Square Merchant

Eligibility Requirements:

Square merchants who permanently reside around the Historic Liberty Square. 

All applications will be reviewed to ensure alignment with festival guidelines and overall vendor balance. Acceptance is not guaranteed and is subject to space availability.

 This is an electronic agreement, and by selecting the booths, you are validating and approving this agreement electronically.

This is an application for vendor space at the 49th Annual Liberty Fall Festival, Sept. 25-27, 2026. Incomplete applications or those submitted without appropriate vendor fees or proof of liability insurance will not be accepted for processing. Square merchants may submit their applications beginning February 1, 2026. An email with the tentative booth space information will be sent upon approval. The Chamber reserves the right to assign spaces and alter map layouts.

1) DEFINITIONS
a) FESTIVAL: Liberty Fall Festival
b) CHAMBER: Liberty Chamber, the festival's sponsoring organization.
c) VENDOR(S): The organization, person, or entity contracting with the Chamber to participate as a vendor at the festival and their agents, employees, and volunteers.

2) INTERPRETATION AND ENFORCEMENT OF RULES
Each VENDOR shall comply with the following rules and regulations, in addition to complying with all statutes and ordinances of the State of Missouri, County of Clay, and the City of Liberty pertinent to the VENDOR's participation in the festival, including, but not limited to, statutes, maintenance, and fire safety. The CHAMBER shall have the right to interpret the following rules and regulations and amend or add them at its discretion. Any violation shall immediately forfeit all participation rights in the FESTIVAL and any monies paid to secure participation.

3) LIABILITY INSURANCE
All VENDORS must present a $1,000,000 liability insurance certificate or pay the additional fee to be included under the FESTIVAL policy. All certificates must list The Liberty Area Chamber of Commerce as an additional insured. INSURANCE IS A SPECTATOR LIABILITY COVERAGE, NOT PROPERTY COVERAGE. The CHAMBER and City of Liberty shall NOT be liable for any loss or damage to any merchandise or personal property in or about VENDOR'S booth.

4) SALES TAX PAYMENTS
All VENDORS shall be responsible for all sales tax obligations to the State of Missouri and/or the City of Liberty. Appropriate tax information will be provided to each VENDOR during check-in.

5) FOOD VENDORS
A $100 refundable deposit is included with your booth fee. For the deposit to be returned, the booth must be staffed and open during operating hours, and the space shall be cleaned of trash/debris (including grease & charcoal) after the event. Forfeiture of the deposit will also jeopardize VENDORS' participation in future FESTIVALS.
ALL FOOD VENDOR APPLICATIONS MUST INCLUDE A COMPLETE MENU. Food permits are required from the Clay County Health Dept., 800 Haines Dr., Liberty, MO 64068. 816-595-4350. Food permits must be displayed at all times. PERMITS MUST BE OBTAINED BY AUGUST 25, 2025.

6) COMMERCIAL/POLITICAL VENDORS
Defined as direct sales, jewelry, clothing, household items, siding, OR solicitation of business services, such as those who wish to promote their business or political party/candidate.
A $100 refundable deposit is included with your booth fee. For the deposit to be returned, the booth must be staffed and open during operating hours, and the space shall be cleaned of trash/debris after the event. Forfeiture of the deposit will also jeopardize VENDORS' participation in future FESTIVALS.
The FESTIVAL will allow no more than two booths to sell or advertise the same product, brand, or line. This applies to industries such as home improvement, including but not limited to siding, HVAC, plumbing, windows, water filtration, and guttering. 

7) CRAFT VENDORS
Defined as a VENDOR that sells items they have personally made. This does not include items that are handmade by others & purchased for resale.
A $100 refundable deposit is included with your booth fee. For the deposit to be returned, the booth must be staffed and open during operating hours, and the space shall be cleaned of trash/debris after the event. Forfeiture of the deposit will also jeopardize VENDORS' participation in future FESTIVALS.

8) NON-PROFIT VENDORS
A $100 refundable deposit is included with your booth fee. For the deposit to be returned, the booth must be staffed and open during operating hours, and the space shall be cleaned of trash/debris after the event. Forfeiture of the deposit will also jeopardize VENDORS' participation in future FESTIVALS.
Defined as any organization that has a 501C(3) tax-exempt letter. THIS MUST ACCOMPANY ALL APPLICATIONS.

