Outdoor Vendor Application

This is an electronic agreement and by selecting the booths, you are validating and approving this agreement electronically.

Take a step back in time to 1806 during Louisiana's No Man's Land. Filled with Outlaws, Settlers, and Renegades, you'll be sure to find a shootout always about to happen. Don't forget the treasure hunt for Midkiff's Gold! Winner takes home $500!!!! October 19, 2024 Sabine Freestate Festival Pageant Treasure Hunt Clue #1 October 28, 2024 Poster Unveiling Ceremony BBQ Cook-Off Entry Deadline Treasure Hunt Clue #2 October 29, 2024 Treasure Hunt Clue #3 October 30, 2024 Treasure Hunt Clue #4 October 31, 2024 Trick-or-Treat with the Freestate Shootout Gang Treasure Hunt Clue #5 November 1, 2024 8:00am Veteran's Breakfast Education Day Kick-Off 9:00am Veteran's Program - Guest Speaker TBA 5:30pm BBQ Cook-Off Madatory Meeting & Check-In 6:00pm Shootout #1 Treasure Hunt Clue #6 6:30pm Bingo Tournament Block Party - DJ Doug Creighton 11:00pm Festival Grounds Close November 2, 2024 7:00am 4th Annual Ben D Peterson Memorial Trail Ride 8:00am Midkiff's Gold Run (5K/1K) 10:00am Show of Wonders (shows throughout the day) 11:00am Parade 12:00pm Announcing of Sabine Freestate Royal Court and Visiting Queens Treasure Hunt Clue #7 Toledo Cruisers Car Show 1:00pm Entertainment - TBA 1:45pm Skeet Shoot Tournament 2:00pm Treasure Hunt Clue #8 2:15pm Studio B Dance Studio Performance 3:00pm Toledo Cruisers Car Show Awards Entertainment - TBA 4:00pm Shootout #3 Treasure Hunt Clue #9 5:00pm BBQ Cook-Off Closes Acoustic Jam Session with the Stewart Family Entertainment - TBA 6:45pm BBQ Cook-Off Winner Announced 7:00pm (LIVE MUSIC) Justin Merritt & Blake Clinkscales 9:00pm (LIVE MUSIC) Cajun Company Band 11:00pm Festival Grounds Close November 3, 2024 10:30am Gospel Singing 11:00am Community Church Service (Pastor RV Couch) 1:00pm Shootout #4 Treasure Hunt Clue #10 1:45pm Entertainment - TBA 3:00pm Entertainment - TBA 6:00pm Movie Premier - TBA 9:00pm Big Buck Competition Ends

All Vendors and Demonstrators Rules and Regulations Acknowledgement:I have read and agree to the Vendor/Demonstrator Rules and Regulations below. 

1. Booth Payment: Booth fee payment must be received at time of application in order to reserve your spot. Space cannot be guaranteed until payment is made. Failure to do so will result in forfeiture of booth space.
2. Reservation Cancellation: Email or text notification of cancellation must be received by 11:59am on October 19, 2024. Failure to notify a board member of cancellation by October 19, 2024 will result in forfeiture of your booth fee for the festival.
3. Arrival Time: Vendors must be fully unloaded, set, and ready to receive customers by 9am each day.
4. Vehicle Unload/Load: Vehicles may be driven up to booths as long as the grounds are dry and the Sabine Freestate Festival has deemed them okay to drive on. If it rains heavily before the festival, BE PREPARED to carry your items to your booth. Vendor vehicles may be pulled on to festival grounds to load and unload ONLY but must be moved to a designated parking area by 8:30am. DRIVE SLOWLY, BE COURTEOUS AND KIND, BE MINDFUL OF PEDESTRIANS, BE MINDFUL OF DAMAGING OUR GROUNDS. 
5. Sell Only Approved Products: Food vendors may only sell the specific product(s) for which they were approved during the Vendor Application process.
6. General Operations:
   1. Vendor Setup Times: Please understand that no one will be on the grounds to check you in except during the designated times UNLESS you get confirmation with a board member prior to festival week.
      1. Thursday October 31: 5:30pm-9:00pm (please be aware that the Village of Florien will have trick-or-treating in the square during these times)
      2. Friday November 1st: 6:00am-8:00am & 2:00pm-5:00pm
      3. Saturday November 2nd: 6:00am-8:00am
   2. Vendor Hours of Operations:
      1. Friday: 9:00am-6:00pm; 6:00pm to 8:00 pm
         1. Education Day: 9:00am-1:30pm
      2. Saturday: 9:00am-6:00pm
      3. Sunday: 11:30am-4:00pm

                (Closing Hours are suggestive based on previous festival crowd flow.) We understand you travel a distance to be with us and we greatly appreciate it, but we also invite you to stay Sunday morning for our Gospel singing and potluck. Sunday is not a requirement to stay open.  

1. 1. Outdoor Space Assignment: Vendors will be assigned spaces upon arrival. Designated spaces are not guaranteed. Every effort will be made to keep vendors in general areas, but this is not guaranteed. Spaces are assigned based on arrival time and booth size. 
   2. Tent/Display: Tents, umbrellas, tables and merchandise are not to extend into the space of another vendor unless otherwise agreed upon by both parties and the Vendor Manager. The Vendor Manager has the right to require vendors to change their display if it is deemed to present a safety risk. A space is generally defined as measuring 10’x10’. Any expansion beyond one space into any part of another will require that dues be paid for the whole of that additional space. 
   3. Indoor Vendor Spaces are smoke-free and pet-free zones with the exception of service animals
   4. In compliance with copyright laws, Vendors may NOT play music, television, or movies through any form of sound system, radio, etc.
   5. Electricity is provided if specified on application. Vendor is responsible for bringing tables, chairs, tents, extension cords or anything needed for setup.  
2. Sales Tax: Each vendor will operate as an individual business entity and as such, each vendor is responsible for collecting his/her own sales taxes, where applicable. 
3. Inclement Weather: In the event of INCLEMENT WEATHER the DAY OF the festival, Sabine Freestate Festival reserves the right to decide whether or not to cancel the Festival. Our policy is to PROCEED RAIN OR SHINE unless the severity of the weather conditions poses the threat of harm to our Vendors and guests. This decision is solely that of the Sabine Freestate Festival. 
4. Security: Security will be provided 24/7 by the Florien Police Department Thursday evening through Sunday afternoon, however, Sabine Freestate Festival and the Village of Florien are not responsible for loss or damaged goods.
5. Violations and Complaints: Violations of the Sabine Freestate Festival Rules and Regulations will be handled as follows:
   1. 1st Offense: Verbal reminder
   2. 2nd Offense: Written Notice
   3. 3rd Offense: Vendor will be asked to leave the premises and will not be allowed to participate in future festivals. 
6. Hold Harmless: The vendor shall indemnify, defend, and hold harmless the Sabine Freestate Festival, their sponsors and managing agency, volunteers from and against all claims, damages, losses, and expenses arising out the space’s use if such claim is attributable to personal injury, bodily injury, disease of death, or injury to, or destruction of property, including the loss of uses there from, and is not caused by an negligent act or omission of willful misconduct of the Sabine Freestate Festival, their sponsors or volunteers acting within the scope of their employment. 

                                     Please keep a copy of this agreement with your records for reference.