Join us in 2024 for the 54th HOSR!

The Festival Area – The Regatta holds an exclusive permit for the exhibition and sale of all merchandise during the two-day regatta in the area bounded by Boathouse Row on the south to the East Park Canoe House on the north (Permitted Area). The Regatta Festival Area is located at the Three Angels Statues located approximately 1 mile north of Boathouse Row, and midway within the Permitted Area. It adjoins the official launching area for out-of-town boats identified as Angels dock on all maps. The Festival Area includes the main festival tent, headquarters tent, race commentary and announcing, live streaming, food trucks and boat vendors.  Please be reminded that the vending space is on grass.

We will continue with a hybrid set-up (as in 22 & 23) – Vendors may request to be in an individual tent, OR part of the larger HOSR Awards/Information Tent.  Vendors may bring their own tent (subject to approval) OR have a tent set up by HOSR and ready to go.  If any entity has special requests or thoughts for activation, please do not hesitate to reach out to vendors@hosr.org and we will try to accommodate your needs.  We want to make this experience the best it can be for our audience and for you, our partners.

Below are space size, tent, and accessory pricing.  Please complete the Vendor Request Form ASAP to reserve space.  An HOSR representative will confirm your request and provide invoice for payment.

Food Trucks should contact vendors@hosr.org for more information.

RESERVE VENDOR SPACE

Insurance

All vendors and exhibitors must provide a certificate of insurance at least one week prior to the Regatta naming the Head of the Schuylkill Regatta ® as an additional insured.

Permits and Licenses- City of Philadelphia

Vendors are responsible for obtaining all appropriate license, permits and certifications from the City of Philadelphia. If you do not already have a City of Philadelphia Tax Account Number and Commercial Activities License, you will need to obtain one even if the Regatta is the only event you plan to attend in Philadelphia for 2024. The steps are:

• Obtain a City of Philadelphia Tax Account Number
  • You can download the form here Combined Tax Number and Commercial Activity License PDF Application,
  • Or sign up online here On Line Tax Number Application
  • A Federal Employer Identification Number or Social Security Number will be required, as well as a Pennsylvania State Sales and Use Tax Number if you collect the PA Sales Tax.
• Obtain a City of Philadelphia Commercial Activity License. There is no fee for this license, but it obligates you to filing the Business Income and Receipts Tax and the Net Profits Tax returns every year unless you specifically terminate the Commercial Activity License.
  • Applicants wishing to apply for a Commercial Activity License online will need to register with the eCLIPSE system, which requires users to have an email address. Eclipse System;
  • Or you can send in the combined Tax Number and Commercial Activity License Application from above.
• You must file both a Net Profits Tax return;
• And a Business Income & Receipts Tax return
  • If you are an “itinerant taxpayer” who does not do regular business within the City of Philadelphia, it is suggested that you file the Business Tax Return For Use by Trade Show Vendors

We apologize for this lengthy process, but hopefully the outline above will simplify it for you.

The City has informed the Regatta Committee that on the day of the Regatta, inspectors will be checking all vendors for appropriate licenses, permits and certifications, and will shut down noncomplying vendors. Please be sure to allow enough time to receive your license! In case you do not get the license, bring a copy of your application and proof of payment with you to the venue.

Licensed Merchandise:

The Regatta has exclusive rights to the use of the registered service mark “Head of the Schuylkill Regatta.” No vendor will be permitted to sell any items bearing the service mark “Head of the Schuylkill Regatta” or Thomas Eakins Head of the Schuylkill Regatta or any mark confusingly similar thereto, except with the prior written permission of the Regatta Committee. Permission to vend at the Regatta does not constitute permission to use the service mark.

Vendor Parking

Reserved vendor parking will be provided along Kelly Drive, proximate to the Festival Area. Each vendor is entitled to only one reserved parking space regardless of the number of booths rented. A VENDOR placard will be mailed prior to the Regatta, and must be displayed prominently in vehicle windshield to park in the reserved area.

Click here: Onsite Parking Map

Any additional vehicles must be parked elsewhere along Kelly Drive or other designated locations on the traffic flow map. Free shuttle buses will be available to return you to the Festival Area.

Vendor Set-Up/Breakdown

Vendors may set-up either Friday afternoon, October 25th beginning at Noon or Saturday morning, October 26th, at 6:00am. All locations will be marked with the vendor’s name. A vending supervisor will be present to manage set-up and assure that vendors occupy their proper locations.  Breakdown may only occur after racing has ended.

Damage Deposit

For 2024, no damage deposit will be required. If damage occurs due to vendor activity, the damage deposit will be reinstated for 2025. Damage includes waste left on-site.

Warranties/Cancellation/Withdrawal:

By request from participants and vendors alike, the Head of the Schuylkill Regatta was expanded to two days to accommodate the continuing growth in participants and spectators. Unfortunately, we cannot guarantee the volume of sales or attendance during the Regatta, nor does payment of vendor fees imply any such warranty.

The Organizing Committee reserves the right to cancel the Regatta due to circumstances beyond its control, including river conditions or acts of nature. In the event of cancellation, and only if no Regatta events were completed, the Regatta will refund fees minus an Administration Fee of $200. If any Regatta events were completed, the Regatta will not refund any fees.

Should an entity withdrawal its registration prior to the deadline of October 6, 2024, all fees would be returned.  If an entity withdrawals its registration after October 6th, but prior to October 14th, 2024, fees would be returned minus a $200 Administration Fee. After October 14th, 2024, no refunds will be provided for withdrawal of registration.

Indemnification/Limited Liability:

Vendors, exhibitors, and sponsors agree to indemnify and hold harmless HOSR and its directors, officers, employees, agents, affiliates, subcontractors and customers from and against all allegations, claims, actions, suits, demands, damages, liabilities, obligations, losses, settlements, judgments, costs and expenses (including without limitation attorneys’ fees and costs) which arise out of, relate to or result from any act or omission of exhibitor or vendor.

Vendors, exhibitors and sponsors agree that HOSR’s liability is limited to the amount of the payment paid to HOSR.