Event Day
Indoor Vendors Information
This page includes very important information on procedures for the indoor space for our vendors. Please read over it carefully, and let us know by Friday NOON if you have any questions.
If this is your FIRST TIME being a vendor with us, please watch this video (or watch it as a refresher.)
Morning Arrival - Unloading Procedures
UNLOADING TIME
- The doors to the indoor area will be UNLOCKED at 7:15 am.
- Our unloading times are staggered so that vendors have an opportunity to unload near their zone. If you miss your unloading time, or feel you don't need it, you may arrive at any time, however, you must unload from the VENDOR PARKING LOT AREA.
- Please arrive in a timely manner to allow time for unloading. YOU MUST HAVE YOUR VEHICLE REMOVED FROM THE UNLOADING ZONE BY 8:00 AM - no exceptions.
ARRIVAL
- When driving to the church, enter from FM 3009. Follow the solid, green arrow as shown on the map below, to your designated unloading zone, which is the circular drive that goes around the gazebo. This is a one-way drive!
- If you are the first to arrive, or when available, please pull ALL THE WAY UP TO THE END OF THE DRIVEWAY to allow for other vehicles. Otherwise, pull up to the last vehicle in line.
- Pull over to the FAR RIGHT so other vehicles can pass you on the left.
UNLOADING PROCEDURES
UNLOADING PROCEDURES
- UNLOAD FIRST. Unloading should take no more than 10 minutes.
- Indoor vendors must enter through the double doors located in the courtyard.
- Quickly unload and then remove your vehicle from the unloading zone. You should be able to pass vehicles in front of you on the left.
- As you notice vehicles in front of you leaving, please pull up as a courtesy to vendors waiting to unload behind you.
- Vendors and their helpers MAY NOT PARK IN ANY PARKING SPACES TO UNLOAD AT ANY TIME. This creates traffic issues, and may prevent a vendor from unloading in their spot.
- Indoor vendors will be unloading during the same time frame as Zone 1 Courtyard and Driveway vendors. Be courteous with each other!
VENDOR PARKING
FAMILY & FRIENDS
UNLOADING PROCEDURES
- PREFERRED: We strongly suggest to park across the street (Green Valley Road) to allow for more parking for our customers.
- If you cannot do that, VENDORS MUST PARK IN THE BACK OF THE CHURCH between the dumpster and Green Valley Road.
- DO NOT PARK in areas designated for customer parking, which includes parking on the SIDES of the church and church building.
FAMILY & FRIENDS
FAMILY & FRIENDS
FAMILY & FRIENDS
- IMPORTANT: Family and friends that will be helping you unload/or staying for the event MUST FOLLOW these same procedures!
- It is YOUR RESPONSIBILITY to share this information with them so they know our expectations.
CONED OFF AREAS
FAMILY & FRIENDS
FAMILY & FRIENDS
- As unloading times for particular zones end, we will cone off those areas to prevent vehicles from driving through them.
- UNDER NO CIRCUMSTANCES MAY A VENDOR MOVE CONES OUT OF THE WAY TO DRIVE THROUGH!
- Vendors arriving after their unloading time, MUST unload from the vendor parking area behind the church.
During the Event - Important Information
VENDORS MUST BE SET UP AND READY FOR BUSINESS BY 9:45AM!
- Customers typically begin showing up early, so it's advisable to be set up as soon as possible.
CANOPIES
- Indoor Vendors may NOT use canopies.
TABLES & CHAIRS
- Please bring your own table(s) to use at the event. In some circumstances, the church may have extras for vendors to use. We will contact you Friday afternoon if a table has been placed in your booth area.
- You are more than welcome to use the church chairs for sitting.
RESTROOMS
- The church restrooms are for vendors to use.
- The church restrooms are NOT open to the public, however, if a customer has an emergency, either direct them to Samantha and Michelle, or YOU MAY ESCORT THEM to the restroom. We do not want customers wandering inside the church building.
- Restrooms may be accessed by going through the indoor vendor area. See map below.
VENDOR CONDUCT
- Vendors are expected to be considerate and respectful to other vendors, customers, and the coordinators.
