Rules and Guidelines

• Please read all rules carefully before signing.
• All applicants and participants must follow parade and vendor village guidelines.
• Failure to comply may result in removal from the event.

2026 Winston-Salem Ambassadors Holiday Parade

Vendor Village Rules & Guidelines

Saturday, December 5, 2026
Vendor Village: 2:00–5:00 PM
Downtown Winston-Salem

Thank you for being part of the 2026 Winston-Salem Ambassadors Holiday Parade Vendor Village! We are excited to showcase local businesses, makers, organizations, and community partners while welcoming thousands of people to downtown Winston-Salem.

Please review the following rules and guidelines carefully before submitting your application. Additionally, these rules are subject to change.

1. Vendor Space

-Each vendor will be assigned a designated vendor space.
-Vendors must remain within their assigned space and may not block sidewalks, walkways, neighboring vendors, or public areas.
-Vendor spaces may not be shared, transferred, sold, sublet, or given to another business or organization without prior approval from the Winston-Salem Ambassadors.
-Vendors are responsible for providing their own tent, table, chairs, displays, signage, lighting, extension cords, and other necessary equipment.
-Tents and displays must be safely secured and appropriate for outdoor use.
-Tent weights are required. Tents may not be secured using stakes or anything that damages the pavement or surrounding property.
-Vendors are responsible for the security of their own merchandise, equipment, and personal belongings.
 

2. Setup & Check-In

-Vendor check-in will take place early afternoon on 12/5/2026.
-All vendors must check in before setting up.
-Vendors must be completely set up and ready to operate by the time designated in your acceptance email that will be forthcoming.
-Once the Vendor Village is open, vehicles will not be permitted in the vendor area except as specifically authorized.
-Vendors are responsible for loading and unloading their own equipment and merchandise.
-Vendors must not begin breaking down their booth until 5:00 PM, unless otherwise
directed by event staff or due to an emergency.

3. Sales & Merchandise

-Vendors may sell only the products or services described in their application.
-Any significant change to the products being sold or distributed must be approved by the Winston-Salem Ambassadors.
-Vendors may not engage in aggressive solicitation, harassment, or behavior that interferes with another vendor or event attendee.
-Vendors may not distribute materials outside their assigned space.
-Vendors are responsible for collecting and reporting any applicable sales tax and for complying with all applicable laws and regulations.
 

4. Food & Beverage Vendors

-Food vendors are responsible for obtaining and maintaining any permits, licenses, inspections, or approvals required for their operation.
-Vendors must comply with all applicable health, fire, sanitation, and food-safety requirements.
-Vendors must provide their own appropriate equipment, serving supplies, waste containers, and sanitation supplies.
-No alcohol may be sold or distributed.
-Food vendors may be required to provide documentation of applicable permits before participating.
 

5. Electricity & Generators

-Vendors are responsible for providing their own power unless otherwise stated by event organizers.
-All extension cords, power strips, generators, and electrical equipment must be appropriate for outdoor use and operated safely.
-Generators must be operated in accordance with applicable safety requirements.
-Cords may not create a trip hazard or obstruct pedestrian walkways.
 

6. Weather

Vendor Village will take place rain or shine unless the event is canceled or modified by event organizers or the City of Winston-Salem. The WS Ambassadors Holiday Parade is a rain, shine, pandemic, or snow event.

-Vendors are responsible for preparing for weather conditions, including rain, wind, cold temperatures, or other seasonal conditions.
-Vendors should bring appropriate tent weights, rain protection, coverings, and other weather-related supplies.
-If the event is canceled due to circumstances beyond the control of the Winston-Salem Ambassadors, vendor fees are non-refundable.
 

7. Vehicles & Parking

-Vendor vehicles must be removed from the Vendor Village area by 3:30pm unless specifically authorized by event staff or WSPD.
-Vehicles may not remain parked in or adjacent to vendor spaces during the event unless approved in advance.
-Vendors are responsible for making their own arrangements for parking after unloading.
 

8. Clean-Up

-Vendors must keep their assigned space clean throughout the event.
-All trash, boxes, packaging, food waste, displays, equipment, and personal property must be removed by the vendor at the conclusion of the event.
-Vendors may not leave merchandise, equipment, tents, tables, or other materials behind.
-Vendors may be held responsible for damage or excessive cleanup resulting from their participation.
 

