How to Apply for Fall Festivals in Long Beach

Fall in Long Beach is more than just changing leaves and cooler breezes—it’s a vibrant season of community celebration, cultural expression, and local economic vitality. From the aromatic spices of harvest fairs to the rhythmic beats of street performances, Long Beach’s fall festivals draw thousands of residents and visitors each year. Whether you’re a local artisan, a food vendor, a nonprofit organization, or a performance group, applying to participate in these events offers a powerful platform to connect with audiences, build brand awareness, and contribute to the city’s cultural fabric.

However, securing a spot at one of Long Beach’s premier fall festivals is not as simple as showing up with a table and a smile. The application process is competitive, highly structured, and requires careful preparation. Understanding how to apply for fall festivals in Long Beach isn’t just about filling out forms—it’s about aligning your offering with the festival’s mission, presenting a compelling case, and meeting deadlines with precision. This guide provides a comprehensive, step-by-step roadmap to help you successfully navigate the application process, increase your chances of acceptance, and maximize your impact once you’re selected.

Step-by-Step Guide

Research and Identify Relevant Festivals

The first step in applying for fall festivals in Long Beach is identifying which events align with your goals and offerings. Long Beach hosts a diverse array of fall festivals, each with its own theme, audience, and vendor criteria. Some of the most prominent include:

• Long Beach Fall Festival – A city-sponsored event featuring local food, crafts, live music, and family activities along the Shoreline Village boardwalk.
• Harvest Moon Fair – Focused on sustainable living, organic produce, and artisanal goods, held at the Long Beach Botanical Garden.
• Beachside Brew & Bite – A craft beer and gourmet food truck festival celebrating local brewers and chefs.
• Long Beach Cultural Heritage Festival – Showcases multicultural traditions, dance, storytelling, and heritage crafts.
• Art Walk Long Beach: Autumn Edition – A curated exhibition for visual artists, photographers, and mixed-media creators.

Start by visiting the official websites of the City of Long Beach, the Long Beach Convention & Visitors Bureau, and community organizations such as the Long Beach Arts Council. Bookmark these sites and set calendar reminders for when applications open—typically between late spring and early summer. Many festivals have rolling deadlines, but early applicants receive priority placement.

Determine Your Category and Eligibility

Each festival categorizes participants into distinct groups: food vendors, craft artisans, nonprofit booths, performers, exhibitors, and sponsors. Your eligibility depends on your business structure, product type, and compliance with city regulations.

For example:

• Food vendors must hold a valid Health Department permit, food handler’s card, and liability insurance.
• Craft artisans are often required to prove that their products are handmade or designed by them—no mass-produced goods or resellers.
• Nonprofits need to provide proof of 501(c)(3) status or equivalent nonprofit designation.
• Performers must submit video samples and specify equipment needs.

Review each festival’s vendor guidelines carefully. Some events prioritize local businesses within a 50-mile radius, while others welcome regional or even national vendors. If you’re unsure whether you qualify, contact the festival coordinator via email—not phone—using the official contact listed on their website. Be specific in your inquiry: include your business name, category, and product type.

Gather Required Documentation

Application packages are rarely simple. Most require a bundle of documents to ensure compliance, safety, and quality control. Prepare the following in advance:

• Business license issued by the City of Long Beach or your county.
• Proof of insurance (minimum $1 million general liability coverage, naming the event organizer as an additional insured).
• Health permits (for food and beverage vendors only)—obtained through the Los Angeles County Department of Public Health.
• Product photos (high-resolution, well-lit, showing your items in use or on display).
• Menu or product list (for food vendors, include ingredients to check for allergens).
• Artist statement or description (for craft and art vendors—explain your process, inspiration, and materials).
• Nonprofit documentation (IRS determination letter, annual report, or tax-exempt certificate).
• Performance reel or demo (for musicians, dancers, or theatrical groups—3–5 minutes max).

Organize these documents into a single digital folder labeled with your business name and the festival you’re applying to. Use clear filenames: e.g., “SmithArtStudio_Insurance_Certificate.pdf” or “TacoTruckElSol_Menu.pdf.” This shows professionalism and makes it easier for reviewers to process your application.

