Vendors
FOOD VENDOR INFORMATION AND GUIDELINES
Greetings, Vendors! It’s time for the Old Settler’s Music Festival! Please read through this packet before applying.
2025 Food Vendor Fee:
- Entree Vendor – $1300 Includes 3 GA passes + Car/RV Camping behind booth) + 20% off 2 additional entry passes.
- Snack/Drink Vendor – $1000 (Includes 2 GA passes + Car/RV Camping behind booth) + 20% off 2 additional entry passes
Location
1616 FM 3158, Dale, Texas (45 minutes south of Austin).
Put Old Settler’s Music Festival into Google Maps and it will take you there.
Attendance
We look forward to ~4,000 music lovers Friday and Saturday and ~2,500+ per day on Thursday and Sunday. *Vending is now open on Wednesdays with an expected ~500+ attendees.
Correspondence
All vendor correspondence will be conducted via the vendors@oldsettlersmusicfest.org email address. Please check your email regularly prior to the event to consider any notices or changes in addition to load-in time scheduling. Be sure to also check junk/spam folders.
What we are looking for in our vendors:
OSMF is a juried festival. We wish to offer a high-quality variety of food and crafts. While our emphasis is on quality, handmade and/or local items, we are not a “handcrafters only” or “local only” event. We pick booths based on, but not limited to, the following criteria:
All food vendors are required to participate in this year’s FEST BUCKS Meal Program. VIPs, artists, and staff will each be allocated a certain number of FEST BUCKS to use for meals from participating food vendors. In return, food vendors will be reimbursed 60% of the FEST BUCKS collected throughout the festival.
In previous years, we have asked individual food vendors to provide meals at cost and prepare them in bulk at designated times. This new program aims to streamline that process, ensuring that all vendors secure guaranteed sales while also giving back to the festival.
Further details regarding the program will be provided two weeks prior to the festival to ensure vendors are fully prepared and informed.
Products
We look forward to offering a quality mix of food for our attendees. We strongly encourage, but are not limited to, menus that include vegetarian, vegan, and/or gluten-free options to appeal to our unique and diverse audience.
Presentation
Unique, professional displays of booth and staff that widely complement the lovely setting. We do not encourage carnival/fairground displays of attraction.
Vendor community and/or county residency are taken into consideration. ● Vending Experience
Experience is a plus, but we are open to those vending for the first time. If this is your first vending experience, please read the guidelines thoroughly to grasp what will be expected from your operation.
In addition to following the festival/vendor guidelines, we insist on a staff that is both attentive and courteous to our patrons. Keep the Old Settler’s vibe alive!
Vending Fee Includes:
Plot
10’ wide (front) x 20’ deep (sides) or Food Truck
Passes
TWO (2) or THREE (3), 4-day General Admission Passes with camping (Wed-Sun only) and 1 vendor parking permits for your transportation vehicle.
Electric
1-220v/30amp – we will need a picture of your plug!
Additional power needs must be specified and paid for prior to the event. All electrical equipment such as power strips, multi-outlet taps, extension cords, etc., must be grounded and suitable for outdoor use. Lighting and electrical accessories are to be furnished at the vendor’s own expense.
Water
Shared WaterMonster-style tank provided for food vendors in a central location. Hoses, splitters, filters, tanks and wagons for hauling must be provided at the vendor’s own expense.
Promotion
Your company name and contact information will be listed in the vendor section of the OSMF website.
General Booth Information:
- Booths are laid out on grass.
- Storefront open to the crowd is 10’ wide for a single booth. Displays must be contained within the vendor’s space. Vendors with trailers must include tongue and access egress when listing dimensions of operation. Most spaces have NO egress on the sides. Side access needs should be noted in the special requirements area of the application.
- All equipment, supplies and overstock must be stowed and hidden within the space provided.
- No unsightly materials or equipment should be visible to the crowd. This is your store front, so it should appear to be inviting and appealing to our patrons.
- Hours of operation extend beyond dark. Vendors are responsible for furnishing and lighting their own booth.
- Gate opening is commonly scheduled an hour before music acts are set to perform. All vendors are expected to be staffed and ready for business when the gates open until the final performance of the last act has concluded.
