Please read through the Vendor Requirements and Vendor Guidelines below prior to completing the vendor form.
Tabling Organizations
Provide a free resource for community members:
- Candy / Treat
- Brochure(s)
- Swag Items
- Voucher / Coupon
- Activity / Demo
No sales of any kind permitted at this event.
Each vendor is responsible for their own:
- Pop-up Tent (10′ x 10′)
- Table(s)
- Chair(s)
- Food & Drink
Equipment Road-eo Participants
If your business or organization has large equipment or vehicles (e.g. fire truck, excavator, school bus, tractor, etc.) and you would like to bring them for kids to explore, please indicate your interest by marking the “Equipment Road-eo” selection below. * This is a great opportunity to talk with kids and adults about career opportunities and your services.
* Limit of 2 pieces of equipment/vehicle per participant.
Each Equipment Road-eo participant must agree to:
- Provide 1 to 2 pieces of equipment/vehicles
- Allow event guests to touch, explore, sit in, etc. the equipment/vehicles
- Provide a minimum of 1 staff/volunteer per equipment/vehicle and provide assistive devices for entering equipment/vehicle (e.g. steps, stool, ladder, etc.) to ensure safety for all event guests
- Provide marketing/informational materials regarding career opportunities
Applicant Priority – Priority is given to local community groups and organizations, non-profits, local government and public safety partners, and City of Wood Village Community Partners.
Tabling Vendor Space – 10′ x 10′ space; grass; limited shady areas
Equipment Road-eo Space – gravel or concrete space; limited shady areas
Parking & Setting Up – Vendors should arrive through the west entrance of the church. Please check in with the Parking Attendant to be directed to available parking. Each vendor is responsible for their own set up and tear down. With the Vendor Area in the grass field, vendors will not be able to drive to drop off supplies in front of their booth spot. Instead, vendors will park in the west gravel lot and unload from there. Click here for a map.
We are working on arranging volunteers to assist with transporting heavier items from the parking lot to the vendor area. If you have one, the City recommends bringing a wagon or dolly to help transport items to your booth spot.
Refreshments – Free hot dogs and water / soda are available during the event. Vendors are responsible for bringing / getting their own food and drink during the event but, in some instances, event volunteers may bring treats to vendors. The Fairview Food Plaza is located nearby along with other restaurants.
Weather – The Nite Out will take place in rain or shine. In case of wildfire smoke or extreme heat, City staff will make a call based on current conditions and notify you.
Event Vendor Disclaimer
The City welcomes participation from a wide range of organizations, including community groups, non‑profits, businesses, advocacy organizations, and community partners of all kinds, representing diverse viewpoints and parties.
Participation in City‑hosted events does not constitute the City’s endorsement, support, or promotion of any particular viewpoint, business, political position, candidate, or initiative. The City provides equal opportunity for engagement and does not discriminate based on race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, veteran status, political affiliation or perspective, or any other protected status.
Use of City Logo and Branding
Vendors, organizations, and participants may not use the City’s logo, seal, branding, or any similar imagery—whether on printed materials, digital content, promotional items, signage, or merchandise—without the City’s prior written permission. Use of City branding in a manner that could imply endorsement, sponsorship, or approval is strictly prohibited.
All vendors and participants are expected to adhere to event guidelines, respect the diversity of views represented, and maintain a welcoming environment for all community members.
We are no longer accepting vendor applications for the 2026 City Nite Out.