Official 2027 vendor & workshop packet

Build your booth.
Own the weekend.

Everything vendors need to apply, prepare, get permitted and make frightfully good sales.

Start the application Pay vendor fee Review the packet

FestivalOctober 28-31, 2027

VenueSarasota County Fairgrounds

Applications dueJanuary 30, 2027

Spaces are curated and may fill before the deadline.

Welcome vendors & partners

A premium marketplace where killer deals come alive.

Selected vendors operate across all four public event days in an environment combining major live music, rides, carnival attractions, Halloween spectacle, food, charity activations and premium hospitality.

Curated placement

Approval reserves a category and footprint, not guaranteed revenue, attendance, exclusivity, location or profit.

Inspection-ready

Every vendor must arrive licensed, insured, staffed, equipped and ready for organizer and agency inspection.

Four-day commitment

Full participation is expected October 28-31 unless the organizer provides written approval for a different schedule.

Packet navigation

All vendor info in one spooky little spot.

01Event overview & key dates 02Booths, pricing & VIP Lounge 03Selection criteria 04Sarasota permit roadmap 05Food-safety workshop 06Booth & site operations 07Insurance & COI 08Budgeting & financial planning 09Application process & common errors 10Secure vendor fee checkout 11Complete online application

Premium vendor row

Built for visibility, flow and nighttime impact.

Professional booth standards, assigned utilities, dedicated operations support, controlled traffic lanes and a visual environment that belongs inside the show.

Plan backward

Key dates and deadlines

Permit, insurance, inventory, fabrication and staffing delays are common. Submit early.

Now

Applications open

Submit a complete application and attachments as soon as possible.

Jan 30, 2027

Application deadline

Categories may close earlier when the marketplace is filled.

Feb-Apr 2027

Initial review

Respond to corrections, category questions and compliance requests.

Summer-Fall

Final verification

Current permits, final menu/catalog, equipment schedule and COI are due before credentials are released.

Oct 26-27

Setup and load-in

Assigned appointment required. No unapproved vehicles or trailers remain in the booth row.

Oct 28-31

Festival operation

Operate the approved footprint, products, hours and payment method.

Before leaving Oct 31

Final settlement

Revenue-share balances and any open charges are due before departure.

Nov 1-2

Breakdown and load-out

Use the assigned window and leave the space broom-clean.

Commercial terms

Booth and payment options

Apply first and pay after selection, or voluntarily pay a listed vendor fee up front to expedite the financial-completeness review. Payment does not guarantee approval, category acceptance or placement.

Standard space

10' × 10' Vendor Booth

$4,500full four-day event

$2,250 + 5%gross-sales split option

Approved 100-square-foot footprint
Location assigned by production
Utilities quoted separately when required
Full-event placement for October 28-31

Choose a 10 × 10 payment

Expanded space

10' × 20' Vendor Booth

$5,500full four-day event

$2,750 + 5%gross-sales split option

Approved 200-square-foot footprint
Additional frontage or operational depth
Utilities quoted separately when required
Expanded full-event frontage

Choose a 10 × 20 payment

Large-format space

20' × 20' Vendor Booth

6,500full four-day event

$3,250 + 5%gross-sales split option

Approved 400-square-foot footprint
Best suited to major retail, food or activation builds
Utilities quoted separately when required
Large-format full-event activation footprint

Choose a 20 × 20 payment

VIP Lounge services

Beauty, wellness and specialty services

$3,000space fee

5%of gross sales

Face painting, lashes/brows, nails, massage, barbers, hair, tattoos and piercings
Professional licensing must match every service offered
A voluntary $2,000 payment with the application may expedite financial review but does not guarantee approval
All balances and revenue share due before departure

Choose the VIP payment

Split-option controls: Organizer-issued Toast handhelds or an approved sales-tracking system are required. Cash is accepted, but every sale must be logged. The final 5% gross-sales balance is due before leaving the grounds on October 31, 2027. Misreporting or theft may result in removal, a future-event ban and referral to law enforcement.

Category control: Only approved products, services, menu items, alcohol activity and demonstrations may be offered. Alcohol may not be sold, sampled or given away without prior written authorization and all required licenses.

Secure vendor fee checkout

Pay now to expedite review.

