Vendor Registration Form

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2025 VENDOR APPLICATION

Vendors that are selling merchandise are responsible for obtaining the appropriate permits and licenses as required by local authorities for conducting their business. All vendors required to pay Maryland State Sales Tax must do so on an individual basis. Please contact the Comptroller of the Treasury for the State of Maryland, Retail Sales Tax Division at 301-949-0280, 410-767-1544 or 410-7671300 to determine vendor responsibilities with regard to Maryland State Sales and Use Tax.
As you want it to appear in print.
Full Name*
Business Owner, Director or Officer’s Name
Name of Contact if different.
Mailing Address*
Vendor Type

Check One
Please provide a short statement that describes the product(s) you intend to sell or information to be distributed. All or part of this statement may be included in the program.
ACKNOWLEDGEMENT
I/We agree to the conditions set forth and disclosed by the Mid-Atlantic Jazz Festival (MAJF). I/We agree that our organization may be included in the MAJF promotional videos, photographs or recordings promoting the festival.

INTERESTED IN BEING A VENDOR?

The Mid‐Atlantic Jazz Festival (MAJF) and its producer, The Jazz Academy of Music, Inc. (JAM) will accept vendor applications beginning October 31, 2024. The MAJF will take place February 14, 15, and 16, concluding on February 17, 2025 at the Bethesda Marriott, 5151 Pooks Hill Road, Bethesda, Maryland 20814. Vendor days are February 14, 15, and 16 of the MAJF.

AFTER COMPLETING THE APPLICATION, YOU WILL BE DIRECTED TO THE PAYMENT PAGE TO PICK OUT YOUR SPOT. ALL APPLICATIONS ARE SUBJECT TO REVIEW.  YOU WILL BE NOTIFIED OF ANY ISSUES AND ANY FUNDS COLLECTED WILL BE REFUNDED.

In our continuing efforts to make the MAJF experience as rewarding as possible for both vendors and attendees, this year we are designating three vendor categories: Product/ Merchandise vendors, Art vendors, Promoters, and Information/Materials Only. We have twenty-five (25) 8’ x 3’ stations, two (2) 7’ x 2’ display table space only stations, three (3) 40’ – 50’ square foot premium stations.

With our intent to be as selective as possible in the acceptance of vendors for the 2025 MAJF, participation in a previous MAJF does not guarantee acceptance for the festival. For Merchandise/Product vendors, we will base our decisions on quality of merchandise, appearance of display, and variety of offerings. In particular, those with jazz music – inspired products, and also general interest offerings featuring paintings, sculptures, and other unique presentations.

Please Note: In order to offer each approved vendor the ability to choose his or her vendor location, we cannot guarantee that a vendor with similar-type merchandise will not be in the vicinity or adjacent to the location chosen.

NO FOOD VENDORS 


Each vendor will be given a 29″ x 6′ table and two chairs as their vending space (25 basic stations; 2 display table spaces; and 3 premium spaces). Vendors may supply their own smaller tables, but the overall space per vendor is still the area around 29″ x 6′ table dimension, unless otherwise indicated. To be listed in the MAJF program, vendors must have their application in by January 15, 2025. Please insure that the MAJF office has your product description for the program. We will continue to accept applications for any available vendor spaces after that date, but those vendors will not be listed in the program due to printing deadlines.

In order to be considered, applications must be submitted in full. If you participated as a vendor between 2022 – 2024 MAJF and your product has not substantially changed, you are not required to provide a description or submit images with this year’s application. However, we are actively seeking those vendors with both quality merchandise and attractive displays, so we welcome images of your intended display to help us make this a quality vendor experience for our festival attendees.

REGISTRATION

Applications will be reviewed on a first come, first serve basis, and space is limited. If you have any specific questions about the Mid‐Atlantic Jazz Festival Vendor Program, please contact the Mid‐Atlantic Jazz Festival office at (301) 871‐0858 or iambush@concentrance.com. Vendors who complete the application online or by mail and are not approved will receive refunds to their credit/debit card for the Participation Fee or if by mail, your check will be returned. As previously indicated, space is limited; vendor selection will be based on the following criteria:
• The type, quality of products you sell, and display and how they fit into the overall product diversification of the MAJF
• Submission date of your application and fee

VENDOR PARTICIPATION FEE:
Vendors must commit to exhibit for the entire Festival term. All stations receive ample exposure due to their proximity to higher traffic areas of the Festival, so this basic station fee is $450. The “display table” stations are $250 which are allocated to Jazz Programming, Schools, Colleges and Universities with limited use of the supplied table space. The Premium Area is 10’ x 7’ for $650. The station types are indicated on the attached Festival layout plan. The participation fee must be included with the application in order for the vendor location to be held pending processing and consideration of the application.
• The fee includes one (1) 29″ width x 6′ length table and 2 chairs.

