GHOULS NIGHT OUT - VENDOR REGISTRATION PORTAL

EVENT DETAILS

On Friday, October 25 from 6-10pm, Rare Form Markets + Music is hosting Ghouls Night Out at the Highgate Carriage House in Fairmont, WV. 

This is a ticketed, 21+ Halloween Costume Party with local food and drinks, an artisan market and live music. 

We’re having a Costume Contest with prizes, and some fun activities throughout the venue like Tarot + Oracle readings, a VERY special guest appearance and mini performance, and a Photo Booth for selfies and group pics. 

There are (2) ticket options—General Admission and VAMP Access (Very Awesome Magical People). 

General Admission gets you in the door from 7-10pm with access to all the strange and unusual amenities. 

VAMP Access is an upgraded option to get in early at 6pm, claim a Treat bag filled with goodies from sponsors, vendors and community organizations, entry into the VAMP Lounge inside the Carriage House, a Meet & Greet with our special guest for photo ops, and a few other special treats I’m conjuring.

Tickets go on sale August 28 and General Admission tickets are also going to be available at the gates. 

VAMP Access ticket sales ends on Sunday, October 20 to confirm numbers and prepare Treat bags. 

It’s important to encourage people to buy tickets in advance so we have numbers to inform vendors who are bringing food, drinks and other items to ensure there’s enough for everyone.

VENUE INFORMATION 

Ghouls Night Out is taking place at the Highgate Carriage House, in the tell tale heart of the friendly city, located at 830 Walnut Ave, Fairmont, WV 26554. 

This phenomenal venue is located in the central part of Fairmont next to the stunningly spooktacular Ross Funeral Home. It’s surrounded by black wrought iron fences and beautiful landscaping with a variety of great areas for vendors to set up. Spooky statues, a picturesque fountain and gated entryways make this place ideal for an event like this! 

• The upper level by Fairmont Avenue has a concrete slab where we’ll have approximately 22 vendor spots available. There is a restroom trailer and several electrical outlets around the slab. This will be Halloweentown on the vendor map. If you want to be further away from the music, this is your ideal location. 

• The lower Courtyard has a nice flat lawn with walkways all around and room for approximately 12-14 vendor spots, nestled in between gorgeous stone walls and stairways with the Carriage House right beside you. It’s near the indoor restrooms, VAMP Lounge and a few electrical outlets. This will be Diagon Alley on the vendor map. It’s right around the corner from the patio where the band will be set up. The layout makes this location fairly isolated from the noise. 

• The side lawn running parallel with 9th Street and the patio where the band will be is going to have a variety of about 6-8 food and beverage vendors. I’m working with local breweries and wineries to hopefully offer beer, hard cider, wine and mead. This will be Booze + Brews Blvd. on the vendor map. It’s a nice transition area leading to the upper level and lower courtyard that will be close enough to enjoy the music while freeing up space on the patio for a dance floor! 

• Inside the Carriage House, there’s an area with tables and chairs for guests who want to sit down to eat. There’s limited space for 3-4 vendors inside, and a small private room for vendors who need a quick break. The VAMP Lounge and restrooms are also located here, offering a place to escape the noise, the crowds and possibly the weather. 

• The Main Entry is located on the back side of the venue off of Walnut Avenue. There are giant gates and a beautiful brick patio with room for 4-6 vendors depending on if the food trucks + trailers fit through the 8’ wide gates. 

• This is the main entrance where guests will be directed to enter to pay at the gate, check IDs and collect their Treat bags. There are double doors leading into the Carriage House and walkways leading to the band’s patio and Booze + Brews Blvd.. 

You’ll have a good idea of the layout from the reel showcasing the venue on Instagram and Facebook..

From what's mapped out so far, there’s room for approximately 47-54 vendor spots. 

VENDOR INFORMATION 

Vendors are required to complete the entire registration form and submit the vendor fee in full to be included in promotional content and printed materials. 

