Craft Vendor Application

WINTERFEST 2025 WILL DEBUT OUR NEW, PERMANENT HOME IN THE SPENCER TOWN PARK

A few highlights include:

• Pavilion with covered stage for performing artists

• Spencer on Ice, a 2,000 sq ft iceless skating rink

• Craft vendors located throughout the festival

• Individual vendor tents with window sidewalls will be located around the green
• A large market tent will house 7 craft & demonstration vendors, as well as, the 2025 charity partner
• The Indoor Market will be located in an unfinished space beside the Spencer Town Hall

• Kid’s Corner will be located near Town Hall, which features Santa’s House

• Food vendors will be in the proximity of the Indoor Market

• Permanent restrooms located within the pavilion

Most questions can be answered by reading through the application, but a detailed logistics package will be sent in October. This package will include the overall layout of the festival, specific lighting and electrical information, set-up and tear-down schedule, and other pertinent information.

VENDOR APPLICATIONS ARE BEING ACCEPTED FOR THE 2025 Winterfest Christmas Market in Spencer, NC. Vendors interested in applying may complete the application below.

THE MISSION
The Winterfest Committee strives to foster community connection for residents of Spencer and Rowan County as well as visitors through accessible, engaging opportunities that encourage those of every age to experience the child-like wonder of the holiday season.

MARKET LOCATION, DATES, & HOURS
Event location: Downtown Spencer across from the NC Transportation Museum.
Street Address: 460 S. Salisbury Ave., Spencer, NC 28159
Friday Dec 5 5:00 PM - 9:00 PM
Saturday Dec 6 2:00 PM - 9:00 PM
Sunday Dec 7 2:00 PM - 8:00 PM

VENDOR SPACES PARTICIPATION FEE
10 - 10 x 10 Individual Vendor Tents, with window sidewalls & waterproof rug, $150
10 - 10 x 10 spaces within the Indoor Market, $150
8 - 10 x 10 spaces within the open Market Tent 20’ x 40’, $125

APPLICATION DEADLINE: AUGUST 30, 2025
PARTICIPATION FEE DUE: AUG 30 WITH APPLICATION (If payment is not received, the vendor space will be forfeited)

PROVIDED BY WINTERFEST
• All 10 X 10 vendor spaces are provided by Winterfest, including Individual & Market tents and Indoor Market.
• WI-FI will be available with password protection. A Winterfest technical coordinator will activate your device
each day prior to opening. The password will not be available to the vendor or to the public.
• Each Vendor space will have 2 electrical outlets. More information on electricity and lighting will be included in a
Vendor logistics package to be mailed in October.

VENDOR REQUIREMENTS
• Vendors consent to receiving communications on behalf of Winterfest via telephone or email at the number(s) and
address(es) indicated on the application.
• Vendors are expected to be present for all market hours. In case of sickness, vendor must have a back-up plan to
open for business.
• Vendors must provide their own displays, tables and chairs, and must stay within the allotted space. Neither tables
nor merchandise may be placed in walkways.
• Vendor spaces are assigned based on product to be sold.
• Awarded spaces are non-transferable and non-refundable.
• No subletting or sharing of booth space, unless pre-approved by Winterfest committee.
• A detailed description and photos of products to be sold are required. Email photos to:
winterfestmorgan23@gmail.com
• Vendor agrees only to offer the approved items in their application.
• Work exhibited must be tasteful and in keeping with a family-oriented atmosphere. It is the exclusive right and
responsibility of the Winterfest committee to require a vendor to remove any work not in compliance. All displays
will be inspected prior to opening and at intervals throughout the show.
• Written cancellation is required for a refund. Refunds will only be granted, if, and when, booth space can be filled,
less a $50.00 processing fee. Refunds will not be issued if the Vendor is dismissed, booth space is forfeited, or
Vendor is in violation of any of the Terms and Conditions.

DECORATIONS
• Winterfest will provide exterior decorations for the overall festival.
• Vendors may add decorations within their designated space to promote their products and brand.
• NO decorations may be attached to tents provided by Winterfest. No tape, staples, Velcro, etc. A fine of $1200 will
be charged for any vendor who disregards this rule.

MARKETING
• Marketing will be provided via our website – www.spencerexperience.org., Town of Spencer publications,
traditional advertising and social media. Rack cards and save the date cards will be distributed throughout the
county, at other events and in direct mail campaigns.
• Each vendor will have a photo, description of their products, and contact information on the Winterfest website.

