Vendor Terms & Conditions – Application Links Below
1. Event Information & Applicability of Terms
These Vendor Terms & Conditions apply to participation in the October 11, 2026 event organized by the Babylon Beautification Society.
By submitting an application and payment, the applicant acknowledges that they have read, understand, and agree to these Vendor Terms & Conditions and any additional requirements stated on the application.
Submission of an application and payment does not guarantee acceptance. Participation is subject to review and approval by the Babylon Beautification Society.
2. Vendor Eligibility & Application Requirements
All vendors must submit a complete application. Prior participation in a Babylon Beautification Society event does not guarantee acceptance.
Applications must include complete and accurate information about the applicant, business, and products or services proposed for the event. Applicants must provide photographs or other information requested by the Babylon Beautification Society as part of the review process.
Only products, merchandise, or activities disclosed in the application and approved by the Babylon Beautification Society may be offered, displayed, sold, or conducted at the event. Vendors may not add or substitute products or activities without prior approval.
Applications containing false, misleading, incomplete, or materially inaccurate information may be denied. If such information is discovered after an applicant has been approved, the Babylon Beautification Society may revoke the vendor’s acceptance or require the vendor to leave the event.
3. Application Review & Vendor Acceptance
All applications are subject to review and approval by the Babylon Beautification Society. Applications are evaluated based on the needs of the event, available space, product mix, vendor categories, and other factors determined by the Society.
Due to the high volume of applications received and the limited number of vendor spaces available, vendors are strongly encouraged to apply as early as possible.
Applications are not approved on a first-come, first-served basis. Applying early does not guarantee acceptance or a particular vendor space. The date or time an application is submitted does not determine acceptance or vendor space assignment.
Payment submitted with an application confirms only that the application and payment have been received. Payment does not constitute acceptance as a vendor.
Applicants will be notified by email if they are approved to participate as a vendor. If additional information is required to review an application, the Babylon Beautification Society may contact the applicant before making a decision.
If an application is not approved, or if the event reaches capacity before the application can be accommodated, the vendor fee paid with the application will be refunded in full.
The Babylon Beautification Society reserves the right to limit the number of vendors in any category and to accept or deny any applicant for any reason.
4. Vendor Fees & Payment
Vendor fees for the October 11, 2026 event are:
Craft Vendor — One 10′ × 10′ Space: $275
Craft Vendor — Two Adjoining 10′ × 10′ Spaces: $575
Specialty Food Vendor — One 10′ × 10′ Space: $315
Craft Vendors may purchase a maximum of two spaces. Specialty Food Vendors are limited to one space.
Payment is due at the time the application is submitted. An application is not considered complete and will not be reviewed until the required payment has been received.
Vendor fees are specific to the applicant and the October 11, 2026 event.
Refunds and forfeiture of vendor fees following acceptance are governed by the cancellation and weather provisions contained in these Terms & Conditions.
5. Vendor Cancellation & Refund Policy
Once an applicant has been approved to participate as a vendor, the vendor fee becomes non-refundable.
If an approved vendor subsequently cancels or withdraws, does not attend the event, arrives too late to participate, or otherwise fails to use their assigned space, the vendor fee will not be refunded.
Vendor spaces are non-transferable. A vendor may not sell, transfer, assign, or give their space to another vendor or third party.
6. Weather & Event Cancellation
The event is scheduled for Sunday, October 11, 2026. There is no rain date.
The event is held outdoors and may take place in varying weather conditions. Vendors are responsible for monitoring the weather and preparing their tents, displays, merchandise, and equipment accordingly.
The Babylon Beautification Society reserves the right to cancel, delay, suspend, shorten, modify, or close the event due to inclement weather, unsafe conditions, emergencies, governmental directives, or other circumstances beyond the Society’s reasonable control.
If the event is cancelled, delayed, suspended, shortened, modified, or closed due to any of these circumstances, vendor fees will not be refunded.
All decisions regarding cancellation, delay, suspension, modification, or closure of the event will be made by the Babylon Beautification Society. A vendor who chooses not to participate based on weather forecasts or conditions when the event has not been officially cancelled will not be entitled to a refund.
Official notices regarding cancellation or significant changes to the event will be communicated by email and/or through the Babylon Beautification Society’s website and social media channels.
7. Vendor Space Assignment & Location
Space assignments are based on the event layout, available space, vendor mix, site conditions, and other factors determined by the Babylon Beautification Society. No specific space or location is guaranteed.
Requests for corner or end spaces will not be considered. Please avoid requests to be placed near or away from other vendors based on the products being sold.
Event locations may include grass, pavement, or other outdoor surfaces. Ground conditions may be uneven, wet, sloped, or affected by trees, landscaping, weather, or other naturally occurring conditions. Vendors should plan and prepare accordingly.
