🎃 Trick-or-Treat Vendor Showcase Vendor Sign-Up

• Saturday, October 18, 2025 | 11 AM – 7 PM

• 📍 Lincoln Park Athletic Complex | 1200 Parker Blvd, Buffalo, NY

• Hosted by Massage is Life, LLC & Jordyn’s Light Inc.

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🎟️ Event Overview

Join us for a festive, family-friendly indoor Halloween event featuring trick-or-treating at vendor booths, a hands-on craft corner, a live DJ with an open dance floor, exciting raffle prizes, and our interactive Cauldron Quest shopping adventure!

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This event supports Jordyn’s Light Inc. in honor of Pregnancy & Infant Loss Awareness Month.

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While this is our first year hosting this showcase, we’re putting in strong efforts to promote the event through sponsored ads, printed flyers, email blasts, social media and will also appear on Daytime Buffalo. We also appreciate vendors who help spread the word by sharing event graphics and details within their networks!

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Please Note:
If you have previously signed up for an event and failed to show up without communication, your application for this event will not be approved. We value reliability and commitment to ensure a successful experience for all involved.

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🔄 Vendor Type Limitations & Diversity

To ensure a successful and well-rounded event, vendor types are limited to prevent oversaturation and encourage variety.

• Direct sales vendors (e.g., Scentsy, Paparazzi, Color Street, Mary Kay, Tupperware) will be accepted on a first-come, first-approved basis

• If your company/brand has already been approved, your application will not be accepted

• 👉 A list of filled vendor types will be posted and updated daily on this page

• Apply early to increase your chances of approval before your category fills up!

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💰 Vendor Fees & What’s Included

• Standard Vendor (8x8 indoor space): $115

• Large Vendor Space (8x12 indoor space)-Only 2 Available (1 direct access to outlet): $140

• Food Truck (outdoor): $150

• Dog Rescue (Community Room – furbabies welcome): $50

• 🥤 Concession Stand Windows #1 & #2 – Beverage Vendors Only $115

  • The concession stand area features two separate service windows with a space between them, allowing for two beverage vendors to set up comfortably in a shared yet clearly divided area.

    • We are specifically seeking:

      • One specialty drink vendor (e.g., lemonade, slushies)

      • One beer and/or wine vendor to provide adult beverage options

  • This setup ensures each vendor has a dedicated serving window, clear visual separation, and a high-visibility location at the venue entrance.

  • 📸 There is also space directly beneath each window to hang a sign featuring your business name or logo.
    (Reference photo available in the gallery above.)

  • ⚠️ Important Notes:

  • Beverage vendors cannot be placed on the turf field under any circumstances. This location is designated specifically for drink vendors.

  • Beer and wine vendors must obtain a Temporary Alcohol Permit through the New York State Liquor Authority.
    The cost is $36, and the permit must be secured at the vendor’s own expense.
    For more information or to apply, visit: sla.ny.gov

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Fees include transaction and invoicing fees and help cover:

• Venue rental ($3,150)

• Flyers, ads, and event marketing

• Signage and printed materials

• Insurance

• DJ services ($800)

• Kids activity/craft areas

• Candy (we need a lot!)

• Decor, rentals, and event supplies

• Photography, Photo Booth, and more depending on number of signups

• Other Miscellaneous expenses

Your fee not only covers your space—it supports a fun, safe, and meaningful event for the community and families we serve.

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💳 Payment & Spot Selection Policy

• Fees are due within 7 days of application approval

• Spots are not secured without payment

• I do not hold spaces without payment – no exceptions

• Indoor booth selection will be made by vendors in the order payments are received, once the layout is finalized

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💼 Vendors Encouraged to Apply Include (but are not limited to):

• Crafters & handmade goods

• Boutique clothing & accessories

• Natural skincare & beauty items

• Candles & home fragrances

• Art, prints, and handmade décor

• Jewelry (handmade, custom, or permanent jewelry)

• Waist beads

• Hat bar

• Charcuterie Cups

• Flower Bar

• Festival Braids

• Kids Accessories & Apparel (bows, tutus, character-themed gear)

• Tumblers, Cups, Mugs & Custom Drinkware

• Seasonal/Home Decor Vendors (wreaths, signs, themed crafts)

• Massage services (chair massage, hand/arm massage, etc.)

• Children’s items & toys

• Plushies and collectibles

• Holiday-themed products

• Baked goods (individually wrapped/boxed)

• Lemonade stands

• Face painting & henna artists

• Authors & book vendors

• Pet products & accessories

• Community organizations

• Local services & small businesses

• Direct sales (1 vendor per company, with a limit on total direct sales accepted)

We’re looking to create a fun, welcoming, and family-friendly shopping experience with a wide variety of businesses!

🚫 Prohibited Vendor Products:​

• No cannabis, THC, or CBD edibles

• No products containing or promoting adult content or drug use

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🗓️ Application Deadline & Marketing Timeline

Vendor applications will be accepted until June 1st, 2025, or until all spots are filled, whichever comes first.

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I have several other events scheduled in late summer and early fall where I plan to distribute printed marketing materials specifically promoting the Trick-or-Treat Vendor Showcase. Having a confirmed vendor list early is crucial to ensure all approved vendors are included in these materials and receive maximum exposure.

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Early sign-up not only secures your spot but also gives your business additional promotional opportunities leading up to the event.

