Event permit
Health department permit
Noise permit
Liability insurance
Business license
Banner hanging permit

The first permit you need to obtain will be one that grants permission for you to hold your event in the area of your choice on the days of your choice. Permits for parks or other public areas (including buildings) often need to be submitted to the local parks and recreation department. Permission to use private buildings, such as gymnasiums or rooms at a college or university will come from the business or organization that owns the building. You should make contact first by telephone to find out what forms you need and where you can pick them up. You should also find out how far in advance of your event you need to submit the forms, since the approval itself may take time and you may need to make adjustments or discuss specifics with the parks and recreation department or business/organization before they grant approval. If you are working with a campus or community group, you may be able to get more specific instructions about the application process because often these groups have completed it for their own events.

To fill out the permit, you will need to estimate how many booths you will be using and how you want them to be set up (see Section 9). Because you will not be able to pursue sponsors and vendors until you are certain you have permission to hold the event, you will be unable to provide complete details about how many vendors and booths you will have. The space itself will determine to a certain extent how many booths will comfortably fit in the space without causing crowding or violating rules. You should submit your application for permission with the maximum number of booths listed and shown: reducing the number will not create problems, but trying to add booths once the permit has been granted may jeopardize your approval and cause difficulty in obtaining approval in future years.

The event permit might also ask you to estimate attendance for the event. This estimation will be difficult because you will not have been able to begin booking vendors, speakers, or other attractions before receiving approval for the event. Plan for a capacity crowd according to the rules and fire safety information available for your chosen location. Overestimating is not as problematic as underestimating for the same reasons mentioned above.

You should be prepared to describe your event in detail on the application. You want to mention all of the elements that you are going to include (speakers, bands, vendors, etc.). Providing a detailed description serves two purposes: (1) it saves you from answering a lot of questions from whomever reviews your application, and (2) it enables the person granting permission to anticipate and inform you of additional permits and requirements you have to meet to plan the fair.

Permission to hold your food fair will likely come in the form of a letter that explains the permission that has been granted and outlines, fees, additional permits, and codes or laws by which you must abide. This additional information makes your letter of permission a key resource for planning the remainder of the food fair. The letter becomes a checklist and a guide for completing the "legal" aspects of fair planning. The letter may also refer you to the local health department, commissioner of revenue, or zoning board to complete additional applications and receive further information.

Make several copies of the letter of permission and store them safely. You may need additional copies to give to volunteers or other groups that are handling specific parts of the food fair planning.     TOP

To ensure safe food handling and compliance with health codes that promote sanitary conditions, you must contact the local department of health for any event that sells or serves food. Your letter of permission will likely direct you to an individual or department to which you need to contact to arrange health department approval for your event. Although food vendors will bear a large part of the burden of complying with health codes, it is your responsibility to inform them about specific codes that apply at the food fair. You should create an information packet that contains these details and send it to food vendors as soon as they complete their registration (see Section 7).

You are also responsible for providing for proper sanitation at the event. Local codes and compliance vary based on where you live and what kind of location you have chosen for the food fair. The applications you need to fill out and the permits you receive also vary. The materials you receive from the department will guide you in your planning, and a health official will be able to answer your specific questions. Some universal requirements are trash removal, water supply, and sewage disposal, so it makes sense to budget for these services to avoid surprise fees or unexpected expenditures (see Section 3).     TOP

Outdoor events that feature bands, speakers, or other demonstrations for a crowd of people will likely require the use of amplified sound. Most towns and cities have ordinances relating to noise for various reasons, and often you must get a permit to use amplified sound in a public place. The letter of permission you receive about your event will explain how you can comply with ordinances and obtain the proper permissions.     TOP

Holding a vegetarian food fair at certain outdoor and indoor sites may require your organization to have liability insurance. Liability insurance protects your organization from lawsuits if someone is injured at the fair. Ask first whether you can be added to and covered under an existing policy at the location. If that isn't possible, you will need to contact a local agent and procure you own policy. Bear in mind that you should take all possible steps to reduce liability, even if you have insurance.     TOP

If your group is going to sell merchandise at the fair, you may need to obtain a temporary business license from the commissioner of revenue in your city or town. Because vendors and other exhibitors may also be selling food and other items at the vegetarian food fair, you might need to obtain this license even if your group is not selling merchandise. Your decision about vendor fees for the food fair (see Section 1) will guide you in determining what kind of business license you need. If you are trying to lower or avoid vendor costs, you should choose a license that enables you to cover all vendors who attend the fair. Otherwise, vendors will be responsible for obtaining their own permit, which may discourage them from participating. Alternatively, you can include the cost of the permit in your participation fee for vendors and exhibitors and then do the legwork of applying for the permits yourself if that is an option.     TOP

Many towns and cities have a place to hang banners that span streets or buildings. You can get permission to hang a banner to promote your food fair. The parks and recreation department is the most likely contact. They will provide you with both an application form and an information sheet outlining the guidelines you must follow for your banner. The guidelines will stipulate dimensions and materials as well as the content. You will also be given deadlines for delivering and picking up the banner before and after the event.     TOP