Food & Beverage Vendors — Open Call: Terms

HOLOLIFE Summit 2026 · SugarFactory, Halfweg (Amsterdam) · build Thu 12 + Fri 13 Nov · event Sat 14 + Sun 15 Nov · ~2,000+ attendees

The principle: we provide the space and the audience, the vendor arrives fully self-sufficient and pays a commission on what they sell. We are not buying catering — we are offering a trading position.

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1. Who we are looking for

Two separate tracks — a vendor can apply for either or both:

A. Food

• Either several food trucks / stands, each with its own style, or one vendor able to run multiple stations and cuisines across the venue.
• We expect to place 2–4 food vendors in total.

B. Café & bar (non-alcoholic)

• Speciality coffee, functional and non-alcoholic drinks, snacks. Can be a different provider from the food vendors.
• We expect to place 1–2 café / bar operators.
• No alcohol is served at this event.

2. What the vendor gets

• A trading position at the Summit for both event days (Sat 14 + Sun 15 Nov), with access to 2,000+ attendees.
• Listing on the website and in the event app, and inclusion in our food/lifestyle social media posts.
• A defined pitch area with power connection (specification confirmed after selection).
• Access for their vehicle/unit during the build window and a designated load-in slot.
• Free parking on site.

3. Commercial terms

• Participation is commission-based: a percentage of gross sales, in the range 10–20%, agreed individually and written into the contract before the event.
• The vendor keeps their own revenue and handles their own card/cash payments, pricing, and Dutch VAT; the commission is settled after the event against reported sales.
• Crew, speaker and volunteer meals: we will agree a meal arrangement with the selected vendors (our people redeem QR meal vouchers scanned through the event system, so redemptions are counted exactly, and the vendor invoices us at an agreed per-meal rate). Willingness to do this is part of the selection criteria.
• Partner products may be integrated into the menu (e.g. a partner's supplement or superfood in a drink, with their logo on the menu). If we place a partner product, the ingredient is supplied free.
• Pricing must stay at normal city level — no event mark-up. We approve the final menu and prices before the event.

Exclusivity

• No exclusivity is granted by default. Several food and drink providers will be trading on site.
• Exclusivity is only considered for a vendor who covers the entire event — multiple stations, full food offer, both days.
• In every case, and including any exclusive arrangement: our partners and exhibitors will be handing out and selling their own products at their stands (coffee, drinks, snacks, supplements). That is part of the event and is not a breach of any exclusivity.

4. The vendor must be fully self-sufficient

• Bring a complete, working unit: truck, trailer, stand or counter, with their own equipment, refrigeration, serving materials and staff.
• Provide their own staff for the whole trading period, plus set-up and breakdown.
• Have their own food safety registration (NVWA), HACCP procedures and liability insurance — copies to be supplied on request.
• Handle their own stock, deliveries and cold storage. No venue storage or fridge space is provided.
• Take away their own waste, packaging, and used cooking oil; leave the pitch clean and undamaged.
• Be operational for the full published opening hours both days, and not sell out early.
• Take full responsibility and risk for their own equipment and stock.

5. Menu requirements

• The menu must fit a biohacking / health-conscious audience: real ingredients, no seed-oil frying where avoidable, no refined sugar as the default, clear labelling.
• Vegan, vegetarian, gluten-free and dairy-free options required.
• We approve the final menu. Vendors must be willing to adjust their standard offer to fit the event.
• What we are specifically looking for: proper lunch options (bowls, salads, poke, wraps), speciality coffee and functional drinks, healthy snacks, and a strong VIP/lounge-quality option.
• No alcohol.

6. Venue rules (SugarFactory / Dutch fire & safety regulations) — non-negotiable

• No open fire. No wood, charcoal or open-flame cooking anywhere on site.
• Frying (oils and fats) outdoors only, minimum 5 m from the building façade. All other cooking and baking minimum 2 m.
• Hard cups are mandatory (over 1,000 guests) — no glassware anywhere.
• Vehicles: batteries disconnected, fuel tanks at 10% or less, and keys handed to production daily while parked on site.
• No charging of batteries on site (e-bikes, scooters, large battery packs).
• Gas (LPG): only with prior written approval, declared quantity and valid certification. Assume electric unless we confirm otherwise.
• Water: supply and waste water must be arranged in advance and declared in the application. Floors and walls cannot be washed down; no water may be discharged on site.
• Power: house electricity only. Total load and connection type (Schuko / CEE 16A / CEE 32A) must be declared at application; all cabling in safe condition, taped or ramped.
• No own music or PA at the pitch — the venue has a live programme running on several stages.
• Every unit and its position must appear on our fire-safety and furnishing floor plans, which go to the venue at least 6 weeks before build — so nothing can be added or moved at the last minute.
• Venue house rules apply at all times and override anything written here.

7. Trading times

• Saturday 14 + Sunday 15 November — both full event days, mandatory.
• Friday 13 November (build day) — optional. Vendors are welcome to trade for the crew and build team, but it is not required.
• Exact opening hours are confirmed with selected vendors once the programme is locked.

8. Deadlines

What	When
Applications close	30 September 2026
Selection + contracts	~7 October 2026
Final specs from selected vendors (footprint, power, water, gas, vehicle details)	10 October 2026
Floor plans filed with venue (fire safety + furnishing)	~1 October — the venue needs 6 weeks, so late applicants cannot be placed
Menu + prices approved	31 October 2026
Load-in	Fri 13 Nov, slot assigned