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:
Complete the registration form on our Online Registration Form.
All booths will be provided:
- One 10’x10’ space,
- One 8’ table with black linen,
- Two chairs.
Complete the registration form on our Online Registration Form.
- Registration must be completed by Wednesday, October 1, 2025. 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 Sat. October 4, 2025. 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 events team.
Note: items may be grouped with other similar products to create one packaged item.
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.)
- 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 be allocated two parking spaces in the adjacent Boys & Girls Club lot. A master list of approved names will be provided for reference. Upon arrival, please check in with the security guard to confirm your access.
Schedule of Events
7:00am – Open for Setup
10:00am – All Vehicles out of the Park 11:00am – Festival Opens 1:30pm – Costume Contest 2:00pm – Raffle 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.