2025 Lexington Pride Festival REGULAR VENDOR Application

Event Details
Date: Saturday, June 28, 2025
Time: 11:00 am to 9:00pm

Vendors are encouraged to remain until at least 7:00 pm, if possible.

Place: Oliver Lewis Way 
           Lexington, KY 40507

Vendor Check-In and Set Up: 7:30 am to 10:30 am. Vendors will not be able to enter Oliver Lewis Way after 10:00 am. Please note these check-in and setup times may change as we continue to work with the city and police to ensure a safe and enjoyable event for all. We will update vendors with new times closer to the festival.

Parking Information
Parking information will be available closer to the festival date! 

Contact Information
Email: vendors@lexpridefest.org
Phone: (859) 253-3233
Mailing Address: 389 Waller Avenue, Suite 100, Lexington, KY 40504

About Lexington Pride
Lexington Pride Center is a nonprofit organization with a mission to celebrate and empower the intersectional lives of LGBTQIA+ Kentuckians. We envision a world free of marginalization where all LGBTQIA+ people are safe to be who they are and love who they love. We accomplish our mission and vision by providing services, events, resources, connection and support to LGBTQIA+ people all year long. As a part of this work, on the last Saturday of every June we produce the Lexington Pride Festival. All proceeds from the event support our ongoing work serving the community.  

Application Process
All applications will be reviewed by the Lexington Pride Festival Planning Committee for approval. We'll be looking at applications to ensure there are no conflicts with our mission and values, and that merchandise and swag are allowable, appropriate for the event, and not overpriced. We will also be working to ensure that the festival includes a diversity of vendors, products, information, services, and experiences.

Submitting an application does not guarantee a spot. You must receive confirmation from the Committee and pay all vendor fees before your booth will be reserved. We'll be reviewing applications and sending out notifications in rounds. If your application is approved, you will receive instructions and the deadline for paying your vendor fees in your notification.

Applications are reviewed on a rolling basis. We encourage you to apply early! We expect spots to fill quickly and cannot guarantee we will have enough available spots. Please note any applications submitted after May 1, 2025, will incur a $100 late fee. 

 

Vendor Types and Pricing
Kentucky Based Pride Festival - $0
KY Artisan - $200 (+$12 sales tax)
Nonprofit - $200 (+$12 sales tax, unless tax exempt)
Out of State Artisan - $400 (+$24 sales tax)
Small Independent Business - $400 (+ $24 sales tax)
Political/Candidates - $400 (+ $24 sales tax)
Corporation/Franchise - $600 (+ $36 sales tax)
Food/Beverage - $600 (+ $36 sales tax) (15% of sales minus the non refundable deposit due on the day of the festival)

Note: If you are LGBTQIA+, BIPOC, and/or disabled artisan or small business owner or a nonprofit and the vendor costs as listed are prohibitive for you, please email vendors@lexpridefest.org and request an application to be considered for a lower cost Community Solidarity Sponsorship rate. These sponsorships are limited and intended to ensure equitable access to the festival for LGBTQIA+, BIPOC, and/or disabled vendors and small nonprofits that provide affirming support to the LGBTQIA+ community.

Fees listed above cover one (1) 10’ x 10’ booth space. Please note vendors for 2025 will only be given a space in the festival grounds. The Lexington Pride Center will not be providing tables, chairs, or electricity. Vendors are responsible for providing their own if they would like. Vendor booth spots will be on pavement, so tent weights will need to be used instead of grounding stakes.

New Tax Information
Due to recent changes in Kentucky tax law, nonprofits are now required to charge sales tax for space rental at events. Tax amounts are listed above and will be included in your total charges. 

If you are a tax exempt organization and will only use your space for tax exempt purposes, we will waive this cost. Please attach or send us proof of your tax exempt status.

We are also required to provide a list of vendors selling items subject to sales tax to the Department of Revenue. As such, we recommend that you review recent changes and ensure you are registered to collect sales tax if applicable. In addition, as always, we will provide a list of all vendors to the City of Lexington as required.

