2025 LagoonFest - 12th Annual

Food Exhibitor:

A food vendor prepares and sells ready-to-eat food to the public. Food vending typically takes place at food concessions at sports or event arenas, fairs, and festivals. Some vendors operate from a food truck that serves at different locations.

 

THINGS YOU NEED TO KNOW

 

 EVENT DATES & TIMES:

Sat., Nov. 1, 2025 (8:30 am – 1:30 pm)

LOCATION:
Flagler Drive (Banyan to Fern), Downtown West Palm Beach 

 

FOOD TRUCK VENDOR FEES:

 ** 7% Florida Sales Tax will be added to booth fee at check-out** 

$15 Application Fee

 (non-refundable and due upon completion of online application)

 

 $400 Booth fee (non-refundable and does NOT include tent, table or chairs) + $28.00 sales tax = $28.00 = $428.00

 

 ***BOOTH FEE DUE UPON ACCEPTANCE INTO THE EXHIBIT*** 

 

 COI DUE DATE OCTOBER 6,2025

 

Please note:

Applying for the show does not mean that you are automatically in the show.  Your application must first be reviewed and approved online by our committee. You will receive notification of acceptance. 

 

 10x10 Tent Rental Pkg (Tent, Table, 2 Chairs & Sides) in addition to above booth fee - $280 + $19.60 sales tax = $299.60

 

Booth Spaces are 10’ X 10’ and work must be contained within the assigned space. You may not infringe on another space physically or audibly.

 

 For double booth (10x20), you must select 10x20 option.

 

 Special booth space and special needs requests will be accepted but are not guaranteed. We will make every effort to meet all special requests on a first come, first served basis. Additional charges may apply. Please include all booth requests on the registration form.

 

 During the show, all exhibits will be visited by a LagoonFest representative to ensure that they are in compliance with our event policies. It is the exclusive right and responsibility of the Event Staff to call for the removal of an exhibitor that is not in compliance with the LagoonFest policies and requirements. Non-compliance may result in expulsion from the LagoonFest or refusal of future event participation.

 

All tents are required to withstand winds and rain and be properly weighted. Properly weighting requires 40 pounds per leg (more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. You must use 40 lb. weights (weights only) on each leg to anchor your booths down. You will not be able to setup if not properly weighted.  Refer to “Canopy Weight Guidelines” in DOCUMENT section in your Eventeny application.  

 

Vendor Manager will conduct an inspection prior to opening of event and anyone not in compliance regarding required weights will not be permitted to participate and no refunds will be issued. 

 

Balances Due:

Anyone with an outstanding balance, will not be permitted to exhibit at show. If determined that you have a balance due, you must pay cash upon check-in.

 

 PARKING:

 (See “2025 LF LOAD-IN & PARKING MAP.PDF” in document section of application in Eventeny)

Parking is located at the

• City of West Palm Beach Evernia Street garage. 
•  Clematis Garage 500 Banyan Blvd West Palm Beach, FL 33401.
•  On-street parking is metered, while various other downtown parking lots have flat or hourly rates.
• https://maps.app.goo.gl/hDDUqZq5cuw7GLPs6

 

  Booth Tear Down:

Packing up of booth supplies may begin at 2:00 pm on Saturday and must be completed no later than 4:00 pm. Police and Event staff will advise you when vehicles are permitted on site. We suggest that you bring dollies and hand trucks to remove your booth valuables if you find it necessary to remove any items at close of event. 

 

 Items to Bring:

Handy items you may want to bring to setup your booth include - staple gun, cable ties, duct tape, pens, batteries, and scissors. 

 

Electricity:

 NO ELECTRICITY is provided.

 

  Security:

 You are responsible for all valuables, items, and prizes at your booth.

 

  Equipment:

Unless you have ordered (and paid for) a rental package, you are responsible to provide your own tent, weights, table, and chairs

 

 Liability Insurance:

ALL EXHIBITORS must provide a Certificate of Liability Insurance ($1,000,000 / $2,000,000) with the

 City of West Palm Beach, 401 Clematis Street, West Palm Beach, FL 33401,

 listed as an additional insured. Please email to teamFMG@festivalmanagementgroup.com. 

https://securevendorinsurance.com/DeanTW/ApplicantInformation?GroupEventKey=3f8efa2d917b

 

COI DUE DATE OCTOBER 6,2025

 

Text Alert System:

 Please provide the cell phone numbers of all people working in the booth on your application at the time you apply as we will be adding them to our text alert system. This system is utilized to communicate load-in/load-out updates, severe weather info, lost child reports, etc. during the event.

 

 Sales Tax:

 Exhibitors are responsible for the collection, payment, and reporting of their own sales tax.  We will email you a Sales Tax Form with your setup information prior to the event.

 

 Staffing:

Please make sure the people staffing your booth are familiar with LagoonFest Booth Policies & Guidelines. 