SAFETY/SECURITY
• Winterfest is an outdoor winter market – plan to be in operation in cold temperatures.
• Sales associates should dress in warm clothes and should be comfortable in cold temperatures for extended
periods of time.
• Vendors must adhere to the following:
o NO pets (except for service animals)
o NO Tobacco products (includes e-cigarettes and vape pens)
o NO Alcohol
o NO Firearms
o NO Illegal Drugs
• Vendors in violation will be asked to leave and will forfeit their participation fee.
• Vendors may not rely on market volunteers to provide restroom breaks for your booth.
• NO electrical or propane heaters, NO electric blankets, and NO halogen bulbs are allowed.
• Vendors are responsible for maintaining and leaving their area free of trash. Garbage will be removed by the
market on a nightly basis, per Winterfest protocols.
• Security will be provided at night on Dec 5 and Dec 6.

PERMITS/LICENSING
• Vendors are responsible for their own business transactions.
• Vendors are responsible for payment of North Carolina Sales Tax and are required to obtain a certificate of
registration (NC-BR form, for Sales & Use Tax) from the NC Department of Revenue (this form can be found on
www.dornc.com).
• Vendors must have a valid NC Sales Tax Certificate with you. We are required to provide a list to the state of all
vendors with name, permanent address and certificate of registration number.

LOSS
The Town of Spencer and the Committee will not be liable for any losses or theft suffered by the Vendor in connection
with the Vendor’s participation in this event. This includes, but is not limited to vendor product, equipment, tents,
tables, chairs, signs, and decorations.

WEATHER
• The event will be held RAIN OR SHINE. NO REFUNDS.
• However, in the event of severe weather, Winterfest may be closed or cancelled at the direction of the Town of
Spencer, based on guidance from the Emergency Management Division of Rowan County.

LOGISTICS PACKAGE
All approved vendors will receive a logistics package in October. This will include set-up and tear-down times and
instructions, parking information, additional information regarding lighting/electrical, security, contacts and other
logistics. A site layout with Vendor assignments will be included. Dimensions, drawings and/or photos of huts and
other Vendor spaces will be provided.

As consideration for my participation in Winterfest, I, hereby release and discharge, indemnify and hold harmless the Winterfest Planning Team, Spencer Partnership, inc., RBC Holdings of Rowan, LLC, Town of Spencer and its town board, agents, contractors, employees, and any other persons or entities acting on its behalf, and its successors and assigns, for any and all of the aforementioned persons and entities, against all claims, demands, costs and expenses, and causes of action whatsoever, either in law or equity, arising out of or in any way connected with any property loss, bodily injury, disability and/or death and the consequences resulting therefore, arising from my participation in Winterfest.

All exhibitor personnel, merchandise, fixtures, etc., on the premises are my own sole responsibility and I agree to indemnify and hold harmless Winterfest, Spencer Partnership, Inc., Town of Spencer and all their departments involved or any of their members, officers, sponsors and their patrons, or the property owners, managers and representatives on whose property I am privileged to exhibit my work/goods from all liability stemming from their presence or their acts.

Winterfest, Spencer Partnership, Inc., is not responsible for damage or theft to vendor property or inventory during the run of the festival. Minimum security is provided but does not bind against loss.

I will cause no damage to Winterfest, the Town of Spencer, RBC Holdings of Rowan, LLC, property, venue or equipment in any way; and I agree to reimburse Winterfest, Spencer Partnership, Inc., in full for all expenses incurred in repairing such damage if it occurs.

I understand that the space assigned to me is non-transferable and that if for any reason whatsoever consent to exhibit is denied, the liability of Winterfest, Spencer Partnership, Inc., shall be limited to the return of my participation fees at the sole discretion of Winterfest, Spencer Partnership, Inc. I am fully aware that my participation may be revoked for infraction of the foregoing regulations and that if the show is cancelled due to weather, calamity, acts of God or war, I will receive no reimbursement or compensation.

I understand that the assignment of booth space can be denied, revoked or changed for objectively justified reasons by Winterfest, Spencer Partnership, Inc. Relevant reasons include, but may not be limited to a) the assigned booth not being used/operational during opening hours, b) the booth occupant or staff repeatedly infringed upon regulations or additional instructions of the organizer, c) the booth occupant did not pay the participation fee, d) wrong facts were given in the application (e.g. other kind of merchandise than submitted is sold). If the assignment is being revoked, an immediate clearance of the booth can be demanded. Also, a penalty of no more than $250 may be enforced. Enforcement of a penalty needs to be preceded by a warning given or sent to the booth operator to give the chance of changing the circumstance that may result in a penalty.

By signing below, I acknowledge that I have read and understand the terms and conditions (WINTERFEST TERMS & CONDITIONS) and agree to abide by them. I understand and agree that by failing to abide by the terms and conditions, I may be asked to leave Winterfest and that no refund may be made. I further agree that this determination shall be made at the sole discretion of Winterfest, Spencer Partnership, Inc. I am aware that this agreement includes a Release of Liability and Indemnification Agreement between the Town of Spencer, Winterfest, Spencer Partnership, Inc., RBC Holdings of Rowan, LLC, and me, the undersigned. I sign this agreement completely and voluntarily.