Complete the Online Application Form

Most Long Beach fall festivals now use online portals for applications. Common platforms include Eventbrite, Rezdy, or custom systems hosted by the City of Long Beach’s Parks and Recreation Department.

When filling out the form:

• Be accurate and consistent—your business name, address, and contact info must match your official documents.
• Answer all questions thoroughly. Don’t skip sections labeled “optional”—they often help reviewers understand your fit.
• Use descriptive language. Instead of writing “I sell candles,” write: “Hand-poured soy candles infused with local lavender and orange blossom, made in small batches using ethically sourced ingredients.”
• Upload files in the requested format (usually PDF or JPEG) and verify they’re legible.
• Review your application for typos and grammatical errors. Even one mistake can undermine your credibility.

Some applications include an essay or short narrative question, such as:

• “How does your participation enhance the festival’s theme of community and sustainability?”
• “What makes your product unique to Long Beach’s cultural landscape?”

Treat these as mini-marketing pitches. Connect your offering to the festival’s mission. For example, if applying to the Harvest Moon Fair, emphasize your use of recycled packaging or locally sourced ingredients. Show that you’re not just selling—you’re contributing to the event’s values.

Submit and Confirm Your Application

Before clicking “Submit,” do a final checklist:

• All documents uploaded?
• Payment processed (if applicable—some festivals charge a nonrefundable application fee of $25–$75)?
• Email confirmation received?

After submission, you should receive an automated email with a confirmation number. Save this. If you don’t receive it within 24 hours, check your spam folder and then email the festival coordinator with your business name and submission date. Do not assume your application was received unless you have proof.

Some festivals offer early notification for applicants who submit before a priority deadline. If this option exists, take advantage of it. Early applicants often receive better booth locations and are more likely to be selected if the event reaches capacity.

Prepare for the Review and Selection Process

Once applications close, a selection committee reviews submissions. This process can take 3–6 weeks. Committees typically evaluate based on:

• Alignment with festival theme and values
• Quality and originality of products or services
• Previous participation and feedback
• Logistical feasibility (space requirements, power needs, waste management)
• Diversity of vendors (to ensure a broad range of offerings)

During this time, avoid emailing repeatedly. Instead, prepare for the next steps:

• Plan your booth layout and signage.
• Order any additional supplies or packaging.
• Prepare promotional materials (business cards, QR codes linking to your website or social media).
• Coordinate with any team members who will be helping you during the event.

If you’re accepted, you’ll receive an acceptance letter via email, often with a vendor packet containing rules, setup times, parking instructions, and contact details for on-site coordinators. If you’re waitlisted, ask if you can be notified if a spot opens up—many vendors cancel last minute.

Accept Your Spot and Complete Post-Acceptance Requirements

Acceptance is not the end—it’s the beginning of a new set of responsibilities. Upon accepting your spot:

• Pay any required vendor fees (typically $100–$500 depending on booth size and location).
• Submit final vendor forms, including emergency contact info and equipment list.
• Attend any mandatory vendor orientation meetings (often held in person or via Zoom).
• Confirm your setup and teardown times. Late arrivals may forfeit your space.
• Review the festival’s code of conduct—prohibited items, noise levels, and behavioral expectations.

Some festivals require vendors to participate in promotional efforts, such as sharing event details on social media or providing photos for the official website. Make sure you understand these expectations before accepting.

Best Practices

Start Early—Even Before Applications Open

Top vendors don’t wait for the application to go live. They begin preparing months in advance. Update your website, take new product photos, renew your permits, and draft your application narrative well before deadlines. This gives you time to refine your materials and respond to any unexpected issues—like a delayed health inspection or insurance renewal.

Stand Out with Authentic Storytelling

Applications are often reviewed in batches of 50–100. What makes yours memorable? Share your story. Why did you start your business? How does it reflect Long Beach’s culture? Did you grow up here? Do you source materials from local farms? Did your grandmother teach you the recipe? Personal, specific details build emotional connection and differentiate you from generic listings.

Follow the Rules Exactly

One of the most common reasons applications are rejected is noncompliance. If the festival prohibits open flames, don’t bring a candle warmer. If they require all signage to be 24” x 36”, don’t submit a 30” x 40” banner. Judges notice when applicants ignore instructions—it signals a lack of attention to detail, which can extend to customer service on event day.

