Outdoor Vendor Application

All Vendors and Demonstrators Rules and Regulations Acknowledgement:I have read and agree to the Vendor/Demonstrator Rules and Regulations below. 

1. Booth Payment: Booth fee payment must be received at time of application in order to reserve your spot. Space cannot be guaranteed until payment is made. Failure to do so will result in forfeiture of booth space.
2. Reservation Cancellation: Email or text notification of cancellation must be received by 11:59am on October 18, 2025. Failure to notify a board member of cancellation by October 18, 2025 will result in forfeiture of your booth fee for the festival.
3. Arrival Time: Vendors must be fully unloaded, set, and ready to receive customers by 9am each day.
4. Vehicle Unload/Load: Vehicles may be driven up to booths as long as the grounds are dry and the Sabine Freestate Festival has deemed them okay to drive on. If it rains heavily before the festival, BE PREPARED to carry your items to your booth. Vendor vehicles may be pulled on to festival grounds to load and unload ONLY but must be moved to a designated parking area by 8:30am. DRIVE SLOWLY, BE COURTEOUS AND KIND, BE MINDFUL OF PEDESTRIANS, BE MINDFUL OF DAMAGING OUR GROUNDS. 
5. Sell Only Approved Products: Food vendors may only sell the specific product(s) for which they were approved during the Vendor Application process.
6. General Operations:
   1. Vendor Setup Times: Please understand that no one will be on the grounds to check you in except during the designated times UNLESS you get confirmation with a board member prior to festival week.
      1. Thursday October 30: 5:30pm-9:00pm (please be aware that the Village of Florien will have trick-or-treating in the square during these times)
      2. Friday October 31st: 6:00am-8:00am & 2:00pm-5:00pm
      3. Saturday November 1st: 6:00am-8:00am
   2. Vendor Hours of Operations:
      1. Friday: 9:00am-6:00pm; 6:00pm to 8:00 pm
         1. Education Day: 9:00am-1:30pm
      2. Saturday: 9:00am-6:00pm
      3. Sunday: 11:30am-4:00pm

                (Closing Hours are suggestive based on previous festival crowd flow.) We understand you travel a distance to be with us and we greatly appreciate it, but we also invite you to stay Sunday morning for our Gospel singing and potluck. Sunday is not a requirement to stay open.  

1. 1. Outdoor Space Assignment: Vendors will be assigned spaces upon arrival. Designated spaces are not guaranteed. Every effort will be made to keep vendors in general areas, but this is not guaranteed. Spaces are assigned based on arrival time and booth size. 
   2. Tent/Display: Tents, umbrellas, tables and merchandise are not to extend into the space of another vendor unless otherwise agreed upon by both parties and the Vendor Manager. The Vendor Manager has the right to require vendors to change their display if it is deemed to present a safety risk. A space is generally defined as measuring 10’x10’. Any expansion beyond one space into any part of another will require that dues be paid for the whole of that additional space. 
   3. Indoor Vendor Spaces are smoke-free and pet-free zones with the exception of service animals
   4. In compliance with copyright laws, Vendors may NOT play music, television, or movies through any form of sound system, radio, etc.
   5. Electricity is provided if specified on application. Vendor is responsible for bringing tables, chairs, tents, extension cords or anything needed for setup.  
2. Sales Tax: Each vendor will operate as an individual business entity and as such, each vendor is responsible for collecting his/her own sales taxes, where applicable. 
3. Inclement Weather: In the event of INCLEMENT WEATHER the DAY OF the festival, Sabine Freestate Festival reserves the right to decide whether or not to cancel the Festival. Our policy is to PROCEED RAIN OR SHINE unless the severity of the weather conditions poses the threat of harm to our Vendors and guests. This decision is solely that of the Sabine Freestate Festival. 
4. Security: Security will be provided 24/7 by the Florien Police Department Thursday evening through Sunday afternoon, however, Sabine Freestate Festival and the Village of Florien are not responsible for loss or damaged goods.
5. Violations and Complaints: Violations of the Sabine Freestate Festival Rules and Regulations will be handled as follows:
   1. 1st Offense: Verbal reminder
   2. 2nd Offense: Written Notice
   3. 3rd Offense: Vendor will be asked to leave the premises and will not be allowed to participate in future festivals. 
6. Hold Harmless: The vendor shall indemnify, defend, and hold harmless the Sabine Freestate Festival, their sponsors and managing agency, volunteers from and against all claims, damages, losses, and expenses arising out the space’s use if such claim is attributable to personal injury, bodily injury, disease of death, or injury to, or destruction of property, including the loss of uses there from, and is not caused by an negligent act or omission of willful misconduct of the Sabine Freestate Festival, their sponsors or volunteers acting within the scope of their employment. 

                                     Please keep a copy of this agreement with your records for reference.