Additional Costs and Fees
Payment by credit card will incur additional fees to be detailed at time of payment.

Vending/Booth Rules & Regulations

1. The following items are strictly prohibited to display, sell, or give away at the 2025 Lexington Pride Festival:
   
   
   1. Items that use derogatory or hate-based language or symbols
   2. Items that are in conflict with Lexington Pride’s mission
   3. Illegal or contraband items as defined by Kentucky laws and Lexington-Fayette County Urban Government ordinances
   4. Items that are unlicensed and/or copies/interpretations of licensed or registered items
   5. Water features such as fountains, hot tubs, dunk tanks, and fish tanks
   6. Prepared, unpackaged food intended for consumption at the festival (food vending for the festival must be a
   7. All food preparation at the festival is prohibited unless you are an approved food vendor
   8. Alcoholic beverages (alcohol vending for the festival will be provided by a third party)
   9. Open flames or smoke generating substances or equipment
   10. Firearms and weapons
       
       Items listed above will not be approved for use at the festival. If any such items are found at the event, they will be confiscated if they are not removed immediately.
       
       
2. The following items should not be displayed, used, sold, or given away at the 2025 Lexington Pride Festival without express written authorization in advance. Arrangements MAY be made to have some of these items at the festival, but conditions will apply and additional certifications, rules, and fees may be involved. These restricted items include:
   
   
   1. Glitter and confetti
   2. Live animals in displays or exhibits (working guide, signal, and service animals as recognized by the Americans with Disabilities Act assisting vendors are permitted)
   3. Internal combustion equipment and motor vehicles
   4. Exhibiting or selling merchandise that depicts human genitalia or sexual acts is strictly prohibited,
   5. Amplified sound or loud noise or music. Any noise that is disturbing to adjacent vendors will be prohibited.
      
      If you plan to utilize any of these items at your booth, please indicate the specifics in your written description in the space below and we’ll reach out to discuss specifics before we approve your application. If you have questions, you can reach us at vendors@lexpridefest.org.
      
      
      
3. All decorations and construction materials must be non-combustible or flame retardant (if questionable, documentation is required). This includes, but is not limited to, organic decorations such as mulch, hay bales, etc.
   
   
4. Display must be contained in your assigned booth area.
    
5. Electrical devices must be installed, operated, and maintained in accordance with manufacturers’ intended use and applicable codes. In any case, electrical devices that create a hazard to life or property are not permitted.
   
   
6. The Lexington Pride Festival Committee reserves the right to prohibit the sale of items it deems to be in competition with its own merchandise or that are otherwise in violation of the guidelines contained in this application, at any time, including during the day of the Lexington Pride Festival. All Pride-themed items MUST be pre-approved by the Lexington Pride Festival Committee.

Code of Conduct

The Lexington Pride Festival aims to provide entertainment, fun, connection, education, and relaxation to all people regardless of economic or social status and will not discriminate on the basis of race, color, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation, sexual identity, perceived or actual gender, gender expression, marital status, age, veteran status, or physical or mental disability.

By applying to be a vendor of the Lexington Pride Festival, I agree to share the same spirit of acceptance, diversity, and kindness to all festival-goers, Pride Festival staff, volunteers, other vendors, and any other person involved with the Lexington Pride Festival.

I understand that the use of any derogatory, homophobic, transphobic, racist, ableist, or other hate-based language will be grounds for immediate removal from the festival and may result in  being banned from future festivals.

I agree to engage with all volunteers, festival guests, other vendors, and Pride Festival staff with respect. Any use of abusive language, unwanted physical contact, or physical or verbal violence will be grounds for immediate removal from the festival and may result in being banned from future festivals.

Vendor Agreement

By submitting this agreement for the 2025 Lexington Pride Festival, the undersigned vendor (“Vendor”) agrees to be bound by each and every term set forth herein and the terms and representations set forth in the Application, which is incorporated herein by reference as though fully set forth.

