Heart n Soul Policies

Once a vendor has paid for their space, no refunds will be issued—no exceptions. However, we understand that plans can change, so we offer the following flexible transfer options:

- One-Time Free Transfer: Each vendor is allowed one free transfer to a future Heart n Soul Market date of their choosing (based on availability).

- Additional Transfers: Any transfer after the first will incur a $15 transfer fee.

- Alternative Transfer Options: If a new date doesn’t work, vendors may: Transfer their spot to another vendor friend (with prior approval). Transfer the value of their fee to a social media promo package for their business instead.

All transfer requests must be submitted in writing at least 72 hours prior to the event. Failure to do so may result in forfeiture of the space and fee.

Vendor booth locations are carefully assigned and finalized weeks prior to each event. Our placement process ensures:

- All vendors have a confirmed and accessible space

- Competing vendors are not placed side-by-side

- Vendors requesting electricity are placed accordingly

Vendors are not permitted to set up in a different location than the one assigned unless a serious safety concern arises and is approved by Heart n Soul staff. Setting up in an unassigned space disrupts our layout, logistics, and other vendors’ experiences.

Upon arrival, all vendors must check in with Heart n Soul staff to receive their official booth assignment and free meal ticket. If you need assistance with locating or setting up your booth, please do not hesitate to ask our team—we’re here to help!

We love taking care of our vendors—and that includes keeping you fed and energized throughout the day! Every vendor will receive:

- 1 free meal ticket

- 1 additional ticket for a crew member

- Snacks and drinks throughout the event

We do our best to accommodate everyone, but please note:

If additional meals are desired, leftovers may be available after meal service ends. Simply check with a Heart n Soul staff member and, if available, we’ll be happy to serve you.

Children helping with your booth? Don’t worry—we’ll always make sure kids are fed, no questions asked. We’re here to support you, so just ask if you need anything food-related during the event!

At Heart n Soul Markets, we’re not your average rain-or-shine market—we’re here for the sunshine! 🌞

We intentionally schedule our outdoor events only when the forecast looks beautiful because we want every vendor (and customer!) to have the best possible experience.

Why we may cancel:

- Bad weather can keep customers away and ruin the vibe.

- Tents, products, and displays can get damaged.

- Electrical equipment and cooking appliances are at risk during storms.

Here’s how we handle it: We begin monitoring the weather 7 days prior to each outdoor event. An official decision will be made within 48 hours of the event. If an event is cancelled due to weather, vendors may transfer their fee to any upcoming Heart n Soul Market, even if the new event has a higher booth fee—no extra charge!

📩 Vendors must email their transfer request within 72 hours of the cancelled event.

We believe in teamwork—and that includes getting the word out! At least 2 weeks before each event, we provide all of our vendors with a promo toolkit that includes:

- Custom event graphics

- Videos and eye-catching reels

- Ready-to-use captions and hashtags All you have to do is copy, paste, and post on your social media pages!

📣 While promotion isn’t mandatory, we highly encourage vendors to share the event with their followers. Here's why:

We run paid ads and extensive marketing campaigns, but there’s a limit to how many people we can reach.

YOU have a unique following that we (and your fellow vendors) don’t—and the more vendors who share, the bigger and more diverse the crowd becomes!

We’re in this together, and every share, like, and post helps create an unforgettable, well-attended market.

Our signature sound is part of what makes Heart n Soul Markets so special! 🎶

At every event, we play our crowd- and vendor-favorite playlist featuring a mix of:

- R&B
- Jazz
- Rock
- Pop

If these genres aren't your vibe, we totally understand—but we may not be the right market family for you.

🎧 Want to hear something specific? We take song requests! Just email us in advance or ask during the event, and as long as it’s clean, upbeat, and family-friendly, we’ll do our best to add it.

🎵 Want to play your own tunes? You're welcome to bring a Bluetooth speaker for your booth! We ask that you:

- Keep your playlist clean (no cursing or explicit content)

- Respect nearby vendors with your volume, especially near our event speakers

- Avoid slow or sad music—we keep things fun and high-energy!

If you ever need us to adjust the event volume, just let us know kindly—we’ve got you!

But keep in mind: our music brings the vibes and draws in the crowds that keep the market buzzing. 🕺🏽💃🏽

We keep our vendors informed and prepared by sending important event emails—and we need your help by making sure you read them in full!

Each email includes essential information such as:

- Setup times and procedures

- Venue details and layout updates

- Policy reminders and updates

- Last-minute weather or vendor changes

- Contact info and market-day tips

📧 Please make it a habit to read every vendor email thoroughly so you're not missing out on anything important.

Trust us—every detail is there for a reason, and staying informed helps make the market smoother for everyone!

We receive a high volume of vendor applications and orders daily, so it’s crucial that each application is filled out completely, honestly, and accurately.

To avoid delays or confusion:

- Make sure the email used on your application matches the email used for your payment/order. This helps us properly connect your application to your vendor profile, setup preferences, and business details.

- Be honest about the products you intend to sell. Misleading or incomplete information on your application can result in issues with booth placement or removal from the event.

🗂️ We review applications every weekday within 24 hours, and you’ll receive either an acceptance or rejection email within 48 hours of submission.

If you believe your application was rejected in error, please don’t hesitate to contact us—we’re happy to explain why and, if possible, work with you on a solution.

We take marketing seriously and work hard to get your business in front of as many eyes as possible! Our promotional efforts include:

- Paid and organic social media marketing

- Flyer distribution in the community and local businesses

- Facebook event pages with real-time interest and RSVP tracking

📊 If you ask about expected attendance, we’ll always be transparent, sharing numbers based on Facebook event interest. However, we cannot guarantee exact turnout—life happens, and not everyone who clicks “Going” will show up.

Also keep in mind:

Even with a large crowd, not every guest will visit every booth. It’s up to each vendor to engage, attract, and convert customers. Make sure your products are season-appropriate—selling hoodies at a summer market may not yield the best results.

Great customer service matters. Smiling, saying hello, and being approachable plays a huge role in booth success. If customers don’t feel welcomed, they’re less likely to buy—no matter how many guests are at the event.

We bring the people. You bring the energy!