Witches Day Out 2026 - Vendor Application & Agreement

Welcome! Please read thoroughly the agreement & information below before completing your application.
This information outlines:
-booth rental & responsibilities
-liability
-set-up & clean-up
-vendor limitations
-code of conduct
-application deadline & refund policy

If you have any questions about the agreement & information before applying please reach out to our committee at 502-591-8415 or witchesdayout@gmail.com.

Important Information:
The City of Cynthiana and Harrison County require all vendors selling at events to obtain a proper business license for each event location. This law has always in effect, but has not been enforced for a number of years. As of January 1, 2026, this law is now being enforced.

If you plan to sell at 5 or more events within Cynthiana/Harrison County during 2026, securing an annual license is the most cost-effective option.
It is your responsibility to obtain the correct license, report your earnings, and pay applicable sales tax.

If you would like use to help you obtain these licenses, please let us know in this from & we will contact to you via email for additonal information.

Please ensure you are in compliance before the event.

Vendor Agreement & Information

This agreement ("Agreement") is entered into by and between the 2026 Witches Day Out Festival Committee ("Committee") and the undersigned Food/Exhibitor/Vendor ("Participant"). By submitting an application and paying the required fees, the Participant agrees to the following terms and conditions:

1. Rental Fees
The Participant agrees to pay the Committee the following rental fee for their designated booth space:
- Food Booth: $100 (12x26 ft space)
- Exhibitor/Vendor Booth (Non-Electric): $85 (10x10 ft space)
- Readers/Services (Non-Electric): $85 (10x10 ft space)
- School Booths: $85 OR Volunteer (10x10 ft space)
- Non-Profit, Non-Political Information Booths: FREE (10x10 ft space)

2. Booth Responsibilities
The Participant is solely responsible for the following:
- Setting up, tearing down, and cleaning up their designated booth area.
- Ensuring their booth area is free of debris and left in the same condition as it was found.

Prohibited Items: The use of speakers, radios, megaphones, sound systems, rugs, or weapons is strictly prohibited.
Smoking is prohibited inside booths.

3. Liability
The Committee, its agents, and affiliates shall not be held responsible for any losses, damages, theft, or injuries that may occur in conjunction with the festival. The Participant agrees to indemnify and hold harmless the Committee from any claims arising from their participation.

4. Set-Up Schedule
- Set-Up Date/Time: September 26, 2026, starting between 6-8:00 AM.
- Arrival and set-up times will be staggered. Participants will receive specific instructions via email closer to the event date.
- Set-Up Procedure: Participants must unload their vehicles, set up their tents (weights are REQUIRED), and move their vehicles out of the booth area before arranging merchandise.

5. Clean-Up Schedule
- Clean-Up Date/Time: September 26, 2026, starting at 7:00 PM and must be completed by 10:00 PM.
- Roads will reopen at 10:00 PM. Participants must pack up merchandise and break down tents before moving vehicles into the event area for loading.

6. Vendor Limitations
- The Committee reserves the right to limit the number of vendors offering similar products or services. Acceptance is not guaranteed.
- Multi-Level Marketing (MLM) businesses are not permitted.

7. Code of Conduct
The Committee reserves the right to revoke this Agreement and remove any Participant whose conduct does not align with the views, purpose, or guidelines of the Witches Day Out Festival. Failure to adhere to this Agreement may result in immediate removal from the premises and denial of future participation in Committee events.

8. Application Deadline and Refunds
- Application Deadline: July 31, 2026, or until all spots are filled.
- Vendor Cancellations: No refunds will be issued for cancellations made by the Participant after payment has been processed.
- Event Cancellation: In the event of festival cancellation due to circumstances beyond the Committee’s control (e.g., severe weather, natural disasters, or other unforeseen circumstances), no refunds will be issued. The Committee reserves the right to cancel, postpone, or modify the event as necessary, and Participants acknowledge that fees are non-refundable under such conditions.
- Booth Selling/Transfering: Stictly Prohibited.

9. Communication & Official Correspondence
All official communication regarding Witches Day Out 2026 including, but not limited to, application status, acceptance notifications, invoices, load-in details, schedules, policies, and updates, will be conducted primarily via email from witchesdayout@gmail.com.

By submitting an application, vendors acknowledge and agree that it is their responsibility to monitor this email address regularly and to ensure that messages from witchesdayout@gmail.com are received. Vendors are strongly encouraged to add this email address to their contacts or safe sender list to avoid missing critical correspondence.