Booth Placement:
Booth spaces are pre-determined and not subject to change. Please do not contact us personally to request a specific space. All spaces are great spots! If you have a preference, please note such in the special requirements area of the application, and your request will be
taken into consideration. Vendors are placed at the sole discretion of OSMF staff, and placement during load-in is final.
Booth/Display Must Haves:
- Quality food and/or drink
- An attractive, professional, maintained appearance
- Courteous, friendly, music loving personnel
- Displays secured against wind/weather
- Complement the natural setting of OSMF
- Appropriate signage:
○ Vendors are required to provide a sign for the front of their booth displaying company name. Signs must be single story only, maximum of two banners. Menus should be clear and concise and visible from approximately 10’
away. Menus should be simple, with prices clearly listed.
Product Restrictions:
- Booth acceptance is based on the understanding that vendors will sell only those items listed by the vendor in their application. Vendors may not sell any additional items without the festival’s express written consent. If the festival specifies that a vendor may not sell certain items, those items must be omitted from the vendor’s product line. In this case, the festival will contact the vendor before the vendor deposits their booth fee.
- Vendors may not sell any item with the Old Settler’s Music Festival (OSMF) logo(s) without the express written consent of OSMF. Additionally, vendors may not sell any item with the name or image of any act playing the festival, without express written consent of said artist.
- Vendors may not sell drug paraphernalia, tobacco of any kind, or laser pointers/flashing items. Food vendors may not sell crafts.
- Food vendors may NOT sell alcoholic beverages or bottled water. These items are sold exclusively by the festival.
Legal Requirements:
- Insurance: Vendors must be responsible for their own liability insurance coverage and provide Certificate of Insurance with Old Settler’s listed as certificate holder/additional insured as follows:
Old Settler’s Music Festival, Inc.
PO Box 1161
Lockhart, TX 78644
- Waiver: All vendors will be required to sign a release of liability waiver upon checking in. No vendor will be allowed to set up until the waiver is signed.
- Texas State Sales Tax Permit: All vendors are required to submit a copy of their Texas State Sales Tax permit and are to display said permit in their booth during hours of operation
- Temporary Retail Food Establishments
A temporary food establishment is a food establishment that operates for a period of no more than 14 consecutive days in conjunction with a single event or celebration.
The single event permit is valid for one individual food booth or unit at one specific event, and is valid for 14 consecutive days from the initial effective date. The multiple event permit is valid for one individual food booth or unit at multiple events for 2 years from the initial effective date, provided that each event does not exceed 14 consecutive days.
- Permitting
Applications must be received by the Department at least 30 days prior to the event.
- Single event permits may be obtained using the online licensing system or by completing and returning the Temporary Food Establishment Single Event Permit Application (PDF, 86KB).
- Multiple event permits applications must be submitted my mail, using the Temporary Food Establishment Multiple Event Permit Application (PDF, 85KB).
- For further information regarding temporary events in Texas, please use the Temporary Food Establishment Fact Sheet and/or Temporary Food Establishment Checklist. Please mail all application forms with fees to:
Texas Department of State Health Services
Cash Receipts Branch – MC 2003
PO Box 149347
Austin, TX 78714-9347
To learn more about the permitting process, visit the DHSH website, here.
Camping & Passes for Additional Workers:
- Camping:
○ Free primitive camping and lot parking IS included with vendor fee for 2 or 3 workers.
○ If you want to park and sleep in a Camping Vehicle (RV, trailer, van, etc) in any of our 3 campgrounds, you must purchase a Camping Vehicle Permit
○ If you want electricity at your campsite, you must purchase an Electrical Permit ○ Ticketing and camping information is available on our website
○ Camping Vehicle Permits and Electrical Permits must be purchased online or from the camping box office. All camping spots are available on a first come, first pick basis. No reservations are available.
- Passes for Additional workers:
○ Discount codes are available for single or multi-day General Admission Passes for up to 2 additional workers (all multi-day GA Passes include primitive camping and lot parking)
Vendor Required Hours of Operation:
| *Wednesday (4/23/2025) | 3pm-10pm |
| Thursday (4/24/25) | 10am-10pm |
| Friday (4/25/25) | 10am-10pm |
| Saturday (4/26/25) | 10am-10pm |
| Sunday (4/27/25) | 10am-3pm |
Early morning hours are okay if quiet is observed and confirmed in advance with vendor coordinator.
