item 3 Price*:

Item 4*:

Item 4 Price*:

Item 5:

Item 5 Price:

Item 6:

Item 6 Price:

Item 7:

Item 7 Price:

Item 8:

Item 8 Price:

Item 9:

Item 9 Price:

Item 10:

Item 10 Price:

Submit Photos

You must enclose high-res, updated and clear photos (no larger than 300 dpi) of featured items to be sold and your booth setup with the application. Photos submitted should showcase the quality of the product and booth setup that you intend to use. Photos will be retained by the Grapevine Convention & Visitors Bureau. These photos are viewed by the selection committee to determine the vendors that are selected. Photos must not be AI generated or stock photos. Applications without attached photos that accurately show booth setup and products are less likely to be selected to participate in GrapeFest. This includes vendors that have been previously selected.

Upload 1*:

Upload 2*:

Upload 3*:

Upload 4*:

Upload 5:

Upload 6:

Logistics

Please complete all information below.

Do you have a trailer?*:

Yes No

Is the tongue detachable?:

Yes No

If yes, what are the dimensions including the tongue?:

Where is your service window located?*:

Do you have a booth?*:

Yes No

If yes, what are the dimensions:

Do you have a food truck?*:

Yes No

If yes, what are the dimensions:

Where is your service window located?*:

Fees

How many credit card/clover machines do you need? (At least 1 is required)*:

Vendor Type

Please select one:*:

Payment Type Due Upon Application Submission

Payment is due at the time of application submission. Prospective vendors may pay via electronic payment or a check may be mailed to the Grapevine CVB. Please indicate below which option you'd prefer. If you wish to pay via electronic payment, a link will be sent to you upon application submission. If you wish to pay by check, an email will be sent to you with a mailing address. Vendors that submit an electronic payment and are not selected for the festival, will receive a refund via check. Vendors who submit a check for payment and are not selected for the festival, will have their original check returned to them.

Vendor Payment Type*:

Vendor Payment Type

I will make an electronic payment
I will pay by check

Vendor Pricing

Commercial Vendor		Grapevine Civic/Service Organization
10' X 10'	$500 + 20% of Gross Sales	10' X 10'	$275 + 10% of Gross Sales
10' X 20'	$625 + 20% of Gross Sales	10' X 20'	$325 + 10% of Gross Sales
10' X 30'	$685 + 20% of Gross Sales	10' X 30'	$375 + 10% of Gross Sales
10' X 40'	$750 + 20% of Gross Sales	10' X 40'	$425 + 10% of Gross Sales
		10' X 50'	$475 + 10% of Gross Sales
		10' X 60'	$525 + 10% of Gross Sales

*Electricity is provided and included in the price
*Fees will apply for POS rental

Total Space Needed*:

Electrical Needs

Electricity is included in the fee above. You must specify your electrical needs. Please complete the information below:

I need:

How many 110 volt 20 amp plugs?:

How many 110 volt 30 amp plugs?:

How many 240 volt 50 amp plugs?:

To acknowledge there is no direct wiring please check the box.

We have limited water hookups available. Do you need water?*:

Yes No

If yes, please explain purpose: (If accepted, we will make every effort to accommodate all water requests, but it is not a guarantee.):

Additional Comments

The GrapeFest Committee reserves the right to assign space in accordance with other vendors and products. Preferred or repeat booth placement is not guaranteed. Please use this area for comments or requests. There is no guarantee that placement requests can be accommodated.

*100 character limit:

Rules and Regulations

Select each item indicating you understand and agree.

Submission of an application does not guarantee acceptance for the 39th Annual GrapeFest of future festivals.

If accepted, vendors are not guaranteed preferred or previous booth placement.

The food items you include in your application must be the items you sell during GrapeFest. Any product changes require festival management approval.

Menu items and prices are subject to approval to keep Grapevine festivals at family-friendly portions and prices.

All bottle 20 oz. soft drinks and bottled 20 oz. water will be sold for no more than $3.

All food vendors must accept credit/debit cards as a form of payment. No cash transactions will be allowed. Vendors will meet at close of business on Sunday at a designated location where you will receive a check.

GrapeFest will go on RAIN or SHINE. There are no refunds for inclement weather.

Each accepted food vendor will receive two (2) vendor badges, regardless of booth size for weekend festival access. Additional badges may be purchased for $5 each.

We do not provide drainage or disposal for water or grease.

Fee may apply if vendor leaves grease or trash behind after the festival.

Fee may apply if vendor booth is not staffed during the entirety of the festival, and if vendor does not clear festival grounds by 10 p.m. on Sunday.

All electrical and water hookups are in the center of the street.

You must be approved for water and electrical hook up.

All food heating equipment must be shielded from the public. Proper fire extinguishers must be in booth / trailer.

The Grapevine Convention & Visitors Bureau will not assume responsibility for damage or theft of your property.

Food exclusivities are not promised and are secured with the Grapevine Convention & Visitors Bureau on a case-by-case basis.

Upon acceptance, vendors are required to provide minimum of $2,000,000 of general liability insurance. Copy of your certificate naming City of Grapevine, 201 S. Main St., & Grapevine CVB, 636 S. Main St., as additional insured must be on file by August 7.

All accepted vendors must obtain a Tarrant County Temporary Food Permit no later than August 7, 2025.

All vendors must be ready to sell items at festival opening times & remain open through all festival hours. Vendors must stay open until 6 p.m. on Sunday. Vendors who don’t open on time or close early risk not be chosen to participate in future festivals.

Festival Dates: September 11, 12, 13 & 14, 2025. Thursday: 11 a.m. - 10 p.m., Friday & Saturday: 11 a.m. - 11 p.m., Sunday: 11 a.m. - 6 p.m. (Checking yes acknowledges, if accepted, I will be open all dates/times.)

Will maintain the highest standards of visual aesthetics, including cleanliness and organization of booth and space.

Signature

My signature acknowledges that I will be present and my booth will be open and staffed during all festival operating hours of GrapeFest. I agree to follow all rules and regulations set forth by festival staff and understand that failure to do so can result in immediate expulsion without refund. I acknowledge that the following are prohibited: pets, alcohol, illegal substances or weapons on my person, in my booth or in my vehicle during the festival.

Type full name as your digital signature*:

Date*:

Uploads

Upload Sales Tax Form*:

Upload Notarized Hold Harmless*:

Required Submission Items

Your application will be considered incomplete without all items submitted. Please check each box confirming that all of the following items are included with your application:

Completed current IRS W-9 Form

Hold harmless signed and notarized

Pictures uploaded to this form

Copy of Texas sales tax permit

* Indicates a required field.

Submit Reset

E-Blasts

Visitor Guide

Buy Tickets

GrapeFest® Food Vendor Info

Agree

Company Contact Info

Vendor Agreements

Menu Items

Submit Photos

Logistics

Fees

Vendor Type

Payment Type Due Upon Application Submission

Vendor Pricing

Electrical Needs

Additional Comments

Rules and Regulations

Signature

Uploads

Required Submission Items