Magic Pride Vendor

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Thank you for your interest in vending at OutReach LGBTQ+ Community Center’s Annual Magic Pride Festival! Please carefully read and complete all portions below.

APPLICATION PROCESS  

• 11:59 pm on Sunday, April 19th: Vendor application due!  
  • Late submissions will not be accepted.  
  • Contact Doug with questions or concerns at dough@lgbtoutreach.org 
• Monday, April 20th—Monday, April 27th: Consideration window 
• Tuesday, April 28th: Applicants will receive notice of acceptance or rejection via email.  
  • Outreach, Inc. will invoice each approved vendor after notice of acceptance.

Fees for approved vendors 

• Non-profit information: $50 
• Business information: $125 
• Sales: $175 
• Food: $175 

Vendor Selection 

When selecting vendors for the Magic Pride Festival, Outreach, Inc. considers alignment with organization mission, vision, and values as well as the type of vendor, products offered, and overall fit with the event. Outreach, Inc. reserves the right to restrict the number of similar vendors. Submission of an application does not guarantee a vending spot at the event.

Financial Assistance 

Scholarships or alternative payment plans may be available for locally-owned, LGBTQ+-owned and/or BIPOC-owned organizations and businesses who would not otherwise have the means to attend. Request of a scholarship has no weight in the vendor consideration process. Please contact dough@lgbtoutreach.org to ask about this option. 

Additional sponsorship 

Any person or organization interested in also sponsoring this event, please contact Chez via email: chezd@lgbtoutreach.org. Free festival informational vendor booths are included in event sponsorship packages levels Silver and up; however, all sponsors who also wish to have a booth must also submit a vendor application before July 1st and abide by all relevant policies and regulations. Sales vendors must pay an additional fee. 

RULES & REGULATIONS 

Vendor Spots at the Magic Pride Festival  

• One “spot” at the Magic Pride Festival refers to an area that can accommodate one 10x10 pop-up style tent.  
• Vendors requesting more than one spot or requesting placement next to another approved vendor must include this information on their vendor application. 
• Spot assignments are final. Due to the high number of vendors at the Magic Pride Festival, it is not possible for us to honor requests made after April 19th for alternate locations or additional space. 
• To participate in the 2026 Magic Pride Festival, all approved vendors must attend one of two vendor orientation meetings. These meetings will be held on Monday, July 13th at 5:30 pm and Tuesday, July 21st at 9:00 am. The purpose of these meetings is to provide an in-depth look at all procedures, rules, and regulations, as well as an overview of the festival map and load-in/out process. It is required for all vendors to have at least one member of their day-of crew present at either of these meetings. If vendors are not able to attend either meeting, they must notify Doug at dough@lgbtoutreach.org in advance of July 19th. If a vendor fails to attend the orientation training and does not provide advance notice, they will forfeit their vendor space at the Magic Pride Festival. 

Vendor Equipment, Set-up, and Tear-down  

• The Magic Pride Festival is a rain or shine event. Outreach, Inc. complies with the guidance of the National Weather Service on large event weather safety.  
• Vendors are responsible for providing any table(s), chair(s), tent(s), or other equipment such as generators that will be necessary for vending. There will be no electrical hook-ups provided by Outreach, Inc. or Warner Park near vendor spots. Outreach, Inc. will not provide any materials or equipment to vendors.  
• Each vendor will have an assigned time slot to set up. This time slot will be communicated to them before the event. Time slots begin as early as 9:30 AM and end by 12:00 PM.  
• If a vendor does not arrive to set up within their time slot, they will not be able to use a vehicle to aid in their set up. Vendors who are not set up by 12:00PM will not be allowed to use vehicles to assist in set up.  
• Vendors who are not using vehicles to set up may arrive any time between 9:30 AM and 12:00 PM to set up. The walk from the parking lot to the furthest possible vendor space is 1,000 feet (0.2 miles).  
• Vendors may begin tearing down booths at 6:00PM when the event ends; however, vehicles will not be allowed on park paths while event attendees are present. Event staff will notify vendors when it is safe to bring vehicles onto park paths. Any vendor who drives their vehicle into Warner Park before they have been authorized to do so may be fined and will not be asked to return to the Magic Pride Festival in the future. 
• Vendors are responsible for the removal of any leftover items or trash. This includes tent weights and stakes. If a vendor leaves behind trash, personal items, or anything that requires removal after the event, they may be fined up to $250 and asked not to return to the Magic Pride Festival in the future. 

VENDOR AGREEMENT 

By signing this Vendor form, the vendor agrees to the following guidelines set out by Outreach, Inc. All entries must comply with the City of Madison’s ordinances and laws and the instructions given by Outreach, Inc. staff and any Magic Pride Festival volunteers.  

Failure to adhere to these guidelines may result in denial of vendor application or removal from event area.  

Terms and Payment: This agreement will not be considered valid until payment has been received by Outreach, Inc. The term of the agreement begins on the day payment has been received.  