Choose the approved fee structure that matches your requested footprint. Card and supported payment details are entered only on Stripe's hosted checkout page.

Priority review Up-front fee payments expedite the financial-completeness review.

Payment does not guarantee selection, category availability, placement, exclusivity, attendance, sales or profit. The vendor application and required documents must still be approved.

Server-validated fee amounts
Stripe-hosted payment screen
Receipt linked to your application
No card information stored by this site

Vendor payment

Select a checkout option

Stripe

Vendor business name * Payment contact * Email for Stripe receipt * Phone Application receipt, when availableLinking the payment to your application helps the review team match records faster.

Checkout amount *

10' × 10' — Pay full fee$4,500Paid in fullNo percentage-based booth-fee balance. Other approved charges remain due under the vendor agreement. 10' × 10' — Split-option deposit$2,250+ 5% gross salesAn additional 5% of gross event sales is due before leaving the grounds on October 31, 2027. 10' × 20' — Pay full fee$5,500Paid in fullNo percentage-based booth-fee balance. Other approved charges remain due under the vendor agreement. 10' × 20' — Split-option deposit$2,750+ 5% gross salesAn additional 5% of gross event sales is due before leaving the grounds on October 31, 2027. 20' × 20' — Pay full fee$6,500Paid in fullNo percentage-based booth-fee balance. Other approved charges remain due under the vendor agreement. 20' × 20' — Split-option deposit$3,250+ 5% gross salesAn additional 5% of gross event sales is due before leaving the grounds on October 31, 2027. VIP Lounge service vendor — Space fee$3,000+ 5% gross salesAn additional 5% of gross event sales is due before leaving the grounds on October 31, 2027.

Selected checkout Choose a fee option above —

Your exact amount is selected from the server-controlled fee catalog.

I understand this payment is subject to the vendor agreement and refund terms; it may expedite review but does not guarantee application approval or placement. Split options require the additional 5% gross-sales settlement stated above.

After selecting Continue, Stripe opens a secure hosted page where eligible promotion codes can be entered before payment.

VIP Lounge environment

Premium hospitality, not a folding-table afterthought.

Selected service vendors enter a controlled lounge world with elevated lighting, seating, guest flow, private bar operations and curated experiential placement.

Vendor selection

How applications are evaluated

Legal readiness

Required registrations, permits, licenses, insurance and truthful documentation.

Quality and fit

Strong products, services, menu execution and relevance to the Hallo-Worlds audience.

Category balance

Diverse offerings without unnecessary duplication across food, retail, services and activations.

Festival experience

Demonstrated ability to operate safely under volume, weather, long hours and inspections.

Guest service

Professional, responsive, inclusive and fast-moving staff with clear pricing.

Financial stability

Enough working capital for inventory, labor, travel, equipment, permits and unexpected costs.

Local impact

Sarasota and Florida businesses receive meaningful consideration when quality is equal.

Reputation

References, prior inspection history, reviews and organizer experience may be considered.

Florida / Sarasota compliance

The permit roadmap

The event is inside the City of Sarasota. Final requirements depend on the exact vendor activity and agency jurisdiction.

Business identity

Active Florida entity or valid out-of-state authority when required; register a fictitious name when operating under a name different from the legal owner.

Florida sales tax

Businesses selling taxable goods or services must register with the Florida Department of Revenue and keep the certificate available at the temporary location.

Local business tax

Confirm City of Sarasota and any applicable county local business tax receipt requirements before final approval.

Food jurisdiction

Restaurants, caterers and temporary prepared-food vendors are commonly regulated by DBPR; packaged/retail food may fall under FDACS; limited institutional or exempt operations may involve the Department of Health.

Professional licensing

Massage, cosmetology, barbering, tattooing, piercing and other regulated services must show active licenses and operate within the licensed scope.

Fire, tent, propane and power

Provide flame-resistance documentation, equipment/BTU schedule, extinguishers and approved fuel/power plans. Final layout and operation are subject to fire authority and production approval.

Insurance and workers compensation

Provide current certificates and endorsements before credential release. Workers compensation coverage or a lawful exemption may be required.