Vendors are responsible for determining whether their products, merchandise, displays, or equipment are suitable for outdoor conditions, including direct sunlight, heat, wind, and changing weather conditions. The Babylon Beautification Society cannot guarantee shade, protection from the sun or wind, or any other particular environmental condition when assigning vendor spaces. Vendors should not request a particular location based on the weather or environmental needs of their products.
Vendors may not move, exchange, or relocate their assigned space without permission from a Babylon Beautification Society event official. A vendor who moves or relocates without permission may be required to leave the event and will not be entitled to a refund.
If a vendor encounters a problem with their assigned space during setup, the vendor must contact a Babylon Beautification Society event official so the issue can be evaluated and addressed when possible.
8. Setup, Event Hours & Breakdown
Vendor setup may begin at 5:00 a.m. on the morning of the event. All vendors must be fully set up and ready for the event by 7:30 a.m. Setup is not permitted the day before the event.
Vehicles may not be driven or parked on grass areas. Vendors may not park or unload around the Village Gazebo or at Bayman Park. Vendors must follow all posted signs and instructions regarding vehicle access, unloading, and parking during setup and breakdown.
The event ends at 5:00 p.m. Vendors are expected to remain open and operating until the event closes and may not begin breaking down their booth or display before 5:00 p.m.
Vendors must follow the directions of Babylon Beautification Society event officials and Village of Babylon Code Enforcement officials during setup, throughout the event, and during breakdown. Roadways, sidewalks, pedestrian pathways, and other designated access areas must be kept clear.
Vendors are responsible for removing all merchandise, displays, equipment, trash, and other materials from their space at the conclusion of the event. This includes all zip ties, fasteners, packaging, and other small materials used during setup or breakdown. Nothing may be left on the ground or elsewhere within the event area, and each vendor space must be left clean and in the condition in which it was found.
9. Vendor Booth & Space Requirements
Each vendor space is 10′ × 10′. Vendors approved for two spaces will receive two adjoining 10′ × 10′ spaces. The Babylon Beautification Society provides the assigned space only. Vendors are responsible for providing their own tent, tables, chairs, displays, and all other equipment or materials needed to participate.
All merchandise, displays, tables, chairs, signs, equipment, storage containers, and other materials must remain entirely within the vendor’s assigned space or spaces. Vendors may not use adjacent grass areas, walkways, sidewalks, pathways, or space between vendor booths for merchandise, displays, storage, or seating.
Tents and displays must be safely and securely installed and must not create a hazard to vendors, visitors, or neighboring spaces. Vendors are responsible for properly securing their tents and displays and should be prepared for outdoor weather conditions.
Gas-powered generators are prohibited. Electricity and Wi-Fi are not provided.
Vendors must maintain their space in a safe, clean, and orderly condition throughout the event and must not obstruct pedestrian traffic, emergency access, or neighboring vendor spaces.
10. Merchandise & Product Requirements
All merchandise offered for sale must comply with the requirements of the vendor category under which the applicant was approved.
For Craft Vendors, all items must be handmade, designed, created, or produced by the vendor unless otherwise specifically approved by the Babylon Beautification Society. Vendors may not purchase finished products or merchandise from third parties for resale at the event.
The Babylon Beautification Society may limit or prohibit certain products or categories of merchandise in order to maintain the character and product mix of the event and to avoid conflicts with Village of Babylon businesses or other event considerations.
Event officials may inspect vendor merchandise during the event to ensure compliance with these requirements. Merchandise that was not approved or does not comply with these Terms & Conditions may be required to be removed from sale.
A vendor who misrepresents their merchandise, sells prohibited or unapproved items, or sells third-party merchandise in violation of these requirements may be required to leave the event without a refund and may be denied participation in future Babylon Beautification Society events.
Vendors who believe another vendor is selling merchandise that does not comply with the handmade requirements may report the matter to the Babylon Beautification Society. Reports may be submitted anonymously through the vendor complaint form on the Society’s website.
11. Clothing Vendors
Clothing and apparel vendors are a limited vendor category. To maintain the character and product mix of the event and to avoid unnecessary competition with Village of Babylon businesses, clothing applications are reviewed individually and acceptance is limited.
Particular consideration is given to the type of merchandise being offered and how it is designed, created, or produced. The following categories may not be accepted or may be limited:
Vintage, upcycled, repurposed, or tie-dyed clothing
Clothing, apparel, or accessories purchased from third parties for resale
Vendor-designed clothing or apparel that is manufactured or produced by a third party
Custom-printed clothing
Pet and doll apparel
Handmade knitted or crocheted apparel and accessories are considered handmade merchandise and are not subject to the clothing restrictions above.
These guidelines apply regardless of whether a vendor has participated in a Babylon Beautification Society event in the past. Prior participation does not guarantee acceptance as a clothing vendor.
Only the clothing, apparel, and accessories disclosed in the application and approved by the Babylon Beautification Society may be displayed or sold at the event.
