Die wichtigsten Fragen und Antworten für Ausstellende
Alle Infos auch hier als PDF:
What does a booth at the Vegan Summer Festival Berlin cost?
Feel free to have a look at our price list, which details the prices and services for gastro, info, and trade stands.
How and when can I register?
Registration takes place via an online form on our website. Please pay attention to the terms and conditions and read them carefully! You can register until 4 May 2023 and we will get back to you within the following two weeks. Note that registration does not entitle you to participate in the festival. Participation requires confirmation by the organiser.
What defines a gastro, trade, or information stall? Which one should I register for?
Information stalls are only permitted to provide information about their respective association/organisation. The sale of goods is not permitted. Of course, the organisation is permitted to generate donations, sponsorships for animals, online orders, etc.
A trade stall is one that sells packaged goods such as clothing, packaged food, cosmetics, etc. Of course, customers may taste the products but not in exchange for money! The tasting of food is subject to an additional agreement with the organiser, as certain hygiene regulations need to be observed. In this case, simply contact us.
If unpackaged food, including non-bottled beverages and freshly prepared beverages, are being sold, then the stall is a gastro stall. Gastro exhibitors are required to follow the guidelines of the hygiene regulations of the district office Mitte.
Where does the Vegan Summer Festival Berlin take place?
The festival takes place on Alexanderplatz, right in the middle of Berlin. It’s not just established veggies who attend, but mostly tourists and newcomers who come by to check out the plant-based diversity.
Facts and figures: How many visitors are expected? How many booths are there?
According to censuses of the city of Berlin, Alexanderplatz is visited by over 60,000 people on the weekends in June (spread over three days). We assume a daily flow of 5,0007,000 visitors. Please note that Alexanderplatz is an open area and that weather conditions always play a role. In 2019, the last time the festival was held, we had over 130 exhibitors.
Why is there a ban on Sunday sales (except for catering stands)?
Due to the Berlin Shop Opening Act, the sale of products on Sundays is generally prohibited. We are unable to obtain a special permit as an organiser, since this is only possible if the number of trade stands accounts for over two-thirds of the participants. However, since the character of the festival can only be maintained by ensuring numerous food and information stands, such a weighting is not desirable. As such, a special permit for Sunday sales must be requested by the participants from the district office itself. The organiser has no authority to do so and is not responsible for issuing a relevant trading permit.
What criteria are used to select exhibitors? Who is allowed on the festival grounds?
Basically, we always try to ensure that the range of food, as well as the information provided and products for sale, is diverse. Furthermore, we try to ensure that the number of food, trade, and information booths is roughly balanced. In general, the applicant must market plant-based products, sell such products, or provide information about vegan topics. Parties or politically motivated associations are generally not allowed to participate.
Which products are allowed to be traded at the Vegan Summer Festival Berlin?
As the name of the event suggests, only vegan products may be traded. This means that the goods may not contain any animal-based products. These include dairy products, eggs, honey, and meat, as well as leather, wool, etc. A violation of this requirement will lead to direct expulsion from the premises and is accompanied by a penalty fee.
How will the stand spaces be distributed to the exhibitors?
Potential participants can express their preference for a particular space when registering. While we always try to comply with the wishes of our exhibitors, we cannot guarantee that the stand will ultimately be placed in the requested location. Apart from that, logistical factors (electricity and water) as well as product range play a significant role. Food trucks usually have to be placed at corner and edge positions in order to ensure smooth setup and dismantling.
What are the opening and closing times of the Vegan Summer Festival Berlin?
