The Black Barn Promise
When you join a Black Barn Market, I am committed to promoting the event through social media, print ads, billboards, and other outreach to bring shoppers to our vendors. You’ll receive clear, consistent communication leading up to the market.
On market day, I’ll be hands-on during setup and throughout the event to support vendors and ensure things run smoothly. My promise is a thoughtfully planned market where vendors feel confident, supported, and proud to be part of the Black Barn community.
~Dana
1. APPLICATION & VENDOR SELECTION
- Complete the application and await an acceptance or regret email from dana@blackbarnmarkets.com.
- Upload photos of products you plan to sell, including at least one photo of your booth setup. Food truck vendors must provide a photo of their truck or trailer.
List ALL items you intend to sell. Items not listed or approved may be required to be removed on market day.
- Submitting an application does not guarantee acceptance. Vendors are selected based on market needs, booth descriptions, and submitted photos.
- While we strive to limit similar vendors, product exclusivity cannot be guaranteed.
- A separate application is required for each Black Barn Market.
2. BOOTH FEES & PAYMENT
- Booth fees and sizes are listed in the application.
- Accepted vendors will receive an invoice by email.
- Full payment is required within 7 days of the invoice date to secure a booth reservation.
- Booth spaces are not guaranteed until payment has been received in full.
- Failure to pay by the invoice deadline may result in cancellation of the reservation and the space being offered to another vendor.
- All booth fees are non-refundable as outlined in the Refunds, Cancellations & Transfers Policy below.
3. OUTDOOR EVENT, WEATHER & RAIN DATE POLICY
Black Barn Markets are outdoor events held rain or shine. However, the organizer reserves the right to postpone, reschedule, modify, or cancel an event due to severe weather, unsafe conditions, emergencies, or circumstances beyond the organizer's reasonable control.
The safety of vendors, shoppers, staff, and the public will be the primary consideration in making these decisions.
If an event is postponed or rescheduled, all paid booth fees and reservations will automatically apply to the organizer-designated rain date or replacement date for that same event.
Vendors are responsible for reviewing the published rain date before applying and making arrangements to be available on either date.
Vendors who cannot attend the rain date or rescheduled event will not receive a refund or credit, subject to applicable law. This IS the rain date for the Fall Market.
4. REFUNDS, CANCELLATIONS & TRANSFERS
All booth fees are non-refundable, including in cases of:
- Vendor cancellation or inability to attend
- Vendor no-shows
- Inclement weather
- Organizer-initiated postponement or rescheduling & vendor scheduling conflicts with the designated rain date
- Booth fees cannot be transferred or credited toward future Black Barn Markets. The only exception is when the organizer moves the original market to a designated rain date or replacement date for that same event.
- Booth spaces may not be sold, reassigned, or transferred to another vendor without prior approval from Dana Lester.
5. VENDOR SETUP & MARKET HOURS
Setup times and instructions will be communicated before the event. We do offer Friday night set-up.
- Vendors must have booths fully set up, displays ready, and vehicles moved to designated vendor parking at least 30 minutes before opening unless otherwise instructed.
- Vendors must follow assigned unloading areas, traffic patterns, and parking instructions.
- Hand trucks or carts are strongly recommended for unloading and transporting merchandise.
- Vendors are expected to remain open for the entire market and NO EARLY TEARDOWNS. Vendors may not begin packing up before the official closing time without prior approval. Failure to comply may affect acceptance into future Black Barn Markets.
- If you are running late or experience an emergency, contact Dana at 615-904-4676 as soon as possible.
6. BOOTH SPACES, EQUIPMENT & SAFETY
- Vendors must provide their own tents, tables, chairs, displays, and equipment unless otherwise specified.
- Tables should be covered to the ground when possible to maintain a neat, professional appearance.
- The venue includes grassy areas, gravel driveways, and a slight slope. Completely level booth spaces cannot be guaranteed.
- The Toolshed is a covered concrete area reserved for approved demonstrators.
- Electricity is not available except in the Toolshed.
- Quiet generators are permitted with prior approval and must be disclosed on the application. Generators must be safely operated, positioned away from shoppers, and used in accordance with manufacturer instructions and applicable safety requirements.
- All tents and canopies must be properly secured with appropriate weights on each leg. Stakes alone are not sufficient.
- Vendors must secure merchandise, signage, and displays against wind and changing weather conditions.
- Walkways, entrances, and emergency access routes must remain clear.
The organizer reserves the right to require unsafe equipment or displays to be corrected or removed.
7. CLEANLINESS & VENDOR RESPONSIBILITIES
Vendors are responsible for maintaining a clean and orderly booth throughout the event and leaving their assigned space clean at the conclusion of the market.
Vendors generating trash should provide a small trash receptacle for shoppers. Large trash cans will be available throughout the venue.
Vendors are responsible for protecting their merchandise and equipment from outdoor conditions, including heat, rain, wind, and humidity.
Vendors are also responsible for obtaining and maintaining all applicable business licenses, permits, tax registrations, and insurance required for their products or services.
Food vendors must comply with applicable food safety and health department requirements. We are often visited by the state inspector, so you should have everything up to codes.
8. LIABILITY & ASSUMPTION OF RISK
Participation in an outdoor market involves risks associated with weather, uneven ground, equipment, vehicle movement, and other outdoor conditions.
Vendors are responsible for their own merchandise, equipment, tents, displays, and business operations.
To the extent permitted by law, Black Barn Market & Craft Sale, the event organizer, and the venue owners are not responsible for vendor losses, theft, damage to merchandise or equipment, lost sales, or expenses resulting from weather, environmental conditions, postponement, rescheduling, or cancellation.
Nothing in these policies excludes liability that cannot legally be excluded.
9. VENDOR PARKING & ACCESSIBILITY
Designated vendor parking is located near the entrance to the venue, in front of the black barn. Vendors may have to walk some distance between parking and booth locations.
Golf cart shuttles are typically available to assist with transportation during designated times.
Vendors with mobility or accessibility needs should indicate those needs on the application so reasonable accommodations can be considered.
Booth location preferences and special requests will be considered, but specific placements cannot be guaranteed.
10. COMMUNICATION & EVENT PROMOTION
Important market information, including acceptance notices, invoices, setup instructions, parking details, postponements, and rain date announcements, will be communicated primarily by email.
Vendors are responsible for providing a valid email address, checking their email regularly, and keeping their contact information current.
Vendors may also be invited to a private Facebook group for additional updates, questions, and communication.
Accepted vendors agree to actively promote the market to the best of their ability through social media, email lists, word of mouth, or other appropriate channels.
Black Barn Market will promote the overall event, but specific vendor sales, attendance levels, and profits cannot be guaranteed.
11. COMPLIANCE WITH MARKET GUIDELINES
The organizer reserves the right to enforce market guidelines, address safety concerns, require removal of unapproved merchandise, and deny future participation to vendors who fail to follow market policies.
Serious safety violations or disruptive conduct may result in removal from the event without a booth fee refund, to the extent permitted by law.
12. VENDOR AGREEMENT & ACKNOWLEDGMENT
By submitting this application, I acknowledge that I have read, understand, and agree to the Black Barn Market & Craft Sale Vendor Policies & Guidelines.
QUESTIONS? Email Dana at Dana@blackbarnmarkets.com