Booth Setup Requirements

Event Date: Saturday, October 24, 2026

Market Hours: 12:00 PM – 4:00 PM

Vendor Setup: Begins at 10:00 AM

This is an outdoor event held under a covered pavilion. Due to the limited space beneath the pavilion, tents are not permitted for booths located under the covered area.

Only vendors assigned to the outer perimeter spaces may use a tent. Please refer to the booth layout at the bottom of this form to determine which booth locations permit tents.

All vendors are responsible for providing their own:

Tables
Chairs
Displays and booth fixtures
Each booth must prominently display a sign with the vendor's business name.

Vendor Policies & Guidelines

1. Vendor Selection

Submission of an application does not guarantee acceptance. The BIG Plant Market is a curated event featuring rare and uncommon indoor and outdoor plants, plant supplies, botanical art, handmade goods, and other plant-related businesses. We carefully select vendors to provide a balanced and diverse shopping experience for our community.

The BIG Plant Market reserves the right to accept or decline any application at its sole discretion.

2. Vendor Arrival & Setup

All vendors must arrive and begin setup no later than one (1) hour before the market opens. For this event, vendor setup begins at 10:00 AM, and all booths must be completely set up before the market opens at 12:00 PM.

For the safety of our guests and vendors, late arrivals will not be permitted to set up once the market has opened. Vendors who fail to arrive by the designated setup deadline may forfeit their booth without refund.

3. Booth Assignments

Booth assignments are determined by The BIG Plant Market based on the event layout, vendor categories, and operational needs. Booth assignments may be adjusted at any time if necessary to accommodate event operations.

If you have special space requirements, please notify us before the event. While we will make every reasonable effort to accommodate requests, specific booth placements cannot be guaranteed.

4. Booth Setup & Cleanup

Vendors are responsible for setting up and breaking down their own booth.

All merchandise, displays, equipment, and trash must be removed from the venue at the conclusion of the market. Vendors may be charged for excessive cleanup or disposal costs resulting from items left behind.

5. Professional Conduct

Vendors are expected to conduct themselves professionally and respectfully toward customers, fellow vendors, event staff, volunteers, venue staff, and our Host Partner, Edmund's Original.

Harassment, abusive behavior, intoxication, illegal activity, or any conduct deemed disruptive or detrimental to the event may result in immediate removal from the market without refund and may affect eligibility for future BIG Plant Market events.

6. Vendor Fees

Vendor fees are non-refundable and non-transferable, except as expressly provided in these Vendor Policies.

a. Event Cancellation

If The BIG Plant Market cancels the event due to severe weather, venue issues, government restrictions, or other unforeseen circumstances, we will make every reasonable effort to reschedule the market.

The decision to cancel, postpone, or reschedule an event rests solely with The BIG Plant Market.

If the event is successfully rescheduled and a vendor is unable to attend the new date, no refund, credit, or transfer of vendor fees will be provided.

If the event cannot be rescheduled, vendor fees will be refunded less reasonable marketing expenses incurred specifically for promoting the event and participating vendors. Marketing costs generally range from $15.00–$30.00 per vendor.

7. Vendor Cancellation

If a vendor cancels within 10 days of the scheduled market date, a $25.00 cancellation fee will be applied to the vendor's next BIG Plant Market event.

Repeated late cancellations or no-shows may affect a vendor's eligibility to participate in future BIG Plant Market events.

8. Vendor Promotion

The BIG Plant Market is built through the partnership of our vendors and community. Vendors are encouraged to promote the market by sharing event information and showcasing their products on social media prior to the event.

The BIG Plant Market will also promote participating vendors through its website, social media platforms, email marketing, and other promotional materials.

To be included in event marketing, completed applications and vendor payments should be received at least two (2) weeks prior to the market date whenever possible.

9. Force Majeure

The BIG Plant Market shall not be liable for delays, postponements, cancellations, schedule changes, or modifications resulting from severe weather, natural disasters, acts of God, government actions, public health emergencies, utility failures, venue issues, labor disputes, or any other circumstances beyond its reasonable control.

Vendor Liability Release & Acknowledgment

I voluntarily request to participate as a vendor at The BIG Plant Market and understand that acceptance of my application is subject to approval by The BIG Plant Market.

I acknowledge that participation in The BIG Plant Market is voluntary and that I assume all risks associated with the transportation, setup, display, sale, handling, and removal of my merchandise, equipment, displays, and personal property.

To the fullest extent permitted by applicable law, I hereby release, waive, and hold harmless The BIG Plant Market, its owners, officers, employees, volunteers, contractors, sponsors, Host Partners, venue owners, affiliates, representatives, and agents from any and all claims, demands, causes of action, liabilities, damages, losses, costs, or expenses arising out of or relating to my participation in the market, except to the extent caused by their willful misconduct or as otherwise prohibited by law.

I understand and agree that:

I am solely responsible for my merchandise, equipment, displays, cash, inventory, employees, representatives, and personal property at all times during the event.
The BIG Plant Market is not responsible for loss, theft, damage, injury, or destruction of my property for any reason.
I am responsible for carrying any insurance I deem necessary to protect my business, merchandise, equipment, employees, and personal property.
I agree to comply with all market rules, vendor policies, venue requirements, and all applicable federal, state, and local laws, regulations, licensing requirements, and safety standards.
Failure to comply with market policies or applicable laws may result in my removal from the event without refund and may affect my eligibility to participate in future BIG Plant Market events.
I certify that all information submitted with my application is true and accurate to the best of my knowledge.

I further certify that I am at least 18 years of age, have carefully read and fully understand this Vendor Liability Release & Acknowledgment, and understand that it is a legally binding agreement. By submitting this application, I acknowledge that I have voluntarily agreed to these terms and conditions.