SAMPLE - NOT A GOVERNMENT DOCUMENT

SARASOTA, FLORIDA

LOCAL BUSINESS TAX RECEIPT

Event compliance example

2027

Business name: Approved Vendor Company LLC
Location: 3000 Ringling Blvd, Sarasota, FL 34237
Activity: Temporary festival retail / food / services
Status: Verify directly with issuing agency

This packet is an organizer guide, not legal, tax, insurance or licensing advice. Rules and fees may change before October 2027. Agency approval controls over this summary.

Special-event food safety workshop

Protect food at every step.

Build a written flow plan from approved source to commissary, transport, booth service and disposal. Vendors must meet the rules of their licensing agency and any stricter event requirement.

Improper temperature control

Cold food at 41°F or below; hot food at 135°F or above.

Undercooking

Cook each animal product to its required minimum internal temperature.

Contaminated equipment

Clean and sanitize food-contact surfaces and protect utensils.

Unsafe sources

Buy from approved, licensed suppliers and keep invoices available.

Poor hygiene

Use approved handwashing, barriers, employee-health controls, and hair restraints.

Cold holding41°F or below

Danger zone41°F-135°F

Hot holding135°F or above

Time/temperature control for safety foods

TCS foods support rapid pathogen growth unless temperature is controlled. Common examples include dairy, eggs, shellfish, fish, meat, poultry, cooked rice/pasta/beans/vegetables, baked potatoes, sprouts, untreated garlic-in-oil and cut tomatoes, melons and leafy greens.

Cooking and reheating reference

Food	Minimum
Eggs for immediate service	145°F
Fish and intact beef steaks/chops	145°F
Ground meat	155°F
Poultry and stuffed foods	165°F
Reheating cooked TCS food for hot holding	165°F within 2 hours

Use the applicable current Florida/FDA code and regulator instructions when they differ from this quick reference.

Approved source and base of operation

Purchase food and ice from approved, licensed suppliers.
No food prepared or stored in a private home unless a specific lawful exemption applies and the event approves it in writing.
Use a licensed restaurant, commissary or shared kitchen when required.
Complete complex preparation, produce washing, bulk slicing, cooling and utensil washing at the approved base unless the regulator approves the booth process.
Keep supplier invoices, commissary agreement and current inspection/license records available.

Planning and records

Menu and process flow
Supplier and receiving records
Temperature logs and corrective actions
Thermometer calibration checks
Cleaning/sanitizing procedures
Employee health policy

Transportation

Protect food from contamination
Maintain cold food at 41°F or below
Maintain hot food at 135°F or above
Use insulated or mechanical equipment suitable for the trip
Check food temperature at departure and arrival

Handwashing

Approved potable water
Flowing water with hands-free or on/off valve as accepted by regulator
Soap, paper towels and waste-water catch container
Accessible at all times
Wash hands before gloves and after contamination

Employee health

Exclude or restrict ill employees as required
No work with vomiting, diarrhea, jaundice or diagnosed foodborne illness
Cover infected wounds correctly
Clean clothing and effective hair restraints
No eating, smoking or personal drinks in prep zones

No bare-hand contact

Use gloves, deli tissue, tongs or utensils for ready-to-eat food
Change gloves between tasks and after raw-food handling
Never wash or reuse disposable gloves
Gloves do not replace handwashing

Cold storage

Use adequate mechanical refrigeration when required
Provide thermometers in units
Keep raw animal foods separated
Store all food at least 6 inches off the ground
Correct temperature problems immediately

Hot holding

Use steam tables, hot boxes or other approved holding units
Heat/reheat food before placing in hot holding
Do not use holding equipment as the primary reheating method
Cook in manageable batches

Customer protection

Use sneeze guards, packaging or effective distance/barriers
No unapproved self-service
Protect condiment systems
Keep refrigerated displays shaded from direct sun

Water and beverages

Use potable water from an approved source
Buy ice from an approved supplier
Use protected beverage dispensers
Return equipment for proper cleaning when required
Non-dairy frozen beverage processes require regulator approval

Cleaning and closing

Maintain sanitizer and test strips
Provide enough clean utensils for the full operating period
Use approved warewashing facilities when required
Remove trash and replace soiled floor covering
Discard food that cannot be safely retained under the approved process

Operations may be stopped for: missing license/permit, unsafe temperatures, inadequate refrigeration, no functioning handwash facility, contaminated food, unsafe water, unapproved food source, missing fire protection, blocked exits or ineffective customer barriers.

