Craft/Art/Retail/Non-Concessions

Eligible Vendors - including, but not limited to: artwork, jewelry, clothing, wood carvings, personal care items (lotions, soaps, perfumes, and make-up), home décor, miscellaneous trinkets, period styled weapons, etc. Non-concession food is food/drink that is pre-packaged e.g. bagged chips, or tea bags.
 
Ineligible Vendors - including, but not limited to: applications from businesses that provide services (medical professionals, home improvement services, personal services, children’s activities, etc.) will not be accepted. Interested parties that fall within the service provider category should see the sponsorship packet for ways to participate at the event.

Vendors must provide their own power and electric source and are responsible for all related permit fees required.  Vendors are required to be on-site for BOTH days of Pirate Fest.
 
Vendor is responsible for supplying any additional items that may be needed for tent display, such as extension cords, zip ties, additional lights, tablecloths, etc.
 
Corner spaces are available for an additional $50. Vendors with corner space will be allotted a buffer of up to 5 feet to display merchandise but are not to impeded the walkways in front of their booth space. Corner spaces are limited and offered on a first come first serve basis.
 
Prohibited items: Weapons of any kind (explosives, pepper spray, tear gas, guns, etc.), fireworks, flying objects, any items that depict hateful language, illegal substances and paraphernalia.

All vendors are required to submit the below documents by August 15, 2025 at 11:59pm.

Application deadline is August 15, 2025 at 11:59pm. Approvals will begin August 18, 2025. 

• Completed Vendor Application (Submitted via Eventny)
• Signed Rules & Regulations (Signature via Eventny)
• COI with the City of Boynton Beach listed as additionally insured (Submitted via Eventny- applications that do not have a COI attached will not be approved)
• At least two (2) photos of your product and display (Submitted via Eventny)
• Vendor Fee submitted through Eventny - Accepted Payments: Check, Money order, Cash, Credit Card. Deliver or mail checks and money orders (Make out to City of Boynton Beach) to City Hall (100 E. Ocean Ave, Boynton Beach, Florida 33435). Cash only accepted in-person)

Vendor Rules & Regulations:

