Event Vendor Terms & Agreement
Congratulations and thank you for joining us at Handmade Holidays on December 6.
We’re excited to support our Welcome Center Vendors this season. This event wouldn’t be a success without your presence and support, and we’re looking forward to a joyous and engaging marketplace together!
This page contains necessary information about your participation, including a form that must be submitted by November 20. Please read all sections carefully.
Vendor Logistics & Setup Guidelines
Event Date: Saturday, December 6
Load-In Window: 9:45–10:45 am
Event Time: 11 am–3 pm
Load-Out Window: 3–4 pm
Address: Bartram’s Garden, 5400 Lindbergh Boulevard, Philadelphia, PA 19143
Vendor Location within Bartram’s Garden: Coach House and Barn
Vendor Fee: Free! There is no charge for vending at this event.
Questions? Please contact event lead Tahnisha Burke-Thomas at tthomas@bartramsgarden.org or 215 729 5281 x112.
For more details about what to expect and how to prepare, please see below.
Vendor Load-In: 9:45–10:45 am
Please enter the Garden via our main entrance at 5400 Lindbergh Boulevard. After the load-in window has opened, please proceed to the vendor loading area. A staff person will greet you and assist you in parking your vehicle along the fence line temporarily. An additional staff person will show you to your designated vendor space within either the Coach House or the Barn.
Once parked, we ask that you spend no more than 10 minutes unloading. Before setting up your table, you are required to move your vehicle to the designated parking area. Bartram’s Garden staff will be available to support load-in and load-out.
Vehicles are not permitted on the paved or brick pathways or the grass outside the Barn and Coach House.
Vendor Displays: 11 am–3 pm
You are allowed one 6′ x 2.5′ table (or equivalent) to display your wares during the event. We ask vendors to provide their own tables and table covers but can sometimes provide these items upon request.
Due to space limitations, multiple tables or display racks in the aisles will not be permitted.
All decorations or displays must be tabletop or freestanding. Banners or signage may not be affixed to walls, ceilings, or columns. We ask that you forego helium balloons, glitter, and confetti.
Amplified music/vocals are not permitted.
Vendor Load-Out: 3–4 pm
As soon as the event is over, the vendor loading area will reopen on a first come, first served basis. We ask vendors to completely pack up their supplies before bringing their vehicles to the load-out area. With advance request, our staff can provide transportation between the parking area and the Barn or Coach House for vendors with mobility restrictions.
In the form below, please list any special accommodation that you may require through the load-in and load-out.
Free Vendor Parking
We encourage vendors to arrive as close as possible to the beginning of the load-in window in order to secure a convenient parking spot in our Visitor Parking Loop. Parking is free for the duration of the event.
Safety & Insurance Requirements
All vendors must comply with all guidelines from the Philadelphia Department of Parks & Recreation.
Open flames, burners or heating devices of any kind are not permitted unless specific permission has been granted in advance by the Bartram’s Garden event lead.
All food vendors must have proper city/state permits and comply with all food safety regulations.
We ask that all our vendors obtain and share a valid certificate of insurance (C.O.I.) for your participation in this event. A template for the C.O.I. with the specific language and coverage we require is available for download by clicking here. Please upload your valid C.O.I. in the vendor agreement form no later than November 20, 2025. For more information on this requirement, see below.
What is a Certificate of Insurance (C.O.I.)?
A certificate of insurance (C.O.I.) is a document that proves that you or your business holds an insurance policy that provides the required level of insurance liability protection for you, Bartram’s Garden, and our partners.
Why is a C.O.I. required?
There are many ways in which Bartram’s Garden and our partners, including vendors, seek to keep everyone safe, including carrying appropriate insurance coverage.
Will obtaining a C.O.I. cost money?
If your business already holds general liability insurance, then the answer is probably “no.” If you do not hold general liability insurance, then you have the option of purchasing something called “special event insurance.” Costs can vary but usually range from $50 to $300 depending on a number of factors. We hope our lack of vendor fees helps counterbalance these expenses for our vendors.
What if I can't afford insurance right now?
Bartram’s Garden has limited funding set aside to support key partners who are new this this process. Let us know, and we will make a plan together. We may be able to reimburse you for up to $50 worth of special event insurance, which may cover the full cost for you.
What level of coverage is required?
Please refer to our template C.O.I. for these requirements. Make sure to add John Bartram Association D.B.A. Bartram’s Garden” and “JRCH Inc” (our catering partners) as Additionally Insureds following the language provided in the template COI.
There are hundreds of insurance companies out there. Which should I use?
We aren’t prepared to recommend any company, but we can share that the Bartram’s Garden insurance broker referred us to CoverSmart. We suggest doing your own research to find the best fit for you.
Different insurance vendors offer different products and rates: for instance, some insurers offer year-round general liability insurance with a monthly, recurring payment, as opposed to a one-time payment for special event insurance. Consider whether you may need to provide proof of insurance at multiple vendor events throughout the year or if you may only need a one-time policy.
Whatever you choose, please make sure that you read all the details before purchasing, as some marketing materials can be confusing or potentially misleading. Bartram’s Garden is not able to advise on specific insurance transactions.
Once I have insurance, how do I get the Certificate of Insurance?
You will be able to request this from your insurance company, and they will provide it for you, usually straight from the website as an instantly downloadable file.
Make sure to request that they add “John Bartram Association D.B.A. Bartram’s Garden” and “JRCH Inc” (our catering partners) as Additionally Insureds following the language in our template C.O.I.
You can then upload your C.O.I. file using the upload link in the form below.
Where can I find the information the insurance company is asking for regarding the Additionally Insureds?
All the details are in the template C.O.I. Make sure that both the John Bartram Association and JRCH Inc are named as Additionally Insured:
Name of additionally insured #1: John Bartram Association D.B.A. Bartram’s Garden
Address of additionally insured #1: 5400 Lindbergh Blvd, Philadelphia, PA 19143
Phone number of additionally insured #1: (215) 729-5281
Name of additionally insured #2: JRCH Inc
Address of additionally insured #2: 1234 Hayes Boulevard, Bristol PA 19007
Phone number of additionally insured #2: (215) 936-5791
What if my question was not answered here?
We seek to make this process as simple as possible. If you have additional questions or concerns, please do not hesitate to reach out to the event lead listed above!
Vendor Agreement Form
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