Application/Contract

Ummi's Ummah

Back 2 School Community Cookout

W.G. Pearson Center

600 E Umstead St, Durham, NC 27701

Date & Time: September 13, 2025

1:00pm-5:00pm

If you will be selling anything, you will be considered a vendor. Non-Profit Org will need to show 501(3) status.

Vendors will be allotted 10X10 Sq. ft space.  All vendors are to remain for the duration of the Family Field Day event, 10:30am-5:00 pm.  It will be hot and sunny……tents are recommended!

Terms and Conditions

Space Rental Payment

Successful Vendors will receive a letter of acceptance, and an invoice for an applicable amount via email.  If your application is not accepted, you will be notified via email.  Ummi’s Ummah reserves the discretion to grant or refuse any request from individuals or companies wishing to exhibit in the festival.

Cancellation Policy

Please note that your space rental fee is non-refundable. If there is rain a portion of your rental fee will be refunded.

Responsibility of Game Sponsor

Each business or organization  choosing to sponsor a game must have at least 2 people assigned to their table. Vendors must be able to set up a display of their business or organization and be able to assist an Ummi’s Ummah volunteer in running that game for the duration of the event.  No sponsor may allow assigned events to go unattended.

Subletting/Shared Space 

Subletting space is prohibited. The Vendor shall not assign, sublet or apportion the whole or any part of the space allocated by Ummi’s Ummah to the Vendor. At the discretion of Ummi’s Ummah two vendors may be allowed to rent one space.

Exhibit Space

Ummi’s Ummah requires each vendor to provide their own set up of tables and chairs. Vendors will be responsible for the setup of their own exhibit. The Vendor agrees to confine its activities to their assigned exhibit space.

Assignment of Exhibit Space

Exhibit space will be allocated by Ummi’s Ummah.  Ummi’s Ummah  reserves the right to relocate exhibits which may be affected by a change in the site plan, or in the interests of optimum traffic control and exhibit exposure. Ummi’s Ummah  will not be held liable if competitive Vendors are adjacent to or opposite of each other, but, if possible, efforts will be made to allocate space on a basis fair to all Vendors. No major changes to displays are permitted during the Family Field Day event.  Ummi’s Ummah will not be responsible to a Vendor for any loss or damage caused as a result of the booth being opened and unattended during event hours.

Set-Up

All Vendors must be set up by 12:00 am on the day of the event. Designative space will be made available after 10:00 am. As a courtesy to other vendors, please unload as quickly as possible and move your vehicle to the vendor designated parking area.

Arrangement of Exhibits

Displays must not protrude beyond your assigned area or obstruct the view of the neighboring booths, and may not be taller than 6 ft. in height except in specified areas. Please advise at time of application if the display exceeds 6’ in height. Vendors may not attach displays to walls, structural supports, or flooring in the exhibit building or area, nor may it suspend anything from ceilings, rafters or trees. Ummi’s Ummah reserves the right to restrict the use of glaring or irregular lighting effects. Company names must be prominently displayed on the booth. No open flames, under any circumstances.

Dismantling and Removal

No Vendor shall dismantle or remove any part of its display before the time scheduled as specified:   Any material remaining after the cut off time may be removed by Ummi’s Ummah at Vendor’s expense.

Character and Conduct

All displays and promotional literature must be in good taste. The product or service must be presented in a professional manner.

Food ( Not For Community Cookout )

All food vendors must meet and comply with City of Durham permit, Fire and Public Health regulations and may be inspected at the event. Vendors must indicate on the application form if food will be served/sampled. Ummi’s Ummah reserves the right to cease any sampling or serving of food by vendors if regulations are not met.  Ummi’s Ummah also requests that the food trucks provide 1 meal ticket to volunteers of the event. Volunteers will have 1 meal ticket to redeem at the food truck of their choice.

Samples, Raffles, Draws, Alcohol etc

Free samples may be distributed if approved by Ummi’s Ummah prior to the Family Field Day commencing. Orders for products may be taken and merchandise may be sold at cash retail prices. If a charitable organization, raffles may be conducted with the proper licensing in place. All Vendor draws and promotional giveaways must be approved by Ummi’s Ummah.  Ummi’s Ummah reserves the right to cease any promotional activities that do not meet with the above criteria. The sale and/or distribution of wine, liquor, beer, vape, cigarettes or cannabis products is strictly prohibited. 

Noise

The Vendor shall at the request of Ummi’s Ummah stop the use of loudspeakers, microphones, amplifiers, musical instruments, gramophones, radios, film equipment or any other item.

Care

It is the Vendor’s responsibility to keep their area clean and orderly throughout the Family Field Day event and to ensure it is ready for opening at 1:00 am, September 13th, 2025. 

∙ Garbage must be taken to and placed in the garbage bin

∙ A fine of $250 may be levied to any Vendor not adequately cleaning their area. 

Common Areas

All lobbies, corridors, aisles, restrooms, food and beverage concessions, sidewalks and road ways will be considered as general show areas to be used for the movement and flow of the public and/or for their entertainment and convenience. No Vendor will be permitted to use these areas for the display or distribution of products, services or their attendant literature, unless pre-approved by Ummi’s Ummah.

Advertising

The Vendor may use the name of the show to promote only its participation at the show. It cannot be used in any way that is perceived as an endorsement by Ummi’s Ummah of the Vendor's company, product and/or service. Vendors grant Ummi’s Ummah the right to utilize any artisan booth or product photograph for promotional consideration.

Safety, Fire and Health

The Vendor will adhere to all local fire & safety regulations. Vendors shall be properly insured for the same.

Liability

Ummi’s Ummah shall not under any circumstances whatsoever be liable or responsible for:

(a) any loss, damage, theft or destruction whatsoever or howsoever caused to any goods, equipment or any other property belonging to the Vendor or for which the Vendor is responsible

(b) any damage or injury suffered by the Vendor or his/her servants or agents, or by any other person

(c) any loss, damage, injury, or cost whatsoever suffered by the Vendor by reason of any change in the date, time or place of Exhibition or the abandonment thereof.

As a valued Vendor, we would like to make this process as easy, profitable & enjoyable as possible but understand that Ummi’s Ummah is in no way responsible for lost, damaged or stolen property.

Contact us today if you require any additional information, accommodation due to a special need, have questions or to book your vendor space and/or sponsorship:

Nadezhda Thornton, President (984) 209-9399

Somia Taylor, Vice President (919) 880-7159

umisummah919@gmail.com

www.ummisummah.org