Living Bethlehem & Christmas Market Vendor Agreement
By submitting an application and accepting a vendor space at the Living Bethlehem & Christmas Market, the participating business (“Vendor”) agrees to the following terms and conditions established by Harrington Center for the Arts (“HCA”).
1. Application & Acceptance
Submitting an application does not guarantee acceptance into the Christmas Market. HCA reserves the right to approve or decline vendors based on available space, product mix, event needs, and overall fit with the Christmas Market.
Once accepted, the Vendor’s registration/reservation fee will be processed using the payment method provided during registration. A vendor space is not considered confirmed until the Vendor has been accepted and the reservation fee has been successfully processed.
2. Vendor Fee: Reservation Fee & 12% of Net Sales
New for 2026, vendor fees will consist of an upfront reservation fee as well as well as a fee of 12% of net sales that is handled immediately following the festival.
The reservation fee will be processed once the Vendor has been accepted and will secure the Vendor’s space in the Christmas Market.
Following the Vendor’s final day of participation, the Vendor agrees to provide HCA with an accurate POS report or sales summary showing sales for each day the business participated in the Living Bethlehem Christmas Market.
HCA will issue an invoice to the email address provided on the Vendor’s registration for 12% of net sales generated during the Vendor’s participation in the Christmas Market.
For purposes of this agreement, net sales are defined as gross sales generated at the event, less sales tax collected.
The Vendor agrees that all submitted sales information will be complete and accurate and agrees to pay HCA’s invoice according to the payment terms stated on the invoice.
3. POS Reporting
A POS report or sales summary must be submitted within three (3) business days following the Vendor’s final day of participation.
The report must clearly identify sales generated during each day and time period the Vendor participated in the Christmas Market.
If the Vendor accepts cash, Venmo, or other forms of payment that are not automatically included in the primary POS report, those event sales must also be included in the sales summary provided to HCA.
Failure to provide an accurate sales report or pay the resulting invoice may affect the Vendor’s eligibility to participate in future Harrington Center for the Arts events.
4. Cancellation Policy
Because vendor spaces, tents, event layouts, and resources are planned in advance, the following cancellation policy applies:
14 or more calendar days before the Vendor’s first scheduled event date: 100% refund of the reservation fee.
8–13 calendar days before the Vendor’s first scheduled event date: 50% refund of the reservation fee.
7 calendar days or fewer before the Vendor’s first scheduled event date: No refund of the reservation fee. HCA also reserves the right to assess a $100 late cancellation fee due to costs and lost opportunities associated with the reserved space.
No-shows: Vendors who fail to attend without notifying HCA are not eligible for a refund and may be charged the $100 late cancellation fee. No-shows may also affect eligibility for future HCA events.
All cancellations must be submitted in writing to Harrington Center for the Arts.
5. Approved Products
Vendors may only sell products, food, services, or other items that were disclosed in their application and approved by HCA.
Any additional products a Vendor wishes to introduce after acceptance must receive approval from HCA before being offered for sale at the Christmas Market.
HCA reserves the right to restrict or prohibit specific products at any time in order to maintain an appropriate product mix, reduce direct competition between participating vendors, meet venue or event requirements, or maintain the overall quality and character of the Christmas Market.
If an unapproved or restricted product is displayed or sold, HCA may require the Vendor to immediately remove that product from sale.
6. Booth Operations
Vendors agree to operate their booth during all required Christmas Market hours for the dates included in their accepted registration unless otherwise approved by HCA.
Vendors are responsible for staffing and maintaining their booth throughout operating hours. Vendors may not arrive late, close early, or leave their booth unattended for an extended period without prior approval from HCA.
Vendor displays, signage, inventory, decorations, and equipment must remain within the assigned booth space and may not interfere with neighboring vendors, pedestrian traffic, emergency access, or event operations.
7. Booth Space, Tents & Equipment
HCA will provide the equipment specifically identified as included with the Vendor’s registration, including the assigned tent and available power where applicable.
Vendors are responsible for their own merchandise displays, tables, chairs, decorations, extension cords, lighting, and other equipment unless specifically stated otherwise by HCA.
Vendors may not make permanent alterations to tents, electrical systems, event property, or other equipment provided by HCA.
8. Setup, Breakdown & Overnight Property
Vendors agree to follow all setup, load-in, operating, and breakdown schedules communicated by HCA.
Although overnight security may be provided, Vendors leave merchandise, equipment, displays, and other property onsite at their own risk. HCA is not responsible for theft, loss, weather damage, or damage to Vendor property except to the extent required by applicable law.
Vendors are responsible for removing all merchandise, equipment, trash, and other materials from their assigned space by the communicated load-out deadline.
9. Licenses, Taxes & Compliance
Vendors are responsible for obtaining and maintaining all licenses, permits, sales tax documentation, insurance, food-handler permits, health department approvals, or other authorizations required for their business and products.
Vendors are responsible for collecting and remitting all applicable sales taxes.
Food vendors must comply with all applicable Utah County Health Department and other food-safety requirements.
10. Conduct & Event Standards
Living Bethlehem & Christmas Market is a family-oriented community event. Vendors, employees, and representatives are expected to conduct themselves professionally and respectfully toward guests, volunteers, other vendors, HCA staff, and event partners.
HCA reserves the right to require the removal of products, displays, signage, activities, or conduct that HCA determines is unsafe, inappropriate, disruptive, inconsistent with the event environment, or in violation of these terms.
Serious or repeated violations may result in removal from the event without refund.
11. Weather & Event Changes
Living Bethlehem & Christmas Market is an outdoor winter event. Vendors should be prepared for cold temperatures and changing weather conditions.
HCA reserves the right to adjust event hours, vendor locations, layouts, operations, or schedules when reasonably necessary due to weather, safety concerns, venue requirements, governmental direction, or circumstances outside HCA’s control.
If HCA cancels an event date, any refund or adjustment of fees will be determined by HCA based on the circumstances and costs already incurred.
12. Liability
Vendors participate in the Christmas Market at their own risk and are responsible for their business operations, employees, products, equipment, and assigned space.
To the extent permitted by law, the Vendor agrees to hold Harrington Center for the Arts, its event partners, property owners, officers, employees, and volunteers harmless from claims, losses, or damages resulting from the Vendor’s operations, products, employees, equipment, or failure to comply with applicable laws or these terms.
13. Agreement
By submitting this application, the Vendor confirms that they have read and understand these terms. If accepted, the Vendor agrees to comply with this agreement, all event instructions provided by Harrington Center for the Arts, and applicable laws and regulations.
The person submitting the application confirms that they are authorized to enter into this agreement on behalf of the participating business.
