Vendor Space

The MelaMarkets is bringing together a curated mix of local businesses, creatives, makers, service providers, and community organizations for Magic of Spring at Lakes of Windermere.

This family-friendly event brings the community together for spring time fun, community shopping, 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: 14
Space: 10' × 10'
Location: Outdoor
Electricity: Limited Availability, quiet generators permitted

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

Beverage Restriction: The sale of bottled/canned water and soft drinks is reserved exclusively for the host tent. Approved vendors may not sell water, soda, or standard soft drinks.

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

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.

1. Application Review & Vendor Selection 
Submitting an application does not guarantee acceptance into a MelaMarkets event. All applications are reviewed through a curated process based on the event’s needs, vendor mix, and available space. Selection is not based on a first-come, first-served basis.

MelaMarkets may limit vendors offering similar products or services to encourage variety, and support customer traffic across vendor spaces, Vendor selection and category limits may vary depending on the event’s size, theme, audience, and available space.

MelaMarkets reserves the right to approve or decline applications based on these factors. 

2. Vendor Fees, Refunds & Credits
Applying to a MelaMarkets event is always free. Approved vendors must pay the listed vendor fee upon approval. Applications may be approved at any time; final approvals will close no later than seven days before the event. If a payment is declined, the vendor has 48 hours to resolve the issue or risk forfeiting their space.

Vendors may request a withdrawal and refund within 24 hours of approval. After that window, fees are non-refundable and non-transferable, including cancellations or no-shows.

Event Cancellation Without Rescheduling 
If MelaMarkets cancels an event without rescheduling, refunds will depend on the event expenses recovered by the organizer. Unrecovered expenses may be deducted from available refunds.

Rescheduled Events 
If an event is rescheduled and a vendor cannot attend the new date, their fee will be refunded in accordance with the refund policy above.

3. Vendor Responsibilities

• Following applicable laws, venue rules, and event-specific requirements. 
• Obtaining and maintaining all permits, licenses, certifications, and insurance required for their business and participation. 
• Providing safe products, services, displays, and equipment. 
• Keeping their assigned space clean avoiding trip hazards and spills, including cleaning up before departure. 
• Following event schedules, and instructions from MelaMarkets staff. 
• Staying within their assigned space and keeping walkways and neighboring vendor spaces clear. 
• Securing outdoor tents with a minimum of 20 pounds of weight per leg. Tents may not be staked into the ground. MelaMarkets may prohibit inadequately secured equipment.

Vendors are responsible for confirming which requirements apply to their business and activities. Requirements may vary by venue, municipality, and vendor category. MelaMarkets may request supporting documentation when necessary. 

Setup & Breakdown 
Setup and breakdown times will be provided in the event instructions. Vendors must be set up and ready to serve by the advertised opening time. 

Vendors may begin a non-disruptive breakdown no earlier than 30 minutes before the event ends but must remain open and ready to serve until closing. Tents and major structures must remain standing until the event officially ends unless MelaMarkets or the venue directs otherwise for safety reasons. 

Displays, Generators & Music 
Displays and equipment must comply with safety requirements and venue rules.  

Quiet generators and vendor-provided music are permitted unless prohibited by the venue or event instructions. Equipment must be operated safely, and music must remain at a reasonable volume without unreasonably disturbing neighboring vendors or the event. 

Event-specific details regarding vendor spaces, tables, chairs, electricity, Wi-Fi, parking, and other logistics will be provided in the approval packet or other event instructions. 

4. Conduct 
Vendors and staff must treat guests, other vendors, MelaMarkets organizers, partners, and venue personnel with respect and follow event rules and instructions. 

MelaMarkets will issue a warning when appropriate. Threatening, abusive, discriminatory, unsafe, or other serious misconduct may result in immediate removal without a refund. Continued noncompliance after a warning may also result in removal without a refund. 

Depending on the severity of the offense, vendors may be prohibited from participating in future MelaMarkets events. Vendors are responsible for the conduct of their staff. 