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📅 Event Time

• Event Hours: 11:00 AM – 7:00 PM

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🛠️ Vendor Setup & Teardown

• Setup Begins: 9:00 AM

• All unloading must be completed by: 10:45 AM

• All vendors must be fully set up by: 11:00 AM

• Late arrivals will not be permitted to set up – no exceptions

• Teardown must be completed by: 8:30 PM

• Vendors must leave their area clean and remove all trash and materials

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📍 Booth Space & Setup Details

• This is an indoor event on turf

• Standard booth spaces are 8x8 feet

• A limited number of larger 8x12 booths will be available in select perimeter areas due to the field layout

• Vendors must bring their own tables and chairs

• Please be mindful of your space and respectful to neighboring vendors

• Once the final floor plan is complete, vendors will select their booth location in the order payments were received

• Please note: larger booth spaces are only available in specific perimeter areas and will be first come, first serve based on payment timing

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🎭 Vendor Experience

• Costumes are encouraged for vendors, but not required

• Candy will be provided for trick-or-treating

• You’re welcome to bring branded candy, small giveaways, or custom treats to help your booth stand out​​

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🚚 Food Truck/Tent Placement/Items

Food trucks will be stationed right at the entrance of the venue in a designated section of the parking lot that will be blocked off to traffic for the event.

Please note:

• Only this section of the parking lot will be closed off—the rest of the lot will remain open for attendee parking

• This entrance placement ensures maximum visibility and steady foot traffic for food vendors

• Set-up instructions, arrival times, and the layout will be provided closer to the event date

• Food trucks must be fully self-contained and follow all health and safety guidelines

• We prefer a food truck offering kid-friendly items such as hot dogs, hamburgers, chicken fingers, and fries to help meet the needs of families attending the event

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🐾 Dog Rescue Opportunity – Community Room

​​​​​​​​​​We are offering the indoor Community Room to one approved dog rescue organization as part of our family-friendly Trick-or-Treat Vendor Showcase. This is a unique opportunity to showcase your rescue, connect with attendees, and introduce adoptable pups to the community.

We strongly prefer a rescue that will have adoptable dogs present to help create an engaging and heartwarming experience for guests.

Details:

• Fee: $50 flat rate

• Tables and chairs are NOT provided – you must bring your own, along with any crates, signage, or other equipment needed

• The rescue area must be supervised at all times by staff or volunteers

• All dogs must be leashed, crated, or contained safely and be friendly in a busy, indoor environment

• You are responsible for maintaining a clean space throughout the event and upon teardown

• The room must be left completely clean and free of any urine, feces, or debris

This is a wonderful opportunity to promote your rescue and meet local families in a space reserved just for you and your furry friends!

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👶 Vendors Bringing Children

We understand that some vendors may need to bring their children with them. While this is a family-friendly event, all children must be supervised at all times. Vendors are solely responsible for their children during the entire duration of the event, including setup and teardown.

Please keep the following in mind:

• Children must remain at your booth or within your direct supervision (I advise booth selection in direct site of crafting area/dance area)

• They may not roam the event unattended (younger kids)

• Any behavior deemed disruptive or unsafe may result in removal from the event

• The event organizers are not responsible for the care, safety, or supervision of any vendor’s child(ren)

This policy is in place to ensure a safe and enjoyable experience for all vendors, attendees, and staff.

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🔌 Electricity Notice

• I understand that electricity is not guaranteed and is intended only for vendors who truly require it to operate their booth setup (e.g., heat press)

  • It is not provided for general use such as phone charging.

• Access is only available along the perimeter of the field

• Vendors must bring their own extension cords if they hope to access power

• Early sign-up increases your chances of being placed near an outlet, but it is not guaranteed

• If electricity is needed, the organizer will direct you to the closest available outlet at the time of booth selection, based on availability

• Power boxes and portable phone chargers are strongly recommended

• The use of generators is not allowed

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⏰ Setup Policy – Please Arrive on Time (9am setup time)

All vendors must be fully unloaded by 10:45 AM and set up by 11:00 AM.
Late arrivals will not be permitted to set up — this policy will be strictly enforced.

We ask that you arrive on time for the following important reasons:

• ✅ To maintain a smooth and safe flow of traffic before the event begins

• ✅ To ensure all vendors are ready when doors open to the public at 11:00 AM

• ✅ To respect the timeline shared with the venue and other participating vendors

• ✅ To ensure the event starts on time with a full and professional appearance

• ✅ Once attendees begin arriving, unloading and using entryways becomes a safety hazard and causes unnecessary congestion

• We understand you may still be adding finishing touches to your display once the event begins, but the bulk of your setup must be completed by 11:00 AM.

• Please plan accordingly. If you anticipate any issues with arrival or setup, you must communicate in advance for consideration.

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🏟️ Venue Rules & Expectations

• Follow all venue rules and respect the facility, field, and staff

• No food is permitted on the turf field (no meals, snacks, or open beverages)

• Bottled water and closed-top drinks are allowed at your booth

• Vendors must clean up their area at the end of the event

• Be courteous to fellow vendors, guests, and staff

• Failure to follow rules may result in removal or exclusion from future events

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📜 Policies & Agreements

By applying, you acknowledge and agree to the following:

• Vendor fees are non-refundable and non-transferable

• One business per booth – no booth sharing unless pre-approved

• Food vendors must have appropriate permits and comply with local health codes

• No alcohol, illegal products, or inappropriate content is allowed

• Vendors must bring their own tables and chairs

• Electricity is not guaranteed

• Vendors must be unloaded by 10:45 AM – late arrivals will not be permitted to set up

• No copyright-infringing products

  • Vendors selling infringing items will be asked to remove them or may be dismissed without refund

• Photos and videos may be taken during the event and used in future promotional materials by Massage is Life, LLC or Jordyn’s Light Inc.

• Vendors are encouraged to promote the event—a digital promo graphic will be emailed upon approval

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📩 After You Apply

Once your application is reviewed and approved, you’ll receive a confirmation email with payment instructions.

Stay connected on the Jordyn’s Light and Massage is Life Facebook and Instagram pages for updates and promotional materials.

📧 Questions? Email: angelajessie@massageislifellc.com