Build Relationships with Festival Organizers

Attend past festivals as a visitor. Say hello to organizers, ask questions, and express your interest in participating. When you apply, mention that you’ve attended in the past and admired the event’s community impact. This personal touch can make a difference in close decisions.

Be Transparent About Your Offerings

Don’t misrepresent your product. If you’re a food vendor, list all allergens. If you’re an artist, clarify whether items are originals or prints. Misleading information can lead to removal from the event and damage your reputation in the local vendor community.

Plan for Weather and Logistics

Long Beach fall weather can shift rapidly—fog in the morning, sun in the afternoon. Bring tarps, weights for tents, and backup power sources. Consider accessibility: Can someone in a wheelchair easily navigate your booth? Are your products child-friendly? Thoughtful logistics reflect professionalism and respect for your audience.

Engage with the Community Before and After

Don’t treat the festival as a one-day sales opportunity. Post teasers on Instagram and Facebook before the event. Thank attendees during the festival. Follow up with a post-event email: “Thanks for stopping by! Here’s 10% off your next order.” This turns one-time buyers into loyal customers and builds long-term brand equity.

Tools and Resources

Official City of Long Beach Resources

• City of Long Beach Events Calendar – longbeach.gov/events – Comprehensive list of all city-sponsored festivals and application links.
• Long Beach Parks and Recreation Department – longbeach.gov/parks – Manages many outdoor festivals; contact for vendor inquiries.
• Los Angeles County Department of Public Health – Food Facility Permit Portal – publichealth.lacounty.gov/eh/food/ – Apply for food permits online.

Insurance Providers for Vendors

Many local insurance agencies offer short-term event policies. Recommended providers:

• EventHelper – Specializes in vendor insurance for festivals; policies start at $35/day.
• CoverWallet – Online platform for comparing liability policies; integrates with vendor applications.
• Local agents – Visit the Long Beach Chamber of Commerce for referrals to trusted local insurers.

Design and Marketing Tools

• Canva – Free templates for booth signage, social media posts, and promotional flyers.
• QR Code Generator (QRCode Monkey) – Create custom QR codes linking to your website, menu, or Instagram.
• Google My Business – Ensure your business is listed and updated with correct hours, photos, and festival participation.

Networking and Support Organizations

• Long Beach Arts Council – Offers grants and resources for artists applying to cultural festivals.
• Long Beach Small Business Development Center (SBDC) – Free one-on-one advising on applications, permits, and marketing.
• Long Beach Farmers Market Association – Connects local producers with festival opportunities.

Checklist Template

Create your own application checklist using this framework:

• ☐ Research 3+ festivals and match your offering
• ☐ Confirm eligibility requirements
• ☐ Gather business license and insurance
• ☐ Obtain health permit (if applicable)
• ☐ Take 5+ high-quality product photos
• ☐ Write compelling vendor description
• ☐ Complete online application
• ☐ Pay fees and upload documents
• ☐ Save confirmation email
• ☐ Prepare booth setup plan
• ☐ Attend vendor orientation
• ☐ Promote on social media
• ☐ Follow up with attendees

Real Examples

Example 1: The Lavender & Honey Co. – Craft Vendor

Lauren, a Long Beach native, runs a small-batch honey and lavender soap business from her home kitchen. She applied to the Harvest Moon Fair in 2023. Her application included:

• Photos of her beeswax candles and soap bars with local lavender from a nearby farm.
• A short narrative: “My grandmother taught me to harvest lavender from her garden in Signal Hill. I use only honey from Long Beach beekeepers and zero synthetic fragrances.”
• Proof of insurance and a copy of her cottage food license.

She was accepted and placed near the garden entrance. Her booth became one of the most photographed spots at the fair. She sold out in two hours and gained 300 new Instagram followers. The following year, she was invited to return as a featured vendor.

