Vendors

We are looking for:

🎨 Artists and crafters
🛍️ Handmade and specialty products
👗 Clothing, jewelry and accessories
🏢 Local businesses and service providers
🤝 Nonprofit and community organizations
✨ Unique vendors of all kinds

RULES AND REGULATIONS

Festival Dates: September 26–27, 2026
Location: Middlesex County Fairgrounds, East Brunswick, New Jersey

By submitting this application and electronically signing or checking the acknowledgment box, the Vendor agrees to the following Rules and Regulations:

1. Required Two-Day Participation

All Vendors agree to participate for both days of the Festival and remain fully set up and open during all Festival hours:

Saturday, September 26, 2026: 11:00 a.m.–8:00 p.m.
Sunday, September 27, 2026: 10:00 a.m.–4:00 p.m.

Vendors may not leave early, close their booth, pack merchandise, or begin dismantling their booth before 4:00 p.m. on Sunday without prior approval from the Festival Organizer. 

Vendors will receive two (2) 2-day COMPLIMENTARY festival tickets.

2. Setup and BreakdownVendor setup will take place on:

Saturday, September 26, 2026: 8:30 a.m.–10:30 a.m.
All booths must be completely set up and ready by 10:30 a.m.

Vendor breakdown will take place on:

Sunday, September 27, 2026: 4:00 p.m.–6:00 p.m.
Vendors may not begin breakdown before the Festival officially closes.

3. Rain or Shine, Force Majeure, and No Refunds

The Festival is a rain-or-shine event.

Vendor fees are nonrefundable. No refunds, credits, reimbursements, or compensation will be provided because of rain, inclement weather, reduced attendance, Vendor cancellation, failure to appear, early departure, interruption of activities, or other circumstances beyond the Festival Organizer’s control.

The Festival Organizer may delay, suspend, shorten, relocate, modify, or cancel any portion of the Festival when necessary because of dangerous weather, an emergency, government order, public-safety concern, or another circumstance beyond the Organizer’s reasonable control. Such action will not create a right to a refund or credit.

4. Vendor Approval and PaymentSubmission of a Vendor application does not guarantee acceptance, approval, or reservation of a Vendor space.

After the application is received, the Festival Organizer will review the application and provide the Vendor with a payment link and payment instructions. Accepted payment methods may include credit card, Venmo, Zelle, and any other payment method approved by the Festival Organizer.

The full Vendor fee must be paid within ten (10) calendar days after the Vendor submits the application, unless the Festival Organizer provides a different payment deadline in writing.

The Vendor is responsible for confirming that payment has been successfully submitted and received. Pending, declined, incomplete, returned, reversed, canceled, or disputed payments will not be considered payment.

A Vendor’s participation and space are not confirmed until:

• The Vendor’s application has been approved by the Festival Organizer;

• The full Vendor fee has been received and cleared;

• All required insurance documents, licenses, permits, and approvals have been submitted by the applicable deadlines; and

• The Vendor has satisfied all other Festival requirements.

If payment is not received within the required ten-day period, the Festival Organizer may cancel or close the application, withdraw any conditional approval, release the space to another Vendor, or require the Vendor to submit a new application.

The Festival Organizer is not responsible for delays or failures caused by the Vendor, the Vendor’s bank, a payment processor, incorrect payment information, insufficient funds, or technical problems outside the Festival Organizer’s reasonable control.

The Vendor must include the Vendor’s business name and any other identifying information requested by the Festival Organizer when submitting payment.

The Vendor is responsible for any returned-payment fees, chargebacks, bank fees, processing fees, collection costs, or other expenses resulting from a failed, reversed, canceled, or disputed payment.

If an applicant is not accepted by the Festival Organizer, any Vendor fee already received will be refunded.

Once a Vendor is accepted, cancellation and refund eligibility will be governed exclusively by Section 5, Vendor Cancellation Policy.

5. Vendor Cancellation Policy

Vendor cancellations must be submitted in writing.

Cancellations received at least 30 days before the Festival will receive a refund of the Vendor fee. Cancellations received fewer than 30 days before the Festival are nonrefundable.

Failure to appear, late arrival, early departure, or failure to participate on both Festival days will not qualify for a refund.

6. Booth AssignmentThe Festival Organizer will assign all Vendor locations. Specific locations are not guaranteed.

The Festival Organizer may relocate a Vendor when necessary for safety, traffic flow, Festival operations, property requirements, or the overall organization of the Festival.

7. Booth BoundariesAll tables, merchandise, signs, chairs, equipment, displays, storage, generators, coolers, and other Vendor property must remain completely within the assigned booth space.

Nothing may extend into walkways, emergency lanes, fire lanes, neighboring booths, roadways, or other unassigned areas.

Vendors may not block, obscure, or interfere with nearby Vendors.

8. Booth Appearance

All tables must be covered with clean tablecloths. Boxes, supplies, extra merchandise, trash, and personal belongings should be stored neatly and kept out of public view.

