Vendors

Be a part of our 2nd annual Pollinator Promenade event! We're looking for vendors to showcase a variety of environmental and sustainable products at the event.

This booth space is for exhibitors who WILL be conducting sales at the event. We're looking for vendors selling creative and environmentally-friendly products (for example items that recycled, upcycled, repurposed or are made from natural and native materials) or sustainable products (e.g. items that replace single-use items or reduce the consumption of water; compostable products; native plants). We love to see work by local artists and businesses. If you have a question about whether your organization or product is a good fit for this event, just ask! We'd love to hear from you! Our focus is on vendors who have products related to pollinators and native plants.

This event is outdoors, so please conisder the weather when planning your setup.

Pollinator Promenade 2026 Terms & Conditions

By submitting this application, you agree to the following terms and conditions:

Thank you for your interest in being a part of our Pollinator Promenade event! This event will take place on Saturday, July 11, 2026 at the Elkhart Environmental Center. This document sets out the legally binding terms and conditions for participants in Pollinator Promenade.

Each space is 10 feet by 10 feet  and includes 1 table; fees are as follows:

$0 for Exhibitors (no sales)

$20 for Vendors

$50 for Food Vendors

The EEC provides participants with a designated space. Participants must provide and set up their own equipment.

All materials brought in with the vendor and all recycling/trash collected during the event must be removed before leaving. Participants may not leave trash bags at their vendor location or pour waste materials into the lawn, waterway, or street drain. Trash or recycling left at the participant’s site will be removed at the participant’s expense.

PAYMENT AND REFUNDS

You may make payment by cash or check at the EEC office (1717 E Lusher Ave, Elkhart, IN 46516) or by credit card via our online platform, Eventeny. YOU WILL RECEIVE NOTICE OF YOUR APPROVAL/DENIAL TO THE FESTIVAL WITHIN 2 WEEKS OF SUBMITTING YOUR APPLICATION. DO NOT PAY THE FEE UNTIL YOU HAVE BEEN APPROVED.

Notification of participation to secure your space due by June 25. Full payment is due no later than July 2.

Participants may receive a 50% refund for written notice of cancellation before June 11. No refunds will be give after June 11, except at the EEC’s discretion.

PRE-EVENT FOOD VENDOR EXPECTATIONS

All food vendors must contact the Health Department at least 30 days in advance to give notice of intent to operate. Vendors can view requirements for temporary food guidelines at the Elkhart County Health Department website. Facilities must be able to pass an inspection to receive a temporary food service license. Food vendors using grills must provide a means for smoke abatement and appropriate fire extinguisher.

EVENT EXPECTATIONS

Participants are expected to be present for the entire event. Any early departure without prior approval will prohibit the participant from participating in future events.

Participants must have personnel to operate the booth at all times.

Participants must be fully set up and operational for the event by 10 AM on Saturday, July 11.

Previous set-up locations are not guaranteed. Adjustments are required every year; therefore your location may change. All participant placement is the discretion of the EEC.

All spaces will be marked. This information will be provided the week of the event.

Participants may not sell or display weapons of any kind, drug-related merchandise or paraphernalia, inappropriate or suggestive language/photos/drawings, etc. If you bring, sell, or display such items in any fashion at Pollinator Promenade you will be asked to leave the premise without a refund.

No alcoholic beverages may be consumed by participants on premises of participant booth.

Smoking is not permitted on any City properties.

Participants must keep their area clean at all times.

All gas cookers, propane tanks, and open fire cookers must be placed behind concession units.

Generators are only provided for participants who pay for electric. You may bring your own, however if the motor noise interferes with another participant’s business or event activities, you will be required to turn your generator off.

The City of Elkhart cannot make any guarantees nor be responsible for any vendor belongings.

The EEC reserves the right to amend any of these terms at any time without prior notice to the Exhibitor; however the EEC shall use reasonable efforts to ensure that a current version of these terms is available on Pollinator Promenade website at all times

CANCELLATION AND TERMINATION BY THE EEC

If the EEC cancels or postpones Pollinator Promenade, the EEC may terminate this contract by giving the Exhibitor written notice. The EEC shall not be liable to the Exhibitor for any compensation whether on the grounds of loss of profits or otherwise in respect of such cancellation or postponement.

FAILURE TO COMPLY WITH THE RULES AND INFORMATION FOR EVENT PARTICIPANT ACKNOLWEDGED AND ACCEPTED BY YOU MAY RESULT IN REVOCATION OF YOUR ACCEPTANCE TO PARTICPATE IN THIS EVENT AND FUTURE ELKHART ENVIRONMENTAL CENTER EVENTS.

MEDIA RELEASE: I hereby give my consent to be photographed/filmed while participating in any activity offered by the EEC. In addition, I consent to the reproduction and use of such photographs or film by the EEC for educational, public relations, and promotional purposes, and I waive any claim by myself or anyone under or through me for compensation of any kind in exchange for such photographs, film, and use.

LIABILITY WAIVER: The EEC does not cover product liability for individual vendors or liability for personal damage caused to your market display. The participant understands that individual product liability and liability for the participant’s market booth are the participant’s responsibility. The participant hereby releases and indemnifies the EEC, it’s employees, or volunteers from any legal or financial liability due to my products or event booth.

LIABILITY INSURANCE: All food concessions must provide EEC with proof of general liability insurance in the amount of 1 million and must add the City of Elkhart as an additional insured. In addition, vendors must provide proof of automobile liability insurance (if you will be driving a vehicle on City property). Any vendor with employees that will work the event must provide proof of worker’s compensation insurance. “Certificate Holder” on the insurance form should read as follows, “The Civil City of Elkhart, Elkhart, the Board of Works for an on behalf [AK1] of the City of Elkhart Environmental Center, 229 S. 2nd Street, Elkhart, IN 46516”. PLEASE SIGN AND RETURN THE LIABILITY LETTER WITH THIS CONTRACT.