Food-safety knowledge check

Cold holding? 41°F or below.

Hot holding? 135°F or above.

Home preparation allowed? Not unless a specific legal exemption and event approval apply.

Can gloves replace handwashing? No.

Can you begin serving before a required temporary license/inspection? Follow the licensing agency's instructions; DBPR temporary vendors generally must pass inspection and receive the license before operating.

Can alcohol be sampled or given away? Only with prior written event approval and all legally required licensing.

Onsite operations

Design the booth as a production system.

Your diagram must show every object, cord, fuel source, exit and customer interface. The final site plan controls.

Customer aisle / selling side

Service counter + barrier

POS

Handwash

Cold holding

Hot holding

Prep / assembly

Dry storage

Extinguisher

Rear exit kept clear

Site setup

Maintain clear exits and fire lanes
Do not block hydrants, electrical panels or emergency equipment
Use durable, cleanable floor covering where required
Anchor tents and displays for the approved wind plan
Keep merchandise and food protected from weather

Power and cords

Declare every appliance and amperage
Use outdoor-rated listed equipment
No unapproved generators
Protect and ramp cords across any travel path
Do not daisy-chain household power strips

Propane and open flame

Submit appliance count, total BTU and cylinder needs
Use approved hose, regulators, shutoffs and cylinder restraint
No spare cylinders inside the booth unless approved
Maintain required clearances and extinguishers
Final hookup may be restricted to the event's approved supplier

Equipment rental

Order refrigeration, sinks, cooking equipment, counters and power early
Vendors are responsible for backup plans
Rental equipment does not waive permit requirements
All equipment must fit the approved footprint

Staff and conduct

Credential every worker
Keep pricing visible
No aggressive solicitation or sound bleed
No intoxication, harassment, fighting or unsafe conduct
Follow security and emergency directions immediately

Trick-or-Treat activation

Participation is required Friday and Saturday, 4:00-7:00 PM
Provide commercially packaged candy or organizer-approved safe promotional bags
Offer kid-safe and adult-appropriate options
No alcohol, medication, sharp items or choking hazards

Waste and wastewater

Use assigned trash, grease and wastewater systems
No dumping on pavement, grass, drains or restrooms
Flatten cardboard and keep rear service lanes clear
Leave the footprint broom-clean

Emergency readiness

Know the nearest exit and medical point
Keep emergency contact information onsite
Secure cash and valuables
Follow weather, evacuation and shelter instructions
Report hazards immediately

Insurance and certificate of insurance

Coverage must match the operation.

Commercial general liability

Submit current evidence of coverage with limits stated in the approval notice. Product, completed-operations and contractual liability may be required.

Additional insured

The organizer, venue and designated parties must be listed exactly as instructed. A certificate alone may not replace the required endorsement.

Specialized coverage

Food, alcohol, autos, professional services, tattoo/piercing, massage, amusements and high-risk activities may require additional policies.

Workers compensation

Provide Florida-compliant coverage or documentation of a lawful exemption when applicable.

COI checklistCorrect legal nameCurrent policy datesRequired limitsAdditional insured wordingEndorsements attached

Budgeting and financial planning

Forecast more than sales.

Use conservative traffic, average-ticket and labor assumptions. Examples below are illustrations, not revenue promises.

Customers per day Average ticket COGS % Labor total Booth / space fee Other expenses

Four-day revenue$0

Cost of goods$0

Operating expenses$0

Estimated pre-tax net$0

Include permits, insurance, payment-processing fees, utilities, refrigeration, propane, transport, lodging, signage, disposables, waste, spoilage, rain/weather impact, replacements and a contingency reserve.

Florida sales tax is not gross income. Collect, report and remit it as required. Consult a qualified tax professional for income-tax treatment.

Application review

Prevent the most common send-backs.

Submit early

Do not wait for the deadline. Category space and correction time are limited.

Describe every product

Incomplete menus, missing prices, vague services and undisclosed samples cause delays.

Draw the real booth

Show counters, exits, appliances, refrigeration, handwashing, storage, cords, hoses, POS and extinguishers.

Upload actual credentials

Receipts, class registrations and expired documents do not replace active permits, licenses or certificates.