Vendor booths must remain clean, orderly, professional, and safe throughout the Festival.

9. Tents and Canopies.

Vendors must provide their own tents, canopies, tables, chairs, displays, weights, extension cords, lighting, and any other equipment needed for their booth.

The Festival Organizer does not provide tents, canopies, tables, chairs, electricity, or booth equipment unless specifically stated in writing.

All tents, canopies, umbrellas, signs, and temporary structures must be securely weighted and safely installed.

Each tent leg must have sufficient professional-grade weights. Small water bottles, loose bricks, or other inadequate objects may not be used as tent weights.

Stakes may be used only with prior approval from the Festival Organizer and property management.

The Festival Organizer may require the removal or modification of any tent, structure, sign, or display considered unsafe.

10. Approved Products and Services

Vendors may display, promote, distribute, or sell only the products and services listed in their approved application.

Vendors must receive advance written approval before adding any product, service, activity, demonstration, giveaway, raffle, food item, beverage, game, face painting, temporary tattoo, or other offering.

The Festival Organizer may prohibit or remove any unauthorized, illegal, unsafe, counterfeit, offensive, misleading, or inappropriate product, service, display, or activity.

11. Sharing or Transferring Space

Vendor spaces may not be sold, transferred, assigned, divided, subleased, or shared with another person, business, organization, or exhibitor without prior written approval.

Only the approved Vendor and its authorized staff may operate from the assigned space.

12. Advertising and Solicitation

All advertising, fundraising, sampling, petitioning, distribution of materials, and solicitation must remain within the Vendor’s assigned booth.

Vendors may not walk through the Festival soliciting attendees or other Vendors.

Signs, flyers, promotional materials, or merchandise may not be placed elsewhere on the Festival grounds without approval.

13. Music and Noise

Vendors may not play loud music or use amplified sound, microphones, loudspeakers, televisions, public-address systems, or other noise-producing equipment unless approved in advance by the Festival Organizer.

Any approved sound must remain at a reasonable volume and may not interfere with performers, announcements, attendees, neighboring Vendors, or Festival activities.

The Festival Organizer may require any sound to be lowered or stopped at any time.

14. Electricity and Generators

Electricity is not guaranteed unless specifically approved in writing.

Vendors must receive advance approval before using a generator. Generators must be quiet, properly maintained, safely positioned, and compliant with all fire and electrical requirements. The East Brunswick Fire Department will inspect generators during Festival setup on September 26, 2026. Generators may not be operated unless they pass the required inspection.

Extension cords must be rated for outdoor use and secured so they do not create tripping, electrical, or fire hazards.

15. No Open Fire

Open fires and unapproved open flames are prohibited.

Candles, torches, fire pits, grills, burners, propane equipment, cooking equipment, heating equipment, and other flame-producing or heat-producing devices may not be used unless specifically approved for an authorized food operation and permitted by the Festival Organizer, Fire Department, property management, and other applicable authorities. The East Brunswick Fire Department will conduct a fire inspection during Festival setup on September 26, 2026.

16. Vehicles

Vendor vehicles are not permitted on the grass or within the Vendor and public Festival areas except during authorized loading and unloading periods.

Vehicles must be removed to designated parking immediately after unloading.

No Vendor vehicle may enter the public Festival area during operating hours unless authorized by Festival management.

Approved food trucks and display vehicles must remain in their assigned locations.

17. Cleanliness and Trash Removal

Vendors must keep their booths and surrounding areas clean, sanitary, and safe throughout the Festival.

At the end of the Festival, each Vendor must remove all:

Trash and garbage;
Boxes and packaging;
Unsold merchandise;
Signs and decorations;
Food waste;
Supplies and equipment;
Tape, ties, fasteners, and debris; and
Any other materials brought onto the Festival grounds.

Vendor-generated trash may not be left beside public trash containers, dumpsters, neighboring booths, or anywhere else on the Festival grounds.

The booth space must be left completely clean and in the same condition in which it was received.

Vendors may be charged for excessive cleanup, trash removal, property damage, disposal, or restoration expenses caused by the Vendor or its representatives.

Food Vendors must properly remove and dispose of grease, oil, wastewater, food scraps, charcoal, and other food-service waste. Nothing may be poured onto the ground or into storm drains.

18. Food and Beverages

Only Vendors specifically approved as Food Vendors may prepare, sell, sample, distribute, or give away food or beverages.

Non-food Vendors may not offer food, drinks, candy, alcohol, or edible promotional items without prior written approval.

Food Vendors are responsible for obtaining and paying for all required permits, licenses, inspections, certifications, and approvals.

19. Food Vendor Insurance and Permits

All Food Vendors must provide a current and valid Certificate of Insurance no later than September 14, 2026.

The Certificate of Insurance must comply with the Festival Organizer’s requirements and name Leonid Foundation and any other required parties as additional insureds.

