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Vendor Application for Special Events Hosted by Schenectady County

Schenectady County hosts a variety of free, family-friendly events each year, making Schenectady County a great place to live, stay, and play.

Schenectady County Special Events attract tens of thousands of residents and visitors each year to Downtown Schenectady, the historic Mabee Farm in Rotterdam, and parks and main streets across the County. A Schenectady County Special Event Vendor Application allows businesses, community organizations, and invididuals like you, to sell products and services at a special event hosted by Schenectady County. Vending at Schenectady County Special Events comes with great benefits at an affordable price.

Complete the Special Event Vendor Application online and select your method of payment. 

Food Vendors: You must apply for and secure all required food service permits from Schenectady CountyPublic Health Services Environmental Health Division before vending any food items within Schenectady County. A temporary food permit is valid for one event lasting 15 days or less and requires a $75.00 fee. Please note that the Health Department will be present at the event to perform inspections. Apply for a Temporary Food Service Permit Online

Vendor Application Approval: Schenectady County reserves the right to amend/reject any application. Once accepted, we will deposit your check, and you will receive an acceptance letter. If your application is not accepted, your check will be returned to you.

  • The full booth fee is due three weeks before the date of the event. (please see application for appropriate booth fee). Payment will not be processed until your application is accepted. If your application is not accepted, your check will be returned to you. Schenectady County reserves the right to amend/reject any application. Once accepted, we will deposit your check, and you will receive an acceptance letter.
  • Make checks payable to: Schenectady County.
  • We require each commercial FOOD VENDOR to show proof of at least $1,000,000 in liability insurance for bodily injury and death and property damage per occurrence. The County of Schenectady and the City of Schenectady must be listed as additional insured. Please include a copy of your certificate of insurance verifying liability coverage with your application. Applications will not be accepted without proof of insurance. THIS INSURANCE REQUIREMENT APPLIES TO FOOD VENDORS ONLY.
  • Food and craft vendors must provide a copy of their valid NYS Sales Tax Certificate of Authority.
  • Mail payment, application, copy of tax certificate, & insurance certificate (if applicable) to:
    Schenectady County Special Events, County Office Building, 620 State Street, Schenectady, NY 12305 
  • Schenectady County will assign vendor location, and reserves the right to change booth placement prior to the event.

FOOD AND BEVERAGE MENU POLICY: All menu items are subject to review and acceptance. Applications/menu items will be accepted on a first-come, first-served basis.

  • Food vendors may sell non-alcoholic beverages from their booth. No alcoholic beverages can be sold out of your booth at any time.
  • All food items must be reasonably priced and consistent with pricing of similar items in local food establishments.
  • All prices must be prominently displayed at your booth.
  • Vendors will not be permitted to sell items not previously approved by Schenectady County.
  • Vendors are responsible for their own tents, tables, chairs, and generators, and for cleaning up their booth. Schenectady County cannot provide any of the above. Trash must be stacked orderly in bags/boxes and removal will be handled by the event organizers; however, participants are expected to maintain the cleanliness of their booths at all times. Vendors are strongly encouraged to recycle items whenever possible.
  • Schenectady County will secure a blanket vendor permit from the City of Schenectady, but Vendors are solely responsible for securing any other permits necessary to operate within the City and County of Schenectady, including Department of Health permits.
  • Food vendors: You must apply for and secure a temporary food service permit from the Schenectady County Environmental Health Department (518-386-2818) before vending any food items within Schenectady County. A temporary food permit is valid for one event lasting 15 days or less and requires a $75.00 fee. Please note that the Health Department will be present at the event to perform inspections. Apply for a Temporary Food Service Permit Online
  • Each vendor will park personal vehicles in designated areas after setting up their booth. Parking passes will be issued and all vehicles must be removed from State Street by 4PM.
  • Booths must be attended at all times. Vendors will not be permitted to move from their assigned location during the festival, nor will they be permitted to break down their booth prior to the announced end of the selling period (9:45pm). Vendors must completely break down their booth at the end of the festival. NO SALES ARE PERMITTED AFTER 9:45PM. ALL VENDORS MUST BEGIN CLOSING DOWN THEIR BOOTH AT 10:00PM – THIS WILL BE STRICTLY ENFORCED BY POLICE AND EVENT STAFF.
  • Please let us know if you decide to cancel even if you must cancel the day before or day of event. No-shows will not be invited back.
  • Vendor is solely liable for equipment (installation, operation, and teardown), and any other personal property at the festival. Vendor represents that he or she has insurance coverage for said items to cover loss due to vandalism, theft, or any other casualty. Loss due to fire, theft, damage, or injury is the sole responsibility of the exhibitor. It is specifically agreed that the County of Schenectady and the City of Schenectady shall be held harmless for any claim of theft, vandalism, casualty, or loss.
  • Vendors are responsible for operating within any local, state, or federal guidelines or laws. The Vendor shall defend, indemnify, and hold harmless the County of Schenectady, the City of Schenectady, and their employees and agents, from and against all claims, damages, losses and expenses (including, without limitation, reasonable attorney’s fees) arising out of, or in consequence of, any negligent or intentional act or omission of the Vendor and/or the Vendor’s employees or agents, to the extent of the responsibility of the Vendor and/or the Vendor’s employees or agents for such claims, damages, losses, and expenses.