2024 Alive on 25 Vendor Information
Alive on 25
NOW HOSTED ON TWO FRIDAYS
2024 Schedule
July 5 (fireworks 9:00pm)
Rain Date July 19
August 9 (laser light show 9:00pm)
Rain date August 23
APPLICANTS, FOR CONSIDERATION YOU MUST COMPLETE AND RETURN
1. APPLICATION
2. APPROPRIATE LICENSE AGREEMENT
3. REQUIRED DOCUMENTS LISTED ON APPLICATION
INCOMPLETE APPLICATIONS OR MISSING DOCUMENTS WILL NOT BE ACCEPTED
AND VENDORS WILL NOT BE NOTIFIED
ALL VENDORS AND SERVICE PROVIDERS
The Riverhead Business Improvement District [BID] invites vendors of all kinds to participate in our Friday night street festival series of two events. While we aim to approve a wide assortment of goods and services, there is no exclusivity promised to any vendor.
We understand the vendor perspective however, public feedback has included requests to add more vendors and service providers (ie. face painters and toys) to shorten wait times
Downtown organizations may host small vendors and service providers on their private property (who are not contracted or controlled by the Riverhead BID)
ENTRY RULES WILL BE STRICTLY ENFORCED
Enter ONLY at the intersection of Griffing Avenue and Main Street
You MUST display your orange entry pass on your dashboard (required by Riverhead Police and event staff)
You will not receive a pass or entry to the event unless you have been approved by staff (see requirements below)
POWER
Generators are prohibited by the Town of Riverhead Fire Marshall
No power for retail or promotional vendors (we suggest you bring battery operated electronics)
FOOD TRUCKS
Required to plug into Town of Riverhead’s electric power provided on lamp posts (power will be provided to registered food vendors ONLY)
Generators are permitted as backup upon approval by the Fire Marshall
Inspection of fire extinguishers and extension cords will be done by the Fire Marshall at every event.
OUTDOOR EXTENSION CORDS ONLY - make sure they are long (be prepared - bring multiples - cords will not be provided)
For complete guidance regarding electricity at the event, please contact the following and cc ao25@downtownriverhead.org so we may follow the correspondence and assist:
Ken Testa, PE Assistant Engineer, Town of Riverhead
Email: testa@townofriverheadny.gov
EVENT CONTACT
email: ao25@downtownriverhead.org
call/text: 631-440-1350
website https://www.downtownriverhead.org/alive-on-25
AO25 Production: Kristy Verity, Executive Director, Downtown Riverhead BID
FEES
Are NON-REFUNDABLE* for the full season of (2) events, with two rain dates. There are no pro-rated fees, vendors are expected to be present for all dates. There will be no refunds for inclement weather or any other cancellations - unless state, county, and local regulations prevent the events [*see above].
PAYMENT
Pre-approved applicants (application, license and insurance requirements have been fulfilled) will receive an invoice and instructions via email.
Online credit card payments may incur a small processing fee* but applications will be confirmed sooner.
Check payments** may be submitted with your application but will not be deposited until all requirements have been fulfilled (application, license and insurance).
*Processing fees will not be refunded under any circumstances
**Returned checks will incur a bank fee. Unpaid fees will result in vendor restrictions at future events.
Notification of final approval will be sent by event staff
INSURANCE
SALES vendors will not receive an entry pass without proper insurance. All vendors (licensees) will be responsible for providing comprehensive general liability insurance, including product/food service liability insurance in the amount of not less than $1,000,000.00 per occurrence and $2,000,000.00 in the aggregate with a company or companies reasonably satisfactory to the Licensor, plus a primary and non-contributory endorsement statement (two documents). Details provided in YELLOW BOX on application.
PROMOTION/GIVEAWAY vendors may not be required to obtain insurance. Non-sales vendors must complete a different license agreement than those selling products or services.
VENDOR ORIENTATION
Vendors are required to attend the vendor orientation (June) where you will receive your entry pass, map of location, opportunity to meet event staff, ask questions and submit outstanding items.
ITEMS BEING SOLD
Must be described in the application and license agreement. At the discretion of the Operations Committee, vendors found selling items other than listed on license agreement will be directed to end sales and risk restriction at future events – with no refund provided.
Walking vendors are required to obtain a pass from event staff. Requests for walking passes may be sent to ao25@downtownriverhead.org
ATTENDANCE
Vendors are expected to be present for all events. Vendors who are marked absent may result in restrictions at future events (current and consecutive years). Vendor applications and license agreements are a binding contract for all events and will be strongly enforced.
Special accommodations may be made for single events depending on availability of space and type of vendor (vendor fee will increase). If you would like to request special consideration please contact us.
Getting to AO25
Driving Directions
Take the LIE east to Exit 71 (Route 24). Make a right onto route 94/24 and continue east for approximately 3-1/2 miles. At the traffic circle, travel three-quarters of the way around and make a right onto Peconic Avenue.
From Sunrise Highway (Route 27), Traveling East:
Take Sunrise Highway east to Exit 61. Follow Riverhead signs to Route 51 north. Go 8 miles and make a right onto Route 24. At the traffic circle, travel three-quarters of the way around and make a right onto Peconic Avenue. Travel to Main Street.
From Sunrise Highway (Route 27), Traveling West:
Take Sunrise Highway west to Exit 65N (Route 94/24). Travel east on Route 94/24. At the traffic circle, travel three-quarters of the way around and make a right onto Peconic Avenue. Travel to Main Street.
From Route 25:
Take Route 25 into Riverhead Village Travel to Main Street.
INCLEMENT WEATHER /EVENT CANCELLATION
Cancellation is determined by the Town of Riverhead Chief of Police and Emergency Services based upon Aviation Weather Center reporting and safety concerns.
The determination to cancel will be made before 12PM the day of the event.
Event committee will post cancellation information on downtownriverhead.org, social media and eblast.
Vendors and participants will be notified by email of any change in schedule.
