evolve festival 2025
Food Vendor Guide
Welcome, Partner!
We are absolutely delighted to officially welcome you as a food vendor for Evolve Festival 2025! Food is the fuel of our festival; it creates community, provides comfort, and is a central part of the vibrant sensory experience we aim to deliver. Your business was carefully selected for its quality, creativity, and the wonderful energy you bring to the table.
We consider our food vendors to be essential partners in co-creating the festival's atmosphere. Your unique culinary offerings will be a highlight for our 2,000 attendees, and we are thrilled to feature your brand.
This document serves as your guide to our partnership. It contains all the essential financial and logistical information you'll need for a successful and seamless experience. We look forward to a fantastic and delicious collaboration!
To ensure clarity and a mutually beneficial partnership, our offer is based on a shared-revenue model with straightforward logistics.
Financial Model
Revenue Share: We operate on a
20%revenue share model. This means the festival retains20%of your gross sales (total sales before any expenses).Utility Flat Rate: A one-time flat rate of 100 EUR will be charged to cover your water and electricity needs for the entire festival duration.
Cashless Payment System: evolve is a fully cashless event. All sales are processed through our unified system for speed, security, and convenience. We will provide all necessary hardware and will onboard your team in advance to ensure you are comfortable with the setup. Payout of your
80%share (less the utility fee) will be processed post-festival.
On-Site Operations & Logistics
Operating Hours: Your stand must be operational and ready to serve during these core hours.
Vendors Serving Breakfast: Your service should begin from
08:00onwards.All Other Vendors: Your required service hours are from
11:00to22:00daily.
Arrival & Setup Schedule:
Arrival and Check-in: Begins
12:00(noon) on Wednesday, August 27th, 2025.Setup Complete by:
08:00on Thursday, August 28th, 2025.
Dismantling & Departure Schedule:
Dismantling Begins:
18:00on Sunday, August 31st, 2025.Final Departure by:
12:00(noon) on Tuesday, September 2nd, 2025.
TIMELINE
Our team is working non-stop to offer you a smooth process of engaging with us before, during and after the festival. Please see the timeline below to understand how we will keep you informed and manage your participation.
1
Apply as food vendor at evolve
Within 1 week
2
Approval and offer sent
Within 1 week
3
Accept offer and add any missing information
1-3 days
4
Contracts issued and signed
1 day
5
Ticket discount code activated
August 12, 2025
6
1st Vendor Onboarding call (Google Meet)
August 22, 2025
7
Sitemap with vendor area released
August 25, 2025
8
2nd Vendor Onboarding call (Google Meet)
August 27, 2025, 12:00 pm onwards
9
Registration at festival and on-site onboarding
Until September 2, 2025, 12:00 pm
10
Pre-departure check-out at festival office
September 5, 2025
11
80% Revenue share pay-out
September 15, 2025
12
Sales commission paid (15 EUR per ticket sold)
As a valued partner, we want to provide you with a tool to engage your customer base and generate extra revenue. We will issue you a unique discount code for Evolve Festival tickets.
This is a fantastic way to invite your loyal customers to see you at the festival and reward them for their support!
How it Works:
We create a unique discount code for you (e.g.,
#YOURBRANDNAME).Your followers and customers get
€20off their 4-day festival pass when they use your code.You receive a
€15commission for every ticket sold with your code.
Share this code on your social media, in your newsletter, or on flyers at your permanent location. It’s an easy way to market your presence at the festival and earn a commission on top of your food sales. You can use our canva template and/or media kit below to create promotional material for your community.
By confirming your vendor spot at evolve festival 2025, you agree to the following terms and conditions:
Agreement: This document outlines the core terms of our working agreement.
Payment & Fees: You agree to the
20%revenue share, the100 EURutility flat rate, and the exclusive use of the festival's cashless payment system. Your final payout will be transferred within 14 days of the festival's conclusion.Compliance & Licensing: You are responsible for ensuring you have all necessary local health and safety permits (Gesundheitszeugnis), business licenses, and certifications required to operate legally. You must comply with all on-site health and safety inspections.
Sustainability: evolve is a green festival. All vendors are required to use compostable or reusable crockery, cutlery, and packaging. You must also comply with our waste separation and disposal guidelines, which will be provided in your final onboarding package.
Operations: You agree to operate your stand during the mandatory hours specified. You are responsible for providing your own trained staff, equipment, and stall setup (unless otherwise arranged).
Insurance & Liability: All vendors must hold their own public and product liability insurance. evolve festival is not responsible for any damage or theft of your property or for any claims made against your business.
Cancellation Policy: Any cancellation must be made in writing. Cancellation within 45 days of the festival start date will result in the forfeiture of any fees paid. In the unlikely event of a festival cancellation, this agreement shall be terminated.
Your Contact
evolve cooperative
Roman Fernandez
CIC Berlin,
Lohmühlenstr. 65
12435 Berlin