All registration fees are NONREFUNDABLE. They are immediately applied to various costs to secure the venue, event insurance, licenses/permits, tickets + marketing materials, and other operating expenses. 

Vendor registration ends Monday, September 30 at midnight EST, or once all spots have been filled. 

— Standard 10’ x 10’ vendor spots are $150.

— Deluxe 10’ x 20’ vendor spots are $300.

— There’s a split 50/50 payment plan available for the 10’ x 10’' spots, and you can make (2) payments for a standard spot if you want to split payments for the Deluxe spot.

— Sponsorship opportunities are also available and outlined below for an additional fee.  

Secure your spot by paying your Registration Fee here:

All outdoor vendors are strongly encouraged to use tents with optional side panels and weights, as this is primarily an outside event. 

Due to limited access to electrical outlets, vendors are encouraged to use battery powered lights and other devices to make sure their booths are well lit for guests. Vendors are responsible for providing their own lighting. The venue is fairly well lit throughout the grounds, but some lighting is harsh, direct light for security purposes and might not be used if possible to maintain a spooky, yet safe vibe.

• All vendors are encouraged, but NOT required to include something in the VAMP Treat bags, especially a sticker or business card style bounce back coupon code for online purchases after the event to gauge effectiveness of this promotional opportunity leading into the holiday shopping season.

• All vendors will have access to a Google Share Folder with downloadable promotional content, copy and links you can use for your own marketing efforts to ensure positive results from your audience. 

• There will also be a private group chat to share updates and answer questions. This is primarily a one way chat so I can communicate in a timely manner with everyone as efficiently as possible. 

Email is the bane of my existence, so there will be very limited emails sent. Please avoid emailing me and direct all questions to the group chat or my IG account AFTER you have thoroughly read this entire page, and any emails I’ve sent. I try to anticipate as many questions and provide as much detail as possible in advance so you know what to expect so you can plan accordingly.

Please ask questions on the Vendor Registration Form and I will be sure to answer ALL of those questions for everyone in the Welcome Email. Chances are good if you have that questions, other people are curious, as well.

I’m planning on sending 3 more—(1) a welcome email with the link to the share folder; (2) end of September updates and final reminder to submit second payment if you opted for the payment plan to be listed on the final vendor list; and (3) the final count after VAMP ticket sales end on 10/20 to get Treat bag materials prepared and submitted and a refresh of the details for day of setup, parking, etc.. 

DAY OF THE EVENT DETAILS

All vendors will have access to the venue at 3pm to begin setup on Friday, October 25. Due to limited entry points and parking, vendors are strongly encouraged to get there early to unload. I highly recommend investing in a cart or wagon to transport things from your vehicle. There are stairs and long walkways to the vendor areas throughout the venue. Please plan accordingly. 

You’ll have until 11pm to pack up and clean up your area unless we extend the event time. There’s a possibility we may keep things going until 11pm depending on the vibes of the crowd. In which case, you’ll have until midnight before you turn back into pumpkins.

All vendors are encouraged to dress up in costumes and decorate their booths with Fall, Halloween and Spooky decorations to add to the overall experience. Let your inner child play and get extra creative! 

I am reserving a block of rooms at 2 different hotels for vendors and guests traveling from out of town. One will be in Whitehall and the other will be off the Pleasant Valley exit in Fairmont. I’ll share that information in the welcome email, on socials and on all the event pages. 

As always, all vendor registration fees are NONREFUNDABLE. No vendors will be added to the promotional content or materials until they have paid in full for their participation. 

SPONSORSHIPS

VAMP Treat bag contributions are a great way to give guests a sample of what you offer to encourage a bigger purchase throughout the evening and after the event. 

Make it memorable! It’s also a great way to show up and make some noise if you can’t be a vendor, or you’d rather attend as a guest and still reach local folks who may be potential customers. 

All vendors will also receive a Treat bag, as well as the band, volunteers, special guests and the venue manager. Network, collaborate, and brainstorm fun ways to make these marketing tools multiply your ROI. 

Advertising opportunities are also available for $100, $250 and $500 contributions.