Example 2: Taco Trujo – Food Vendor

Juan, a food truck owner, applied to Beachside Brew & Bite. His application stood out because he:

• Submitted a detailed menu with allergen labels (gluten-free tortillas, nut-free salsas).
• Provided a video showing his cooking process, including sourcing organic corn from Oxnard.
• Wrote: “My family has been making tacos in Tijuana for four generations. I bring that tradition to Long Beach with locally sourced ingredients.”

He was selected over three larger chains because his story aligned with the festival’s focus on authentic, community-rooted cuisine. He earned $8,000 in sales that day and was invited to join the city’s food truck rotation for future events.

Example 3: The Long Beach Storytellers Collective – Performer Group

A group of local poets and oral historians applied to the Cultural Heritage Festival. Their application included:

• A 4-minute video of a live performance featuring stories from Long Beach’s Filipino, Mexican, and Black communities.
• A letter from a local school principal requesting their participation for educational outreach.
• Details on accessibility: they provided ASL interpreters and printed transcripts for hearing-impaired attendees.

They were awarded the prime 3 p.m. slot and drew over 200 spectators. Their performance was later featured on the city’s YouTube channel, significantly increasing their public visibility.

FAQs

Can I apply to multiple fall festivals in Long Beach at the same time?

Yes. Many vendors apply to several events to increase their chances of acceptance. However, if you’re accepted to multiple festivals on overlapping dates, you must choose one. Double-booking is not allowed and can result in being banned from future events.

How much does it cost to be a vendor at a fall festival in Long Beach?

Fees vary by event and booth size. Craft vendors typically pay $100–$250, food vendors $200–$500, and nonprofits often receive discounted or free booths. Some festivals offer scholarships or reduced rates for first-time applicants.

Do I need a business license if I’m just selling crafts from home?

Yes. The City of Long Beach requires all vendors—regardless of scale—to hold a valid business license. This includes home-based artisans. Apply online through the city’s Business License Division.

What if I’m not a Long Beach resident? Can I still apply?

Yes. While many festivals prioritize local vendors, they do not exclude out-of-town participants. However, you must still comply with all local regulations, including insurance and health permits.

Can I sell alcohol at a fall festival?

Only if the festival has a licensed alcohol permit and you are a certified distributor. Individual vendors cannot bring or sell alcohol unless they are part of an approved brewery or winery partnership with the event.

How do I know if my application was rejected?

Most festivals only notify accepted vendors. If you haven’t heard back two weeks after the notification deadline, email the coordinator politely: “I submitted my application for [Festival Name] on [Date]. Could you confirm its status?”

What happens if I can’t attend after being accepted?

Notify the organizer immediately. Most festivals have a cancellation policy—some allow you to transfer your spot to another vendor, others require a fee. Failing to show up without notice may result in being barred from future events.

Can I bring my own tent and table?

Yes, but check the festival’s vendor guidelines. Some provide tables and tents (for an extra fee), while others require you to bring your own. All tents must be weighted or anchored for safety.

Is there a limit to how many items I can sell?

No, but space is limited. Booth sizes are typically 10’ x 10’ or 10’ x 20’. Plan your display to fit within your allocated space. Overcrowding can lead to removal.

Do I need to collect sales tax?

Yes. All sales in California are subject to sales tax. Register with the California Department of Tax and Fee Administration (CDTFA) and collect the current rate (which varies by city). You must display your seller’s permit at your booth.

Conclusion

Applying for fall festivals in Long Beach is more than a transaction—it’s an opportunity to become part of the city’s living cultural tapestry. These events are not just markets or entertainment venues; they are gatherings where stories are shared, traditions are honored, and local economies are strengthened. By approaching the application process with intention, preparation, and authenticity, you position yourself not just as a vendor, but as a contributor to Long Beach’s vibrant fall identity.

The steps outlined in this guide—from research and documentation to storytelling and follow-up—are designed to help you navigate the system with confidence. Remember: the most successful applicants don’t just meet requirements; they exceed expectations. They bring heart to their craft, clarity to their presentation, and respect to the community they serve.

As you prepare your application, ask yourself: What do I want to leave behind? Not just sales receipts or social media likes—but a memory. A taste. A song. A moment that lingers in someone’s mind long after the festival ends.

Long Beach’s fall festivals are waiting. The applications are open. Now, it’s your turn to make your mark.