1. Load-in is on Friday, October 24, 2025 from 12:00 PM to 8:00 PM. 
2. Load-in on Saturday, October 25, 2025 begins at 9:00 AM. All booths must be set up and ready for inspection at 11:00 AM. Vehicles will not be permitted to enter the site past 9:30am.
3. Load-in on Sunday, October 26, 2025 begins at 9:00 AM. All booths must be set up and ready for inspection at 11:00 AM. Vehicles will not be permitted to enter the site past 9:30am.
4. Vendor shall off-load, then immediately move vehicles to the designated parking area before setting up their booth.
5. Vendor will be notified via email the week of the event with assigned booth, setup times, check-in locations, and parking.
6. Vendor will check-in with City representative, and then will be directed to the assigned tent or space prior to setup.
7. Vendor must bring their own dolly for load-in and load-out; there is no guarantee that you will be able to drive up to your assigned tent space.
8. Vehicles must be removed from Ocean Avenue no later than one hour prior to the opening of the festival.
9. Vendors must provide their own power supply, extension cords and power strips.
10. Prior approval, by City staff, is required for vendors to move or trade tent space.
11. Vendors may not share tent space, nor may they sublet space.
12. Vendors may only sell from within the physical limits of their assigned tent space only. Additional space must be approved and/or purchased if needed.
13. Vendors must adhere to the hours of the event as outlined. All vendor tents must remain active until the event closes.
14. Early breakdown is not permitted and will result in exclusion from any of our future events, and/or forfeiture of any deposit.
15. Vendors’ assigned tent areas must remain neat and products must be appropriately displayed at all times.
16. Event staff will randomly circulate the event to ensure that all merchandise shown is in compliance with these guidelines.
17. Vendors are required to keep their space clean and to remove all trash from their tent space.
18. Vendors must get the ‘all clear’ from City staff to begin breaking down of displays for the end of day or the end of the event.
19. Vendor must break-down their display and pack up its merchandise before bringing your vehicle onto the midway.
20. Vendors must abide by, and displays must be in accordance with, local fire regulations.
21. It is recommended (but not required) that all non-food and amusement vendors have a fire extinguisher at their booth. All booths with generators require a fire extinguisher.
22. All food vendors must have at their booth at all times adequate and proper fire extinguishing equipment, with current certification tags attached, to be inspected by the Fire Marshal. If any type of fryer is to be used, Vendor’s fire extinguishing equipment must include a Class K extinguisher.
23. Vendors must submit all required paperwork and documents before the September 29, 2023 deadline in order to occupy a tent at the event.
24. The City reserves the right to move, cancel, reassign, or restrict the participation of any vendor at the discretion of the City.
25. The event will be held rain or shine.
26. Boynton Beach Police Department and/or private security will be on site during event hours.  The City of Boynton Beach, its officers, employees, and representatives are NOT RESPONSIBLE for any property damage, lost or stolen merchandise that occurs at your tent or booth.
27. The City of Boynton Beach does not assume any liability for any losses that  the Vendor may incur. Insurance coverage is not available or provided.
28. It is the sole responsibility of the vendor to maintain and ensure compliance with all appropriate state, local, and federal health regulations, codes, licenses and insurance.
29. Vendors shall accept full responsibility for collecting, reporting and paying appropriate sales taxes.
30. Each vendor (and all parties staffing a vendor space) must sign an INDEMNIFICATION AND WAIVER OF LIABILITY AGREEMENT.
31. Any Vendor who does not fully comply with all rules and regulations governing the  event may be expelled from the event area. The City may also elect to bar any expelled vendor from participating in future City events. All vendors are required to be respectful and cooperative with local authorities such as State, County, & City Employees, Event Staff, Volunteers and other vendors.
32. Vendors and their staff are required to conduct themselves in a polite and professional  manner, and must, at all times, act in a manner so as to preserve the safety of all persons present at the event. Vendors must immediately bring any issues with guests, other vendors, or the event to the attention of event staff so that event staff can work to resolve the problem. Unprofessional conduct, including derogatory comments made  to any other person at the event will not be tolerated and may result in the vendor being expelled from the event without refund and may lead to other legal action.
33. The use of alcohol and or drugs by any vendor and or their staff is strictly prohibited while working Pirate Fest. Vendors and their staff are not permitted to consume, possess, or be under the influence of alcohol or drugs while performing their duties at Pirate Fest. This includes but is not limited to drinking or being under the influence during setup, performance, tear down or any time spent directly engaging with the public or any other cast members. Adherence to this policy is mandatory and any violation will result in immediate removal from the event and possible disqualification from participating in future City events.
34. No vendor is guaranteed the exclusive right to sell any item or service. However, the City will make every effort to limit of the sale of similar items and services. Only items and services listed on the vendor’s approved application may be sold at the event. If the   City does not permit the sale of an item or service listed on a vendor application, the City  will notify the vendor prior to the event that such item or service may not be sold. Only sponsors may request the right to exclusively sell certain products and services. If any sponsor is granted the right to exclusively sell a product or service, any vendors proposing to sell a similar item or service (“Limited Vendor”) will be notified prior to the  event that they may not sell the exclusive item or service. If the Limited Vendor no longer wishes to participate in the event, the Limited Vendor may request that the City reject the Limited Vendor’s application and issue the Limited Vendor a refund in the same manner as all other rejected applicants. Vendor agrees that the City will not owe a Limited Vendor any compensation other than refund for a rejected application.
35. Vendors will not sell, use, or provide food in, or offer the use of Polystyrene Foam (aka “Styrofoam”) Food Ware or Unencapsulated Polystyrene Foam Products at the Event (with the exception of prepackaged foods that have been filled and sealed prior to receipt by the Contractor, including products used for the storage of raw meat, pork, poultry, eggs, fish, and seafood).
36. Vendors will not sell, use, or offer the use of balloons or confetti in its display or at the Event.