Exhibitor and Vendor Guidelines

Exhibitor and Vendor Guidelines 2016


First of all, exhibiting at Fargo Moorhead VegFest is FREE! No charge! Because of 4 no shows last year, we are asking for a $20 deposit which will be returned to you after completion of the event. (You will see the address to send it to in the original email I sent you after I contacted you.) Fargo Moorhead VegFest (FM VegFest) welcomes vendors and exhibitors who share and support our mission and the goals of our event. We require that all materials, literature, and handouts reflect our vegan values.

FM VegFest reserves the right to decline any exhibitor at any time, at our discretion.

Vegan Definition

All products that are sold, sampled, or displayed must be vegan.

For our event, vegan is defined as being free of any animal ingredients or processes that harm or exploit animals. Animal ingredients include meat, poultry, fish, eggs, dairy, honey, wool, leather, fur, silk, shells, or any other product derived from animals.

In addition, no products will be allowed that have been tested on animals.

The promotion of events or services that include the exploitation of animals, such as circuses, rodeos, zoos, etc., is also prohibited at the event.

All literature and other information displayed or distributed must include only vegan products and services. FM VegFest reserves the right to exclude any items that it judges to be inappropriate. If you are displaying inappropriate products at your table, the FM VegFest staff will ask you to remove those products from your display immediately.

Composting, Recycling, and Trash

In order to make this event as green as possible, all utensils, plates and other containers for food and samples are strongly encouraged to be compostable . Exhibitors are responsible for bringing their own compostable service items.

In addition, exhibitors are not permitted to sell bottled water.

All garbage and recycling must be placed in appropriate containers in accordance with the labels on containers.

Hours of Operation

Exhibit tables must be staffed and open for the entire VegFest event, from 10:00am to 5:00pm.

Exhibitors are responsible for setting up and breaking down their exhibits.

Set-up must be completed by 9:30 am for food vendors, and by 10:00 am for all other vendors. The venue will be open at 8:00 am for set-up.

Exhibitors may begin breaking down at 5:00 pm. All materials must be removed from the venue by 7:00 pm.


Exhibitors are responsible for the security of their own property and equipment at all times. By agreeing to become an exhibitor at the festival, exhibitor acknowledges and agrees that FM VegFest is not responsible for any loss, theft or damage to any property left on the event grounds at any time.

Photo release

All exhibitors grant FMVeg permission to use and/or replicate photographs and video taken during the event include their staff, volunteers, and displays.

Graphic Imagery

Graphic imagery should only be presented to attendees who “opt in” to seeing it. This means that graphic imagery is not acceptable in displays that are viewable by people walking by your table.

Graphic imagery is acceptable in leaflets or other materials which attendees opt to receive.

General Requirements

We expect approximately 2500 attendees. Please prepare accordingly.

All exhibitors are encouraged to offer product samples. As specified previously, all products must be vegan.

Non-profit exhibitors are welcome to solicit donations, sell products, and solicit contact info from attendees.

For-profit exhibitors are welcome to solicit contact info from attendees and sell products.

All exhibitors must clearly identify their exhibit with signs and/or banners. Exhibit displays and signs must be on tables. Banners cannot be taped to walls. Signage should be legible, easily visible, and identify the organization or business.

Exhibitors will not interfere with the safety, success, and effectiveness of FM VegFest. This includes, but is not limited to behavior, display materials, literature, venue equipment, or operations, unusual odors, noise level, or extending beyond exhibitor space and/or blockage of public passageways.

A $20 cleaning fee may be assessed to any exhibitors whose area is not left clean. (In other words, we’ll keep the deposit.)

Electricity is by pre-arrangement only. You must bring your own extension cords.

Subletting exhibit space in part or in its entirety is not permitted.

All exhibitors are expected to conduct themselves with the highest standards of decorum and good taste. In particular, exhibitors should not use sexualized images, activities, or other material. Table staff (including volunteers) should not use overly sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment.

FM VegFest reserves the right to eject exhibitors violating these guidelines.

Food Samples/Food Court Vendors

Exhibitors who are offering food samples are required to bring a minimum of 500 free food samples.  Food Court Vendors are required to bring a minimum of 200 items to sell.

Refund Policy

Should any contingency interrupt or prevent the holding of the FM VegFest, including but not limited to severe inclement weather, war, terrorism, plague of locusts, Ragnarok, or a belated Mayan apocalypse, the event coordinators and FM VegFest shall in no way be liable to exhibitors.

Assignment of Space

Location assignments will be determined solely at the discretion of FM VegFest and the venue. (Many locations are determined by electrical hookup.)

Indemnity and Limitation of Liability

Neither FMVeg nor any co-sponsor, venue provider nor any of their respective officers, agents, employees, contractors, facilities, representatives or assigns shall be liable for, and Exhibitor hereby releases them from, any claims for damage, loss, expense, harm, or injury or death to the person, property or business of the Exhibitor and/or any of its visitors, officers, agents, employees, contractors, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the facility, uncontrollable events, third parties, accident or any other reason in connection with the display at the Festival. The Exhibitor hereby indemnifies, and shall defend, and protect FMVeg and hold them, any co-sponsor and venue provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from Exhibitor’s participation in the Festival or any actions of Exhibitor’s officers, agents, employees, contractors, or other representatives. Under no circumstance will FMVeg, any co-sponsor, or the venue provider be liable for lost profits or other incidental or consequential damages for any of their acts or omissions whatsoever whether or not appraised of the possibility or likelihood of such damages or lost profits. In no event shall FMVeg’s liability, under any circumstance, exceed the amount actually paid to it by the Exhibitor. FMVeg makes no representations or warranties regarding the number or identity of persons who will attend the Festival.

FMVeg, the organizer of FM VegFest, has made every effort to select sponsors and exhibitors, including food vendors, that reflect FMVeg’s vegan values. Participation by a sponsor or exhibitor at the festival is not an endorsement by FMVeg, and FMVeg makes no warranty or representation regarding any sponsor or exhibitor, or its offers, products, services, information, or advice. FMVeg specifically disclaims any responsibility or liability for any injury or expense of any nature whatsoever which may be suffered by an attendee as a result of or which may be attributable, directly or indirectly, to an attendee’s patronage of a sponsor or exhibitor. Attendance at FM VegFest will constitute an attendee’s understanding and acceptance of this disclaimer.