*Exact hours of operation will be determined and announced asap!
Load in & load out:
- Load in is on Wednesday 4/23. All vendors must be set up and opened for business by 3pm.
- Specific load-in times to be communicated approximately 2 weeks before the festival. Please arrive 15 minutes prior to this time. If late, you will be placed on standby.
- Scheduled arrivals take priority. Attempts to load in early without a scheduled time is prohibited. Attempts to load in after Friday at noon will be prohibited. ● No late set-ups unless coordinated prior to the event.
- Everyone going through the gates will be subject to the same search restrictions.
Load out is on Sunday 4/27. All sales must cease at 3pm on Sunday and vendors must be offsite by 7pm.
Food Sustainability
The OSMF venue is home to a delicate ecosystem, and we are guests in that ecosystem. It is our collective responsibility to mitigate our impact on the surrounding environment. We have decided to demonstrate our commitment to these principles by creating a set of sustainability rules for vendors.
Sustainability Rules
- We strongly encourage considering the supply chain when sourcing items. Think local, sustainable, and ethical. Customers want to feel good about where food comes from. ● Cardboard boxes must be broken down, flattened and stacked for recycling. ● Single-use bags are prohibited.
- Styrofoam of any kind is prohibited.
- All service items (cups, cutlery, straws, etc.) must be paper or recyclable plastic (number 1 or 2). Eco-friendly cutlery is mandatory.
- Participate in our waste diversion by sorting waste and recycling in the proper bins.
Prohibited Items & Actions:
- Generators or propane lamps
- External video displays
- Flashing, blinking, or chasing lights of any kind. String lights are permitted if they are constant-on LEDs located discreetly inside the booth.) Clamp lights are encouraged. ● Music from a vendor’s booth must be silenced when artists are performing on stage. ● No alcoholic beverages may enter or exit the venue arena.
- All vendors are subject to campground rules and regulations.
Other FAQs:
- Security
OSMF provides security during all overnight hours. Vendors are responsible for covering and securing their booths/merchandise.
- Trash
A dumpster is provided onsite. Vendors are responsible for the cleanliness of both booth and plot spaces. All trash must be removed and/or placed in the proper receptacles before loading out. Failure to do so will jeopardize chances of return to future events.
○ Vendors are prohibited from dumping anything on the ground. Food vendors must be responsible for collecting and disposing of any and all gray water and grease as all facilities are environmentally sensitive and do not contain proper dumping stations for such waste products.
○ All food vendors must comply with Caldwell County health codes. Health inspections on site will occur. Sanitation/washing stations must be present. ● NO PETS of any kind are allowed. This includes on the festival grounds, festival/staff parking areas, and campground. Leaving an animal in a vehicle during the festival is prohibited and will result in animal control being summoned and your departure from the festival.
- Ice
Bags of ice will be available for purchase from the onsite campground store during festival hours. If your operations require ice before the campground store opens, you must plan accordingly at your own expense.
- There are NO REFUNDS on vendor fees or ticket purchases
Timeline:
Friday, February 21st VENDOR APPLICATION DEADLINE
Wednesday, February 26th Vendor acceptance notifications
Friday, March 14th DEADLINE FOR VENDOR PAYMENTS
Friday, March 14th Certificates of Insurance and a copy of your Texas State Sales Tax and Use Permit due
Thursday, April 24th Exact times will be communicated approximately two weeks prior to the event.
Wednesday, April 23rd Old Settler’s Music Festival
to Sunday, April 27th
Application Requirements:
- Detailed information and at least 3 photos of your products, 1 photo of your booth set up and a sample menu must be emailed to vendors@oldsettlersmusicfest.org Applications submitted without pictures and descriptions of products will not be considered. PLEASE INCLUDE COMPANY NAME IN EMAIL SUBJECT
- All submitted photos become property of OSMF.
If you agree to these terms, please CLICK HERE to fill out the official FOOD VENDOR APPLICATION
Vendor acceptance notifications will be sent out on March 7th and will include payment instructions if accepted. *Notifications will be sent out whether you are accepted or not.
Thank you for your interest!
Vendor questions? Email: vendors@oldsettlersmusicfest.org