BLACK AUTHORS FESTIVAL PREMIER VENDOR APPLICATION & PARTICIPATION PROFILE

An Elevated Marketplace for Authors, Creators, Entrepreneurs & Luxury Brands

Early Bird Vendor Participation Fee: $375 - Tuesday, June 1, 2027
Regular Vendor Participation Fee: $500 Wednesday, June 2, 2027

Vendor Space Is Limited | Acceptance Is Selective

Vendor Opportunity

Thank you for your interest in becoming a vendor at the Black Authors Festival. The Black Authors Festival is more than a literary event. It is a curated cultural experience designed to attract authors, readers, professionals, entrepreneurs, tastemakers, community leaders, collectors, and an upscale audience that values quality, originality, excellence, and meaningful experiences.

All Vendor Participation Fees Are Nonrefundable

This applies regardless of:

• Acceptance or non-acceptance

• Change of mind

• Change in business circumstances

• Travel difficulties

• Personal scheduling conflicts

• Failure to attend

• Failure to arrive on time

• Failure to participate

If an application is declined, the vendor participation fee will not be refunded. If an accepted vendor subsequently cancels, fails to appear, arrives after the setup deadline, or otherwise fails to participate, no refund, no transfer date, and no credit will be issued.

The applicable vendor participation fee covers participation in the Festival marketplace if the applicant is accepted.

IMPORTANT

Payment of the vendor participation fee does not guarantee acceptance. All applications are subject to review and approval by the Black Authors Festival

Our marketplace is intentionally curated.

We are seeking authors, entrepreneurs, artisans, luxury brands, service providers, publishers, creators, and businesses whose products and services complement the quality and spirit of the Black Authors Festival. We are not simply filling vendor tables. We are curating an experience.

Festival Discretion

The Black Authors Festival reserves the right to:

• Accept or reject any application

• Limit the number of vendors in a category

• Limit competing or duplicate product categories

• Determine vendor placement

• Adjust vendor placement when necessary

• Determine the final vendor lineup

• Establish Festival operating procedures

• Remove a vendor who violates Festival policies

• Decline products that do not meet Festival standards

Acceptance into a previous Black Authors Festival does not guarantee acceptance into a future Festival. Each Festival is independently curated.

Selective Vendor Acceptance

The Black Authors Festival is a curated, premium experience, and vendor space is intentionally limited.

We do not automatically accept every business that applies.

Applications may be evaluated based upon:

• Product or service quality

• Brand presentation

• Professional website

• Digital presence

• Product pricing

• Audience alignment

• Brand reputation

• Originality

• Professionalism

• Product category balance

• Available space

• Overall contribution to the Festival experience

The Festival may also limit the number of vendors offering similar products or services to maintain a diverse and engaging marketplace.

PLEASE NOTE:

Submitting an application and paying the vendor participation fee does not guarantee acceptance.

The Black Authors Festival reserves the sole discretion to approve or decline an application.

Sales & Revenue Disclaimer

The Black Authors Festival provides vendors with an opportunity to introduce their brands, products, books, services, and businesses to Festival guests.

However:

The Festival Does Not Guarantee Sales

The Black Authors Festival is not responsible for:

• The amount of merchandise sold

• The number of customers visiting a booth

• Vendor revenue

• Vendor expenses

• Unsold inventory

• Customer purchasing decisions

• Vendor profitability

Each vendor is solely responsible for the success of their own sales experience

Vendors are encouraged to arrive prepared with:

• Sufficient inventory

• Multiple payment options

• A professional sales strategy

• Promotional materials

• Business cards

• Special offers

• An engaging customer experience

Cancellation & Refund Policy

Please Read Carefully

The applicable $375 Early Bird or $500 Regular Vendor Participation Fee is NONREFUNDABLE.

No refund or credit will be issued due to:

• Non-acceptance

• Cancellation

• Failure to attend

• Travel difficulties

• Personal emergencies

• Scheduling conflicts

• Failure to arrive on time

• Failure to meet setup requirements

• Failure to participate

Required Festival Contribution

Every accepted vendor must contribute at least one item valued at $150 or more to be raffled during the Festival.

