Vendor Information & Expectations (Please read in its entirety)

Thank you for your interest in participating in the inaugural Ladybug Dark Bloom Music Festival!

We are excited to bring this new annual tradition to Wilmington's historic Trolley Square and appreciate your interest in being part of it.

The Ladybug Dark Bloom Music Festival is a carefully curated community experience celebrating music, creativity, local businesses, and the beauty of the autumn season. To create the best possible experience for our guests and our vendors, we intentionally limit the number of vendor spaces available and thoughtfully curate the overall marketplace.

Please note that submitting an application does not guarantee acceptance.

Every application is carefully reviewed by our Vendor Selection Committee. Selection is based on a variety of factors, including product quality, uniqueness, category balance, overall fit with the festival, and available space. We may limit the number of vendors within certain categories to provide a diverse and engaging marketplace for our guests.

We encourage you to submit the strongest application possible and appreciate your interest in joining us for the inaugural festival.

Event Information

• Date: Saturday, October 31, 2026

• Festival Hours: 12:00 PM – 6:00 PM

• Live Music: 2:00 PM – 6:00 PM

• Vendor Load-In: 9:00 AM – 11:00 AM

• Location: Delaware Avenue between N. Clayton Street and N. Scott Street, Wilmington, Delaware.

Weather Policy

The Ladybug Dark Bloom Music Festival is a RAIN OR SHINE event.

Vendor fees are NON-REFUNDABLE under all circumstances, including inclement weather, vendor cancellation, or any other reason. NO REFUNDS. NO EXCEPTIONS.

Vendor Space

Each accepted vendor will receive:

• One (1) approximately 10' x 10' vendor space.

Vendors are responsible for supplying everything necessary to operate their booth, including but not limited to:

• Tent

• Tables

• Chairs

• Displays

• Lighting

• Extension cords

• Décor

• Any additional equipment required for their business

• Electricity is NOT provided.

• Food vendors requiring electricity must provide their own quiet, inverter-style generator that complies with all applicable safety regulations.

Tent Safety Requirements

For the safety of our guests, vendors, volunteers, and neighboring businesses:

• ALL tents MUST be properly secured using weighted tent anchors.

• Tent stakes are NOT permitted on festival grounds.

• Vendors arriving without adequate tent weights will not be permitted to complete setup until their tent is safely secured.

• This policy will be strictly enforced.

Vendor Selection Process

The Ladybug Dark Bloom Music Festival is a curated marketplace.

Because space is limited, not every applicant will be selected.

Preference may be given to vendors who:

• Offer unique or handcrafted products

• Complement the artistic and autumn-inspired atmosphere of the festival

• Provide interactive experiences or live demonstrations

• Offer products not already represented by other accepted vendors

• Support the overall mission and guest experience of the festival

• Selection decisions are final.

Vendor Agreement & Payment

If your application is approved, you will receive:

• A Vendor Agreement

• Payment instructions

• Vendor Handbook

• Event logistics

• Additional event information

Your vendor space is not reserved until BOTH the signed Vendor Agreement and full payment have been received.

Payment is due within 15 days of acceptance.

Vendor spaces not paid within this timeframe may be released to vendors on the waiting list without further notice.

Vendor Fees

Vendor fees range from $75–$150, depending on vendor category.

Vendor categories may include:

• Artists & Makers

• Retail Merchants

• Food Vendors

• Food Trucks

• Nonprofit Organizations

• Community Organizations

• Service Providers

• Accepted vendors will receive category-specific information, requirements, and event instructions.

Licenses & Permits

All vendors are responsible for obtaining and maintaining all licenses, permits, certifications, and insurance required by federal, state, county, and local regulations.

Food vendors must possess all required:

• Delaware Board of Health certifications

• Delaware business licensing

• Food service permits

• Any additional permits required to legally operate

• Proof of licensing and insurance may be requested before the event.

Vendor Hours of Operation

To provide the best possible experience for our guests, all vendors are expected to remain open and fully operational for the entire duration of the festival (12:00 PM – 6:00 PM EDT).

Early departures create empty vendor spaces, negatively impact neighboring vendors, and diminish the overall guest experience.

Therefore:

• Vendors may not begin packing, dismantling, or breaking down their booth before 6:00 PM EDT unless specifically authorized by Festival Management.

• Vehicles will not be permitted into the festival footprint until Festival Management has determined that it is safe to begin load-out.

• Vendors who close early or begin packing before 6:00 PM without prior approval may not be invited to participate in future Ladybug events.

• We understand that genuine emergencies occasionally occur. If an emergency requires you to leave early, please notify Festival Management immediately so we can work with you to ensure a safe departure.

• Thank you for helping us create an engaging and vibrant experience from opening until closing.

Sales & Attendance

Ladybug actively promotes the festival through advertising, public relations, social media, community partnerships, and marketing efforts.

However, vendor sales, customer traffic, and attendance cannot be guaranteed.

Participation is at each vendor's own risk.

The Ladybug Dark Bloom Music Festival makes no guarantees regarding:

• Attendance

• Customer traffic

• Sales volume

• Revenue

• Weather

• Vendor profitability

• Vendor Communication

Accepted vendors will receive additional information prior to the festival, including:

• Vendor Handbook

• Booth assignment

• Load-in instructions

• Parking information

• Event schedule

• Festival map

• Vendor credentials

• Day-of contact information

• Frequently Asked Questions

Please be sure the email address provided on your application is one you check regularly, as all official event communications will be sent electronically.

Festival Expectations

The Ladybug Dark Bloom Music Festival is designed to be a welcoming, creative, family-friendly community event celebrating women in music, local artists, small businesses, and the beauty of the autumn season.

We ask all vendors to help create this atmosphere by:

• Providing a welcoming and professional customer experience.

• Maintaining an attractive, clean, and organized booth throughout the event.

• Treating guests, volunteers, neighboring vendors, performers, and staff with courtesy and respect.

• Keeping your booth fully stocked and open throughout festival hours.

• Following all festival rules and directions from Festival Management.

Every vendor plays an important role in creating the overall guest experience, and we appreciate your partnership in making the inaugural Ladybug Dark Bloom Music Festival a memorable event for everyone.

Questions?

If you have any questions before submitting your application, we'd love to hear from you.

📧 admin@theladybugfestival.com

Thank you again for your interest in joining us.

We look forward to reviewing your application and hope you'll become part of the very first Ladybug Dark Bloom Music Festival!