1. Payment and Space Reservation:

• Initial Payment:
  • Payment (or deposit) is due at contract signing to confirm your vendor space.
• Payment Deadline:
  • Failure to submit payment (or deposit) one month prior to the event may result in space forfeiture.
• Refund Policy:
  • All payments and deposits are non-refundable.
  • With a 14-day cancellation notice, payment/deposit may be applied toward a future event.

2. Event Communication and Vendor Responsibilities:

• Event Information Delivery:
  • Event details will be communicated via email by the event coordinator.
• Vendor Confirmation:
  • Vendors are responsible for notifying The Villages Entertainment if event information is not received 7 days prior to the event.
• Cancellation Notice:
  • Vendors must provide a 14-day notice if unable to attend the event.
• No-Show Consequences:
  • Failure to provide notice of non-attendance (no-show) will result in exclusion from all future The Villages Entertainment events.

3. Event Expectations and Disclaimer:

• No Performance Guarantees:
  • The Villages Entertainment does not guarantee event attendance, sales, or vendor exposure.

1. Arrival and Setup:

• Setup time: Provided in event information email and invoice.
• Load-in location: Specified in event email. Access is limited to this area.
• Vehicles: For unloading only; immediate removal to designated parking.
• Vehicle exit: All vehicles must leave the event square two hours before event start. (Exact times in event email.)
• Late vendors: Must hand-carry all items.

2. Event Operations:

• No driving on the square during event hours.
• No waiting with vehicles at entry points.
• Vendors must stay within assigned spaces.
• No early departures without permission.
• Prohibited: Using square chairs, attaching to structures/landscaping, storing items in landscaping.
• Prohibited: Using square power outlets, flammable materials (kerosene, butane, etc.), or leaving gas cans.
• Displays: Must be aesthetically pleasing.
• Signage: Permitted with approval.
• Feathered flags: Prohibited.

3. Vendor Provisions:

• White ten foot by ten foot tent with sides and twenty-five pound leg weights.
• Logo tent graphics: Require prior approval.
• Vendors provide: Tables, chairs, lighting.
• No event-provided power.
• Permitted: Quiet generators, marine batteries with inverters, battery-powered lights.

4. Departure and Cleanup:

• Tear-down: Begins only after the event’s official end.
• Load-out: All items must be packed before vehicle access.
• Exit slip: Required for vehicle departure (provided by event staff).
• Vendors remove all trash.
• Prohibited: Leaving trash near containers, improper disposal of non-biodegradable items, or discarding items into storm sewers.

• Weather Delays/Cancellations:
  • Managed on a case-by-case basis by the on-site event manager.
• Event Duration:
  • Vendors must remain for the entirety of the event, unless granted an early release by the on-site coordinator.

 Parking around the immediate square or in front of any businesses is strictly prohibited.

To secure your vendor space, please provide the following up-to-date documentation to The Villages Entertainment. Failure to submit complete and current documents 30 days prior to the event will result in forfeiture of your space without refund.

Required Documentation:

• Financial & Tax:
  • Current Florida State Tax ID form
  • Completed W-9
• Insurance:
  • Proof of Insurance
  • Certificate Holder/Loss Payee:
    • Operating Company of The Villages
    • The Villages Entertainment / Special Events
    • 3619 Kiessel Road | The Villages, FL 32163
• Food Vendor Specific (If Applicable):
  • Cottage Food License Certificate
    • Cottage Food Information (Labeling, Allergens, Florida Statutes Section 500.80, Federal Regulations 2017 Food Code)
  • Health Department Permit
  • Fire Certificate
  • Florida Business License for Food Vending
  • Food Handlers Permit

Important Notes:

• Specific documentation requirements may vary based on your products.
• Please contact us with any questions regarding required documents.

• Product Approval:

  • All products for sale must be approved by The Villages Entertainment.

• Merchandise Changes:

  • Once a product line is approved, vendors may not:
    • Alter existing merchandise.
    • Introduce new merchandise.
  • Any changes require prior written approval from The Villages Entertainment.

• Exclusivity:

  • There is no guarantee of product exclusivity.

• Payment Methods:

  • Accepting credit cards is recommended, but not required.

• Designated Sales Area: All sales transactions must occur within your assigned vendor space.
• No Solicitation: Solicitation activities are prohibited on all event squares.
• Restricted Distribution: Flyers and advertisements may only be distributed from your designated vendor space.

• General Cleanliness:
  • Vendors are responsible for maintaining a clean and tidy space throughout the event.
• Spills and Breakages:
  • Vendors must immediately notify the on-site manager of any spills or breakages.
  • Vendors are responsible for cleaning up any spills or breakages within their assigned space.
• Stain Removal:
  • Any stains left by the vendor will be cleaned by The Villages Entertainment.
  • The vendor will be invoiced for the cleaning service and is required to provide immediate payment.

Professional Appearance:

• Clean and Neat Attire: Vendors and their staff must maintain a clean and neat appearance at all times.
• Appropriate Dress: Clothing shall not be revealing or distracting, and should reflect the ideals and image of The Villages.

2. Code of Conduct:

• Substance-Free Environment: The use of drugs and/or alcohol by vendors or their staff is strictly prohibited.
• Respectful Communication: Vulgar language or disrespectful comments will not be tolerated.
• Compliance with Staff Direction: Vendors must be respectful to all staff from The Villages and its partners, and adhere to their directions.

3. Disciplinary Actions:

• Violations: Individuals found in violation of the dress code or conduct policies will be subject to disciplinary action.
• Potential Consequences: Disciplinary action may include suspension or removal from event participation.

• Right to Termination:
  • The Villages Entertainment reserves the right to terminate any vendor’s participation in events at any time, with or without cause.
• Notification:
  • If termination is exercised, The Villages Entertainment will provide written notice to the vendor.
• Refund Policy:
  • If The Villages Entertainment terminates a vendor’s participation, and it is not due to the vendor’s violation of these guidelines, a refund of prepaid monies may be issued.
  • Refunds will be addressed on a case-by-case basis.

• Agreement to Guidelines: The vendor, participating in The Villages® festival, confirms they have read, understand, and agree to comply with all Special Event Vendor Guidelines provided by The Villages® Entertainment.

• Consequences of Non-Compliance: The vendor acknowledges that any violation or attempted violation of the Special Events guidelines and procedures may result in the termination of their participation in current and future events held by The Villages®.