Vendor Village Guidelines and Information

VENDOR VILLAGE GUIDELINES AND INFORMATION

Registration & General Booth Information

Vendor booth spaces are available on a first-come, first-serve basis until we reach capacity.*

All booths will be provided:

one 10’x10’ space,
one 8’ table with black linen,
and two chairs.

Additional products/services may be reserved at the time of registration.)

REGISTRATION INSTRUCTIONS
Complete the registration form on our Online Registration Form.

Registration must be completed by Tues., October 1, 2024. Your invoice for the Sponsorship or Vendor Booth will be due upon receipt. Once we have received payment, we will send a email confirmation for your participation in the event.
Any booth cancellations must be made by Tues. October 15, 2024. No refunds will be provided following this date. This includes no shows. (It covers the rental costs for the tent, table, and chairs.)
The week prior to the event, we will send out a reminder email with updated detailed information regarding booth locations and a Festival event overview.
The booth must be staffed at all times, and you are solely responsible for the contents of the booth as well as the booth itself during the Festival.
Booths are not permitted to sell food & beverage items at the event. In addition, snacks and candies provided to the trick-or-treaters will need to be provided in their original and sealed packaging. All promotions and literature provided at your tent must pertain only to the business by which the tent was rented.
• Please do not give items that we are selling in the food & beverage outlets, i.e. bottles of water.
• No fireworks, open flame candles, or similar items are permitted.
We will only accept one of each brand’s franchise business. (We will honor past Sponsor/Vendors the first right of refusal, and then will work on a first-come, first-serve basis.)

Donations for Raffle

We would gladly accept donated products/services/items to our Raffle Prize inventory. Please contact Jordan.
Note: items may be grouped with other similar products to create one packaged item.

Setup, Tear Down, and Deliveries

Vendors may setup booths on the day of the event beginning at 7:00am. Vehicles may be driven into the park during this time. (We suggest you arrive early to unload your items at the tent, park your vehicle in the vendor lot, and return for setup. This is so you don’t get stuck in the mad rush with guests walking around prior to the start of the event and are not able to exit and return to the park in a timely manner.)
ALL VEHICLES MUST BE OUT OF THE PARK BY 10:00am. This will give you enough time to park in the vendor lot and walk back to the park prior to the start of the event.
Tear Down will begin at 3:00pm. Vehicles used for picking up items after the event will not be permitted to enter until all visitors have exited the park.
All vendors are respectfully asked to be mindful of the cleanliness of the area. Please clean up and carry out all debris, signage, decorations, and other handouts that you brought with you. We ask that the tent area be left in the same condition that it was delivered.

Parking

Each Vendor will receive a maximum of two vendor parking passes to park in the designated vendor parking lot. Your passes will be distributed to you prior to the event. If you lose your pass, you will be required to park in the public/guest parking lot. (We will not re-issue parking passes.)

Schedule of Events

7:00am – Open for Setup
10:00am – All Vehicles out of the Park
11:00am – Festival Opens
1:30pm – Raffle
2:45pm – Costume Contest
3:00pm – Festival Conclusion

Booth Trick-or-Treating

All vendors are asked to supply a Festival Favorite: candy, toys, or other appropriate give-away items to the children attending the Festival. We estimate that there will be approximately 750 - 1,000 small children excited to Trick-or-Treat.

Please do not give items that we are selling in the food & beverage outlets, i.e. bottles of water. Snacks and candies provided to the trick-or-treaters will need to be in their original and sealed packaging.

Decorating Contest

Having a visually appealing vendor fair encourages visits to your tent and increases the success of the Festival. Although optional, we encourage you to decorate your booth in Seasonal Themes or in a theme appropriate to your business. The booth decorating contest is an optional and voluntary contest. Our goal is to get into the spirit of giving back, while having a lot of fun! Members of the Committee will hold a Best Dressed Booth contest. Please keep in mind the following guidelines:

Decorations need to be completed by 11:00am.
Please refrain from using pins, staples, or other materials that could damage the tent materials.
Banners may be used as long as they are secured to the support poles at either corner of the tents and not on the tent material itself.
If planned decorations will exceed the confines of the 10x10 tent, please contact the Committee for permission.
Balloons may be tied to the supporting tent posts and not to the canopy itself.
This is a family oriented event. Decorations should be appropriate for all ages.
Be sure to show the name of your organization somewhere on your booth.
Judges will rate each booth on a scale of 1-10 on the following
Originality & Creativity • Quality & Level of Detail • Effort & Complexity
Prize will be awarded to 1st place and will be announced after the last raffle.