5. Vendor Promotion & Incentives 
Vendor promotion is optional and is not a condition of participation. MelaMarkets will provide promotional materials for vendors to use at their discretion. 

Vendors may earn a $1 discount toward a future approved vendor fee for each qualifying promotional post. 

Qualifying Posts

• Posts must be published on Facebook or Instagram as feed posts, not stories.
• Posts must promote the applicable MelaMarkets event.
• @SeraphynesEvents must be added as collaborators using the platform’s collaboration feature. Simply tagging or mentioning the accounts does not qualify.

Vendors may create their own content or reshare an existing MelaMarkets promotional post. 

Discount Eligibility 
The approval date is Day 1. Before the final seven days leading up to the event, vendors may earn $1 per seven-day period, beginning on their approval date. Only one post per period qualifies.
 

During the final seven days before the event, vendors may earn up to three $1 discounts, with qualifying posts at least 48 hours apart. 

Discounts are capped at $10 per event application. Earned discounts apply to a future approved MelaMarkets application and may be earned again for subsequent applications. 

Discounts have no cash value and cannot be redeemed for cash 

Priority Consideration 
Vendors who consistently promote MelaMarkets events may receive priority consideration for future markets and be notified of upcoming markets before they are announced to the public. Early notification and priority consideration do not guarantee acceptance. 

No minimum follower count, engagement rate, or number of views is required. The incentive rewards qualifying promotional effort, not audience size or results.

6. Cancellations, No-Shows & Vendor Changes 
Vendors who cannot attend must notify MelaMarkets through the event’s designated WhatsApp group or Eventeny. Emergencies will be taken into consideration. 

Vendor spaces may not be sold, shared, subleased, or transferred to another person or business without prior approval from MelaMarkets. 

Vendors must sell only the products or services listed in their approved application. Changes to their offerings or the business operating the space must be approved by MelaMarkets before the event. Unapproved changes may result in restrictions or removal from the event. 

7. Weather & Event Changes 
MelaMarkets or the venue host may cancel, postpone, relocate, or reschedule an event due to several factors including but not limited to: weather, venue circumstances, safety concerns, insufficient vendor or participation.  

When applicable, MelaMarkets will monitor weather in the days leading up to the event, making a final decision around 24 hours before the event. Decisions may change as conditions develop. 

MelaMarkets makes the final weather-related participation and event-operation decisions, subject to venue requirements and directions from relevant authorities. Vendors will be notified of event changes as soon as possible. 

If an event proceeds as scheduled but a vendor chooses not to attend due to weather or personal concerns, the standard cancellation policy in Section 2 applies. 

8. Liability 
Vendors are responsible for the security and condition of their merchandise, cash, equipment, displays, and other property. MelaMarkets is not responsible for lost, stolen, or damaged vendor property. 

Vendors are responsible for injuries, damages, or losses caused by their products, services, equipment, actions, or staff. 

To the extent permitted by law, vendors agree to release and hold harmless MelaMarkets, its organizers, volunteers, partners, and participating venues from claims, damages, losses, injuries, or liabilities arising from the vendor’s participation, except where caused by the negligence or wrongful conduct of the party seeking protection. 

MelaMarkets may require proof of insurance for certain vendors, products, services, or activities.
 

9. Photography, Video & Promotion 
By applying to a MelaMarkets event, vendors acknowledge and agree that MelaMarkets may photograph, film, or otherwise record their vendor space, products, representatives, and event activities. MelaMarkets may use this content on its websites, social media accounts, promotional materials, and other marketing channels without additional notice or compensation. 

10. Agreement & Enforcement 
By submitting a MelaMarkets vendor application, vendors confirm that they have read, understood, and agreed to these Terms & Conditions. Event-specific instructions provided by MelaMarkets are also conditions of participation. 

MelaMarkets reserves the right to enforce these terms, deny or revoke approval, restrict vendor activities, or remove vendors when necessary to address violations, safety concerns, or other circumstances affecting the event. Enforcement is subject to applicable law and the refund policies outlined in these terms.