Be a Roaster

1. Registration & Approval

Participation is confirmed only after written approval by the Organizer. Approval applies exclusively to the registered business listed in the application and may not be transferred without written consent. Vendors agree to comply with all event communications, deadlines, and operational instructions provided prior to the event.

2. Sampling Commitment

Each vendor agrees to prepare and serve a minimum of 150 four-ounce (4 oz) samples (approximately 5 gallons total). Vendors may feature up to four (4) coffee roasts. Organizers will monitor sampling flow during the event. If demand exceeds projections, vendors may be asked whether they are able to increase production; additional production is voluntary.

3. Vendor Responsibilities

Vendors are solely responsible for providing and operating all necessary booth equipment, including a 10’ x 10’ tent or canopy (properly weighted with a minimum of 50 lbs per leg), brewing equipment, tables, electrical extensions, generators if needed, and adequate staffing. Vendors must maintain a clean, safe, and professional booth area and comply with all applicable health and safety regulations. Setup and breakdown must occur within the designated timeframes provided by the Organizer.

4. Sales Guidelines

Vendors may sell packaged coffee beans, packaged coffee products, and branded merchandise. Prepared full-size cups of coffee may not be sold during the festival. Vendors retain 100% of their sales revenue.

5. Insurance Requirement

Approved vendors must provide a valid Certificate of Insurance (COI) showing Commercial General Liability coverage of at least $1,000,000 per occurrence. The COI must list Pink Vibe Event & Productions as Additional Insured. If required by city permit, the City of Brownsville must also be listed. Vendors without existing insurance may obtain temporary special event coverage prior to the event.

6. Organizer Commitments

The Organizer agrees to provide an assigned 10’ x 10’ booth space, sample cups, centralized creamer and sweetener stations, required event permits, coordinated marketing efforts, and event-day operational oversight.

7. Event Adjustments

As this is an outdoor public event, the Organizer reserves the right to modify layout, schedule, or programming due to weather, safety considerations, or unforeseen circumstances.