Match the commissary

Food processes, equipment and menu must be supportable by the licensed base of operation.

Correct the COI

Wrong insured name, missing endorsements, low limits and expired dates will be returned.

Typical attachments

Business registration / fictitious nameSales-tax certificateLocal business tax receipt or statusFood permit/licenseProfessional licensesMenu/catalog and pricesBooth diagramEquipment / power / propane scheduleCOI and endorsementsWorkers compensation or exemptionPhotos of prior setup

Official application

Apply for Hallo-Worlds 2027.

Applications are due January 30, 2027 and may close early. Nothing is due until approval and selection, except a voluntary VIP Lounge expedited-review payment when offered.

Vendor Departmentvendors@hwfest.com 941-298-2795Sarasota County Fairgrounds
3000 Ringling Blvd, Sarasota, FL 34237

1. Business identity

Legal business name * DBA / brand name Entity type Florida document number FEIN / tax ID Florida sales-tax number Local business tax receipt / status Business address Website / social links

2. Primary and emergency contacts

Primary contact * Email * Phone * Emergency contact and phone

3. Products, services and footprint

Vendor category * Requested space * Complete products, services or menu * Price range Estimated staff count Power request Fresh water connection requested Propane / open flame used Cooking or hot holding onsite Equipment list, dimensions, wattage/amperage and BTU Commissary / licensed base of operation

4. Licenses, insurance and payment

Food license / agency / number Professional licenses Insurance carrier Policy number Workers compensation / exemption Requested payment structure *

5. Attachments

PDF, JPG, PNG or WEBP; 8 MB maximum per file.

Business registration Menu / catalog / pricing Booth diagram License / permit Insurance / COI Other supporting document

I certify that the information is accurate; I understand that submission and any voluntary payment do not guarantee selection; and I agree to comply with event, venue, agency, safety, sales-reporting, Trick-or-Treat and conduct requirements.

Official references

Verify requirements at the source.

Links were reviewed for this packet in July 2026. Use the current agency page and instructions at the time of application.

Florida DBPR temporary event guide↗Florida DBPR temporary event checklist↗Florida DBPR temporary-event rule summary↗Florida Department of Revenue sales tax↗Florida business tax registration↗Florida Division of Corporations / Sunbiz↗City of Sarasota local business tax↗City of Sarasota special events↗Florida food manager certification↗FDACS food establishments↗

Create the world with us

Applications may fill before January 30, 2027.

Apply now Pay vendor fee

Build your booth.Own the weekend.

A premium marketplace where killer deals come alive.

Curated placement

Inspection-ready

Four-day commitment

All vendor info in one spooky little spot.

Built for visibility, flow and nighttime impact.

Key dates and deadlines

Applications open

Application deadline

Initial review

Final verification

Setup and load-in

Festival operation

Final settlement

Breakdown and load-out

Booth and payment options

10' × 10' Vendor Booth

10' × 20' Vendor Booth

20' × 20' Vendor Booth

Beauty, wellness and specialty services

Pay now to expedite review.

Select a checkout option

Premium hospitality, not a folding-table afterthought.

How applications are evaluated

Legal readiness

Quality and fit

Category balance

Festival experience

Guest service

Financial stability

Local impact

Reputation

The permit roadmap

Business identity

Florida sales tax

Local business tax

Food jurisdiction

Professional licensing

Fire, tent, propane and power

Insurance and workers compensation

LOCAL BUSINESS TAX RECEIPT

Protect food at every step.

Improper temperature control

Undercooking

Contaminated equipment

Unsafe sources

Poor hygiene

Time/temperature control for safety foods

Cooking and reheating reference

Approved source and base of operation

Planning and records

Transportation

Handwashing

Employee health

No bare-hand contact

Cold storage

Hot holding

Customer protection

Water and beverages

Cleaning and closing

Design the booth as a production system.

Site setup

Power and cords

Propane and open flame

Equipment rental

Staff and conduct

Trick-or-Treat activation

Waste and wastewater

Emergency readiness

Coverage must match the operation.

Commercial general liability

Additional insured

Specialized coverage

Workers compensation

Forecast more than sales.

Prevent the most common send-backs.

Submit early

Describe every product

Draw the real booth

Build your booth.
Own the weekend.