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Vendor Booth Options

  • Standard Vendor Space (10x10)

    50$
    Perfect for small businesses, makers, and bookish brands looking for a cozy setup to showcase their products.
     

  • Expanded Vendor Space (10x20)

    75$
    This option allows you to expand your display, accommodate more products, and create a standout booth.
     

  • Premium Vendor Space (20x20)

    90$
    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

    40$
    Shared table (8 ft.) in our dedicated Author Area. Table and tent provided—ideal for authors comfortable sharing space.
     

  • Author Full Table Fee

    60$
    Full table (8ft.) in the Author Area. Table and tent provided—perfect for a more spacious display and inventory.
     

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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