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Email Communication

• All event updates, load-in instructions, maps, and day-of communication will be sent via email. Vendors are responsible for using the correct email address during registration and monitoring that inbox regularly.

Booth Use & Participation

• The approved vendor must occupy and operate their booth for the entire duration of the festival.

• No subletting, sharing, or transferring of booth space is permitted.

• Early tear-down is not allowed without approval from event management.

Tents & Booth Safety

• Vendors using tents must secure them with tent weights (staking is not allowed due to pavement).

• Tents and structures must be stable and safe for public conditions, including wind.

• Event staff may require additional weights or removal of unsafe setups.

Cleanliness & Waste

• Vendors are responsible for keeping their area clean and safe before, during, and after the festival.

• All trash must be bagged and disposed of properly.

• No dumping of grease, oil, charcoal, or wastewater on the grounds or into storm drains.

• Vendors must leave their area in the same condition it was found.

• Failure to maintain cleanliness may impact eligibility for future events.

Electricity, Water & Generators

• No water or electricity is provided. Vendors must be fully self-contained.

• Generators are allowed and must be used safely. Vendors should use quieter models whenever possible and ensure cords/equipment do not create trip hazards.

Certificate of Insurance Requirement

• All vendors are required to provide a Certificate of Insurance (COI) prior to the event.

• COIs must be emailed to: events@hendersonvillechamber.com

• The COI must list the Hendersonville Chamber of Commerce as the Additional Insured.

• Vendors who do not submit a COI by the required deadline will be disqualified and will not be permitted to operate at the event.

Weather Policy

• Freedom Festival is an outdoor event held rain or shine. Vendors should plan for heat, wind, and changing weather conditions.

Credits / Refunds

• No refunds will be issued for cancellations.

• Vendor registrations are non-transferable to future dates or events.

• No credits or refunds will be issued if the event is affected by forces of nature.

Food Vendors & Food Trucks

Food vendors must comply with all applicable health department and safety regulations and operate in a safe, responsible manner.

• Food vendors/food trucks are required to:

• Maintain proper food handling and temperature controls

• Display all required permits/licenses (as applicable)

• Provide required sanitation supplies and equipment

• Keep the service area clean and safe throughout the event

• Fire Safety:
  Vendors using propane, open flame, grills, fryers, or cooking equipment must follow fire safety requirements and may be subject to inspection.

Fireworks & Crowd Safety

Due to the fireworks display and safety perimeter: Vendors must follow all instructions from event staff, law enforcement, and safety officials.

• No vehicle movement will be allowed in restricted areas during fireworks safety windows.

• Vendors may not block fire lanes, walkways, or emergency access routes.

Load-In & Load-Out

• Vendors must follow assigned load-in/load-out instructions and timelines.

• Vehicles must be removed from vendor areas immediately after unloading.

• Late arrivals may forfeit their space without refund.

• Vendors must stay for the duration of the event and will not be allowed to load-out until after the fireworks.

Prohibited Items & Activities

• The following are not permitted 

  • Sale or display of weapons or weapon-related items

  • Items or activities that conflict with event programming or safety

  • Sound systems that compete with stage entertainment

  • Confetti cannons/glitter products or other litter-intensive materials

Enforcement

Failure to comply with these rules may result in:

• Removal from the event without refund

• Loss of future vendor eligibility

• Other actions deemed necessary for public safety and event operations