Required Raffle Contribution

One item minimum retail value: $150

The donated item should be representative of your brand and of meaningful value to Festival guests.

The donated item must be provided according to the Festival's stated deadline and submission instructions.

ELEVATED SPONSOR RECOGNITION

Vendors have the opportunity to receive enhanced Festival recognition through an additional contribution to the raffle.

Vendors who contribute TWO OR MORE qualifying items, with EACH individual item valued at $150 or more, will be recognized as a Black Authors Festival Sponsor.

Eligible Sponsor recognition may include:

• Placement on the official Festival Step & Repeat

• Sponsor recognition during designated Festival programming

• Recognition in select Festival promotional materials

• Additional brand visibility as determined by the Festival

Examples

2 items × $150 minimum = $300 minimum contribution 3 items × $150 minimum = $450 minimum contribution 4 items × $150 minimum = $600 minimum contribution

The greater the contribution, the greater the opportunity for meaningful brand visibility. Specific sponsorship recognition is subject to Festival production deadlines, available space, and promotional requirements.

Insurance & Liability

Each vendor is responsible for protecting their own:

• Merchandise

• Inventory

• Equipment

• Cash

• Electronic devices

• Displays

• Personal property

The Black Authors Festival is not responsible for loss, theft, damage, or disappearance of vendor property.

Vendors are responsible for any injury, damage, claim, or loss arising from their products, services, booth, equipment, employees, representatives, or activities, to the extent permitted by law.

The Festival may require proof of insurance or additional documentation for certain vendors or product categories.

Professional Presentation Standards

Because the Black Authors Festival caters to an elevated audience, all vendors are expected to maintain a polished and professional presentation.

Vendors agree to:

• Maintain a clean and attractive display

• Dress appropriately and professionally

• Keep products organized

• Remain courteous and welcoming

• Refrain from aggressive sales tactics

• Respect neighboring vendors

• Respect Festival staff and volunteers

• Keep their assigned area clean

• Remain within their assigned vending space

• Avoid obstructing walkways

• Follow Festival instructions

• Remove all merchandise and materials at the conclusion of the event

The Festival reserves the right to request removal of any product, display, signage, or material it determines to be inappropriate, offensive, unsafe, misleading, or inconsistent with Festival standards.

Sales, Taxes, & Business Requirements

Each vendor is responsible for complying with all applicable federal, state, and local laws and regulations governing their business.

This may include:

• Sales tax collection

• Business licensing

• Food permits

• Health requirements

• Product labeling

• Insurance

• Professional credentials

• Payment processing

• Customer receipts

The Black Authors Festival does not assume responsibility for a vendor's legal or regulatory compliance.

Late Arrival

Any vendor arriving after 12:00 PM will not be permitted to set up and will not receive a refund.

Vendor Equipment & Supplies

Unless otherwise specified, vendors are responsible for bringing all materials necessary to create and operate their vending experience.

Vendors should bring:

Vending table
Tablecloth
Tent/canopy, if applicable
Professional signage
Product displays
Products/inventory
Business cards
Promotional materials
Payment-processing equipment
Extension cords/power supplies, if needed
Chairs, if desired
Any additional equipment necessary for operation Electricity is not available, please make sure all of your operations can function without electricity

Out-Of-Town Vendors

We recognize that some of our vendors will travel from outside the local area. Out-of-Town Vendors are those from other states, not upstate, NYC, etc. For qualifying out-of-town vendors, the Black Authors Festival will provide:

One Vending Table Only

Out-of-town vendors remain responsible for:

• Table covering

• Signage

• Displays

• Chairs

• Products

• Payment equipment

• Promotional materials

• Tents/canopies, when applicable

• Electrical equipment

• Any other necessary vending supplies

Local & Regional Vendors

Local and regional vendors are responsible for providing their own vending table and complete setup.

The fee entitles me to one meal.