Subject to approval: Applications are subject to approval by Outreach, Inc. In addition, Outreach, Inc. can reject any application they believe inappropriate or in misalignment with the organizations’ mission, values, goals, and overall spirit of the Magic Pride Festival. 

 For all registrants: This agreement affirms that the applicant and/or business represented by the applicant act in accordance to the mission of Outreach, Inc., of a commitment to equity and quality of life for all LGBTQ+ people through community building, health and human services, and economic, social, and racial justice advocacy. Signature of this agreement affirms that the individual, organization, or business named does not discriminate in hiring, employment, participation, or services rendered based on the fact or perception of a person’s race, color, creed, religion, national origin, ancestry, sex, sexual orientation, gender identity, gender expression, domestic partner status, disability, or Acquired Immune Deficiency Syndrome or HIV status. If the individual, organization, or business named revokes any policies related to Diversity, Equity, and Inclusion (DEI), or otherwise begins acting in opposition to the mission and values of Outreach, Inc. during the terms of this agreement, vendor status may be revoked and refund of payment will be assessed on a case-by-case basis. 

Permits/Licensing/Insurance: Vendors are required to obtain, at their own expense, any and all permits, licenses, and/or insurance that may be required by the City of Madison, and/or the County of Dane, and/or the State of Wisconsin. 

Sales Tax: Vendors selling any merchandise/services subject to Wisconsin sales tax assume all responsibility and liability for collection and remittance of such tax. 

Vendor Responsibility: It is the sole responsibility of the vendor for set-up, take down, and cleaning of their entry throughout the entire day.

Lost/Damaged Items: Vendors accept all responsibility and liability for any losses due to theft or damage. Outreach, Inc. assumes no responsibility for any loss due to theft or damage.

Non-Transferable: Booth space is non-transferable and may not be reassigned or resold to a third party without express written permission of Outreach, Inc.  

Shared Space: Vendor space may not be shared without prior written approval from Outreach, Inc. 

Safety: Safety is everyone’s first priority. Vendors should not endanger the safety of themselves, other vendors, and/or the general public. The entire festival grounds are a gun and weapons free zone. No promotion of weapons during this event will be allowed.

Unapproved conduct: No unapproved signs, banners, or groups promoting or showing profanity, sexual acts, nudity, or sexually graphic images will be permitted. All state and local ordinances (26.01 PUBLIC INDECENCY) regarding nudity will be enforced. 

Consent/Inappropriate Conduct: Vendors are not allowed to touch event attendees without clear consent and must refrain from making comments that are or can be taken to be sexually explicit or otherwise inappropriate. Any Vendor in violation of these agreements will be removed from the event area.  

Partisan Political Activity: Outreach, Inc. is a 501(c)3 organization and cannot engage in partisan political activity per IRS laws. It is our policy that partisan political groups are not permitted to vend or table at the Magic Pride Festival. Vendors at the Magic Pride Festival are not allowed to engage in partisan political activity at the event, including, but not limited to, distributing campaign materials or campaigning for candidates for political office. Advocacy groups are allowed but cannot campaign for political candidates. 

Rescheduling/Cancellation: Outreach, Inc. reserves the right to reschedule, relocate, or cancel the 2026 Magic Pride Festival if necessary for any reason, including but not limited to: weather, failure to receive commitment from sponsors, issues related to safety and security, and factors unrelated to the control of Outreach, Inc. (i.e. fire, strike, change of law or regulation, or public catastrophe). If the Magic Pride Festival is cancelled in whole, vendors will be refunded on a case-by-case basis. No further refunds or other amount will be due from Outreach, Inc. and in no case will the amount of the refund exceed the amount of the vendor fee paid. If a vendor fails to attend the Magic Pride Festival, the business/organization may not be refunded. 

Liability: Neither Outreach, Inc. nor its representative(s) will be responsible for any injury, loss, harm, or damage that may occur to the vendor from any cause whatsoever. Under no circumstances will Outreach, Inc. be liable to lost profits or other special consequential damage. The foregoing will apply regardless of how any claim is brought or how damages are characterized, including whether brought in contract, tort, or otherwise. 

Hold Harmless: Vendors understand that Outreach, Inc. has no control over external elements/events that may prevent and/or disrupt the festival and agree to hold Outreach, Inc. harmless for any losses arising out of such elements/events, including but not limited to: protestor activities, terrorist actions, actions of local authorities, acts of God, etc. Each party hereby indemnifies and holds the other party, as well as the other party’s respective agents, representatives, principals, employees, officers and directors, harmless from and against any loss, damage or expense, including reasonable attorneys’ fees, incurred or suffered by or threatened against a party or any of the foregoing in connection with or as a result of any claim for personal injury, property damage or other loss brought by or on behalf of any third party person, firm or corporation as a result of or in connection with the Vendor Application, which claim does not result from the active negligence of the other party.