VENDOR GUIDELINES
1. Vendor shall comply with all applicable local, state, and federal laws. Failure to do so may result in immediate forfeiture of vendor status.
2. Vendor booth is not guaranteed until payment and insurance certificate are provided. See "CERTIFICATE OF INSURANCE" section below for more details.
3. Vendor is responsible for all setup needs: table(s), chair(s), shade device(s), power cord(s), setup, teardown, staffing, materials, etc.
4. If vendor chooses to use a shade device(s) [canopy/tent] it must be clean, in working condition, and secured. NO EXCEPTIONS. It is the responsibility of the vendor to minimize risk.
5. Vendor teardown will begin after the event ends. No early teardown is allowed. Vehicles will only be allowed in the event area once the crowd has cleared.
6. Vendor is responsible for removal of all waste and any items brought into the event by the vendor. Waste receptacles are available onsite.
RESTRICTIONS - Vendors shall not:
a. Sell or distribute alcohol or other mind-altering illegal substances;
b. Leave a vehicle, cart or their booth unattended;
c. Park at a designated spot overnight;
d. Share vendor booth space with another vendor.
CERTIFICATE OF INSURANCE
All approved vendors are required to provide a Certificate of Insurance naming the City of Springfield as additional insured (see sample text below). Certificate of Insurance must indicate validity for date of partnered event. Certificate of Insurance to the City must show liability limits of at least $1,000,000 and property limits of at least $300,000. Vendor insurance is due with payment. Failure to provide insurance results in forfeiture of vendor booth.
Sample text:
"DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES: The Certificate Holder is additional insured subject to the terms, conditions, and exclusions on the policy with respect to the General Liability only regarding the following City of Springfield event.
1st Fridays Event on [date(s) approved] during event setup, open event time, and teardown 4:00-10:00pm.
Event Location: Downtown Springfield, TN. Main Street between 5th and 8th Avenues, 6th Avenue, and West Court Square.
CERTIFICATE HOLDER: City of Springfield, TN, 405 North Main Street, Springfield, TN 37172"
INCLEMENT WEATHER POLICY
DEFINITION:
“Inclement weather” is a generic term often used to describe weather conditions that are either unsafe or undesirable for outdoor events. Inclement weather can come in many different forms, as outlined in the chart below. This policy is intended to help the event management team identify when forecasted or actual weather conditions require event cancellation.
GUIDELINE TO TRIGGER CANCELLATION BASED ON FORECAST:
Event management shall use the National Weather Service (www.weather.gov) for weather forecasting as it relates to the 1st Friday Night Market event located in Springfield, TN 37172.
ADVANCED NOTICE TIMEFRAMETRIGGER TO CANCEL EVENT0-24 HOURS
[ ] HEAT ADVISORY OR EXCESSIVE HEAT WATCH
[ ] HIGH WIND WATCH
0-12 HOURS
[ ] TORNADO WATCH
[ ] SEVERE THUNDERSTORM WATCH
[ ] FLASH FLOOD WATCH
[ ] EXCESSIVE HEAT WARNING
[ ] WIND ADVISORY
[ ] RAIN CHANCE GREATER THAN 50% DURING EVENT SETUP AND/OR EVENT TIME
DURING EVENT
[ ] OBSERVED HEAT INDEX GREATER THAN 108 DEGREES FAHRENHEIT
[ ] OBSERVED WINDS IN EXCESS OF 20 MILES PER HOUR WITH TENTS OR INFLATABLES IN USE.
DISSEMINATION OF INFORMATION:
- Email will be sent to all approved vendors, city officials, and any other parties involved in event management from Madie McCormick, madie.mccormick@realspringfieldtn.com
- Social media post to "RealSpringfieldTN" Facebook and Instagram accounts.
- Real Springfield, TN, event page on website, WWW.REALSPRINGFIELDTN.COM, will be updated to reflect the cancellation.
VENDOR FEES:
If a decision is made to cancel 1st Fridays Event based on guidance contained in this policy, vendors may be offered either a:
*refund of vendor fees paid for the month canceled;
OR
*one-month credit valid for the 2025 season for use during a future 1st Fridays Event.
Both parties, the vendor and event management, must confirm agreement in writing.
NOTE: Nonprofit/Church Vendors
Annually, Nonprofit/Church vendors are offered two opportunities to partner with the event:
1. Free vendor booth space for one month;
2. Volunteer with event management for event setup/teardown during a different month.
Questions regarding participation should be directed to Madie McCormick, madie.mccormick@realspringfieldtn.com or 615-670-9098.
