Non-Profit Organization

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 (9 am – 2 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 $1 for the first 2 Hr. $2 for each Additional ½ Hr. On-street parking is metered, while various other downtown parking lots have flat or hourly rates. 

 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 a tent 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

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 (6:00 am – 8:00 am)

 DIRECTIONS:

I95 to Okeechobee Blvd. Head East to Flagler Drive, then make a left.  You must enter and load-in from the south (heading north) only!  Once unloaded, you will exit Datura Street and park in Evernia Street or Banyan Street Parking Garages.

 BOOTH HOURS: 

Saturday, Nov. 1st, 2025 (8:00 am – 2:00 pm) (Show opens at 9:00 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 561-409-5966 or email at teamFMG@festivalmanagementgroup.com.  We look forward to another great show with you!

The LAGOONFEST reserves the right to not accept any EXHIBITOR for any reason.

 Exhibitor Rules & Regulations

Please read it carefully before submitting an application.  If you are unable to meet our criteria, please do not apply.  

1. Animals are prohibited at the event, unless part of your display / activity.

2. No Medical Marijuana booths allowed.

3. Booth placement is carefully chosen by the committee. Categories do not indicate space locations. No changes in booth location permitted after the event begins.  

4. Participants may not share booth space nor may they sublet or apportion space to anyone else. Booths are non-transferable and must occupied by the applicant. Participants may only exhibit work and/or product approved prior to the event. Items misrepresenting product presented at time of application are subject to immediate dismissal from the show. Products are recommended to be Eco-Friendly.

 5. Display space is permitted within your 10x10 tent and your outside walls. Construction of booth & displays must be appropriate and be able to withstand inclement weather and crowd activity. 

6. Cartons or boxes must be kept out of view. Exhibitors are responsible for keeping booth space clean, safe, and secure. Exhibits and materials contained must be within the assigned booth space and cannot be extended. 7. You must display appropriate conduct. The committee reserves the right to remove or prohibit anything which is deemed not suitable, including persons, conduct, material and other items. No selling or soliciting outside of booth space.

8. Break down of booths must be completed and removed by 4:00 PM on Saturday. Any materials left behind will be confiscated. 

 9. Participation is required all hours of event. Exhibitors who break down displays or depart before close of show will not be allowed to return to a future show.

10. Electricity is not provided! Quiet generators are permitted in certain areas; however, since they do not conform to the rule that materials are contained with the booth space, you must petition the show for a location suitable for the generator.  Power cords must be taped down. 

11. No food products may be sold or given away by artists or business exhibitors. If you are sampling an approved food product at your booth, you must provide a copy of your liability insurance certificate $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. No single-use plastic items permitted (This includes Styrofoam, Straws, plastic cups, plates and utensils.) 

12. Exhibitors will not cause any noise which can be heard beyond the perimeters of their own exhibitor space. This noise includes but is not limited to music (recorded or live demonstrations) or motivational tapes. Hawking of items is prohibited.

 13. Exhibitors are responsible for the collection, payment, and reporting of their own sales tax if applicable.

 14. Participants must abide by, and displays must be in accordance with local fire regulations.

 15. All tents are required to withstand winds and rain and be properly weighted. Properly weighting requires AT LEAST 40 pounds per leg (Weights Only and more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. You will not be able to setup if not properly weighted. 

 16. All communication regarding the show is sent via email through Constant Contact and Festival Management Group. Please do NOT opt out or you will NOT receive instructions for setup etc.

 EVENT STAFF CONTINUALLY ENFORCES THE RULES OF THE EVENT TO ENSURE THAT ALL WORK SHOWN IS IN COMPLIANCE WITH THESE GUIDELINES. VIOLATION OF THE RULES MAY RESULT IN IMMEDIATE EJECTION FROM THE EVENT WITH NO REFUND. THIS ACTION WILL RESULT IN THE BANNING FROM FUTURE PARTICIPATION.

 Your online application and/or return of the registration materials indicate your understanding and acceptance of the Rules of Participation and General Policies. Rules Committee members circulate during the show and any exhibitor observed not following the rules may be immediately dismissed and will not be allowed to participate in the LAGOONFEST again. Reasons for expulsion from the show are not limited to these violations and any artist or exhibitor may be put on probation or excluded at the discretion of the LAGOONFEST. During the term of this agreement, the exhibitor assumes all risks in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind, to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of exhibitors operation. Exhibitor hereby expressly agrees to hold harmless the City of West Palm Beach, Festival Management Group, its agents, volunteers, employees, officers and directors for penalties for violation of any law, ordinance or regulation affecting its activity and from any and all claims, suits, losses, damages or injuries directly or indirectly arising out of or in connection with permitted activity or conduct of its operation or resulting from the negligence or intentional acts of exhibitor or its officers, agents or employees. EXHIBITOR SETUP BEGINS at 6:30am Saturday, Nov. 1st. All vehicles must be removed from the site by 8:00am.