Magical Meetups - The Haunted Tiki Room Market - Vendor Application

Magical Meetups is coming to Horizon West this October!

Magical Meetups is a series of magically-inspired pop-up markets that bring together independent makers, artists, and creators for a lively day of shopping, entertainment, and family fun. As a participating vendor, you'll have the opportunity to showcase and sell your one-of-a-kind creations — custom apparel, art, collectibles, tasty treats, and more — to a community of like-minded fans looking to discover their next favorite small shop.

Every purchase at a Magical Meetups market directly supports independent makers, artists, and creators bringing their passion and creativity to life. Alongside the shopping, guests can look forward to giveaways, food, and plenty of family-friendly fun. This is your chance to show off what you've got!

Magical Meetups is built around three simple ideas: Support Small — every purchase backs an independent maker; Discover Treasures — one-of-a-kind finds you won't see anywhere else; and Celebrate Community — gathering with fellow fans to create memories that sparkle. Learn more at Magical Meetups.

Dates and Details:

Magical Meetups will take place at Horizon West Middle School (Windermere, FL) on Saturday, October 17th, 2026, from 11AM–4PM.

Vendor Booths & Fees:

$125 - Outdoor - Artists /Pre-packaged Food (baked goods, popcorn, etc), 10'x10' space.

$125 - Outdoor - Food Tent (food prepared onsite).

$125 - Outdoor - Food Truck (food prepared onsite - larger trucks may incur additional fee).

$185 - Indoor - Artists /Pre-packaged Food (baked goods, popcorn, etc), 10'x10' space.

$350 - Indoor - Artists /Pre-packaged Food, 10'x20' space.

This Vendor Agreement ("Agreement") is entered into by and between New Row Productions LLC, operating as Magical Meetups ("Organizer"), and the undersigned vendor ("Vendor"). By signing below, the Vendor agrees to the
following terms and conditions required to participate in the event.

1. MERCHANDISE & VISION ALIGNMENT
All vendors are required to offer merchandise exclusively inspired by Disney and ensure their products are in full alignment with the overall style and aesthetic vision of the event. Furthermore, products may not contain inappropriate language, sexual content, or drug references. The Organizer reserves the right to review all proposed merchandise prior to the event to ensure compliance with this standard.

2. INTELLECTUAL PROPERTY & INDEMNIFICATION
Vendor certifies that all products sold are original designs or that the Vendor possesses the appropriate legal rights and licensing to sell them. Vendor agrees to indemnify, defend, and hold harmless New Row Productions LLC, Magical Meetups, and any venue partners from any legal claims, damages, liabilities, or disputes regarding the copyright, trademark, or intellectual property of their merchandise.

3. SETUP, BREAKDOWN & BOOTH EQUIPMENT
Vendors must adhere to the specified arrival times for setup and are strictly prohibited from breaking down their booths before the event officially concludes. Unless otherwise specified in writing by the Organizer, Vendors are
responsible for providing all necessary booth equipment, including but not limited to tables, chairs, tablecloths, displays, and point-of-sale systems.

4. TAXES & LICENSES
Vendor operates as an independent contractor and is solely responsible for obtaining any necessary local, state, or federal business licenses. Vendor is entirely responsible for the collection and remittance of their own sales tax to the appropriate government authorities.

5. LIABILITY, SECURITY & INSURANCE
Magical Meetups and the hosting venue are not responsible for any lost, stolen, or damaged merchandise, equipment, or personal property. Depending upon the policies of the specific event venue, Vendor liability insurance may be required. Vendors will be notified of any venue-specific insurance requirements
well in advance of the event date.

6. MEDIA RELEASE & MARKETING
Vendor grants Magical Meetups and its subsidiaries irrevocable permission to photograph and record video of the Vendor's booth, products, and team during the event. Vendor also grants permission for Magical Meetups to repost images and content from the Vendor's social media channels for marketing purposes across the Organizer's website, emails, and social platforms.

7. PAYMENT TERMS
Payment will be charged upon acceptance into the event. If the Vendor payment is declined, a new payment attempt will be made the following day. If payment or communication is not received within 48 hours, the reserved spot will be immediately forfeited and passed to the next vendor on the waitlist.

8. WEATHER & REFUND POLICY

All Magical Meetups events operate rain or shine. Vendor booth fees and related bookings are strictly non-refundable and non-transferable to another event date, regardless of personal circumstances or weather conditions.

9. CODE OF CONDUCT
Magical Meetups maintains a strict zero-tolerance policy for negativity, harassment, or unprofessional behavior. Vendor agrees to treat event staff, fellow vendors, venue personnel, and attendees with kindness and respect at
all times. Failure to adhere to this policy will result in immediate removal from the event premises without a refund and may prohibit participation in future events.

10. RIGHT OF REMOVAL The Organizer reserves the unconditional right to refuse service, cancel a Vendor's participation, or remove a Vendor from the event premises at any time, either prior to or during the event, without issuing a refund. The Organizer is under no obligation to provide a reason or justification for such removal or cancellation.

11. APPROVED PRODUCTS ONLY
Vendor agrees to bring and sell only the specific products for which they applied and which were approved by the Organizer. Vendor may not introduce, display, or sell any merchandise that was not submitted and approved during the application process. Failure to adhere to this requirement may result in immediate removal from the event without a refund and may prohibit the Vendor from participating in future events.

12. GOVERNING LAW
This Agreement shall be governed by and construed in accordance with the laws of the State of Florida. Any legal action or proceeding related to this Agreement shall be brought exclusively in the courts located in Florida.