Vendor Village

If accepted as a Vendor for Sol Fest 2025, you’ll receive an email confirmation with Vendor Agreement to sign and instructions for payment.

Vendor Fee is $100 for New Vendors + $75 for Returning Vendors, due within 48 hours of application acceptance.

Space is not guaranteed until participation payment has been received. Failure to submit agreement/payment within 48 hours will result in the space being offered to the next Vendor in line on the Waiting List.

CANCELLATION POLICY:  Once you’ve submitted agreement/payment you are a Confirmed Vendor. Your space is officially reserved and no refunds will be issued unless event is unexpectedly cancelled (see #18 below).

The arrival, installation, and removal/breakdown of festival booth must conform to the timetable or to specific directions issued by Sol Fest. Sol Fest staff/volunteers will be designated to support the entire Vendor Village as needed, however the primary labor of set-up/tear-down is the responsibility of the Vendor and their support staff. You will be able to access the event through the east side designated Service Entrance and park your car directly AT the event grounds.

Vendor agrees to fully staff his/her booth for the entire duration of Vendor Village hours (12pm-7pm), unless alternative schedule is arranged prior to the festival. Vendor space shall not be left unattended for extended periods of time.

Vendor may enlist 1-2 support staff to assist with managing the booth, as per the # of people requested on their Vendor application. Vendor will provide the name of support staff no later than 4/30/25 to add to the Staff Entrance Guest List.

If Vendor is in attendance solo without support staff, Sol Fest staff will be available to watch booth during necessary meal/bathroom breaks.

Tent, canopy, tables and chairs and all outfitting are supplied by you, the Vendor, unless otherwise agreed. Electricity will be provided as requested at no additional cost.

Vendor is responsible for handling all of their own payments/orders, directly with the event-goers. Sol Fest will not participate in any money exchange between Vendors and Attendees. We recommend providing options for cash/card/electronic transfer.

Vendor agrees to not sublet the contracted exhibit space and shall not exhibit or permit to be exhibited any merchandise other than specified in the application without express written permission from Sol Fest. 

Should the Vendor fail to exhibit, Sol Fest reserves the right to deal with this space as it deems fit. Non-occupation will in no way absolve an exhibitor from their financial obligation to Sol Fest or result in a refund issued. 

Sol Fest reserves the right to reject or restrict any exhibit that may be objectionable or not in keeping with the quality or character of the festival. Vendor agrees not to sell any items that have not been listed on the application. Any Vendor exposed selling items not listed on the application may be asked to leave the festival without a refund. 

Confirmed Vendors will be given a designated area for their set-up, based on dimensions provided within the Vendor Application. All materials and displays must be arranged INSIDE the designated space in such a manner so as not to disturb the flow of attendees, festival maintenance, or exhibits in adjacent booths, either physically or visually. Plans for specially built displays must be submitted for approval before the festival opens. 

No flammable decorations or other materials of a flammable nature may be used. All decorations must be rendered flame retardant to the satisfaction of Sol Fest, Liberty Park Property, and the City of Erie Fire Department. Failure to comply may result in the exhibitor having to remove unapproved decorations or materials. Anyone with a 10x20 or larger space is required to bring a fire extinguisher. 

Vendor agrees not to make undue noise, odor, or obstruct sales; use bright or hazardous lights; cause damage to booth equipment; or act in any manner deemed inappropriate by Sol Fest. 

Vendor agrees not to compromise the environment of the Liberty Park Property in any way, including but not limited to trimming trees or other flora, digging, or changing the landscape anywhere on the property without express permission from Sol Fest & Liberty Park Property. Vendors and their agents must not deface and Sol Fest or Liberty Park property. and shall be liable for any damage to the festival or Liberty Park property. 

Sol Fest reserves all rights to the use of its own name, event name and/or its logos, trademarks or copyrights for any commercial purpose. Said use of any of the above or any merchandise for sale or giveaway is not authorized without the express written permission from Sol Fest. 

Sol Fest operates on a strictly PACK IT IN, PACK IT OUT policy. Vendor agrees to remove and properly dispose of any trash used to set up, run and break down their booth, in designated receptacles, before vacating the premises post event. Vendor will be subject to cleaning charges of $200 should area not be left completely clean and trash free at the end of the event.

Vendor agrees to defend and hold Sol Fest and the Liberty Park Property harmless from any claims, causes of action, losses, damages or expenses (including reasonable attorney’s fees) from, or due to, acts or omissions of Vendors, its designated agents, and employees, and/or for loss and/or injury to people and/or property of any nature arising out of performance of services under this Agreement.

Sol Fest shall not be liable for Vendor materials or supplies delivered or left at the event site. Vendor assumes all responsibility for loss, theft, or destruction of goods, or for personal injuries to himself/herself, his/her employees, agents, representatives, or visitors, and will indemnify and hold harmless Sol Fest, its officers, agents, employees, and affiliates from any and all liability and loss in connection with any and all the above including reasonable attorney’s fees. 

In the event that Sol Fest or any part thereof is prevented from being held because of war, fire, strike, government regulation, public catastrophe, act of God, other cause, or reschedule for any reason - Vendor can choose to receive a full refund for their $100 (or $75) booth deposit paid, or apply that as a credit for automatic participation in the rescheduled event date.

Neither Sol Fest and/or its sponsors or agents and/or their representatives or any member or employee of Sol Fest is responsible for any injury, loss or damage from any exhibitor, his/her employees or property. The Vendor, upon execution of this contract, expressly releases the foregoing names, parties, individuals, and employees from any and all claims for such loss, damage or injury. 

No responsibility is assumed by Sol Fest or Liberty Park Property for goods delivered to the site or for material left after closing hours. Vendors wishing to insure their display materials, including merchandise must do so at their own expense. 

All Vendors must comply with the requirements of Sol Fest, City of Erie, or other relevant authority, and all Vendors are deemed as having notice of such requirements and regulations and bound thereby. 

Sol Fest events are being filmed and recorded. By accepting this agreement, you consent to the possible reproduction of your likeness and/or voice, and products as well as the likeness/voice of any person representing your product or service, and you waive any claims in connection therewith. 

FOOD/BEVERAGE DISTRIBUTION (if applicable): All vendors/distributors must have Erie County Health Department permits and insurance. Applicant’s insurance must cover food distribution unless the distributors send in separate endorsement for their products. 

Booth Reservation does not guarantee product exclusivity, under any circumstances. 

The following RELEASE must be accepted and agreed to by each exhibitor:

In consideration of accepting this contract, I/we, the undersigned intending to be legally bound, hereby, for myself, my heirs, executors and administrators, waive and release any and all rights and claim for damages I may have against Sol Fest, Liberty Park Property, or any of the sponsors, officials, their representatives, successors, and assigns for any and all injuries suffered by me in said event. 

I further hereby agree to permit the free use of my name and picture in any broadcast, telecast, video, media or other public relations or coverage of the event, made or occurring prior to, during or after the event in perpetuity. Sol Fest reserves the right to reject any application and further reserves the right to change the details of this event without prior notice. This is an important legal document. Read carefully before accepting.

The event will be held rain or shine – no refunds. I have read and received a copy of the Sol Fest Rules and Regulations.