9) APPLICATION PROCESS
2025 VENDORS IN GOOD STANDING applications will be accepted beginning 3/1/26. New and commercial vendors outside of Clay County will be reviewed beginning 3/15/26. All applications will be considered based on available space, quality of merchandise that reflects diversity, and a festival atmosphere. VENDOR applications must include a list of products offered in the booth – no other items will be allowed in the booth space. If your application is approved, you will receive an email with information about your tentative booth space. However, if your application is declined, your payment will be returned to you. The CHAMBER reserves the right to assign spaces and alter the map layout.

10) MERCHANDISE
No VENDOR should display for sale or otherwise materials deemed obscene, dangerous, or unlawful. Prohibited items include, but are not limited to, the following: drug paraphernalia and related items, butterfly knives, all knives, throwing stars, guns, and brass knuckles. The CHAMBER will notify the VENDOR of any violation of this provision and permit the removal of said items from the grounds.

11) ELECTRICITY
Access to electricity must be purchased at the time the application is submitted. Electricity access is limited; all 20-amp services must use low-voltage LED lighting systems. If during the FESTIVAL a VENDOR uses more power than contracted for, the VENDOR risks losing access to electricity with no fee refund. Generators are not allowed except with special permission from the CHAMBER. All VENDORS are responsible for supplying heavyweight, three-conductor grounded extension cords of an appropriate length to reach generators and outlets.

12) BOOTH SPACE/CONSTRUCTION
Dimensions – Booths are 10’ deep x 10’ wide. Food Booths are 10’ deep x 20’ wide. If a trailer is used as a booth, it must fit, including the tongue, within the booth space. Tables and tents are NOT provided. The CHAMBER reserves the right to remove a booth from the FESTIVAL if the booth is constructed in an unsafe manner.

13) VENDOR CHECK-IN/SETUP/BREAKDOWN
VENDOR setup begins at 7 a.m. on Fri., Sept. 25th, AFTER THEY HAVE CHECKED IN AND RECEIVED THE VENDOR PACKET AND VEHICLE TAGS. 2 DAY VENDORS' tear down begins at 9 p.m. on Sat., Sept. 26th. The FESTIVAL committee may adjust these times should conditions warrant it.

14) BOOTH CONDUCT/USE
EMPTY SPACES IMPACT THE FESTIVAL AND VENDORS NEGATIVELY. THE FESTIVAL WILL BE HELD, RAIN OR SHINE. ALL VENDOR BOOTHS MUST BE MANNED DURING ALL HOURS OF FESTIVAL OPERATIONS. If a VENDOR sells out of its product, said VENDOR shall nonetheless keep the booth open. VENDORS will confine their operations to the booth and shall not solicit business outside it. Subleasing of all or any of the assigned booth space by the VENDOR is prohibited. VENDORS cannot permit another party to exhibit, promote in any manner, or take orders in the booth. No Smoking is permitted within the booths. Security will be available on Friday & Saturday evenings. It is recommended that valuable items be removed from the festival grounds each evening.

Any VENDORS found not complying with the rules and regulations listed within this application/contract will be billed a compliance penalty of $100. Compliance penalties must be paid to the CHAMBER within 30 days of being notified, or the CHAMBER may decline to accept the member in future events.

15) ACCESS TO THE FESTIVAL GROUNDS
VENDORS shall be provided tags to allow vehicle(s) entry through the barricaded boundaries of the FESTIVAL only before and after the hours of operation. All vehicles must be outside the barricades one hour before the FESTIVAL opening. Police and FESTIVAL security may limit access earlier if crowd conditions warrant. There is no designated parking area for VENDORS.

16) CLEANUP & TRASH DISPOSAL
VENDOR booths must be kept clean at all times. All refuse, rubbish, and garbage must be deposited in the dumpsters provided.

17) CANCELLATION 
VENDOR shall notify the CHAMBER in writing of intent to cancel this contract no later than July 15, 2026, to receive a 50% refund. No refunds are available after July 15, 2026.