 

Cancellation Policy

No refunds for any fees paid. Application fee taken immediately upon application received.Once Committee approves you for the show, you will receive an acceptance email and booth fee payment will be processed at that time, along with any tent rental package you may include.

 

  No Show Policy:

Artists who have not checked in and/or notified event with a message via festival office phone (561-409-5966),  or email (teamFMG@festivalmanagementgroup.com) by 7:00 am on the day of event, will be considered a NO SHOW and the assigned space will be forfeited.*Dates and details subject to change* 

 

SETUP DATE & TIME:

Saturday, Nov. 1st 2025 (You will be assigned a load - in time)

 

 DIRECTIONS: 321 S. Flagler Drive (southern end of event):

You must enter and load-in from the south (heading north) only!  Once unloaded, you will exit either Evernia St., Datura St., or N. Clematis St.  Parking is available in Evernia Street or Banyan Street Parking Garages (fees can be found: https://maps.app.goo.gl/hDDUqZq5cuw7GLPs6

 

 BOOTH HOURS: 

Saturday, Nov. 1st, 2025 (8:30 am – 1:30 pm) (Show opens at 8:30 am)

 

During Check-In it is nearly IMPOSSIBLE to answer all phone calls.  If you need assistance or have any questions leading up to the event, please call Maria (Conchy) Cordero (Exhibitor Manager) at 561- 376-3667 or email at TEAMFMG@festivalmanagementgroup.com.  We look forward to another great show with you! 

Non-Profit Exhibitor:

A "non-profit exhibitor" refers to an organization that is classified as a non-profit entity, meaning it does not operate to generate profit, and is participating in an exhibition or trade show to showcase their work, services, or cause, rather than sell products for direct financial gain.

 

THINGS YOU NEED TO KNOW

 

EVENT DATES & TIMES:

Sat., Nov. 1, 2025 (8:30 am – 1:30 pm)

 LOCATION:
Downtown West Palm Beach on Flagler Drive from North Clematis to Fern 

 

NON-PROFIT EXHIBITOR FEES: 

 

Booth Fee is complimentary for Non-Profit Organizations. TO HELP OFFSET EVENT COSTS AND KEEP LAGOONFEST A FREE EVENT,  PLEASE BRING YOUR OWN TENT, TABLE, WEIGHTS, AND CHAIRS.  If you do not have a "set up", one will be provided for your organization at no cost.  

 

Please note: “applying” for the show does not mean that you are automatically in the show.  Your application must first be reviewed and approved online by our committee. You will receive notification of acceptance.

 

 MUST PROVIDE A 501(c)(3) TAX-EXEMPT FORM UPON SUBMITTING YOUR APPLICATION OR YOU WILL NOT BE APPROVED INTO THE EXHIBIT 

 

Booth Spaces are 10’ X 10’ and work must be contained within the assigned space. You may not infringe on another space physically or audibly.

 

 For double booth please select the 10x20 option.

 

Special booth space and special needs requests will be accepted but are not guaranteed. We will make every effort to meet all special requests on a first come, first served basis. Charges may apply.

Please include all booth requests on the registration form.

 

 During the show, all exhibits will be visited by a LagoonFest representative to ensure that they are in compliance with our event policies. It is the exclusive right and responsibility of the Event Staff to call for the removal of an exhibitor that is not in compliance with the LagoonFest policies and requirements. Non-compliance may result in expulsion from the LagoonFest or refusal of future event participation.

 

 All tents are required to withstand winds and rain and be properly weighted. Properly weighting requires 40 pounds per leg (more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. You must use 40 lb. weights (weights only) on each leg to anchor your booths down. You will not be able to setup if not properly weighted.  Refer to “Canopy Weight Guidelines” in DOCUMENT section in your Eventeny application. Vendor Manager will conduct an inspection prior to opening of event and anyone not in compliance regarding required weights will not be permitted to participate and no refunds will be issued.

 

PARKING:

 (See “2025 LF LOAD-IN & PARKING MAP.PDF” in document section of application in Eventeny)

Parking is located at the :

• City of West Palm Beach Evernia Street garage
• Clematis Garage 500 Banyan Blvd West Palm Beach, FL 33401 
• On-street parking is metered, while various other downtown parking lots have flat or hourly rates. 

•  https://www.wpb.org/government/parking-administration/parking-locations

 

 Booth Tear Down:

Packing up of booth supplies may begin at 2:00 pm on Saturday and must be completed no later than 4:00 pm. Police and Event staff will advise you when vehicles are permitted on site. We suggest that you bring dollies and hand trucks to remove your booth valuables if you find it necessary to remove any items at close of event. 

 

 Items to Bring:

 Handy items you may want to bring to setup your booth include - staple gun, cable ties, duct tape, pens, batteries, and scissors.