Marriott Hotel Link

ACCOMMODATIONS

We are pleased to join with the Hilton for the fourteenth year as our venue sponsor for the Mid-Atlantic Jazz Festival.  The Bethesda Marriott, 5151 Pooks Hill Road, Bethesda, Maryland 20814 is an atrium-styled hotel and event venue.  It is the perfect location for the MAJF with over 19,000 square feet of expansive and flexible space.  It is located at 1750 Rockville Pike, Rockville, Maryland 20852. The hotel features a staff committed to excellence, extraordinary dining options, and an outstanding location near the Washington Metro Transit’s – Twinbrook Station – Red Line (www.wmata.com) making it extremely accessible to most of the popular tourist destinations in Maryland and Washington, DC.  Performance space, accommodations, food, vendors, and more are all indoors under one roof.  The hotel is minutes from world-class shopping and over 200 restaurants.  It is also conveniently located to all area airports, major highways and the Amtrak train station, Union Station.  The festival room rate at $139.00 per night for rooms with single-king bedding or $149 per night for rooms with a double-queen options.  We recommend that hotel reservations be made as soon as possible as the hotel will be fully booked for the festival.  Guests must tell the hotel reservationist that they are attending the Mid-Atlantic Jazz Festival to get the festival room rate.   The reservation line is 800-228-9290. All bands participating in the festival that require overnight stay must stay at the MAJF venue, the Bethesda Marriott Hotel. Bands are encouraged to contact Ms. Katherine Roberts, Events Manager by phone at (301) 564-5464 or by email at Katherine.Roberts2@marriott.com  to reserve your rooms as soon as possible. Please indicate that you are attending the Mid-Atlantic Jazz Festival in order to receive the MAJF discount on your rooms.

MAKE YOUR ROOM RESERVATION TODAY!

LOGISTICS

HOTEL REQUIREMENT—PLEASE NOTE
• Electrical services, internet, telephone connections etc., must be arranged through the hotel. After your vendor application has been accepted, if you need this type of support, please contact the Bethesda Marriott at (301) 564-5464 and ask for the Convention Services Department. Indicate that you will be vending at the Mid-Atlantic Jazz Festival and discuss your requirements with the hotel representatives. Please note that fees may apply.


SPECIAL INSTRUCTIONS AND EXCLUSIONS:
• Product/Merchandise and Art Vendors cannot sell food or beverages of any sort.
• Vendors are required to maintain a staff person at their space at all times during the open hours of the vendor area of the event. These hours are from set‐up to 10:00 p.m. on Friday, February 14, and 10:00 a.m. to 10:00 p.m. on Saturday and Sunday, February 15 and 16.
• Signage must be professional. No handwritten signs are allowed. The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., reserve the right to remove inappropriate signage.
• Music of any kind is not allowed to be played at tables.
• No tobacco or drug products allowed.
• The Mid‐Atlantic Jazz Festival and its producer, The Jazz Academy of Music, Inc., have the right of refusal to ensure quality of products sold and to ensure diversity, thereby avoiding repetition whenever possible.
• No refunds will be given for cancellations after the Vendor has been accepted for participation.

 

Arrival and Set Up
• Vendors can set up between the hours of 10:00 a.m. and 5:30 p.m. on Friday, February 14, 2025. All vendors must be set up by 6:00 p.m. on Friday and remain open until 10pm every day until the festival closes on Sunday, February 16.


The Bethesda Marriott Hotel is offering a special accommodation rate starting at $139.00 per night for MAJF participants and patrons. There are a limited number of rooms available at this special rate. Therefore, we encourage you to reserve your room(s) as soon as possible. Visit the Hilton website for further information. 


Cleanup, Exiting – Monday February 17, 2025
• Vendors must vacate the vendor area of all products and materials by noon Monday, February 17, 2025.
• Cleanup – The area surrounding each table/booth must be kept completely clean by each vendor during and after the MAJF. The MAJF’s producer, The Jazz Academy of Music Inc., will charge a $100.00 cleanup fee to any vendor that fails to clean up its assigned space during or after the event.


Refund of Vendor Fee
If a vendor is not selected, the MAJF will refund the application payment. All acceptance decisions are made by the Festival Committee and are final. Vendor fees are nonrefundable for any reason, once mutually contracted between the MAJF and the Vendor.

 

Maryland Sales Tax

Vendors are responsible for obtaining the appropriate permits and licenses as required by local authorities for conducting their business. All vendors required to pay Maryland State Sales Tax must do so on an individual basis. Please contact the Comptroller of the Treasury for the State of Maryland, Retail Sales Tax Division at 301-949-0280, 410-767-1544 or 410-767-1300 to determine vendor responsibilities with regard to Maryland State Sales and Use Tax.

Marriott Hotel Link
Vendor Application Link