2025 Vendor Information, Policies, and Rules

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• It is essential to thoroughly review all vendor information prior to registration. By submitting a vendor application, all vendors agree to adhere to these policies and regulations. 

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• ​Gulf Coast Equality Fest is scheduled for October 25, 2025, at Harrah’s Great Lawn, located at Harrah’s Gulf Coast in Biloxi, from 11 AM to 5 PM.        .

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• In 2024, the event attracted an audience of 1,200 attendees.                                                                                    

• Space will be allocated for both nonprofit and for-profit vendors.                                                                               

• A "vendor" refers to any organization or business that participates in the Gulf Coast Equality Fest, regardless of its nonprofit status, the type of products offered, or the manner of participation.                         

• All vendor applications must receive approval by Gulf Coast Equality.                                                                                                                      

• Vendor spots are available for up to one hundred vendors.

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• Booth spaces are offered in dimensions of 10 x 10 and 10 x 20.                                                                                  

• Vendors are responsible for supplying their own tables, chairs, canopies, and tents.                                          

• Given that Harrah's Great Lawn is situated on the beachfront, we recommend that all vendors bring tent stakes, sandbags, weights, or bricks to secure their canopies in case of windy conditions. 

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• The final date for submitting all vendor applications is September 28, 2025.                                                         

• No refunds for vendor cancellations will be provided after September 28, 2025.                                                                 

• Portable generators are permitted exclusively for food vendors within the designated food area. Due to concerns regarding space and safety, generators are prohibited in the general vendor area of the festival grounds.                                                                                                                                                                             

• Electricity is available upon request, subject to an additional fee. All vendors are required to provide their own electrical cords to connect to the electrical system. Each vendor is limited to one standard plug.

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• If a vendor wishes to be situated next to another vendor, it is essential that both arrive simultaneously for registration.        

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• Vendor locations will be organized, numbered, and clearly marked. Upon arrival for setup, you will receive a designated numbered spot. Vendors must only operate within their assigned area.

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• Gulf Coast Equality Fest does not provide exclusive rights for the sale of any products. If you have inquiries regarding merchandise sales, please contact us via email prior to registering.                                       

• Gulf Coast Equality Fest is designed to be a family-friendly event.                                                                             

• Vendors are prohibited from selling or displaying the following items at the festival: political merchandise, adult content, items featuring gore or violence, materials containing profanity, products that promote hate or intolerance, prescription drugs or illegal substances, and any hazardous materials.                                                                                                                                                                            

• Gulf Coast Equality reserves the right to revoke the participation of any vendor who offers products not specified in their application, supplies obscene or prohibited items as outlined in our vendor guidelines, or exhibits conduct that is inconsistent with the core principles of our mission and values. Please be aware that no refunds will be issued if you are asked to leave the premises.                                                                                                               

• Booth setup for regular vendors will begin at 8 AM, while food vendors are permitted to start at 7 AM. All setups must be completed by the festival's opening time of 11 AM.  

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• Vendor check-in information will be provided via email to all vendors one week before the event.             

• Vendors are allowed to drive onto The Great Lawn and park only in designated areas for loading and unloading, in accordance with Harrah's Gulf Coast regulations. Security personnel will be present to manage traffic during both unloading and check-in, as well as during loading at the conclusion of the festival. It is essential to adhere to their instructions. Vehicles are prohibited from entering the festival event area.          

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• It is important to bring a wagon, dolly, or utility cart to facilitate the transportation of merchandise from your vehicle to your booth location, as vendors will not be permitted to park close to their assigned areas, as stated earlier. During the vendor check-in at Gulf Coast Equality Fest, volunteers will be available to assist with unloading your vehicles. Please note that the number of volunteers is limited, and their assistance will be exclusively for this purpose. 

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• Gulf Coast Equality staff and volunteers are prohibited from assisting with booth setup, managing booths, running errands, covering bathroom breaks, or operating any vehicles during the event. If you need further assistance, please ensure you have additional help available.                                                       

• Gulf Coast Equality does not supply food or beverages to vendors. However, there will be a selection of food vendors present at the event, along with the dining options offered inside Harrah’s Gulf Coast.                                                                                                                                                                                       

• Kindly note that media representatives may attend the event and will be accountable for their own press releases.                                                                                                                                                                             

• Vendors are required to comply with all applicable federal and state regulations, in addition to local city ordinances.                                                                                                                                                                        

• Food vendors are expected to operate independently, ensure cleanliness after their service, and adhere to all health regulations.                                                                                                                                               

• All vendors must secure any necessary permits from the City of Biloxi, Harrison County, or the State of Mississippi.                                                                                                                                                                                        

• The City of Biloxi has established a Special Events Ordinance that governs events held on public and private properties. According to this ordinance, vendors are required to secure a Special Events Vendor Permit Request Form from the City of Biloxi in order to operate at these locations. However, 501(c)(3) organizations and vendors who do not sell merchandise are exempt from this permit requirement.

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• Please refer to the link located under our festival tab titled "Special Events Permit Form" for the application and additional information. The Biloxi Community Development department will oversee the permit process and is available to answer any further questions or provide assistance with your application. You can contact them at Biloxi Community Development, located at 676 Dr. Martin Luther King Jr. Blvd, Biloxi, MS 39530, or by calling 228-435-6280.                                                                                                                                                                           

• No vendors may sell any alcohol related products. Harrah’s Gulf Coast will be selling alcohol exclusively.                                                                                                                                                        

• Vendors are required to remain on-site for the entire duration of the event. Noncompliance may lead to the rejection of future booth applications. Dismantling of booths may commence only after the final performance in our entertainment schedule concludes.      

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• All vendors are responsible for disposing of their trash before departing, utilizing the designated trash receptacles. Vendors are encouraged to maintain cleanliness in their designated areas throughout the day. It is essential that we leave The Great Lawn in pristine condition, ensuring it is undamaged.                                                                                           

• We urge all vendors to explore innovative methods to captivate festival attendees. We welcome interactive displays, demonstrations, and various engaging activities. Let your creativity shine and enjoy the process.

 

• To ensure a pleasant experience for both our vendors and festival guests, we kindly request that no loud noises or amplified sound be produced from any vendor booth.                                                                                                                                                                                                                                            

• Vendors are prohibited from selling any products featuring the logo, text, or slogans of Gulf Coast Equality or Gulf Coast Equality Fest unless they have obtained written consent from the organization.

 

• Vendors are not permitted to sub-lease any portion of their vendor space without prior written approval from Gulf Coast Equality.

 

• Gulf Coast Equality does not provide any guarantee regarding the attendance figures for the festival.                                                                                                                                                                                      

• All vendors are required to collect the Mississippi sales tax, which is set at 7 percent, as mandated by the State of Mississippi. Upon vendor check-in, you will receive a tax form that you need to complete. This form, along with your tax payment, must be submitted to a Gulf Coast Equality Fest staff member at our booth prior to your departure. Gulf Coast Equality Fest will compile and submit a comprehensive list of all participating vendors to the Mississippi Department of Revenue, along with the collected taxes. If you choose to pay by check, please ensure it is made out to Gulf Coast Equality Fest. For any inquiries regarding sales taxes, please reach out to the Mississippi Department of Revenue.                                                                                                               

• Gulf Coast Equality Fest retains the authority to implement changes as needed at any time. Vendors will be notified of any modifications via email. Should you have any inquiries regarding the festival, vendors, regulations, or policies, please feel free to send us an email or message through our website, and we will be glad to assist you.