 

 Electricity:

 Limited access,please inquire if needed.

 

 Security

You are responsible for all valuables, items, and prizes at your booth. 

 

 Equipment

Unless you have ordered a tent package, you are responsible to provide your own tent, weights, table, and chairs.

 

Text Alert System:

 Please provide the cell phone numbers of all people working in the booth on your application at the time you apply as we will be adding them to our text alert system. This system is utilized to communicate load-in/load-out updates, severe weather info, lost child reports, etc. during the event.

 

 Staffing:

Please make sure the people staffing your booth are familiar with LagoonFest Booth Policies & Guidelines.

 

SETUP DATE & TIME: 

Saturday, Nov. 1st 2025 (You will be assigned a load - in time)

 

 DIRECTIONS: 321 S. Flagler Drive (southern end of event):

You must enter and load-in from the south (heading north) only!  Once unloaded, you will exit either Evernia St., Datura St., or N. Clematis St.  Parking is available in Evernia Street or Banyan Street Parking Garages (fees can be found: https://maps.app.goo.gl/hDDUqZq5cuw7GLPs6

 

 BOOTH HOURS: 

Saturday, Nov. 1st, 2025 (8:30 am – 1:30 pm) (Show opens at 8:30 am)

 

During Check-In it is nearly IMPOSSIBLE to answer all phone calls.  If you need assistance or have any questions leading up to the event, please call the Exhibitor Manager at 561- 376-3667 or email at teamFMG@festivalmanagementgroup.com.  We look forward to another great show with you!

- Assigned to various locations to assist with breaks for other volunteers - Assist with the post event breakdown and cleanup.

- Volunteers must be somewhat artistic, patient with children, and ready to paint! - Help set up and break down booth at end of event, collect and pack up all supplies. -Volunteers first check in at Volunteer Check-in for T-shirts and then report to KIDS ZONE coordinator.

- Volunteers first check in at Volunteer Check-in for T-shirts and then report to KIDS ZONE coordinator. - Volunteers need to assist with assembly and set up the Beneficial Reuse of unusable beach nourishment material with large shells. - Set up will include one or two canvas tarps, create a “Sand Pile with Shells” - Allow children to dig through the pile and select a few discovered shells to bring home. - Provide a small bag for their shell treasure. - Share with the parents about the origin of the shell/sand material. - Need to limit the # of shell hunters so it is an enjoyable (not overcrowded) experience.

- Volunteers first check in at Volunteer Check-in for T-shirts and then report to KIDS ZONE coordinator. - Volunteers need to help set up materials for species splash booth. - Assist and engage children with rules of the game. - Assist with water refills and line maintenance - At end of event, help collect and pack up all supplies.

- Volunteers first check in at Volunteer Check-in for T-shirts and then report to KIDS ZONE coordinator. - This exhibit allows participants to crawl into and through a simulated tortoise burrow and see the other creatures that may reside in these large underground burrows. - Volunteers need to assist with monitoring the tortoise burrow activities; assuring commensals and Velcro items are returned - Engage the attendees with information about gopher tortoises. - Encourage children to enter and explore - Engage with children and parents to hang out and play with lawn toys. - Engage children with ‘Where Do I Belong” activity; be prepared to work one on one - Assist with breakdown/clean up of borrow and activity

- Volunteers first check in at Volunteer Check-in for T-shirts and then report to KIDS ZONE coordinator. - Volunteers need to set up Large Lawn toys and areas for family play - Set up, organize and monitor the lawn toys. - May need to wipe down periodically and/or rearrange after kids play. - Engage with children and parents / hang out and play with lawn toys - May need to assist small children - Be prepared to assist “Tortoise Burrow” as needed - At end of event; pack up all pieces of lawn toys

- MASCOT Volunteers report and check-in at the Volunteer Check-in tent with the Volunteer Coordinator and get “Mascot Parade” instructions. - You have access to the Mascot Tent dressing area for changing. You can also use this area to take breaks and rehydrate away from the public. - MASCOTS (while interacting with guest) please do not hug or touch guest. - HANDLERS to assist in dressing mascot, escorting/guiding mascot through the LagoonFest Event Site and engage mascots with the public and photo ops. - HANDLERS & MASCOTS - Be mindful of the temperature and take as many breaks as needed. Stay hydrated. - ENGAGE Event Goers! - The MASCOT and HANDLER may be required to walk and stand for an hour at a time and may occasionally be required to work outside in various climates and environments. - While preforming the duties as stated above, the MASCOT is frequently required to listen, use hands, walk, move and dance.

- Volunteers first check in at Volunteer Check-in for T-shirts and then report to KIDS ZONE coordinator. - Volunteers must have angler skills to show kids how to “cast a line” and hook a magnetic lawn fish. - Need to be patient and able to untangle fishing line and fishing reels. - At end of event, collect and pack up all supplies.