All Food Vendors must also file for a Temporary Food Establishment License with the Township of East Brunswick no later than September 14, 2026.

Food Vendors must comply with all Health Department, Fire Department, municipal, county, state, property, and Festival requirements.

Failure to provide the required insurance, permits, licenses, or approvals by the deadline may result in cancellation of the Vendor’s participation without a refund.

20. Compliance With Laws

All Vendors must comply with applicable federal, New Jersey, county, municipal, health, fire, safety, tax, licensing, accessibility, employment, and consumer-protection laws and regulations.

Each Vendor is responsible for obtaining all permits, registrations, approvals, tax documents, and licenses required for its activities.

21. Safety

Vendors must maintain their booths in a safe condition and immediately correct any dangerous condition.

Walkways, emergency routes, fire lanes, electrical panels, exits, hydrants, and access points must remain clear.

Cords, sharp objects, hot surfaces, equipment, glass, tools, and other potential hazards must be secured and kept away from public access.

Festival management, property management, police, fire officials, health inspectors, and other authorized personnel may inspect Vendor spaces and require immediate corrective action.

22. Animals

Animals are not permitted anywhere on the Festival grounds. The only exception is a service animal permitted under applicable law.

23. Smoking and Vaping

Smoking and vaping are prohibited within Vendor booths and designated Festival exhibit areas.

24. Balloons, Drones, and Airborne Items

Helium balloons, sky lanterns, drones, airborne promotional materials, and similar items may not be distributed, released, or operated without prior written approval.

25. Vendor Conduct

Vendors and their representatives must behave professionally and respectfully toward attendees, Festival staff, volunteers, performers, public officials, and other Vendors.

Threatening, abusive, discriminatory, disruptive, intoxicated, unsafe, or inappropriate conduct is prohibited.

The Festival Organizer may close or remove a Vendor whose conduct, merchandise, display, equipment, or activities are unsafe, unlawful, disruptive, unauthorized, or inconsistent with the family-friendly character of the Festival.

Removal for violating these Rules will not entitle the Vendor to a refund.

26. Vendor Property and Security

The Festival Organizer will provide general overnight security on the Festival grounds. However, overnight security does not guarantee the protection of any Vendor’s merchandise, cash, equipment, tent, display, vehicle, or personal property.

Each Vendor remains responsible for properly securing, covering, locking, removing, or otherwise protecting all property left overnight. Cash, valuables, electronics, and easily removable items should not be left unattended.

Any property left on the Festival grounds is left at the Vendor’s own risk. The Festival Organizer is not responsible for theft, loss, vandalism, weather damage, or other damage to Vendor property. Vendors wishing to insure their property must do so at their own expense.

27. Assumption of Risk and Release

The Vendor assumes all risks associated with participation in the Festival, including risks involving weather, crowds, traffic, theft, property damage, equipment, merchandise, food preparation, employees, contractors, representatives, customers, and members of the public.

To the fullest extent permitted by law, the Vendor agrees that Leonid Foundation, the Festival Organizer, the property owner, sponsors, municipalities, participating agencies, and their respective officers, directors, employees, volunteers, contractors, representatives, and affiliates will not be responsible for lost, stolen, missing, or damaged property or for injuries, claims, losses, expenses, or damages arising from the Vendor’s participation, except where liability cannot legally be waived.

28. Indemnification

To the fullest extent permitted by law, the Vendor agrees to defend, indemnify, and hold harmless Leonid Foundation, the Festival Organizer, the property owner, sponsors, municipalities, participating agencies, and their respective officers, directors, employees, volunteers, contractors, representatives, and affiliates from claims, liabilities, damages, penalties, losses, judgments, and reasonable legal expenses arising from:

The Vendor’s participation in the Festival;
The Vendor’s products, food, beverages, services, equipment, displays, or activities;
The acts or omissions of the Vendor or its representatives;
Injury, illness, death, or property damage connected with the Vendor’s operation; or
The Vendor’s violation of any law, permit, agreement, representation, or Festival rule.

29. Damage to Festival Property

Vendors are responsible for damage caused by their owners, employees, representatives, contractors, vehicles, tents, equipment, merchandise, displays, or activities.

Vendors may not drill, nail, staple, paint, cut, dig, attach materials to, or otherwise alter Festival property, buildings, fencing, pavement, grass, trees, utility structures, or other surfaces without written authorization.

The Vendor agrees to reimburse the Festival Organizer or property owner for resulting repair, cleanup, replacement, or restoration costs.

30. Compliance With Festival Instructions

Vendors must follow reasonable instructions from Festival management, property management, security, police, fire personnel, health officials, and authorized staff or volunteers.

Failure to comply with a safety or operational instruction may result in closure or removal of the Vendor without a refund.

31. Changes to Rules

The Festival Organizer may interpret these Rules and establish reasonable additional requirements when necessary for safety, legal compliance, property requirements, crowd management, or successful operation of the Festival.

Vendors will be notified of material changes when reasonably practical.