Waiver: PLEASE CAREFULLY READ the rules & regulations before submitting the Vendor Registration Form. We make every attempt to review all information contained within the pages of this website and at the time of posting all information is believed to be accurate and complete.The organizer has final rights for interpretations and disclosure and reserves the right to change any information as it becomes necessary. Any changes will be disclosed to all parties involvedas soon as they become available to us via e-mail or phone, as we feel best for confirmed parties.
Vendor Application and Confirmation:
In order to participate, you must complete the Vendor Application and submit the Vendor Booth Fee.
Here are a few things to keep in mind:
1. Once paid, the vendor fee is nonrefundable as your spot is
being held and guaranteed in the event.
2. As we get closer to the day of the event, you will receive a second email from us including your booth number and location, as well as vendor setup, parking, breakdown, and any other pertinent information regarding the event you are part of.
3. Please make sure to check your spam folder in case you do not see the email with the booth assignments and vendor information 1 to 2 weeks before the event date in your inbox.
4. Please review the email you included in your registration
form as that is the email we will use to send all the event's logistics.
5. Please keep in mind that it's the vendor's responsibility to contact us in case no emails are received the week before the event date; we will gladly make sure you have all the information needed for the day of.
6. Also, please add our email address to your contact list so you make sure you receive important event communication from us.
team@sdmelanin.com
Prime Location: Vendors have the option to request a Prime Location booth. Selecting this options does not guarantee you the space. If a Prime Location Booth is available, you will be notified. Prime Location spaces are the first ones to sell out, so if you are interested in these additional options, please plan accordingly, and select them as soon as you register for your booth space. Prime location is not guaranteed until payment is made.
Vendor Category Exclusivity: We do not offer vendor category exclusivity for the categories listed in our vendor registration form. As an artisan and crafter, we consider all items to be unique and we do not have a cap for handmade items, no matter the category. If you are interested in being the only vendor representing a category in one of our events, then you will be considered a Sponsor, and the booth fee will be displayed accordingly.
Weather / Rain or Shine Policy: Our events are usually held outdoors and go on rain or shine. No credits or refunds will be issued if the show is affected by forces of nature beyond our control. Please check our website, and social media pages or contact the office for updates on cancellations resulting from severe weather such as hurricanes, tornados, flooding, etc. Please note, we will not cancel the event
unless informed by state, city, or local officials that it will be in the best interest of safety for all. If it looks like it is going to rain, unfortunately, we will not call off the event and it will run as scheduled.
Vendor Spaces: Vendors understand that they are responsible for all needed display props, including table/ chairs/hanging materials/ signs/etc. All tents MUST be anchored with weights on all legs. If a tent has no weights, you will be asked to take it down, due to liability issues. Please be advised that WIFI is NOT available on site, so please plan accordingly. Food preparation with charcoal cooking is not permitted; only food suppliers or caterers who use gas or electric methods are permitted. Electrical requirements are limited. Please contact the event organizer for any electrical needs. Vendors are responsible for load in/out and event parking. Please read all parking signage to avoid ticketing. The organizer will not provide designated parking or be held responsible for parking violations. Vendors are responsible for processing payment for their own sales. The organizer is not responsible for selling or securing vending products, property, or money. Each Non-Food vendor Booth includes vendor passes for three people (vendor contact +2). If additional personnel are requested, please contact us at team@sdmelamin.com
Booth Set Up: Volunteers will be present to direct vendors to their assigned area for set-up beginning two hours prior to the event start time. Due to safety reasons, vendors who arrive after the start of the event, may forfeit the pre-assigned booth location and be assigned an alternate location. All vendors must be completely set up 15 minutes prior to the event start and remain set-up and in place until the event end time. To prevent accident or injury, any vendor wishing to leave early MUST notify a festival official. With permission, booths can be packed-up and "walked-out" will be allowed to do so. No vehicles will be allowed on the event's grounds AT ANY TIME. Vendors will be allowed to proudly display company banner and signage to identify their
business. Vendors will be able to sell their merchandise and are responsible for reporting sales tax. Set up starts 2 hours before the event start time and break down occurs right after the event ends. More detailed information regarding each of our events, including the Vendor Layout is emailed one to two weeks prior to the event date.
Booth Sharing:
Vendors are NOT allowed to share booth spaces; all vendors are
welcome, but they must register for their own booth space. If we see that you share a booth space with another vendor not registered in the event with their own booth space, the vendor who is not registered with our company will be asked to leave the event premises, NO EXCEPTIONS. Food items, including jams, teas, spices, etc cannot be displayed for sale in the same tent with jewelry, clothing items, bath and body items, etc.
Vendor Insurance:
All accepted vendors are required to provide General Liability insurance valid through the day of event.
Cancellations and Refunds:
WE DO NOT ISSUE REFUNDS FOR CANCELLATIONS. The vendor fee is Non-Refundable and Non-Transferable. In case the event must be canceled for reasons out of the organizer's control (i.e. inclement weather such as tornadoes and hurricanes, the government imposed regulations, Act of God, venue-related issues, etc.), event will be rescheduled and the new date will be announced to all registered vendors in the event. Refunds will not be accepted due to already inquired expenses on the organizer's behalf as advertising and promotion, permits and licenses, venue rental fees, etc. In case the organizer must cancel the event with no rescheduled date set, vendor fees will be refunded. No credits will be applied for upcoming events, in case of vendor/ exhibitor cancellation. If for any reason it becomes impossible to have the event, vendors understand this agreement is terminated and will waive any and all claims for damages. Refunds will not be made due to cancellation on the part of the vendor/ exhibitor. Failure to comply with the above-stated rules will result in eviction from the event & loss of any money paid. We understand that problems arise and everyone cancels for reasons beyond their control; however, please understand there are no exceptions to this rule.
Day Before / Same Day Cancellations and No-Shows:
We understand life happens, and while you need to cancel your
registration for the event (no refunds and/or credits will be issued), we appreciate you sending us an email informing us of your cancellation at least 2 days before the event day; we request a 48 hours cancellation notice as our office is closed before the event date in order to prepare for the event. In
case of a no-show or day before/ same day cancellation, the vendor understands that their no-show or day before/ same day cancellation in the event impacts the layout and overall aspect of the event, and for future events, the vendor will be reassigned a booth which, in case of a no-show or day before/ same day cancellation, will not impact the visual appearance of the event's layout. In case of a no-show or day before/ same day cancellation, if for future shows the vendor requests a prime booth, the vendor will be charged an additional fee of $50/booth, due to their previous impact on the event's layout.
Covid Policy:
If a vendor has tested positive or has been in contact with someone who has tested positive for COVID-19, the vendor is required to report the incident immediately and provide documentation. If you have been exposed to COVID-19,
please take a COVID test 1-2 days prior to the event date and if the test is positive, you will be allowed to switch your registration to another event date. You are required to send us proof of a COVID-19 positive test in order to make the event registration change; all information will remain confidential. You are required to let us know and send us the required documentation BEFORE
the event is taking place; if we are notified after the date of the event, this is no longer applicable and you will be considered a no-show in the event, and the no-show rules will apply, meaning vendor fees are not refundable and not transferable, no exceptions. Accepted tests are PCR tests and in-home tests
accompanied by MD's note only, with no exceptions.
For more information on COVID guidelines, please visit CDC's website - www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/quarantine.html In special cases such as the COVID-19 pandemic, vendors understand that no refunds will be processed to already inquired expenses on the organizer's behalf as venue rental fees, permits, licenses, advertising, promotion, etc. Organizers will work with vendors to offer credit options for other
festivals and events.