Failure to effectively communicate with the Witches Day Out committee, including failure to respond to emails or requests for information within a reasonable timeframe, may result in application denial or revocation of an approved application, at the discretion of the committee.

If a vendor experiences technical issues with email communication, they must promptly notify the committee. For assistance, vendors may call or text 502-591-8415.

The Witches Day Out committee strives to be flexible and accommodating whenever possible. Clear, timely, and proactive communication is key. Vendors who communicate effectively and notify the committee in advance of any concerns or challenges will be met with good-faith efforts to assist and accommodate where feasible.

10. Early Departure & Attendance Requirement
By submitting an application, vendors agree to be present and operational for the full duration of the festival on the scheduled event day.

Vendors who anticipate needing to leave early must communicate this in advance with the Witches Day Out committee and receive acknowledgment prior to the event. Early departure requests are reviewed on a case-by-case basis and are not guaranteed.

In the event of an unforeseen emergency requiring early departure, the vendor must immediately notify a committee member. Emergency departures will be permitted; however, for safety and logistical reasons, vendor vehicles will not be allowed to re-enter the festival footprint during event hours.

Any vendor departing early must transport all belongings by foot or with non-motorized assistance (such as a wagon or cart) to their vehicle located outside the festival area.

Failure to comply with this policy may impact a vendor’s eligibility for participation in future Witches Day Out events.

By submitting an application and paying the required fees, the Participant acknowledges that they have read, understood, and agreed to the terms and conditions outlined in this Agreement.

We look forward to working with you to make the 2026 Witches Day Out Festival the best one yet!

Full Name

First NameLast Name

Business Name

Best Contact Phone Number

Please enter a valid phone number.Format: (000) 000-0000.

Best Contact Email Address

example@example.com

Full Mailing Address

Street Address

Street Address Line 2

CityState / ProvincePostal / Zip CodeCountry

Are you a returning vendor?

What type of booth do you need? (Cottage-Food Vendors, use the exhibitor/vendor option.)

Booth Vendors (not food trucks) - How many booth spaces do you need? First booth space is full price, any additional is 1/2 OFF.

Please describe your business and what you will be offering at the festival.

What is the price ranking for your products/services?

Upload your logo AND a few product images. (These are used in reviewing your application and, if approved, will be used in your social media spotlights.)

Do you have a Cynthiana business license?

If yes, please enter your business license number:

The City of Cynthiana requires all event vendors to have a Special Event License for the day of the event if you do not have an annual buisness license with the city. The license costs $12 total ($10 city fee and $2 administrative fee).This is not an annual business license. The special event license is valid for up to three (3) consecutive days.

Business Name

Best Phone Number to Reach the Owner

Please enter a valid phone number.Format: (000) 000-0000.

Mailing Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

If you are already registered with Cynthiana, please enter your city account number

Digital Signature: Vendor Agreement and Acknowledgment By completing and submitting this application form, the undersigned Participant ("I" or "Vendor") hereby agrees to the following terms and conditions: 1. Adherence to Provisions: I agree to fully comply with all provisions, rules, and guidelines outlined in this Agreement and any additional instructions provided by the Witches Day Out Committee ("Committee"). 2. Booth Fee Payment: I agree to pay the designated booth fee within 24 hours of receiving approval notification. Failure to make payment or communicate about payment, within this timeframe will result in the forfeiture of my booth reservation, and I will not be permitted to participate as a vendor at the 2026 Witches Day Out Festival. 3. Approved Items for Sale: I agree to sell only those items explicitly listed on my application and approved by the Committee. The sale of unapproved items is strictly prohibited and may result in immediate removal from the event. 4. Booth Maintenance: I acknowledge that maintaining a tidy and clean booth area during and after the event is solely my responsibility. Failure to uphold this standard may result in being asked not to return as a vendor at future festivals hosted by the Committee. 5. Consequences of Non-Compliance: I understand that failure to adhere to the terms of this Agreement, including but not limited to payment deadlines, approved sales items, and booth maintenance, may result in removal from the event and disqualification from participating in future Committee-hosted events. 6. Email List: You also agree to be added to our email list for both Witches Day Out and ARW Events. By being added to the email list, you get first opportunity to apply for future events before they are made public. You can opt out at any time by simply emailing us at witchesdayout@gamil.com or arwevents24@gamil.com. By signing below, I acknowledge that I have read, understood, and agree to the terms and conditions set forth in this Agreement.

type to sign your name in agreement