Nashville Vendor Instructions

Event Overview

  • Vendor Flyer - Flyer Link

  • Vendor Flyer - Tutorial

  • Date: Saturday, September 5, 2026

  • Location: White Hall, 1034 W Kirkland Ave, Nashville, TN

  • Event Time: 1:00 PM to 6:00 PM

  • This is an indoor event

  • Scroll to the bottom of this page for vendor maps and booth assignments

Setup Times

  • Food Trucks: 8:30 AM to 9:30 AM

  • All Other Vendors: 9:30AM to 11:30 AM

  • Please arrive during your group window

    • Food Trucks (8:30-9:30AM)

    • Food/Drink Vendors (9-9:30AM)

    • Group 1: 1-25 (9:30-10AM)

    • Group 2: 26-50 (10-10:30AM)

  • Hard cutoff for setup: 12:15 PM

  • Please arrive only during your assigned load-in window.

Vendor Check In

  • All vendors must check in at the Shop Black Fest booth upon arrival

  • Check in is located at the green tent in front of building

  • You must check in before setting up

Parking & Vendor Entry

  • Vendor parking is located in the parking lot directly across the street from White Hall

  • All vendors must park first and carry their items from the parking lot to the building

  • Please plan accordingly and bring a cart, wagon, or helper if needed to transport your items from the parking lot to your booth

  • Parking attendants will be available to direct vendors to the correct parking area

  • Review the vendor map before arriving so you know which entrance is closest to your booth

Vendor Rules

  • No early breakdown. Vendors must remain set up for the full duration of the event (1:00 PM to 6:00 PM)

  • $50 Fine for breaking down early

  • Event is rain or shine

  • Vendors must follow all setup times and instructions

  • All vendors are responsible for their own setup, materials, and staffing

  • 1 table + 2 chairs provided for indoor vendors

Electricity

  • Electricity is available for a $40 fee

  • If you need electricity, you must let us know no later than Tuesday, September 1, 2026

  • Electricity cannot be guaranteed for requests received after the deadline

  • Only vendors who have requested and paid for electricity should plan to use venue power

Food & Drink Vendors

  • Food and drink vendors must arrive during their assigned load-in window

  • Bring all equipment, supplies, permits, and licenses required for your business

  • Food trucks must park in their assigned location

  • All food vendors must be ready to serve by 1:00 PM

Vendor Map

  • View your assigned booth number and location below

  • Booth spaces are 8 x 6

  • Your booth number will be marked on the table at your space

  • Please set up within your assigned area and align with neighboring tables

What to Bring

  • Tablecloth

  • Products and display materials

  • Business signage

  • Payment processing equipment

  • Chargers and backup batteries

  • Water

  • Any equipment or supplies needed to operate your booth

  • Helpers if needed

  • Indoor vendors will receive one 6 ft table and two chairs

  • Tents and canopies are not needed for indoor booths

Event Day Expectations

  • Be fully set up by 12:15 PM

  • Be ready to serve customers by 1:00 PM

  • Stay engaged with customers do not sit back or stay on your phone

  • Have a plan to collect customer information for follow up

VIP Swag Bags

  • Bring 5 to 10 small items for VIP swag bags or giveaways

  • Drop them off at the Shop Black Fest booth

  • Not required, but great way to get your products in influencers hands