Vendor Guidelines & Event Policies

These guidelines are intended to help ensure a safe, organized, and enjoyable event for everyone.

1. Vendor Check-In

Vendor check-in will begin at 10:00 AM. Additional details, including your assigned vendor space and arrival instructions, will be included in your Vendor Information Packet.

Upon arrival:

Check in with the Vendor Coordinator.
You will be directed to your assigned vendor space.
Please unload your vehicle promptly before moving it to the designated vendor parking area.
Event volunteers will be available to assist if needed.

2. Vendor Set-Up

Vendors must be completely set up before the event begins at 12:00 PM.
Please be respectful of neighboring vendors while setting up.
Keep walkways and emergency exits clear at all times.
For everyone's safety, no set-up or breakdown will be permitted while attendees are present unless approved by event staff.

3. Vendor Space

Each vendor will receive one standard vendor space.

We have a limited number of tables available. If requested during registration, we will provide:

One (1) 6-foot table
Up to four (4) chairs
Electricity (if requested and approved)
Wi-Fi information (if requested)

Please bring:

Table coverings
Extension cords (10–50 feet if using electricity)
Power strips (if needed)
Banners and signage
Promotional materials
Business cards
Any additional supplies needed for your display

4. Vendor Representatives

Each vendor may have up to four (4) representatives working at their booth.

Please ensure all representatives:

Conduct themselves professionally.
Can be easily identified as members of your organization (name badges, branded shirts, etc.).
Wear appropriate attire.
Remain courteous and respectful to attendees, volunteers, and fellow vendors.

5. Giveaways & Door Prizes

We encourage vendors to provide:

Educational materials
Promotional items
Product samples
Family-friendly giveaways
Door prizes

Please avoid distributing items that may present a safety hazard to young children.

6. Sales Policy

Because this is a community resource event, vendors are encouraged to focus on education, services, and community engagement.

No products or services may be sold during this event.

No illegal, counterfeit, tobacco, alcohol, vaping, firearms, or adult-oriented products may be displayed or distributed.

7. Electricity & Wi-Fi

Electricity is available only for vendors who requested it during registration.

If using electricity:

Bring your own extension cords and power strips.
Ensure all cords are properly secured to prevent tripping hazards.

Wi-Fi access information will be included in your Vendor Information Packet.

8. Children's Safety

This event is designed for families with infants and young children.

Please help us maintain a welcoming environment by:

Keeping your display family-friendly.
Supervising any interactive activities.
Avoiding loud music or excessive noise.
Ensuring cords, equipment, and displays are safely secured.

9. Clean-Up

At the conclusion of the event:

Remove all displays and personal belongings.
Please do not leave marketing or promotional materials behind unless requested by event staff.
Dispose of trash and recycling in the designated receptacles.
Leave your vendor space clean and ready for the next use.

10. Weather

This event is indoors and will be held rain or shine, unless otherwise communicated by Our Warm Embrace.

11. Photography & Media

Photos and videos may be taken throughout the event for promotional purposes.

By participating as a vendor, you acknowledge that your organization and its representatives may appear in photographs and videos used by Our Warm Embrace for future marketing, social media, website content, and promotional materials.

12. Cancellations

If you are unable to attend, please notify Our Warm Embrace as soon as possible so another organization may be offered your vendor space.

Thank You

Thank you for partnering with Our Warm Embrace to support families throughout our community.

Your participation helps connect parents and caregivers with valuable resources, education, and services that strengthen families and create lasting community impact.

We look forward to seeing you on Saturday, September 19, 2026!

OWE 2026 Community Baby Shower Vendors

Register today!