Heart n Soul Markets is committed to creating a festive, respectful, and professional environment for vendors, staff, and guests.

Vendors are expected to:

• Communicate respectfully with event staff at all times
• Follow all instructions provided by Heart n Soul Markets staff
• Treat fellow vendors and attendees with courtesy and professionalism
• Conduct business in a manner that aligns with the values of the event

Disrespectful behavior, harassment, or unprofessional conduct will not be tolerated.

Vendors are required to provide one primary email address that they actively monitor and receive notifications for.

This email address will be used for:

• Application status updates
• Acceptance and confirmation notices
• Setup instructions and event details
• Weather updates and rescheduling notifications
• All official Heart n Soul Markets communications

Vendors must:

• Use the same email address during checkout and application submission
• Ensure the email address provided is accurate and accessible
• Monitor this email regularly leading up to the event

To ensure proper communication and account connection, vendors should use the same email address they intend to check consistently, as this email will be linked to their application and vendor account.

Heart n Soul Markets is not responsible for missed communications due to:

• Incorrect email addresses
• Inactive or rarely checked inboxes
• Spam or promotional filtering on the vendor’s email provider

Failure to receive or review emailed information does not exempt vendors from policy compliance.

At Heart n Soul Markets, booth placement is carefully planned before each event to create the best possible shopping experience for both our vendors and our guests.

Booths are strategically assigned to:

• Create a balanced vendor mix throughout the event
• Avoid placing direct competitors beside one another whenever possible
• Accommodate approved accessibility or power requests
• Keep vendors away from areas that may present safety concerns or limited customer flow
• Maintain an organized layout that encourages customers to explore the entire market

Because every placement is intentional, booth assignments are final.

Please do not request to move your booth on event day because you prefer a different location, would like to be closer to your vehicle, or would rather be near another vendor. Last-minute changes affect the layout of the entire event and are unfair to vendors who accepted their assigned placement.

Our team will always assist vendors with unloading and loading during designated setup times, so there is no need to sacrifice customer traffic to be closer to your vehicle.

We appreciate your trust in our planning process and ask that you allow our event team to manage booth assignments. We have spent years learning what layouts create the best experience for everyone involved.

Vendors must:

• Arrive within the designated setup window
• Be fully set up by the required time
• Remain set up for the full duration of the event
• Break down only during the approved breakdown window

Early breakdown or failure to follow setup guidelines disrupts the event experience and may impact approval for future events.

• Vendor fees are non-refundable unless otherwise stated
• Vendor fees may be transferable to a future Heart n Soul Markets event at the discretion of management
• No-shows forfeit all fees and future participation privileges

All payment terms are outlined at the time of application or acceptance.

Every successful market is a team effort.

Heart n Soul Markets invests heavily in marketing through social media, email campaigns, community groups, paid advertising, and local partnerships. While we work hard to bring shoppers through the gates, we also ask every vendor to help spread the word.

After you're accepted, we'll provide promotional graphics, flyers, event links, and other marketing materials for you to share with your audience.

We encourage vendors to:

• Share the official event flyer regularly leading up to the event.
• Announce your participation on Facebook, Instagram, TikTok, and other social platforms.
• Post photos or videos of products you'll be bringing.
• Invite your family, friends, and customers to attend.
• Use the official event hashtags and tag Heart n Soul Markets in your posts so we can share your content.

When every vendor promotes the event, everyone benefits. More excitement creates more engagement, larger crowds, and more opportunities for every business to succeed.