Activity Vendor Application

Vendor Application – Polar Express: A Winter Wonderland
📅 Date: Saturday, December 19, 2025
⏰ Time: 2:00 PM – 8:00 PM
📍 Location: The Mill on Etowah | 225 Reformation Pkwy, Canton GA 30114

Get ready to be part of a magical, family-friendly holiday experience! Polar Express: A Winter Wonderland is looking for vendors to bring festive cheer, seasonal treats, and holiday-inspired goods to this high-traffic, fun-filled event.

Who We’re Looking For:
Vendors offering fall or Christmas-themed products and activities, including but not limited to:

Facepainting, coloring, wood working, gingerbread making, light up goodies, decorating, and more!

Important Guidelines:
⚠️ No food trucks or full meal services are permitted.
⚠️ All vendors must provide their own tent, tables, and setup.
⚠️ Electricity is extremely limited and not guaranteed – please inquire if needed.
⚠️ Booths must be decorated with Christmas-themed décor. Costumes and themed displays are highly encouraged to enhance the festive atmosphere.

Please Note:
All full-scale businesses must sponsor the event.

This application is limited to arts, crafts, and activity vendors only. 

This is a high-traffic event expected to draw families, local shoppers, and Christmas enthusiasts of all ages. It’s a perfect opportunity to showcase your brand, connect with the community, and sell seasonal products in a fun, supportive environment.

*Review our terms and conditions in detail prior to applying

📩 Apply Today:

Visit www.goinsocialevents.com or email info@goinsocialevents.com with any questions.

We can’t wait to see all the festive, sweet, and creative things you’ll bring to the table!

Vendor Terms & Conditions, Release of Liability & Participation Agreement
Polar Express: A Winter Wonderland
December 19, 2025 | The Mill on Etowah | Canton, Georgia
Hosted by Goin’ Social Events

By submitting an application, accepting a vendor placement, making payment, participating, or otherwise engaging as a vendor for Polar Express: A Winter Wonderland (“Event”), you acknowledge that you have read, understand, and voluntarily agree to be legally bound by all terms, conditions, releases, waivers, and obligations contained herein.

This agreement is entered into between the participating vendor (“Vendor”) and Goin’ Social Events, its owners, members, employees, agents, contractors, representatives, volunteers, affiliates, successors, and assigns (“Organizer”), as well as any participating venues, including The Mill on Etowah, their owners, operators, employees, agents, representatives, affiliates, successors, and assigns (“Released Parties”).

 
1. Vendor Eligibility & Approval
Vendor acknowledges that acceptance into the Event is subject to approval by Organizer. Submission of an application does not guarantee acceptance, placement, or participation.

Organizer reserves the sole and absolute discretion to approve, deny, restrict, remove, or modify vendor participation at any time in order to maintain event quality, safety, compliance, vendor balance, community standards, and operational requirements.

Only approved vendor categories are permitted for this Event.

Approved vendor types may include:

Handmade crafts and artisan goods
Artwork and specialty products
Pre-packaged snacks and approved food products
Family-friendly merchandise and services
The following are prohibited unless expressly approved in writing by Organizer:

Food trucks
Hot meal vendors
Open flame cooking
Unapproved food preparation
Products not disclosed during the application process
Vendor agrees that only products and services approved by Organizer may be displayed, marketed, or sold during the Event.

Organizer reserves the right to require removal of any product, display, signage, or activity deemed inappropriate, unsafe, disruptive, or inconsistent with the Event.

 
2. Vendor Space Assignment
Vendor acknowledges and agrees that:

Booth locations are assigned solely at the discretion of Organizer.
No vendor has a guaranteed right to a specific location unless confirmed in writing by Organizer.
Organizer reserves the right to modify booth assignments, layouts, or placement due to operational needs, venue requirements, safety concerns, weather conditions, or other unforeseen circumstances.
Vendor shall not transfer, sell, share, sublease, or assign its booth space to another party without prior written approval from Organizer.

 
3. Booth Requirements, Setup & Breakdown
Vendor is solely responsible for providing all necessary equipment and materials required for operation, including but not limited to:

Tent
Tables
Chairs
Displays
Product inventory
Lighting
Extension cords
Weather protection
Any required safety equipment
Vendor assumes full responsibility for the setup, operation, security, and breakdown of its booth.

Vendor agrees:

Setup must occur within the designated load-in window provided by Organizer.
Booths must be fully operational no later than 30 minutes before Event opening.
Vendors must remain open and operational during all published Event hours unless otherwise approved by Organizer.
Early breakdown or departure is prohibited without written approval.
Vendor spaces must be cleaned and restored to their original condition immediately following the Event.
Vendor shall be responsible for all trash, debris, damage, or cleanup costs resulting from its booth, employees, representatives, products, or customers.

 
4. Vendor Fees & Payment Obligations
Vendor acknowledges that all vendor fees are consideration for participation opportunities, event planning, marketing, venue costs, permits, insurance, staffing, production expenses, and operational costs incurred by Organizer.

Vendor fees are due upon acceptance unless otherwise specified.

All payments are:

Non-refundable
Non-transferable
Not contingent upon sales performance, attendance, weather, customer traffic, or vendor profitability
Vendor expressly acknowledges that Organizer makes no representation, guarantee, or promise regarding:

Event attendance numbers
Customer traffic
Vendor sales
Revenue expectations
Profitability
Exposure or marketing results
Vendor understands that participation involves inherent business risk and voluntarily accepts responsibility for all financial outcomes.

