2025 Lionfish Festival Vendor Application

  • 2025 Lionfish Festival Vendor Application

    Hosted by HarborWalk Village & Destin-Fort Walton Beach Saturday May 17th - Sunday, May 18th

  • Deadline:

    All applications must be submitted prior to Monday, May 5th, 2025 in order to be considered.

  • Event Info

    The Lionfish Festival is a one-of-a-kind event, promoting lionfish removal and awareness. Alongside the festival will be the largest lionfish tournament in the world, the Emerald Coast Open. The festival will be open to the public from 10 a.m. to 5 p.m. Saturday, May 17th through Sunday, May 18th in Destin, FL. The headquarters of the Emerald Coast Open tournament will be hosted at AJ’s Seafood and Oyster Bar, with the festival hosted along the HarborWalk Village. This event typically brings in 5,000 - 7,000 visitors each year. All vendor applications must go through the approval process!

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    Please Note: HarborWalk Village hosts permanent vendors year-round. Because of this, vendors for this event are not permitted to sell food, drink, or other concessions. All applicants must be approved by the HarborWalk Village Events Team.

     

  • Set Up & Breakdown

    Vendor set up is Saturday, May 17th from 7:00am-9:30am. Breakdown is Sunday, May 18th at approximately 5pm, pending foot traffic in the village. Additional information regarding set-up protocol and vendor assignments will be provided after application approval. All vendors must follow the hours of the festival and remain operational for the entirety of the Festival.

  • Pricing

    For both days of vending, vendors must pay a fee of $100 + tax. Invoices will be sent to your email via Square upon approval. Fee is not due until the day before set up on Friday, May 16th. HarborWalk Village will be the only organization handling and collecting vendor fees and will only utilize the Square Program. If you wish to pay by check, please contact the HarborWalk Village Events team directly - events@harborwalkvillage.com. Please beware of scammers and alert the HarborWalk Events team of suspicious requests or communications. ALL NON-PROFITS & GOVERNMENT ORGANIZATIONS WILL BE EXEMPT FROM THE VENDOR FEES.

  • State/County Business License

    The State of Florida and Okaloosa County require each exhibitor and vendor to purchase a transient business license. The details are available from the Okaloosa County License Inspector at www.okaloosatax.com. Upon purchasing, please forward a copy of your license to the HarborWalk Events team - events@harborwalkvillage.com.

  • Security

    There is 24/7 security at HarborWalk Village. Each night we ask that you please breakdown your booth, utilizing tent weights and tent walls to secure your booth, and take any valuables you feel uncomfortable leaving with you as well. Although security is provided, neither HarborWalk Village nor the festival affiliates are responsible for lost or stolen items.

  • Parking

    As a vendor you will receive 2 parking passes for the weekend when arriving and checking in with Event Staff at load in ramp.

  • Vendor Selection

    Due to limited space, there are a limited number of availabilities for vendors. All Vendors must go through the application process and will be reviewed and approved by the HarborWalk Village Events Team. The HarborWalk Events Team will make selections based on the following: vendor has been involved in the Lionfish Festival in previous years, vendor directly relates to lionfish and/or marine conservation/education, and the date of application received. Exhibitors and vendors will be selected when deemed appropriate to, typical of, consistent with, or supportive of the image or identity of the event, brand, festival affiliates, and property. As HarborWalk Village has permanent merchants on property, vendors who have similar products/services to those current permanent merchants, will be subject to a much longer approval process. These vendors must not only be approved by the HarborWalk Events Team but by the HarborWalk Leasing Manager as well. Vendors will not be able to choose their booths location, the HarborWalk Events team will assign them. Please note that conservation/Educational Vendors will get top priority for placement in charters area on the East side of our property until it is full. Vendors will not be able to reserve multiple booth spaces due to limited availability; each approved vendor will be assigned one 10x10 space. Harborwalk Village will select Vendors prior to Monday, May 5th. HarborWalk Village reserves the right to refuse any applicant.

  • Important Details

    All vendors are required to bring their own tent. Each vendor will be provided with a 10'x10' space and given signage. Vendors are expected to bring their own displays, chairs, and any other necessary equipment.To ensure a cohesive and professional appearance, the use of the provided signage is mandatory. Thank you for your understanding and cooperation.

    Setup: If your setup includes a trailer or mobile vehicle, please indicate this on your application. 

