World Bear Weekend Vendor Application

World Bear Weekend is excited that you have expressed interest in vending at our 7th annual event in July 2026 in Lexington, KY. As our attendance continues to grow, so do our requests for Vendor Booths. Applications will be reviewed by our producers and vendors will be selected based on product categories that fit the needs of our event. It is our goal not to "over-saturate" our market with too many vendors selling like items. We reserve the right to deny applications based on this criteria.

Please complete the form below. Once your application has been approved, you will be contacted to make payment arrangements to secure your booth space, and provide registration details for you and your helper(s), if applicable.

One Merchant All-Weekend Pass is included with each Vendor Booth Purchase. You may purchase (1) additional "Merchant Pass" at half price per booth space purchased. You can enter your requests for "helper passes" on the form below.

Company Name*

Website (if you have one)

Attendee's Name*

First NameLast Name

Date of Birth*

Attendee Must Be 21+ Years of Age to Attend

Age (as of 07/29/2025)

Attendee Must Be 21+ Years of Age to Attend

Email Address*

example@example.com

Cell Phone Number*

Please enter a valid phone number.

Vendor T-Shirt Size*

What items do you sell?*

Vendor Pricing:

$750 per 10'x10' space in Hospitality Room
$350 per 19'x6' space in private (empty) guest rooms (limit 2)
$200 per 8'x10' space in Upper Atrium

Due to limited space this year, vendors may only request a max of (2) spaces (unless they are Gold, Platinum or Diamond sponsors).

What's Included in My Vendor Application Fee?

One Merchants All-Weekend Event Pass per Space (Included)
One Merchants All-Weekend Event Pass per Space (at Half Price)
One 6′ skirted standard table per Space Purchased
Two Chairs provided per Space Purchased
Lunch Delivered per registered vendor & helper on Friday & Saturday
Electric Outlets at Provided at/near each booth
Complimentary WiFi

Which type of Vendor Spot do you prefer?*

Hospitality Room ($750 per 10x10 space).Private Guest Room ($350 per private room)Upper Atrium Area ($200 per 8x10 space)

How many spaces would your company need? (NOTE: requesting multiple booths does not GUARANTEE multiple booths, but we will do our best to fulfill your request)*

(1) Vendor Space(2) Vendor Spaces

Depending on the number of spaces chosen above, how many additional "Helper" passes do you wish to purchase at Half Price?

(1) Pass(2) PassesNo Additional Passes Needed

This next section is for Registration Info for your helpers if additional half-price passes are needed (as selected above). If you did not need additional passes, you may skip this section.

Helper Pass #1's Name

First NameLast Name

Email

example@example.com

Phone Number

Please enter a valid phone number.

Date of Birth

Date

Age (as of 07/29/2026)

Helper #1's T-Shirt Size

Helper Pass #2's Name

First NameLast Name

Email

example@example.com

Phone Number

Please enter a valid phone number.

Date of Birth

Date

Age (as of 07/30/2026)

Helper #2's T-Shirt Size

Terms & Conditions

Applications for Space and Rental Fees. Exhibitors will not be permitted to set up exhibits until full payment and this signed agreement have been received by World Bear Weekend. Booth space may not be sublet or shared by any other party than is registered by the original vendor application submitted to World Bear Weekend for the booth(s) space(s). The rental space includes a 6' skirted banquet table, and two chairs. General overhead lighting and independent overall security. Rental fee for approximately 80 square feet per space and the above is $300 in Coldstream Ballroom; $200/$100 in Bourbon room; and $150/$100 in Fayette Room ($50 extra after July 31, 2025.)
Refund for Cancellation of Space. No refunds on booth payments will be given after September 15, 2025, but your payment may, at the discretion of the producers, be rolled forward as a deposit on a booth for next year's event. World Bear Weekend may use any paid-for but unoccupied / vacant booth space on Thursday, October 30, 2025 as they desire if no prior arrangements have been made for late arrival.
Assignment of Space. World Bear Weekend reserves the right to relocate space as may be necessary for the benefit of all concerned, as well as changes to the floorplans by the Fire Marshal as necessary for fire safety concerns.
Services. All service customarily required by exhibitors are available at current rates: decorating, electrical, sign painting, photographer, florist, and telephone service. Please contact the vending market coordinator for information on these services
Vendor Set-up & Market Hours. The vendor market will be located in the Coldstream Ballroom area of the Embassy Suites. The exhibit areas will be open to the general public during the following hours:
1. 01:00pm-06:30pm Thursday, October 30th
2. 10:00am-06:30pm Friday, October 31st
3. 10:00pm-12:00am Friday, October 31st (late)
4. 10:00am-05:00pm Saturday, November 1st
5. 10:00am-01:00pm Sunday, November 2nd
Installation and Dismantling of Exhibits.Vendors are expected to be in their booths ready to sell during posted timeframes. Vendors who show up late, break down early, or miss shifts in the hall without specifically making arrangements with the vendor coordinator may not be invited back. The exhibit areas will be available to exhibitors at times to be determined as we get closer to the event date. Finalized times will be sent to approved vendors via your contact email. There will be no exhibitor move in other than the designated hours. On all vending dates, the exhibit areas will open to exhibitors only, one hour prior to the official opening hour and will remain open to exhibitors only one hour after the official closing hour for additional set-up and restocking time. All merchandise and display material must be removed from the exhibit areas by 7pm Sunday, November 2nd, 2025 unless previous arrangements have been made and approved by the Vendor Coordinator. Exhibit material remaining after that time will be removed at the expense of the exhibitor.
Identification Wristbands. The identification wristbands issued by World Bear Weekend must be on all exhibit personnel at all times while on the exhibit floors. Be able to show your wristband upon request.
Liability and Theft. The exhibitor agrees to hold World Bear Weekend harmless from any and all claims, judgments and expenses of litigation arising out of any property loss or damage, personal injury, or death caused by or arising out of the use of the leased space. World Bear Weekend will take all reasonable precautions against damage or loss by fire, water, storm, theft, strikes and other emergencies or causes over which World Bear Weekend have no control, but do not guarantee or insure the exhibitor against loss by reason thereof.
Delivery of Exhibit Material. If you plan on shipping your materials, you must coordinate this in advance with the Vendor Coordinator.
Care of Building. Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee or representative of the exhibitor that they shall not deface, injure or mar the exhibit areas. Nothing shall be pasted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Any damage done shall be made good by the exhibitor to World Bear Weekend or the owners of the building as their interest may appear.
Insurance. Exhibitors desiring to insure themselves against property loss, damage, or liability for personal injury, must do so at their own expense.
THESE RULES AND REGULATIONS ARE TO BE CONSTRUED AS PART OF ALL SPACE CONTRACTS. WORLD BEAR WEEKEND RESERVES THE RIGHT TO INTERPRET THEM AS WELL AS MAKE FINAL DECISIONS ON ALL POINTS THIS AGREEMENT DOES NOT COVER.

Please sign below acknowledging the Terms & Conditions above.*

Thank you for your interest in vending at World Bear Weekend! The producers are excited to see each of you. Your applications will be reviewed promptly. Applicants that are chosen will be contacted to secure payment for your vendor space and registration. Please wait for vendor acceptance before purchasing goods to sell and/or making hotel arrangements.