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Vendor Booth Options

  • Standard Vendor Space (10x10)

    55$
    Perfect for small businesses, makers, and bookish brands looking for a cozy setup to showcase their products.
     

  • Expanded Vendor Space (10x20)

    80$
    This option allows you to expand your display, accommodate more products, and create a standout booth.
     

  • Premium Vendor Space (20x20)

    95$
    This tier gives you the freedom to build a standout experience, from elaborate displays to multi-section setups that truly bring your brand into the world of Moonfire Realms.
     

  • Author Shared Table Fee

    45$
    Shared table (8 ft.) in our dedicated Author Area. Table and tent provided—ideal for authors comfortable sharing space.
     

  • Author Full Table Fee

    65$
    Full table (8ft.) in the Author Area. Table and tent provided—perfect for a more spacious display and inventory.
     

Vendor Fee Update

(Effective July 6, 2026)

Our original vendor payment deadline was June 25, 2026. To give vendors additional time, we extended the deadline; however, as we continue finalizing the event, vendor fees have increased effective July 6, 2026.

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The increase reflects the current stage of event planning, including finalized vendor layouts, realm assignments, event maps, signage, logistics coordination, and administrative processing. Vendor applications and payments are still being accepted, but spaces are now limited and placement will be based on remaining availability.

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If you're still interested in joining Moonfire Realms: Fantasy Faire, we'd love to have you in the realm. Complete your payment as soon as possible to secure your space while spots remain available.

Vendor Payment & Confirmation

Please read all information carefully before completing payment.

1. Payment Instructions

  • Deadline (30 days)

  • Spot is not secured until payment is received

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2.  Booth Details

  • 10x10 standard

  • 10x20 (expanded)

  • What’s included (space only, no equipment)

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3. What Vendors must bring:

  • Tent

  • Tables/chairs

  • Tent weights, Coverings, etc. (Event is outdoors. Vendors must prepare for weather)

  • Generator (if needed)​

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4.  No Electricity Disclaimer

  • No electricity is available on-site. Vendors must bring their own generator if needed.

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​5. Weather Disclaimer

  • Rain or shine event

  • Vendors responsible for weather protection

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6. Setup & Parking Info

  • Staggered setup (details later)

  • Vehicles must be moved after unloading 

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7. Food Vendor Note

  • Must comply with local permits

  • Must handle own licenses/health requirements

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8. Liability / Responsibility

Event not liable for:

  • Theft

  • Damage

  • Weather-related issues

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Vendors are encouraged to promote the event to help maximize attendance and sales.

Refund Policy

All vendor payments are non-refundable to ensure fair allocation of limited spaces and proper event planning.

Once a vendor slot is secured, it is considered final. We recommend confirming your availability before completing your booking.

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Cancellations by Vendor:

  • No refunds will be issued for cancellations, regardless of the reason

  • This includes scheduling conflicts, personal emergencies, travel issues, or other unforeseen circumstances

 

Event Changes or Cancellations (Organizer Side):

  • If the event is rescheduled, your slot will automatically transfer to the new date

  • If you are unable to attend the rescheduled date, you may request:

    • A slot transfer to another approved vendor, or

    • A partial refund, depending on costs already incurred

  • If the event is fully canceled by the organizer, vendors will receive:

    • A full or partial refund, depending on non-recoverable expenses (such as venue deposits, permits, and operational costs)

No-Shows:

  • Vendors who fail to attend on the event day without prior notice will forfeit their slot and payment

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Weather & Force Majeure:

  • In cases of extreme weather, natural disasters, or other circumstances beyond our control, the event may be rescheduled.

  • If weather conditions are severe enough to impact safety, the event will be moved to the following day: September 27, 2026 (Sunday), as permitted by the venue.

  • Refunds are not guaranteed in these cases, but we will do our best to provide fair options or credits.

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We appreciate your understanding—these policies allow us to organize a smooth, high-quality event while supporting all participating vendors.

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