2026 Central Florida East Coast Charities Toy Drive

• Vendor Area & Setup Location: CFEC Charities will designate the approved vendor area in coordination with Space Coast Harley-Davidson. Vendors may select their setup location within that area on a first-come, first-served basis unless otherwise instructed by CFEC Charities. Specific locations, surfaces, proximity to other vendors, or placement requests are not guaranteed. CFEC Charities may require relocation when necessary for safety, accessibility, site conditions, traffic flow, venue operations, or event operations.
• Outdoor Event: Spaces may be on grass, pavement, or another designated area. Final locations and surface types are not guaranteed and may change for safety, weather, venue operations, or event operations.
• Vendor Space Size: Each paid space is approximately 10' × 10'. Tents, tables, displays, merchandise, equipment, signs, and other materials must remain within the vendor's selected space unless otherwise approved. Vendors needing additional space must reserve and pay for additional spaces. Displays may not obstruct walkways, neighboring vendors, vehicle routes, entrances, exits, or designated event/venue areas.
• Tents & Canopies: Tents and canopies must be safely secured with appropriate weights. Stakes, spikes, screws, anchors, or anything that penetrates ground or pavement may not be used on paved surfaces. Stakes may only be used in designated grass areas when permitted by CFEC Charities or Space Coast Harley-Davidson.
• Setup & Vehicle Access: Setup is 8:30–10:30 AM. All vehicles must be out of the event/vendor area by 10:30 AM. Vendors may break down early and carry items out by hand, but vehicles, trailers, and motorized equipment may not re-enter until authorized by CFEC Charities or Space Coast Harley-Davidson.
• Electricity: Electrical service is not provided. Vendors may not connect to venue power without prior authorization from CFEC Charities or Space Coast Harley-Davidson. Independent power equipment requires prior approval.
• Generators, Open Flames & Hazardous Equipment: Generators, open flames, propane, fuel-powered equipment, heaters, cooking equipment, or similar items require prior approval from CFEC Charities and remain subject to any venue requirements imposed by Space Coast Harley-Davidson. Vendors are responsible for applicable safety and fire requirements.
• Vendor Property & Security: Vendors are solely responsible for merchandise, equipment, displays, tents, personal property, and other belongings during setup, event hours, breakdown, and overnight. CFEC Charities and Space Coast Harley-Davidson do not assume responsibility for lost, stolen, damaged, or unattended property.
• Licenses, Permits & Taxes: Vendors are responsible for all licenses, permits, registrations, approvals, insurance, and applicable taxes. Acceptance by CFEC Charities does not verify compliance.
• Insurance & Vendor Responsibility: Vendors are responsible for their activities, products, equipment, employees, helpers, and representatives. CFEC Charities may require proof of appropriate insurance when warranted by a vendor's activities, equipment, products, or other circumstances.
• Booth Sharing, Transfers & Merchandise: Spaces may not be transferred, assigned, shared, or sublet without prior CFEC Charities approval. Vendors may only display, promote, or sell products/services described in the application. CFEC Charities may require removal of unapproved, unsafe, unlawful, inappropriate, or materially different merchandise, displays, activities, or promotional materials.
• Signs, Displays & Solicitation: Signs, displays, promotional materials, demonstrations, and sales activities must remain within the vendor's space unless otherwise approved. Vendors may not place materials elsewhere on the property, obstruct event/venue signage, or engage in disruptive or aggressive solicitation.
• Vendor Personnel & Event Admission: Each paid vendor space includes event access for up to three (3) people working the vendor booth. Additional family members, friends, guests, or other individuals accompanying the vendor are not included as vendor personnel and are expected to support the Toy Drive through the event’s requested admission donation. Vendor personnel must be associated with the vendor booth or vendor activities and may not be used to provide free event admission to additional guests.
• Sales, Attendance & Exclusivity: CFEC Charities does not guarantee attendance, customer traffic, sales, revenue, or results. Acceptance does not grant exclusivity for any product, service, business type, or category.
• Cleanup & Trash: Vendors must remove all merchandise, equipment, displays, packaging, trash, debris, and other materials. Vendors leaving materials requiring cleanup or disposal may be assessed a $50 cleanup fee.
• Compliance & Removal: Vendors must follow this agreement and reasonable instructions from CFEC Charities, Space Coast Harley-Davidson, or event staff. CFEC Charities may refuse participation or require a vendor to cease an activity, remove an item, or leave for noncompliance, unsafe/unlawful/disruptive/inappropriate conduct, misrepresentation, or material interference with event or venue operations. A vendor removed for these reasons is not entitled to a refund.

Vendor fees are non-refundable after the application has been submitted and payment received, except if CFEC Charities cancels the Toy Drive in its entirety or refuses a vendor's participation for reasons other than the vendor's violation of this agreement. Weather, site conditions, emergencies, or other circumstances may require CFEC Charities to delay, relocate, modify, or shorten the event. Such changes do not constitute cancellation and do not entitle vendors to a refund.

I understand that participation as a vendor at an outdoor public event involves ordinary risks, including weather, crowds, vehicle and loading activity, slips, trips and falls, theft or property damage, and risks associated with the setup, operation, and breakdown of my vendor space. I voluntarily assume the ordinary risks associated with my participation.

To the extent permitted by law, I release and hold harmless Central Florida East Coast Charities, Inc. (“CFEC Charities”), the Central Florida East Coast Toy Drive, Space Coast Harley-Davidson, and their respective directors, officers, employees, volunteers, agents, participating organizations, sponsors, advertisers, and, where applicable, owners or lessors of the event premises, from claims arising from my participation, except to the extent a claim cannot lawfully be released.

I am responsible for my vendor space, merchandise, equipment, employees, helpers, agents, and activities. To the extent permitted by law, I agree to indemnify and hold harmless CFEC Charities and Space Coast Harley-Davidson from claims, losses, liabilities, damages, or reasonable costs arising from my products, operations, acts or omissions, violation of these rules, or the acts or omissions of persons working with or on behalf of my vendor operation, except to the extent prohibited by law.

Photo / Video Release: I authorize CFEC Charities to photograph, video record, or otherwise capture images or recordings of me, my vendor personnel, and my booth or display during the event and to use those images or recordings for CFEC Charities’ charitable, informational, promotional, social media, website, and future event purposes without compensation. I understand that CFEC Charities is not required to use any image or recording.