WCVM Halloween Costume Party

Payments / Cancelations / Refunds Policy

• All fees are to be paid online once you are confirmed for that specific date within 3 days of booking those dates.
• Cards on file will be charged upon approval for all requested dates.
• Refunds are not offered if you cancel your paid reservation.
• WCVM reserves the right to deny future participation for repeated no-shows or cancellations without notice.

This is to protect our event standards and ensure our vendors are set up for success!

General Expectations

• Vendors must be approved and have paid in advance via approved website bookings before setting up at WCVM.
• All vendors are expected to remain open for the entire event
• Early breakdown is not permitted unless authorized by WCVM staff.
• Vendors are responsible for bringing their own signage, tents, tables, and change unless otherwise agreed.
• All canopy/tent vendors are required to have proper weights/stakes on each tent leg to prevent accidents.
• All events are rain or shine and will not be canceled unless there is a threat to life & safety. WCVM solely reserves the right to cancel the event in these extreme cases.
• In the event of a cancelation related to weather conditions, in lieu of our no refund policy, we will do our best to reschedule any canceled event though it is not guarenteed.

Setup & Parking

• Setup is usually 1.5 hours before the event starts and will be sent out via email instructions.
• Vendors will be directed to designated unloading/loading zones.
• All vendor vehicles must park in designated vendor parking or the Xtreme Paintball lot (do not use the church parking.)

Booth Assignments & Market Layout

• Market booth spaces will be assigned & sent out prior to the events
• No subletting or booth sharing without prior written approval.

Marketing & Media

• By participating in WCVM, vendors grant WCVM permission to post and edit photos or videos of their products, booths, tents, food trucks, logos, and any other materials deemed marketing content for the purpose of growing their business through the market.
• This may include, but is not limited to, use of AI or AI-based tools utilized by WCVM's marketing team to enhance promotional efforts.
• Vendors are encouraged to promote their attendance on social media using official graphics or Logos.

Market Conduct

• WCVM reserves the right to remove any vendor who:
• Does not comply with these terms
• Behaves disrespectfully toward staff, guests, or fellow vendors
• Sells prohibited or unapproved items
• All decisions made by WCVM management are final and non-negotiable.

Required Documentation & Compliance

• All vendors are solely responsible for obtaining, maintaining, and having in their possession any and all documentation required by the state and or health department for each event attended.
•  This could include, but is not limited to, all necessary permits, licenses, and proof of insurance required by the state and or health department.
• Food vendors are required to provide a valid business license, health permit, and Certificate of Insurance (COI) listing “Wilson County Vendor Market, 210 Old Laguardo Road West, Lebanon, TN 37087” as an additional insured. The COI must be submitted to WCVM prior to participation and kept current at all times while vending at the market.
• Vendors agree to indemnify and hold harmless Wilson County Vendor Market from any claims, fines, penalties, damages, or losses that occur.
• By bookings dates through WCVM you are agreeing to these Terms & Conditions, you acknowledge that you have read, understand, and accept full responsibility for meeting all requirements outlined above.

Questions or need clarifications? Contact us at help@wilsoncountyvendormarket.com or call/text 615-669-9089.