1. Vendors are responsible for collection of sales tax on items sold. Furthermore, vendors are responsible for any applicable federal, state and local taxes due on sales. Hospitality tax must be paid to the City of Columbia for all food/beverage sales. Appropriate licenses must be displayed during the event. All vendors must submit proof of insurance when submitting applications.  Applications without valid insurance certificates will not be processed. If you are in need of insurance for the festival, you have the option to purchase insurance from the following website: www.insurance4exhibitors.com. 

City Business License - All vendors are required to obtain a City of Columbia Business License before attending the festival. They are located at the corner of Main and Washington Street. You may call them or visit their website if you have questions.

SC Retail License - All vendors are required to obtain an SC Retail License in order to sell at the festival. Be sure to check with the City of Columbia Business Office.

2. There is a very limited number of spaces for vendors. All applications must be approved and paid in full (if applicable) by September 5, 2025 at 12:00 AM. Early Bird vendors must be approved and paid in full by August 15, 2025. All forms are date stamped. All food vendors should also provide a menu with prices. There will only be one national retailer per brand. 

Logo Usage & Promotion Rights
Vendor grants the Jayln Rachel Foundation permission to use their name, logo, and brand marks for promotional purposes, including but not limited to display on the event's website, event materials, and social media platforms. This usage is solely for the purpose of promoting the event and recognizing the Vendor’s participation or support.

Vendors agree to provide a high-resolution logo and any additional brand assets—such as a website link or social media handles—no later than August 1, 2025. If you plan to distribute promotional items or marketing materials at the event, these must also be submitted by that date. All vendors are expected to comply with event guidelines and venue policies. Additionally, vendors must refrain from any actions that could negatively impact the reputation of the event or its organizers.

3. Set up time will be from 8:00 AM until 10:00 AM on the morning of the festival. Booths and Food Trailers must be ready at 11:00 AM for business. Any vendor that arrives after 8:00 AM will be considered late, you will not be able to set up and there will be NO REFUNDS. Location of event: South Carolina State Fairgrounds - 901 George Rogers Blvd. Columbia, SC 29201 

After unloading, please park your vehicle designated parking area away from the festival. Vehicles must be out of the festival area by 10:00 AM. NO EXCEPTIONS! At precisely that time, the festival entrance will close to vehicles, so make sure you allow enough time to unload and remove your vehicle.

The festival hours are from 12 PM to 5 PM. Gates will open at 11:00 AM for VIP Participants ONLY. Vendors will be not allowed to break down no sooner than 5:30 PM. If you have an emergency and must leave the festival, notify our staff via phone or text message. 

At the end of the festival please break down all equipment, clean your space, if necessary, then retrieve your vehicle to load for departure, entering and exiting from the same intersections as you did upon arrival. Dumpsters are provided for disposal of your items.  All other trash cans are for festival attendees ONLY!

4. ELECTRICITY WILL BE PROVIDED ON AN EXTREMELY LIMITED BASIS. NO GUARANTEES!! FIRST COME, FIRST SERVE. Generators may be powered by gasoline, propane, or diesel. Inverter generators or battery storage systems are highly recommended for noise and emission reduction.  Vendors shall only use generators that are in excellent working condition, regularly maintained, and designed for commercial use. Generators must be positioned to ensure exhaust fumes do not create a nuisance or health hazard for customers, other vendors, or event staff. Generators should be located downwind when possible.

Generators, regardless of fuel type, must be located at least ten (10) feet from any combustible materials, buildings, structures, tents, other vehicles, and public egress paths or fire hydrants. The local Fire Marshal may require additional clearances.

"Open frame" construction generators that are excessively loud or emit excessive fumes are strongly discouraged and may be prohibited at the Organizer's sole discretion. REFILLS onsite of GENERATORS WILL NOT BE ALLOWED PER THE COLUMBIA FIRE MARSHAL. Any Refills will have to be Offsite. You will be escorted off the property if you do not meet these requirements. 

5. Vendors are responsible for all booth elements outlined in vendor level selection. You are encouraged to bring any additional items needed to make your exhibit successful. All tents must be properly anchored with 50 pounds of weight per leg. Food vendors must also supply their own extension cords. NO EXCEPTIONS. 

6. All food vendors are required to cover their table with a table cloth. 

7. No food items are allowed to be sold from craft booths. All items must be handcrafted by vendor applying for booth space. 

Alcohol Vendor Rules & Guidelines

All alcohol vendors must possess a valid South Carolina Alcohol Beverage License appropriate for the type of alcohol being served, such as a retail beer/wine permit or a special event license. A copy of the license must be submitted with the vendor application and also kept on-site during the festival. Vendors are expected to operate in full compliance with the South Carolina Department of Revenue (SCDOR), the South Carolina Law Enforcement Division (SLED), and all applicable local and state laws.

Tasting & Serving Rules

This is a tasting-only event. Full-size alcoholic drinks or retail alcohol sales are not permitted unless the vendor holds the proper additional license and receives prior written approval from event organizers. All tastings must be complimentary and included in the event admission. Serving sizes must not exceed 2 ounces per sample for wine and beer, and 0.5 ounces per sample for distilled spirits. Vendors may not serve more than 3 samples per person. It is the vendor's responsibility to monitor and limit servings accordingly.

