1. Event Schedule & Inclement Weather Policy
Scheduled Date & Time: The event is scheduled to take place on Saturday, October 10, 2026, from 12:00 PM to 4:00 PM in Downtown Smithfield.
Rain Date: In the event of severe inclement weather, the festival will be rescheduled for Saturday, July 17th. All approved sponsor and vendor agreements, booth spaces, and fees will automatically transfer to the rescheduled date.
Cancellation/Refunds: Sponsorship and vendor fees are non-refundable. If the event must be postponed to the rain date, no refunds will be issued for partners unable to attend the rescheduled date.
2. Family-Friendly Code of Conduct/Atmosphere: Oktoberfest is a wholesome, family-friendly community event. All booth activities, promotional materials, merchandise, and staff behavior must be appropriate for all ages.
Review Rights: The Event Organizers reserve the right to request the removal of any materials, signage, or activities deemed inappropriate, offensive, or unsafe for a family audience.
3. Theme & Booth Presentation (Get into the Spirit!)
Themed Decor: We highly encourage all sponsors and vendors to embrace the Bavarian spirit! Upgrading your booth with traditional German, fall, or Oktoberfest-themed decorations (think pretzels, hops, gingham, or autumn leaves) is highly encouraged to help create an immersive experience for attendees.
Costumes: Wearing traditional German attire (such as Lederhosen or Dirndls) or festive autumn wear is enthusiastically welcomed and encouraged for all booth staff!
Booth Boundaries: All activities, signage, and distribution of promotional materials must be kept strictly within your designated booth footprint.(12x12)
4. Logistics, Set-Up, and Clean-Up
Load-In/Load-Out: Detailed instructions regarding load-in times, vehicle access, and load-out procedures will be sent to all confirmed partners at least one weeks prior to the event. Event Load-In will begin at 10:00 a.m., when the streets close. Streets will re-open as soon as vendors have cleared, but time cannot exceed one hour past event end time (by 5:00 p.m.)
Power & Equipment: Sponsors and vendors are responsible for providing their own tents, tables, chairs, extension cords, and weighted anchors (tents must be securely weighted for safety). Power is not guaranteed, and is only available first come, first served.
Trash & Clean-Up: Sponsors and Vendors are responsible for keeping their booth area clean during the event and must completely clear their designated space of all trash and materials at the conclusion of the festival.
Breakdown: Sponsors and Vendors are expected to remain for the entirety of the event and cannot break down early. Early breakdown will result in being excluded from future events.
5. Payment
All vendor or sponsorship fees must be paid in full prior to the event. If you wish to not pay through Eventeny, an invoice can be created and sent to you.
Non-Payment can result in loss of Sponsorship Opportunities - On Printed Materials, or social media Promotion.
