Exhibitor Booth

**Read thoroughly before completing!**

**If you are a downtown merchant or non-profit, please call before applying**

Thank you for your interest in participating as an exhibitor at the 2025 Depot Days Festival. To ensure a successful, enjoyable, and well-organized experience for all involved, all exhibitors must adhere to the following guidelines and Code of Conduct outlined under Terms & Conditions (physical copy of agreement available at www.hartsellechamber.com/Depot-Days) Submission of the application serves as acknowledgment and agreement to these terms.

Booth prices range from $100- $250, depending on location

1. Booth Setup & Event Hours 

• Exhibitors are provided a 10x10 booth space and are responsible for their own tents, tables, and equipment. Exhibitors must be fully set up by 7:30 AM on Saturday, September 20, 2025. 

• Booths must remain open and staffed from 8:00 AM until 4:00 PM. Early breakdown or departure is not permitted and may impact future participation. 

• A Vendor Packet will be emailed to all confirmed exhibitors two weeks prior to the festival. This packet will include: 

• • Assigned arrival time window 

• • Parking pass 

• • Check-in instructions 

• Arrival times are firm. Exhibitors who arrive outside of their assigned window may not be guaranteed access to the festival site. 

• All booths must maintain a clean, safe, and visually appealing setup throughout the event. 

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2. Consumable Distribution & Sales 

• Standard exhibitors are not permitted to distribute or sell beverages of any kind without express written consent of the Hartselle Area Chamber of Commerce. Exhibitors hoping to sell consumable items or samples must provide them in pre-packaged, sealed containment, and complete the Exhibitor Consumables Application. Exhibitors selling or distributing consumables that require electricity must fill out a food vendor application, per city ordinance.

• Those seeking permission must complete the Exhibitor Consumables Application, available at: 
  www.hartsellechamber.com/Depot-Days 

• Unapproved distribution of consumables will result in immediate removal from the event without refund. 

3. Power Access 

• Electricity is available only at designated booth spaces, marked in darker colors on the official Depot Days festival map. 

• These booths are listed at a rate $25 higher than standard booths. This fee is non-negotiable and must be paid at the time of registration. 

• Exhibitors may not plug into buildings, businesses, lamp posts, or any other unauthorized source. 

• Unauthorized use of power will result in immediate disconnection and may lead to removal from the event without refund. 

4. Waste & Clean-Up 

• Exhibitors are responsible for cleaning up their booth area, including removal of trash, zip ties, signage, and any other materials. 

• Booth spaces must be left in the same condition they were found. 

• Failure to comply may result in a clean-up fee or denial of future participation in Depot Days or other Chamber-sponsored events. 

5. Booth Location, Check-In & Conduct Expectations 

• Final booth placements are made by the Depot Days Festival Committee and their word is final. 

• Instructions regarding check-in, parking, setup, and other logistics will be outlined in the Vendor Packet provided no later than two (2) weeks before the event. 

• Exhibitors must comply with all setup timelines and directives from festival staff and law enforcement. 

• All exhibitors are required to present a friendly and respectful front when interacting with festival staff, law enforcement, and guests. 

• Failure to do so will result in immediate dismissal from festival grounds and disqualification from participation in future Depot Days or other Chamber events. 

6. Code of Conduct 

All exhibitors are expected to maintain a positive, respectful, and professional presence throughout the event. By applying to participate, you agree to: 

• Treat all guests, vendors, volunteers, staff, and law enforcement with courtesy and respect.
• Refrain from offensive, disruptive, or inappropriate behavior.
• Represent your business or organization with professionalism.
• Follow all local laws, festival policies, and verbal instructions given by event staff.
• Remain within the boundaries of your assigned booth space at all times. 
• File appropriate tax documents with the City of Hartselle and any other necessary entity for sales generated during the festival. (see www.hartsellechamber.com/Depot-Days)

Failure to adhere to the Code of Conduct will result in immediate removal from the festival and may prevent participation in future Chamber events. 

7. Music Policy 

• If music is played at your booth, it must be kept at a respectful volume and should not disturb other exhibitors around you. 

• Music played at individual booths may not compete with any entertainment provided by the festival. If your music disrupts the entertainment or festival atmosphere, you may be asked to turn it off. 

• All music played within the festival grounds must be family-friendly and may not include excessive profanity, sexual innuendos, vulgar or hate speech of any kind. 

• Failure to comply with this policy will result in immediate dismissal from festival grounds, with no refund provided. 

8. Indemnification & Liability 

By submitting an application, exhibitors acknowledge and agree that the Hartselle Area Chamber of Commerce, the City of Hartselle, and all affiliated entities, organizations, vendors, sponsors, volunteers, and individuals associated with the Depot Days Festival, are not liable for any personal injury, property damage, theft, loss, or other incident that may occur before, during, or after the event, regardless of the cause. 
Exhibitors agree to hold harmless and indemnify the Hartselle Area Chamber of Commerce, the City of Hartselle, and all affiliated entities, personnel, staff, and volunteers from any and all claims, damages, losses, or liabilities arising from their participation in the event, including but not limited to those arising from their booth activities, products, or actions. 

9. Refund & Cancellation Policy 

• Cancellations must be submitted in writing by July 20, 2025 (60 days before the festival date). Exhibitors who cancel by this date will receive a 75% refund of their original booking price. The Festival will retain 25% of all cancellations as an administrative fee. 

• The Depot Days Festival is a rain or shine event, and no refunds will be issued due to weather-related conditions or cancellations beyond the control of event organizers.

• Cancellations received after July 20, 2025 will be non-refundable. 

• Refunds will be issued within 30 days of the request for those eligible based on the above timeline. 

10. Brand Exclusivity Responsibility
Vendors are responsible for verifying whether their company has brand exclusivity or single-representative policies in place (common among direct sales companies such as Scentsy, Pink Zebra, etc.). It is the vendor’s duty to check if another representative from the same brand is already registered for the event before submitting an application or payment. The Hartselle Area Chamber of Commerce (HACC), Depot Days Festival, and all affiliated partners, staff, and volunteers will not be held liable for any conflicts, losses, or double bookings that may occur. No refunds will be issued due to failure to confirm brand participation restrictions prior to registration.

Agreement Acknowledgment 

By submitting the 2025 Depot Days Exhibitor Application, you confirm that you have read, understood, and agree to the guidelines and Code of Conduct outlined above. Failure to comply may result in removal from the event without refund and exclusion from future festivals.