Downtown Meet & Treat: Ravenswood Businesses Walnut St Exhibitor Sign-Up Form

Downtown Meet & Treat Exhibitor Information

Event Date & Time: Saturday, October 25, 2025 · 5:30–8:00 PM
Location: Washington and Walnut Streets, Downtown Ravenswood

We invite Ravenswood businesses, organizations, and community groups to join us in bringing safe, family-friendly Halloween fun to downtown! Exhibitors are encouraged to decorate a booth, table, or trunk and hand out candy. To make the night even more memorable for our community’s children, we highly recommend adding a simple kids’ activity in addition to candy distribution.

Exhibitor Categories

Table/Booth Setup – Bring a table or tent to host candy and/or activities.
Trunk-or-Treat Setup – Park a vehicle and decorate your trunk to hand out candy.
Candy Only – Hand out wrapped candy.
Candy + Kids’ Activity (preferred) – Provide both candy and a fun game, craft, or interactive activity.

Event Protocol

Setup: Street closure begins at 3:00 PM; exhibitors may begin setup at 3:30 PM.
Event Start: 5:30 PM sharp. Please be fully set up by then.
Breakdown: Event concludes at 8:00 PM. Please do not begin breakdown before that time.
Parking: Parking for exhibitors will be available in designated side lots once Washington Street is closed.
Placement

Sponsors will receive priority placement nearest Washington Street. Priority is based on sponsorship level and donation amount.

Deadline

Exhibitor applications are due no later than October 4, 2025.
Please include a brief description of what you will be offering (candy, activity, theme, etc.) with your application.

Cost: Free – no exhibitor fee required. Keep in mind that priority booth placement will be given to sponsors. Free booths will be limited to whatever is left over after all of our sponsors have chosen their spaces. For more information about how to become a sponsor and guarantee good booth placement, please see this link: https://www.eventeny.com/events/sponsor/application/?a=kzvxxpxc-15617 

This is an electronic agreement and by selecting to be an exhibitor, you are validating and approving this agreement electronically.

Exhibitor Terms & Conditions

By applying as an exhibitor for Downtown Meet & Treat, you agree to the following:

Eligibility

Exhibitors must be a business, organization, or community group based in or near Ravenswood, WV.
All activities and displays must be family-friendly, non-political, and appropriate for children of all ages.

Candy & Giveaway Requirements

All candy must be individually wrapped and commercially packaged.
Homemade treats are not permitted due to food safety concerns.
Non-candy giveaways (stickers, pencils, small toys, etc.) are welcome.

Activities

Exhibitors are encouraged to provide an interactive kids’ activity in addition to candy distribution.
Activities should be safe, supervised, and not create excessive mess or hazards in the street.

Setup & Breakdown

Washington Street will close at 3:00 PM. Exhibitors may begin setup at 3:30 PM.
Exhibitors must be fully set up and ready by 5:15 PM.
No vehicles may enter or exit the event area during event hours (5:30–8:00 PM).
Exhibitors must remain in place until 8:00 PM, when breakdown begins.

Booth/Vehicle Guidelines

Decorations must be secure and not extend into walkways or create tripping hazards.
Exhibitors must provide their own tables, tents, chairs, decorations, and power (if needed). Electricity is not provided.
Generators and open flames are not permitted.

Liability & Safety

Exhibitors are responsible for their own property, supplies, and materials. Downtown Ravenswood Partners and the City of Ravenswood are not liable for lost, stolen, or damaged items.
Exhibitors assume full responsibility for the safety of their setup and activities.
Exhibitors must follow all directions from event staff, police, or city officials.

Placement & Sponsorship

Event organizers will assign exhibitor spaces.
Sponsors receive priority placement nearest Washington Street, based on sponsorship level.

Deadlines

Applications must be submitted no later than October 4, 2025.
Exhibitors must list candy, giveaways, and activities on their application.