Vendor Info for Fall Fest
So you'd like to be a vendor at Fall Fest, and you have a geocaching or outdoors-related product or service (eg bug spray, waterproofing spray, heated outdoor attire, trail maps, etc) you would like to sell or offer to our guests? GREAT! We would love to have you!
Please note: We are not currently able to accept vendors who are not directly related to geocaching or outdoor activities (eg Tupperware, Scentsy, etc). All vendors should have a product that is directly related to geocaching and/or outdoor activity. If you're not sure if you would be a good match for our event, please contact us to discuss.
The easiest way to become a vendor, is to become a sponsor. All sponsorship levels receive a complementary vendor space with a minimum $100 donation (cash, services or in-kind donations welcome). We want our sponsors to have the best experience possible, so will do our very best to provide you with whatever you need so you can be here (access to power, tables, chairs, etc) and will work with you to ensure your needs are met.
If you are a food truck or food vendor, you will not be located with the rest of the vendors in the Courtyard - we welcome you to set up in the main pedestrian areas in front of the Agriplex with access to power if required. Food trucks/food vendors are NOT subject to our sponsorship agreement to attend the event, but we do not offer any sales guarantees during the event. For more information, please contact us at
Space Details: Each vendor space is ~8x10 feet, including a one table, and two chairs. Additional tables or spaces are available for a fee.
Participation: Sales of items are not guaranteed by the event managers to attendees or event managers. Refunds will not be given based on poor sales.
Fees: Vendor/Sponsorship fees may be direct costs or in-kind donations of services, goods, or auction items. These are negotiated with the vendor manager at the time you make your vending request. If paying in goods or auction items, please ensure these items are provided to event management prior to 7pm on Friday.
Space Requests: You may request a specific location, but we reserve the right to adjust for optimal participation. Power requirements will be met wherever possible, but please come prepared with an extension cord and power bar just in case. We will have both indoor and outdoor vendor space available, in Bi-Centennial Building and the Courtyard. We will accommodate as many requests as we can, starting with our Diamond sponsors.
Payment: Your space is confirmed only after this contract is return signed by both event management and vendor partner.
Setup and Tear Down: You may sell items on Thursday and Friday, at your discretion, any time the Bi-Centennial Building is open (during published events and activities). Setup and teardown are allowed one hour before and after these events. A full schedule of published events is listed on our website. Vending area will be open on Saturday from 9:00am until 3:00pm. Tear down must be complete (and building vacated) by 8pm on Saturday.
Responsibility: Ensure your setup doesn’t interfere with other vendors of their spaces. Items should be appropriate for the event and related to geocaching or outdoor activities.
Security: The Bi-Centennial Building is locked when not open to the public, but it’s not considered secure. Event managers will be in and out of the space to prepare for the next event. Protect your belongings accordingly. GeocacheON and Fall Fest are not responsible for loss or theft.
Additional Inclusions: As a valued sponsor, we want you to have a great time and be successful. We will do everything in our power to find you a campsite on the grounds, power and/or water requirements for your vendor booth, or sourcing additional tables/chairs if needed. With that said, your sponsorship does not include any of the following: SWAG packages or items, VIP benefits, campsites, food, beverages, snacks, or other benefits unless outlined in your contract.
Vendor Area: Vendors are set up along the outside wall in the front half of Bi-Centennial Building, and a long the exterior of the Bi-Centennial Building in the Courtyard. Vehicles are NOT permitted in the courtyard outside of the building - please plan to park on the grass behind the stage and transport your items in.The floor is part dirt, part concrete - we recommend covering your items with sheets to prevent dust buildup
Climate Control: Bi-Centennial Building is NOT heated or Air conditioned. Bring fans for warm fall days, and dress in layers in case it is chilly in the morning
Wifi/Cell Service: Wifi is NOT available on the grounds. You are responsible for ensuring you have reasonable cell service to take electronic payments, if you choose to do so. Rogers and Bell both have 3-4 bars of 5G service when tested, but you may wish to bring a signal booster with you in case (as testing was done with only 30-40 people on the grounds, not 500)
If you are not interested in becoming a sponsor but still want to be a vendor, please reach out to our planning committee and we can discuss further. Please note: we reserve the right to refuse any vendors who are not part of the sponsorship program, based on space constraints within our venue.
We thank all those who are interested in being a vendor at Fall Fest. Please contact us at