 
5. Electricity & Equipment Requirements
Electricity is limited and must be requested in advance. Approval is not guaranteed.

Vendor agrees:

Unauthorized electrical connections are prohibited.
Vendor must provide appropriate extension cords and equipment if approved.
Generators must be quiet-running and approved by Organizer.
Vendor is responsible for ensuring all equipment complies with applicable safety standards.
Organizer and venue are not responsible for power interruptions, equipment failure, electrical issues, or losses resulting from unavailable electricity.

 
6. Compliance, Permits, Licensing & Insurance
Vendor is solely responsible for obtaining and maintaining all required:

Business licenses
Sales tax permits
Food permits
Health department approvals
Certifications
Insurance coverage
Other required governmental approvals
Vendor agrees to comply with all applicable federal, state, county, and local laws, rules, regulations, and venue requirements.

Vendor shall operate in a safe and professional manner and shall be solely responsible for compliance related to its products, employees, representatives, and operations.

 
7. Assumption of Risk
Vendor understands and acknowledges that participation in outdoor and public events involves certain risks, including but not limited to:

Inclement weather
Wind
Rain
Temperature conditions
Uneven surfaces
Theft
Property damage
Customer interactions
Reduced attendance
Low sales volume
Business interruption
Personal injury
Equipment failure
Vendor voluntarily assumes all risks associated with participation in the Event.

Vendor acknowledges that it is participating at its own risk and accepts full responsibility for any loss, damage, injury, expense, or claim arising from its participation.

 
8. Weather, Cancellation & Event Changes
The Event is scheduled as a rain-or-shine event unless otherwise determined by Organizer.

Organizer reserves the right to:

Cancel the Event
Delay opening
Modify operating hours
Relocate activities
Adjust layouts
Restrict vendor participation
Make operational changes necessary for safety or compliance
In the event of cancellation due to severe weather, acts of God, government restrictions, venue requirements, emergencies, or circumstances beyond Organizer’s control, Vendor acknowledges that refunds are not guaranteed.

Vendor agrees that Organizer shall not be responsible for reimbursement of:

Vendor fees
Travel expenses
Lodging expenses
Inventory costs
Lost profits
Lost sales opportunities
Business expenses
 
9. Sales, Revenue & Attendance Disclaimer
Vendor expressly understands and agrees that Organizer does not guarantee attendance, customer volume, sales performance, or financial success.

Vendor acknowledges that:

Event attendance may fluctuate.
Consumer purchasing decisions are outside Organizer’s control.
Weather, economic conditions, competing events, timing, and other external factors may impact sales.
Vendor releases Organizer and Released Parties from any claims related to:

Low attendance
Low customer engagement
Poor sales
Lost revenue
Expected profits not realized
Unsold inventory
Business interruption
 
10. Vendor Conduct & Event Standards
Vendor agrees to maintain professional conduct at all times.

Prohibited activities include:

Offensive, inappropriate, or unsafe materials
Political displays or campaigning
Hate speech or discriminatory content
Excessive noise or amplified sound
Unauthorized solicitation
Selling unapproved products
Misrepresentation of products or services
Organizer reserves the right to immediately remove any vendor, product, employee, representative, or display deemed inappropriate, unsafe, disruptive, or damaging to the Event experience.

No refunds will be issued for removal due to violation of these terms.

 
11. Release, Waiver & Hold Harmless Agreement
To the fullest extent permitted by law, Vendor hereby releases, waives, discharges, and forever relinquishes any and all claims, demands, liabilities, causes of action, damages, expenses, or lawsuits against:

Goin’ Social Events, The Mill on Etowah, their owners, employees, agents, contractors, volunteers, representatives, affiliates, successors, and assigns

arising out of or relating to Vendor’s participation in the Event.

This release includes, but is not limited to, claims involving:

Personal injury
Death
Property damage
Theft
Loss of inventory
Loss of income
Lost profits
Reduced sales
Weather conditions
Event cancellation
Customer disputes
Venue conditions
Acts or omissions of third parties
Vendor agrees to defend, indemnify, and hold harmless the Released Parties from any claims, damages, liabilities, expenses, attorney fees, or costs arising from Vendor’s participation, products, employees, representatives, operations, or breach of this agreement.

 
12. Limitation of Liability
To the maximum extent permitted by law, Organizer and Released Parties shall not be liable for any indirect, incidental, consequential, special, punitive, or economic damages arising from Vendor participation.

This includes, but is not limited to:

Lost revenue
Lost profits
Lost business opportunities
Inventory loss
Property damage
Business interruption
Reputation damages
Vendor’s sole remedy for any dispute related to participation shall be limited to the amount of vendor fees actually paid to Organizer.

 
13. Photography & Promotional Rights
Vendor grants Organizer permission to photograph, record, publish, display, and use Vendor’s business name, logo, products, booth images, and event participation for marketing, advertising, promotional, and informational purposes without compensation.

 
14. Governing Law & Venue
This agreement shall be governed by and interpreted under the laws of the State of Georgia.

Any legal action arising from this agreement shall be brought exclusively in courts located within Georgia.

 
15. Entire Agreement & Acceptance
This agreement represents the entire understanding between Vendor and Organizer regarding Event participation.

By submitting an application, accepting payment terms, or participating in the Event, Vendor confirms that:

Vendor has read and understands these terms.
Vendor agrees to be legally bound by this agreement.
Vendor acknowledges the risks associated with participation.
Vendor accepts full responsibility for its booth, products, employees, representatives, and financial outcomes.
 
Questions? Contact:
info@goinsocialevents.com

www.goinsocialevents.com