VENDOR

Amelia Wedding Crawl – Vendor Application

Join us on Sunday, February 21, 2027, from 1–5pm as engaged couples and their families tour downtown Amelia Island's most beautiful wedding venues in one afternoon. This is your chance to meet couples face to face while they're actively planning, show off your work in a beautifully styled setting, and connect with fellow local wedding pros. We're looking for planners, photographers, florists, caterers, bakers, musicians, rental companies, and other wedding vendors who love helping couples bring their day to life.

Spaces are limited, and each vendor will be paired with a venue stop on the tour. Submit your application below and our team will be in touch to confirm your spot and next steps. Please review our Vendor Terms and Conditions before applying.

Vendor Application Terms & Conditions

By submitting a vendor application, you agree to these Terms & Conditions for any event produced by Your Community Event LLC. Please read them carefully. We want every market and festival to be a great day for vendors, guests, and our community, and these terms help make that happen.

1. Agreement and Definitions
These terms form a binding agreement between the vendor and Your Community Event LLC. They apply to every event the vendor is accepted into, including community festivals, farmers markets, culinary and hospitality events, and the Amelia Wedding Crawl.

"Organizer," "we," "us" means Your Community Event LLC, its staff, volunteers, and authorized representatives.
"Vendor," "you" means the business or individual named on the application, plus anyone working in or helping at your booth.
"Event" means the specific event(s) listed on your application, including setup and teardown periods.
"Booth" or "Space" means the area assigned to you by the Organizer.
"Fees" means all booth, application, electricity, or other charges listed on the application or invoice.
Event-specific details (dates, hours, booth sizes, fees, and load-in times) are listed on each event's application form or vendor packet. If those details conflict with these terms, the event-specific details control for that event.

2. Application, Review, and Acceptance
Submitting an application does not guarantee a space. All applications are reviewed by the Organizer.
We select vendors based on product quality, originality, fit with the event theme, booth presentation, and a balanced mix of offerings. We may limit the number of vendors in any category.
Acceptance is confirmed only by written notice (email) from the Organizer and receipt of full payment.
The Organizer may accept or decline any application at its sole discretion, without explanation.
Acceptance into one event does not guarantee acceptance into future events.
Information on your application must be accurate. False or misleading information may result in removal without refund.

3. Fees and Payment
Booth fees are due in full by the deadline stated in your acceptance notice. Spaces not paid by the deadline may be released to another vendor.
Application fees, if any, are non-refundable, including when an application is declined.
Fees cover the booth space only unless the application states otherwise. Tables, chairs, tents, electricity, and Wi-Fi are the vendor's responsibility unless purchased as an add-on.
Returned payments or chargebacks may incur a $[amount] fee and may result in removal from the event.
Vendors are responsible for collecting and remitting all applicable Florida sales tax and any other taxes on their sales.

4. Cancellations and Refunds
If you cancel:

90 or more days before the event: refund of booth fee minus a $100  processing fee.
Fewer than 90 days before the event: no refund.
Not showing up without notice: no refund, and you may not be accepted to future events.
All cancellations must be sent in writing to info@yourcommunity-events.com.

If we cancel: If the Organizer cancels the event for reasons within its control, vendors will receive a full refund of booth fees. If the event is cancelled, postponed, shortened, or relocated for reasons outside the Organizer's control (see Section 9), refunds are not guaranteed. The Organizer may, at its discretion, offer a credit toward a future event.

5. Booth Space, Setup, and Teardown
Booth locations are assigned by the Organizer. Requests are considered but not guaranteed. We may change a booth location before or during the event for safety or logistical reasons.
Vendors must stay within their assigned space. Displays, signs, and products may not block walkways, emergency lanes, or neighboring booths.
Vendors must check in and be fully set up by the time stated in the vendor packet. Vehicles must be moved out of the event area before the event opens.
Booths must remain open and staffed for the full event hours. Early breakdown is not allowed unless approved by the Organizer, as it disrupts guests and safety.

Vendors must leave their space clean and remove all trash, equipment, and materials by the teardown deadline. A cleanup fee may be charged if a space is left dirty or damaged.
Booth spaces may not be shared, sublet, or transferred without written approval from the Organizer.

6. Products, Conduct, and Compliance
Vendors may sell only the products or services listed on their approved application. New items require Organizer approval.
The following are not permitted: illegal items, weapons, counterfeit or trademark-infringing goods, adult or offensive materials, and any item the Organizer deems unsuitable for a family-friendly community event.
Vendors must hold and display all required licenses, permits, and registrations, including any state, county, or city business licenses.
Vendors must treat guests, other vendors, volunteers, and staff with courtesy and respect. Harassment, aggressive sales tactics, or disruptive behavior will not be tolerated.
Amplified sound, generators, open flames, and drones require prior approval from the Organizer.
Vendors may not sell or serve alcohol unless separately licensed and approved in writing by the Organizer.
Pets in booths must be leashed, well-behaved, and permitted at that venue.
Vendors must follow all instructions from the Organizer, venue staff, fire officials, and law enforcement.

7. Food and Beverage Vendors
Food vendors must hold a current license from the Florida Department of Business and Professional Regulation (DBPR) or the Florida Department of Agriculture and Consumer Services (FDACS), as applicable, and provide a copy with the application.
Cottage food producers must follow Florida cottage food labeling requirements.
Vendors must follow all food safety, handwashing, temperature control, and fire safety rules, including having a working fire extinguisher where cooking equipment is used.
Grease, gray water, and food waste must be disposed of properly and may not be dumped on the grounds or in storm drains.
Sampling must follow health department guidelines.

8. Insurance, Liability, and Indemnification
Vendors must carry general liability insurance of at least $[1,000,000] per occurrence, naming Your Community Event LLC (and the venue, if required) as additional insured. A certificate of insurance is due by 40 prior to the event.
Vendors are solely responsible for their own property, products, equipment, and cash. The Organizer is not responsible for loss, theft, or damage of any kind.
Vendors are responsible for any injury or damage caused by their booth, products, equipment, employees, or helpers.
Vendors agree to indemnify, defend, and hold harmless Your Community Event LLC, its owners, staff, volunteers, sponsors, and venue partners from any claims, losses, or expenses arising from the vendor's participation in the event, except where caused by the Organizer's gross negligence.

9. Weather and Events Outside Our Control
Events take place rain or shine. The Organizer may delay, shorten, relocate, or cancel an event due to severe weather, natural disasters, government orders, venue issues, public health concerns, or other circumstances beyond its control. In these cases, refunds are not guaranteed (see Section 4). Vendors are responsible for securing their booths against wind and rain, and may close early for safety if conditions become dangerous.

10. Photography and Marketing
The Organizer may photograph or record the event, including vendor booths, products, and staff, and may use those images to promote current and future events on our website and social media. By participating, you grant permission for this use without compensation. We may also list your business name, logo, and social media handles in event promotion. We love when vendors share the event with their followers, too.

11. Removal and Termination
The Organizer may remove any vendor, without refund, for violating these terms, unsafe conduct, selling unapproved products, or behavior that harms the event or its guests.

12. General Provisions
These terms are governed by the laws of the State of Florida. Any dispute will be handled in the county where the event takes place.
The Organizer may update these terms. The version in effect when you apply applies to that event.
If any part of these terms is found unenforceable, the rest remains in effect.
These terms, together with your application and the event vendor packet, are the complete agreement between the vendor and the Organizer.

Questions? Contact Your Community Event LLC at info@yourcommunity-events.com or 1 (904) 799-8431.