9. Conduct

The Winston-Salem Ambassadors are committed to creating a welcoming, safe, and enjoyable event for vendors and attendees.

Vendors are expected to:

-Treat event staff, volunteers, other vendors, parade participants, and attendees respectfully.
-Follow directions from event staff, security personnel, and authorized City representatives.
-Refrain from behavior that is disruptive, threatening, discriminatory, or unsafe.
-Keep music, announcements, and other amplified sound at a reasonable level and within any limits established by event organizers or the City.
-Immediately report safety concerns, emergencies, or other significant issues to event staff.
 

10. Compliance With Laws & City Requirements

All vendors must comply with applicable federal, state, county, and City of Winston-Salem laws, ordinances, regulations, permits, and safety requirements.

The City of Winston-Salem requires permits for certain special-event and vending activities, and vendors may be responsible for obtaining applicable permits or approvals.

Participation in Vendor Village does not exempt a vendor from any permit, licensing, tax, health, fire, or other legal requirement that may apply to the vendor's business or activity.

11. Cancellation or Removal

The Winston-Salem Ambassadors reserve the right to:

-Deny or revoke a vendor's participation.
-Require a vendor to cease sales or activities.
-Require a vendor to leave the event.
-Reassign vendor spaces when necessary for safety, operations, or event logistics.
 
These actions may be taken for failure to follow Vendor Village rules, failure to comply with event staff instructions, unsafe behavior, violation of applicable laws or permits, or conduct that negatively impacts the event or other participants.

 12. Final Authority

The Winston-Salem Ambassadors and authorized event staff have final authority regarding Vendor Village operations, vendor placement, safety procedures, and interpretation of these rules.

By submitting a vendor application, the vendor acknowledges that they have read, understood, and agree to follow these rules and any additional instructions provided by the Winston-Salem Ambassadors or authorized event personnel.

WAIVER AND RELEASE FROM LIABILITY FOR WS Holiday Parade

I HEREBY WAIVE AND RELEASE,
indemnify, hold harmless and forever discharge the Winston-Salem Ambassadors, and the City of Winston-Salem, and its agents, employees, officers, directors, affiliates, successors, managers and assigns, of and from any and all claims, demands, debts, contracts, expenses, causes of action, lawsuits, damages and liabilities, of every kind and nature, whether known or unknown, in law or equity, that I ever had or may have, arising from or in any way related to my participation in any of the events or activities, conducted by, on the event described as the 2026 Winston-Salem Ambassadors Holiday Parade.

I believe the streets, and area of the event to be held, to be satisfactory for the purpose of this activity. I understand that the activities or function in which I participate may be inherently dangerous and can cause serious or grievous injuries, including bodily injury, damage to personal property and/or death.

On behalf of myself, my heirs, my business, and my organization, my assigns, and next of kin, I waive all claims for damages, injuries and death sustained to me or my property that I may have against the aforementioned released party to such activity.

By this Waiver, I assume any risk, and take full responsibility and waive any claims of personal injury, death or damage to personal property associated with Individual or Group Named, the Winston-Salem Ambassadors, and the City of Winston-Salem, including but not limited to using the streets, and its equipment and property in any manner, form or fashion, and practicing and/or engaging in the Winston-Salem Holiday Parade activities or other related activities on and off the premises.

This WAIVER AND RELEASE contains the entire agreement between the parties, and supercedes any prior written or oral agreements between them concerning the subject matter of this WAIVER AND RELEASE.

The provisions of this WAIVER AND RELEASE may be waived, altered, amended or repealed, in whole or in part, only upon the prior written consent of all parties.

The provision of this WAIVER AND RELEASE will continue in full force and effect even after the termination of the activities conducted by, in the area of, or for the benefit of the Winston-Salem Ambassadors, and the City of Winston-Salem, whether by agreement, by operation of law, or otherwise.

I have read, understand and fully agree to the terms of this WAIVER AND RELEASE. I understand and confirm that by signing this WAIVER AND RELEASE I have given up current and future legal rights. I have signed this Agreement freely, voluntarily, under no duress or threat of duress, without inducement, promise or guarantee being communicated to me.

The vehicle and/or float being driven in the 2024 Winston-Salem Holiday Parade is insured and I take full responsibility for any and all actions pertaining to it.

My signature is proof of my intention to execute a complete and unconditional WAIVER AND RELEASE of all liability to the full extent of the law. I am 18 years of age or older and mentally competent to enter into this waiver.