Torchlight Parade/Street Dance Business/Non-Profit Table Application

The annual Torchlight Parade & Street Dance takes place on Front Street on Saturday, October 25th at 5:30 PM!  Each year, storefronts pass out candy to costumed revelers. Want to be part of the magic but aren’t along the parade route? No problem! Local businesses and non-profits are invited to sign up and host a candy table on to join the fun and promote your organization. 

Registration is free! All you need to provide is a table, candy and enthusiasm. The parade begins at 5:30 PM sharp. Please arrive to setup by 4:30 PM (you are welcome any time after the street closes at 4:00 PM). Setup guidance/location (and recommended candy quantity) will be provided by the Coupeville Historic Waterfront Association by October 20th.

To participate, please submit your application by Friday, October 17th, 2025. Include your organization’s name, contact information, and a brief description of your planned setup (e.g., themed decorations or branding).

By applying to host a candy table along during the Torchlight Parade & Street Dance businesses and non-profits agree to the following terms and conditions:

Eligibility

• Participation is open to registered businesses and non-profit organizations operating in or serving the Coupeville/Whidbey Island area.

Scope

• Candy tables are intended solely for handing out individually wrapped candy to parade attendees, fostering community engagement and goodwill.
• No sales, solicitations, or distribution of non-candy items (e.g., promotional materials, merchandise, or services) are permitted unless pre-approved by the Coupeville Historic Waterfront Association.

Setup & Supplies

• Participants must provide their own individually wrapped candy sufficient for 1,100 - 1,500 parade goers.
  The Coupeville Historic Waterfront Association will provide a location for one table (provided by participant).
• Participants are encouraged to decorate tables. Please keep decor safe (e.g., no open flames, hazardous materials, or oversized items that obstruct pathways), Halloween-themed, and not too scary!
• Setup must be completed by 4:45 PM on October 25th, 2025, and tables must be attended by at least one 18+ adult from 5:30 PM until the last parader passes.  

Conduct & Safety

• Participants must maintain a welcoming, inclusive, and respectful demeanor toward all parade attendees, volunteers, and event staff.
• Participants are responsible for keeping their area tidy and disposing of any waste.
• Compliance with all local laws, safety regulations, and event staff instructions is required, including adherence to crowd control measures and barricade guidelines.

Liability

• Participants assume responsibility for any incidents or damages caused by their actions, decorations, or supplies during the event.
• The Coupeville Historic Waterfront Association is not liable for loss, theft, or damage to participants’ property or for any injuries sustained by participants or their representatives.
  Participants must ensure all candy distributed is safe, unopened, and suitable for public consumption.

Event Guidelines

• Participation is free, but spaces are limited and allocated on a first-come, first-served basis, subject to approval by the Coupeville Historic Waterfront Association.
• The Association reserves the right to deny or revoke participation for non-compliance with these terms or behavior that disrupts the event’s family-friendly atmosphere.
• In case of inclement weather or unforeseen circumstances, the Association may modify or cancel the event, and participants will be notified promptly.

Promotion and Branding

• Participants are encouraged to display their organization’s name/logo on their table for identification. Signage must be approved in advance and fit within the designated table space.
• The Coupeville Historic Waterfront Association may list organization names in event promotions (e.g., website, social media) unless otherwise requested.
   

Cleanup and Departure

• Participants must remove all decorations, supplies, and trash from their table by 7:30 PM on October 25th, 2025, unless otherwise directed by event staff.
• Any items left behind may be discarded, and participants may be responsible for cleanup costs if excessive waste is left.
   

Contact and Questions

For questions or clarifications, contact the Coupeville Historic Waterfront Association at director@coupevillehistoricwaterfront.com or via the event website.
 

Please provide accurate contact information and respond promptly to event-related communications.

By submitting an application, participants acknowledge and agree to abide by these terms and conditions. Let’s work together to make the 2025 Torchlight Parade a sweet and magical experience for the Coupeville community!