If the Vendor violates any term of this agreement, the authorized agents of Lexington Pride Festival, may within their sole discretion and at any time (1) terminate this agreement, (2) require Vendor, immediately upon notice of violation of this agreement, to cease operations and vacate the premises, and (3) forfeit any and all fees paid for the right and privilege of participating in 2025 Lexington Pride Festival. This agreement represents the entire agreement between Lexington Pride Festival and the Vendor and may not be amended without the mutual consent of both parties set forth in writing and signed by authorized representatives of Lexington Pride Festival and the Vendor.

1. Lexington Pride Festival agrees to provide each Vendor of the 2025 Lexington Pride Festival with the number of assigned space(s) for which they have been approved and paid.
2. Vendor agrees to obey all rules and instructions as directed by the festival staff and staff of Lexington Fayette Urban County Government. Any failure to strictly adhere to such rules or instructions may result in the immediate termination of this agreement and immediate forfeiture of any and all fees paid.
3. Vendor understands and agrees that the Lexington Pride Festival is intended to be, and at all times shall be, a family friendly event.
4. Vendor shall not sublet its space without express written consent.
5. Vendor hereby acknowledges its liability, and agrees to compensate Lexington Pride Festival for any damage(s) caused by, including but not limited to, its representatives, agents, employees, volunteers, members, vehicles, equipment, materials and objects to the environs and infrastructure of Oliver Lewis Way which causes Lexington Pride Festival to pay for repair, replacement, or other remuneration to the Lexington Fayette Urban County Government for such damage to the environs or infrastructure of the facility.
6. Only Lexington Pride Festival approved contracted food vendors shall be permitted to serve, sell, or in any way provide beverages prepared food and drink to be consumed at the festival. Violation of this provision and/or any portion of the health code are grounds for immediate expulsion from the festival grounds.
7. Lexington Pride Festival reserves the right to prohibit, within any booth or on the festival grounds, the display, advertisement, or other promotion of any business, company, or organization which may be in conflict with Lexington Pride's mission, vision, or values statement.
8. Vendor acknowledges and understands that it is solely responsible for the collection of any sales or use taxes and shall in no way hold Lexington Pride Festival or its representatives responsible for any type of permits other than for the festival itself.
9. Vendor is solely responsible for the security for all its items at the festival location at all times.
10. Lexington Pride makes no representation or guarantees towards actual festival attendance.
11. Vendor understands that Lexington Pride Festival has no control over weather, acts of God, acts of terrorism, or governmental intervention, or any other cause that may prevent, and or interrupt, the event, and participants shall hold Lexington Pride Festival harmless for any losses that could arise because of such event.
12. Lexington Pride Festival reserves the right to place Vendors in booth locations at its complete discretion. Lexington Pride Festival shall have sole and complete authority to place the participant in any location contained at the event, irrespective of the participant’s request.
13. Vendor upon vacating its space(s) shall ensure that such space shall be free of any and all trash and refuse with such being placed in the appropriate containers. Failure of the Vendor to clean their space may result in future refusal of Vendor application and responsibility to pay for any fees imposed upon Lexington Pride Festival as a result of your organization not following the aforementioned guidelines.
14. Vendor certifies that it maintains adequate liability insurance to cover any and all occurrences which may result in the damage or injury to any person or thing within the confines of the Vendor’s space or as a result of the Vendor’s actions at the festival.
15. Vendor will indemnify and hold harmless Lexington Pride Festival and Lexington Pride Center including their agents and employees from any and all claims, actions, judgments, including all cost of defense and attorney’s fees incurred in defending against same, arising from and related to the Vendors participation in the event.

 

Acknowledgement

By providing my digital signature in the form of clicking the button to acknowledge acceptance of this agreement, and typing my name and date below, I am stating that I understand all the conditions, notices, and restrictions contained in previous sections of this application and that I am providing accurate information as requested. I further understand that I am responsible for informing others who will be representing my organization at the 2025 Lexington Pride Festival of all applicable rules and regulations. Failure to abide by any of the conditions detailed in this application by me or my organization's agents will result in forfeiture of all deposits and fees, if any, possible removal from the Lexington Pride Festival, and will affect the ability to participate in future Lexington Pride Festivals.