    Weather Preparedness: The event is located along Destin Harbor, which can be affected by strong winds or inclement weather. We recommend bringing equipment (tent weights are highly reccomended) to secure your displays and materials. Please be aware that some areas may not have access to electrical outlets. If you require power for your booth, please indicate this on your application. We will do our best to accommodate all power requests, though we cannot guarantee availability.

    Booth Security: As this is a multi-day festival, all vendors are responsible for securing their items and breaking down their booths each night before the event closes. For additional security, we highly recommend using tent side walls. These will not be provided, but you may inquire about borrowing some from the HarborWalk Village Events Team. Please note that additional fees may apply.

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  • Interested in becoming a Sponsor?

    If you are interested in sponsoring the Lionfish Removal and Awareness Festival and/or the Emerald Coast Open Lionfish Tournament? To Sponsor the Festival, please contact events@harborwalkvillage.com to receive the 2025 Sponsor Information Packet and registration form. For the Tournament, please visit EmeraldCoastOpen.com to view the 2025 Sponsor Information Packet and complete the registration form. Contact sponsor@emeraldcoastopen.com with any questions.

  • Standards & Guidelines

    Please read and initial before providing your signature and date on the next sections.

  • 1. An application is a commitment to the event and no refunds will be made for cancellations but rain checks may be offered. 

     

    2. Under limited circumstances stand-in or proxy exhibitors will be permitted. Only the farmer, artist or crafter accompanying his or her original work may participate, unless otherwise agreed to by the Event Manager.

     

    3. Vendors must exhibit for agreed days as specified above. Artists and crafters are required to man their exhibits during these hours and may stay open later if crowds remain.  Mandatory open hours are determined for this event, operations are to take place at the minimum Saturday, May 17th 11:00AM-6:00PM & Sunday, May18th 11:00AM - 4:00PM.  

     

    4. Exhibitors bear the responsibility for all set-up needs for their exhibits. 24-hour security will be provided by HarborWalk Village, however, neither they, nor their representatives are responsible for loss or damage of any kind. In the case of a multiple day event, Vendors need to secure their tents and items before leaving for the night.

     

    5. All Vendors must provide their own display booths, racks, lighting, decor, and chairs; and should be prepared for the possibility of inclement weather conditions, such as wind and rain by bringing tent weights, and side walls or enclosures. Vendors are required to utilize a plain white tent topper for all HarborWalk Village events. 

     

    6. No space can be shared, but one artist may purchase two spaces. A “multi-person” team producing a single product qualifies as a single exhibitor. 

     

    7. Any changes to display products or give away items are subject to approval by HarborWalk Village LLC. 

     

    8. No on-site gas-powered generators are allowed. No amplified music permitted. 

     

    9. This is a family-oriented event for spectators of all ages, and work exhibited must be in keeping with this atmosphere. The Events Team reserves the right to remove work and vendors that it deems inappropriate. 

     

    10. HarborWalk Village LLC. reserves the right to refuse applicants and their products or services that directly and/or indirectly interfere or contend with our existing merchants or sponsors. 

     

    11. Failure to follow the above standard set by HarborWalk Village will result in the terimation of any future vendor opportunities for you and your business.

  • Consent to Photograph /Videotape / Interview Individuals

    Please read and intial before providing your signature and date on the next sections.

    Terms & Conditions

    I hereby agree and give my permission for HarborWalk Village, the Florida Fish and Wildlife Conservation Commission, Fish and Wildlife Foundation of Florida and their employees, sponsors, volunteers, and agents to record, film,photograph, audiotape or videotape myself, business/organization, and products (hereinafter collectively referred to as “Works”) and to display, publish or distribute these Works for the purpose of advertisment and promotions, posting on the Harborwalk Village and DFWB website and posting on social media sites. I hereby waive any right to approve the use of these Works now or in the future, whether the use is known to me or unknown, and I waive any right to any royalties related to the use of these Works. I understand that the Works may appear in electronic form on the internet or in other publications outside of the HarborWalk Village’s control. I agree that I will not hold HarborWalk Village nor its associates responsible for any harm that may arise from such unauthorized reproduction.

     

  • Release of Liability

    Please read and intial before providing your signature and date on the next sections.

    Terms & Conditions

    Vendor hereby agrees to release, waive, and discharge HarborWalk Village and the Festival Affiliates and their employees, sponsors, volunteers, and agents from all losses, damages, claims, costs, expenses, and liabilities, including attorney fees, for injury to person or property arising in connection with my participation in Lionfish Festival and Emeral Coast Open activities and use of facilities and equipment. 

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