Vendor Logistics & Operational Instructions

Welcome to India Fest 2026. This official guideline document details the operational rules, setup and teardown schedules, power usage policies, and health department compliance standards for all participating vendors.

CHECK-IN & BOOTH ASSIGNMENTS • Booth Assignments: Booth assignments will be provided on the 15th upon arrival at the Check-In table. • Vendor Contact: Please reach out directly to the Vendor Management Team upon your arrival for check-in and layout assistance. 

1. Event Schedule & Access Logistics

Strict adherence to arrival, setup, and teardown timing is required to maintain event safety and permit compliance with the Village of Schaumburg.

Vendor Setup

9:30 AM – 10:00 AM

All vendors must arrive and complete booth setup by 10:00 AM sharp.

Vehicle Clearance

By 10:00 AM

All vehicles must completely vacate the loading/unloading zone to ensure clear emergency fire access routes.

Event Hours

10:00 AM – 6:00 PM

Booths must remain fully operational. Early teardown prior to 6:00 PM is strictly prohibited.

Teardown & Clean-up

6:00 PM – 8:00 PM

All equipment, supplies, and waste must be cleared. Site must be fully vacated by 8:00 PM.

2. Booth Infrastructure, Equipment & Power Policies

• Tables & Seating: Assigned basic tables and chairs will be supplied at your assigned booth space. Vendors are permitted to bring supplemental tables, chairs, display racks, and banners provided they stay within their designated footprint.

• Power Usage Fee ($75): Electrical access requires a flat fee of $75 per booth. This fee must be settled prior to event day (NO LAST MINUTE REQUESTS PLEASE) .

• Electrical Equipment Requirements: Vendors utilizing electricity must bring their own heavy-duty outdoor extension cords (minimum 25–50 ft length) and surge-protected power strips.

• Signage & Display Boundaries: Banners, flags, and promotional displays must be safely secured and maintained strictly within your assigned perimeter.

3. Food Vendor Cleanliness & Health Inspection Compliance

Food vendors are subject to strict inspections by the Village of Schaumburg Health Department. Failure to comply with health codes may result in booth closure.

• Mandatory Site Cleanliness: Food preparation and serving areas must be kept spotless at all times. Grease, trash, and food scraps must be continuously cleared.

• Handwashing Station Setup: Vendors handling food must maintain a fully functional gravity-fed handwashing station equipped with warm water, liquid soap, single-use paper towels, and a wastewater collection bucket.

• Utensil Sanitization: Provide a 3-compartment sink setup (Wash, Rinse, Sanitize with test strips) or bring extra sets of pre-sanitized backup utensils in clean, covered storage containers.

• Waste Disposal: Liquid waste and grease must never be dumped into storm drains or ground surface. All trash must be disposed of in designated commercial dumpsters.

• Permit Display: Approved Village Temporary Food Permits must be visibly displayed at the front of the booth at all times.

4. General Vendor Operations & Site Rules

• Space Boundaries: Vendors must ensure all equipment, inventory, staff, and seating remain within their assigned booth dimensions. Pedestrian pathways and fire lanes must remain completely unobstructed.

• Final Booth Inspection & Clean-up: At 7:00 PM, booth spaces must be left completely clean, free of trash, boxes, and debris.