Required Documents

Sample COI (click to enlarge)

ALL vendors/exhibitors/sponsors who carry liability insurance need to request a
Certificate of Insurance naming St. Louis Earth Day as an additionally insured entity.

1. Make this request to your insurance agent.  It is a standard form that looks similar to this →
2. This is only required if you carry liability insurance. If you do not have liability insurance, then no action is necessary, except to let us know that you are exempt.
3. Provide the Certificate of Insurance to St. Louis Earth Day organizers via email at festival@earthday-365.org or mail within two weeks of registration. All documentation must be received no later than April 12th.

Below are the two occasions which exempt you from requiring liability insurance (that we are aware of):

1. As the State of Missouri does not require businesses with fewer than five employees to carry liability insurance, we understand that some small businesses that participate in the Festival may not carry insurance. Please make sure that you fully understand the risks of not carrying liability insurance. All that is required for this circumstance is to contact us to inform us that you do not carry insurance and will not be providing this information. You can also relay this information to us by indicating it in the Special Notes field in your registration form.
2. Some governmental agencies are self-insured and operate differently than corporate entities, and are thereby unable to name additionally insured.

Missouri requires Special Event vendors to register for a Missouri ID. If the vendor is a sole owner/partnership, they are required to complete the Missouri Special Events Application form 2643S. If the vendor is an LLC or Corporation, they are required to complete the Missouri Tax Registration Application. For more information, please take a look at the Special Event FAQs or download FORMS.

All Food Vendors & any vendor sampling food/beverage need to have a Health Permit. This includes any alcohol service that includes ice or if you garnish your product with any kind of fruit. The Department of Health will have someone on-site both event days checking your booths for compliance.  For food trucks, the health permit you already have to operate your truck is all you need. If sampling alcohol, you need to obtain a city liquor license and earthday365 will provide a letter of permission for you. IF you have a brick and mortar store and already have a liquor license, you will need to obtain a catering license that essentially acts as an “off premise” liquor license.

We will alert you when the city is ready for you to apply for your Health Permit.  This should be in late March or early April.

Health Department
City of St. Louis | 1520 Market St., Room 4050 | St. Louis, MO 63103
314-612-5100 | M-F 8am – 4:30pm
Please Bring Valid ID
Cost: $50.00 (per day)
Business Check or Money Order ONLY

If you are cooking using propane gas, you must obtain a Fire Safety Permit. Visit the Fire Marshall’s Office (address below) and submit an application with $25 application fee, plus a $50 payment for the permit. A site plan is required with your booth location marked and the location of the propane gas. You may request a site plan from St. Louis Earth Day Festival organizers. Let us know if you are applying for a Fire Safety Permit (314-282-7533).

Bureau of Fire Prevention
St. Louis City Fire Dept. | 1421 N. Jefferson | St. Louis, MO 63106
314-289-1900
Please Bring Valid ID
Cost: $75.00 total
Applications Due: 10/02/20

The Fire Inspector and Health Department will be onsite the day of the Festival to review everyone’s setup.