- If there is a disagreement or issue between vendors that cannot be resolved peacefully, please bring it to Michelle or Samantha's attention immediately before the situation escalates.
- VENDORS WHO VIOLATE THIS POLICY WILL NOT BE INVITED BACK TO FUTURE EVENTS.
VENDOR & CUSTOMER TRASH
- A large trash can will be located near the food trucks. This is for customer trash only.
- VENDORS ARE RESPONSIBLE FOR THEIR OWN TRASH AND DISPOSING IT IN THE CHURCH DUMPSTER. Vendors must have their own container or bag to collect trash.
- ALL FOOD VENDORS (FOOD TRUCKS, COTTAGE FOOD, SAMPLES, ETC.) MUST PROVIDE A MEANS OF COLLECTING TRASH FROM YOUR CUSTOMERS.
- We are NOT responsible for YOUR trash! Please dispose of your OWN trash.
- When packing up your booth area, please check it before leaving to ensure all trash and debris has been removed. Leave the area cleaner than it was in the morning!
Afternoon - Loading Up Procedures
PACKING UP YOUR BOOTH
- Vendors MUST WAIT until the event ends at 3:00 pm to start packing up. NO EXCEPTIONS.
- Surprisingly, a lot of vendors get sales after the event ends. So, if customers are still lingering, you may want to wait a bit before packing up.
LOADING YOUR VEHICLE
- VEHICLES ARE NOT ALLOWED TO DRIVE IN THE VENDOR AREA BEFORE 3:30PM. This includes Zone 2 and Zone 3.
- Vendors are not allowed to drive in the driveway if there are still vendors set up in the driveway.
- Do NOT remove cones to drive through any coned off area.
- These procedures will be STRICTLY ENFORCED!
- Note: This is for the SAFETY of our vendors and lingering customers.
LOADING PROCEDURES
- FOLLOW THE SAME TRAFFIC PROCEDURES AS YOU DID IN THE MORNING.
- If you wish to use the driveway to load your vehicle, YOU MUST WAIT UNTIL ALL DRIVEWAY VENDORS ARE OUT OF THE WAY.
- If you cannot wait to load up your vehicle, you may use Zone 2.
- We ask that Indoor Vendors to be out of the building by 4:00 pm.
- Before leaving, please check your area to ensure it's clean of trash and other debris.
Cancellation Policy
Cancelling the Event
We NEVER want our vendors to cancel, but we understand things come up! Here are some reminders as outlined in our Policies & Procedures:
- Vendors who cancel by SUNDAY before the event are eligible for a refund (minus fees) or a fee transfer to a future event.
- Vendors who cancel on Monday-Wednesday before the event may transfer their fee to a future event ONLY IF we are able to find a replacement.
- Vendors who cancel Thursday or Friday before the event, or on the day of the event, are not eligible for a transfer and will forfeit their fee.
- ALL CANCELLATIONS MUST BE EMAILED TO US! You may text or message us for a quick note, but an email must also be sent as an official cancellation.
- Please refer to our Policies & Procedures for more information about receiving a refund and transferring your fee to future events.
Vendor Event Area Maps
- This map shows how you should enter from Roy Richard Drive and follow the green arrows on the map to the circular driveway unloading zone for Indoors Vendors, Zone 1 Courtyard, and Zone 1 Driveway.
- THIS IS A ONE WAY!!
- Make sure to stay on the FAR RIGHT so vehicles can pass you on the left.
- Please pull up as far as you can, and continue pulling up when a vehicle in front of you has left - even if you are still unloading.
- There is NO PARKING in any parking space at any time during unloading.
Indoor Area Map
- The indoor vendor area is located in the Fellowship Hall.
- The vendor booth spots will not be marked. We trust that our indoor vendors will stay within their 8'x8' space (or 6'x4' space for spots M & N).
- Please stay off the stage and do not touch band equipment. (Ensure customers do the same.)
- Electricity is available for spots A-L.
Indoor Space Booth Options
- These are suggestions on ways you can set up your booth inside.
- If your set up includes stands or other display furniture, please consider those when designing your space.
- Keep in mind chairs and other personal items you may have with you on the event day.
- We ask that indoor vendors work together and be respectful of each other when setting up their area.