The festival will take place at the following times (event times):
- Friday, June 16, 2023, 12 noon – 8 pm
- Saturday, June 17, 2023, 11 am – 8 pm
- Sunday, June 18, 2023, 12 noon – 6 pm
The following times are scheduled for setting up and dismantling, as well as clearing in and out of the stands (clearance times – drive-up times):
- Thursday, June 15, 2023 4 pm – 6 pm (For food-truck placement only)
- Friday, June 16, 2023, 09 am – 12 noon and 8 pm – 9 pm
- Saturday, June 17, 2023, 9 am – 11 am and 8 pm – 9 pm
- Sunday, June 18, 2023, 11 am – 12 noon and 6 pm – 8 pm
May I pack up my stand and leave the premises before the end of the opening hours?
No, unfortunately you are required to stay at your stand until the closing time. Please understand that an early departure (if not otherwise booked or discussed) can cause considerable disturbance at the festival. Furthermore, the attractiveness of the festival suffers considerably. We would also like to point out the complete ban on departure during the opening hours. Failure to comply with this regulation may result in the direct termination of the festival by the Public Order Office.
What services can I book through the organiser? What other services are available?
Our services include the supply of electricity and drinking water, as well as the provision of market stalls (with and without floors). These costs of these are determined by our service provider. You can also book a double sink with hot water heating with us (which is obligatory for all catering stands in accordance with hygiene regulations – if you do not have your own facilities you need to hire them from us). However, the rental of storage or cooling space is not possible through us.
We also organise a stage program and a raffle, as well as other activities, in order to increase the attractiveness of the festival.
How do I get to the festival grounds with my vehicle and materials?
Access to the grounds requires an access permit, which you can book when registering your stand. Essential for this is the notification of your license plate number, which we must forward to the district office Mitte. Furthermore, driving on the grounds is only allowed during the clearing times (see opening and clearing times). Each vehicle has a 20-minute slot at its disposal.
Will parking facilities be provided by the organiser?
We do not provide park facitilies, and, In general, no vehicles of any kind are allowed to park on Alexanderplatz, with the exception of food trucks.
For more parking options, take a look here.
How and where can I dispose of my waste?
All cardboard boxes, outer packaging, old frying fat, etc. must be disposed of by the participant and, if possible, recycled. A limited number of waste containers are available. Stands that produce a lot of waste or hazardous waste must book additional waste garbage cans for a fee. Dumpsters can only be booked through the service provider at the festival. Extra garbage cans should be specified at the time of registration and possibly organised independently, after consultation with us. The exhibitor is responsible for keeping their stand and its surroundings free of litter during the event hours. We regret that we cannot permit the display and distribution of flyers, stickers, and other advertising and information material outside of stands.
What does the reusable obligation entail?
Ideally, our participants should strive to use only reusable tableware. However, as this is often difficult to implement, exhibitors must at least use biodegradable disposable tableware.
Furthermore, we recommend a deposit system in order to ensure disposal. Serving food in edible bowls is another sustainable and environmentally friendly alternative!
Will the festival area be guarded during the night?
There will be security onsite during the festival times, as well as during the nights between the individual festival days. However, the organiser assumes no liability for theft or vandalism. A comprehensive security protection cannot be offered and guaranteed by the organiser.
What is the raffle and how can I participate?
For many years now, we have organised a huge raffle, with lots of exciting prizes for our visitors. Participation is super-simple and ensures joy for our guests and marketing possibilites for sponsors. You can specify whether and to what extent you would like to participate in the raffle in the online registration form.
Are there special prices for young companies and startups? ?
At first glance, unfortunately, no. However, since 2018 we have been giving away a stand for companies that are less than a year old. For startups, there is a separate registration form, where you can indicate whether you want to participate, even if the draw is not in favour of your startup. Of course, you can also beat the advertising drum for your company at the festival.
I have registered for the festival and can no longer participate. What now?
If the registration period is not over yet but you have already registered online, just contact us by e-mail and we will delete you from our list of interested parties.
If the registration period is over and you have already received our letter of acceptance, a complete cancellation if not possible. Please have a look at our terms and conditions. Unfortunately, a cancellation at this time is always associated with costs for the exhibitor. Otherwise, the running costs would remain with the organiser and our non-profit event would not be able to refinance itself.