Vendor Space

The MelaDen is bringing together a curated mix of local businesses, creatives, makers, service providers, and community organizations for Trunk or Treat at Lakes of Windermere.

This family-friendly event brings the community together for Halloween fun, decorated trunks, treats, local businesses, and plenty of opportunities for families to connect and discover something new.

We intentionally limit duplicate vendor categories so each business has room to stand out. Applications are reviewed based on event fit, availability, and maintaining a balanced vendor mix. Because this is a curated event, we may limit or decline applications when a product or service category is already represented.

Vendor Information
Vendor spaces: 6
Space: 10' × 10'
Location: Outdoor — grass
Electricity: Unavailable, quiet generators permitted

Tents: Recommended but not required
Tent Stakes: Not permitted. Please use an appropriate alternative for securing your tent.

Food: Prepared-food vendors may apply; food trucks are not currently being accepted
Beverages: Beverage-only vendors are not currently being accepted

Trunk Stop Requirement

Every participating vendor is required to have a small bowl available at their booth for children to stop by during Trunk or Treat. The HOA will provide the candy, so vendors do not need to purchase or supply their own candy. Vendors are responsible for providing a small bowl or container for the candy to be distributed from.

We welcome family-friendly retail, art, wellness, beauty, handmade goods, services, specialty products, children's products, Halloween-themed businesses, and other offerings that fit the event.

Application & Event Confirmation
Vendor Decisions: October 11, 2026
Event Confirmation: October 18, 2026

Weather Policy
Because this is an outdoor event, the market may be cancelled or modified due to unsafe weather conditions. Weather-related decisions will be made with the safety of vendors, attendees, and event staff in mind.

Approved vendors will be notified as soon as a weather-related decision is made

Please review the Vendor Terms & Conditions before submitting your application.

By submitting a vendor application for a The MelaDen market or event, you acknowledge and agree to the following Terms & Conditions.

1. Application & Acceptance
Submitting an application does not guarantee acceptance. Applications are reviewed based on event fit, product or service category, availability, and maintaining a balanced vendor mix. The MelaDen may limit or decline vendors offering similar products or services.

2. Vendor Fees
There is no fee to apply unless otherwise stated. Approved vendors are responsible for the vendor fee listed for the applicable event. Vendor fees are non-refundable and non-transferable unless The MelaDen states otherwise. Failure to complete payment by the required deadline may result in forfeiture of the vendor space.

3. Vendor Responsibilities
Vendors are responsible for:

• Following all applicable laws, regulations, venue rules, and event requirements.
• Obtaining any required licenses, permits, certifications, or insurance.
• Providing safe products, services, displays, and equipment.
• Keeping their space clean, safe, and organized.
• Following setup, breakdown, safety, and staff instructions.
• Properly securing outdoor tents with required tent weights, minimum 20lbs per leg

The MelaDen may request documentation of licenses, permits, insurance, or other requirements when appropriate. The MelaDen reserves the right to require additional weight or prohibit the use of a tent or other equipment that is not adequately secured.

Event-specific information regarding vendor spaces, tables, chairs, electricity, Wi-Fi, parking, setup, breakdown, and other logistics will be provided in the approval packet.

4. Conduct
Vendors are expected to treat guests, vendors, staff, organizers, partners, and venue personnel with respect. The MelaDen may remove a vendor without refund for threatening, discriminatory, abusive, unsafe, or seriously inappropriate conduct. Such conduct may also affect eligibility for future events.

5. Vendor Promotion Requirement
All approved vendors are required to promote the market at least once per week from the date of approval through the event date. Vendor promotion is a condition of participation. Failure to meet this requirement may result in forfeiture of the vendor space without refund. The MelaDen will provide promotional materials and event-specific instructions.

The MelaDen will promote each market through its available marketing channels but cannot guarantee individual vendor sales, revenue, attendance, or customer traffic.

6. Cancellations & Transfers
Vendor fees are non-refundable and non-transferable unless otherwise stated by The MelaDen. Vendors who cancel, fail to attend, or do not meet event requirements may forfeit their vendor fee and may affect their eligibility for future events. Vendor spaces may not be shared, subleased, or transferred without prior approval from The MelaDen.

7. Weather & Event Changes
The MelaDen may modify, postpone, relocate, reschedule, or cancel an event when reasonably necessary due to weather, venue circumstances, permitting, safety concerns, insufficient participation, or other operational circumstances. Event-specific policies regarding weather, refunds, credits, or rescheduling will be provided when applicable.

8. Liability
Vendors participate at their own risk and are responsible for their people, products, equipment, property, and activities. To the extent permitted by law, vendors agree to release and hold harmless The MelaDen, its organizers, volunteers, partners, and participating venues from claims, damages, losses, injuries, or liabilities arising from the vendor's participation. The MelaDen may require proof of insurance for certain vendors, products, services, or activities.

9. Photography & Media
By participating in a The MelaDen event, vendors acknowledge that photography and video may be taken during the event. Vendors grant The MelaDen permission to use images or recordings that include their business, representatives, products, displays, or participation for organizational, promotional, and marketing purposes.

10. Agreement
By submitting an application, the vendor confirms that they have read, understood, and agreed to these Terms & Conditions. Additional event-specific requirements provided in the approval packet are also conditions of participation.