Age Verification

Vendors must ensure that alcohol is only served to individuals who are 21 years of age or older. Age verification will be enforced through a wristband system managed by event staff. Only guests wearing an official wristband may be served. Vendors must strictly refuse service to anyone without a wristband or anyone they suspect to be underage.

Responsible Alcohol Practices

All vendors are expected to serve responsibly. Anyone who appears intoxicated, disruptive, or impaired must be refused service, in accordance with South Carolina law.

Pouring Areas & Booth Requirements

Alcohol must only be poured and served from designated vendor booths assigned by event organizers. No alcohol may be served or consumed outside of the event boundaries. Vendors are responsible for keeping their serving areas secure and ensuring that alcohol is not accessible to minors or unauthorized individuals. Cleanliness and professionalism in booth presentation are expected at all times.

Product Transport & Setup

Each vendor is responsible for the transportation, storage, and setup of their own alcoholic products. All alcohol must arrive sealed and pre-packaged and may only be stored in approved areas as designated by event staff. No alcohol may be left unattended or stored outside the assigned booth space.

We reserve the right to expel any vendor not in compliance and vendor will forfeit application fee. 

8. All vendors must meet DHEC and Fire Marshal codes, including fire extinguishers AND hand washing or sanitation stations. There will be NO REFUNDS for vendor cancellation under any circumstances if you do not meet the DHEC and/or Fire Marshal codes.

9. This event is scheduled to proceed rain or shine! In the case of severe or hazardous inclement weather, our staff, City of Columbia and/or Public Safety Officers reserve the right to end festival activities during operation.  Refunds will not be issued due to inclement weather; however, the festival may be rescheduled in the event of severe or hazardous conditions to ensure the safety of all participants.

10. Festival hours are from 12:00 PM until 5:00 PM. All booths must be manned during the entire event. All festivities on the Soundstage will begin at 11:00 AM.

11. Staff and volunteers will be available to show you to your vendor location. Do not attempt to move or switch location due to preference. Diagrams for vendor location have been designed to stay in compliance with the City of Columbia, Richland County and DHEC guidelines. Rules and regulation guidelines are provided for your records. 

12. NO VAPING OR CIGERETTE SMOKING ALLOWED ON PREMISES.

13. If you have not submitted your payment, you will not be allowed to set up! Festival fees are non-refundable and non-exchangeable. No vendor shall sublease, sell or permit anyone to use their space.

14. In case of emergency, please notify City of Columbia and/or Public Safety Officers FIRST before communicating with festival staff. 

FAILURE TO COMPLY WITH THE FOLLOWING WILL RESULT IN TERMINATION OF PRIVILEGES!

Please make sure to read all attachments to ensure you have all documentation applicable to your attendance. There will be NO REFUNDS for those that violate any of the outlined procedures and guidelines. 

VENDOR LIABILITY WAIVER, INDEMNIFICATION, AND ACCEPTANCE OF RULES

By signing up for and participating in the Whiskey, Wine & Blues Festival, the undersigned (“Vendor”) agrees to the following terms and conditions:

General Release:
The undersigned does hereby release, acquit, and forever discharge the Jayln Rachel Foundation, its agents, representatives, employees, and contracted staff from any and all actions, suits, damages, claims, and demands whatsoever in law or equity, arising from any loss or damage of any nature or description—known or unknown—related in any way to Vendor’s participation in the Whiskey, Wine & Blues Festival.

Acceptance of Rules:
By executing this Agreement and participating in the Festival, the Vendor explicitly acknowledges and agrees to abide by all rules, regulations, and policies (“Festival Rules”) as set forth by the Jayln Rachel Foundation and the Whiskey, Wine & Blues Festival, both as they exist at the time of signing and as they may be reasonably amended, modified, or supplemented from time to time. The Festival Organizer will make a reasonable effort to provide timely notice of any material changes to the Festival Rules.

Indemnification and Hold Harmless:
Vendor agrees to indemnify, defend, and hold harmless the Jayln Rachel Foundation, the Whiskey, Wine & Blues Festival, its organizers, staff, volunteers, agents, contractors, third-party service providers, and the City of Columbia (collectively, “Indemnified Parties”) from and against any and all claims, demands, causes of action, liabilities, costs, expenses (including reasonable attorneys’ fees), judgments, or damages (collectively, “Claims”) arising out of or in connection with Vendor’s participation in, or operations at, the Festival. This includes, but is not limited to, injuries to persons (including Vendor’s personnel), property damage, or claims related to foodborne illness—except where such Claims result solely from the gross negligence or willful misconduct of the Indemnified Parties.

Discretion of Participation:
Vendor acknowledges and agrees that participation in the Festival is at the sole and absolute discretion of the Festival Organizer. The Organizer reserves the right to deny or revoke Vendor’s participation at any time for any reason not prohibited by law. In cases where participation is revoked without cause, any prepaid vendor fees will be refunded proportionally for the unused portion of the vending period, if applicable.

By registering for the Whiskey, Wine & Blues Festival, Vendor confirms full understanding of and agreement with the above terms. Vendor further agrees to hold harmless the Jayln Rachel Foundation, Whiskey, Wine & Blues Festival, its staff, third-party partners, and the City of Columbia from any legal actions arising from participation in the event.