We’re excited to welcome vendors to the farm and want to make sure expectations are clear so the experience is smooth, fun, and successful for everyone involved.

Event Times
At First Roots Farm, our fall 2025 Micro Mini Photography sessions are scheduled as follows:

• Saturday, October 18, 2025 — 9:00 AM to 12:00 PM (Santa Sessions with Katiebee Photography)

• Sunday, October 19, 2025 — 9:00 AM to 12:00 PM and 1:00 PM to 4:00 PM all-day commitment for vendors ( Morning: Mum Sessions with Timmerly Photography, Afternoon: Pumpkins & Piglets Sessions with Blank Slate Photography) 

Our micro mini photography sessions are held in 45-minute intervals (i.e., 9:00–9:45, 10:00–10:45, 11:00–11:45, etc.). Families are encouraged to only be present during their designated session time. We also build in a 15-minute buffer between sessions to allow for transitions and any delays. This structure keeps the flow steady throughout the event rather than all guests arriving at once.

Vendor Setup and Takedown

• Setup Window: Vendors may arrive between 7:30 AM and 8:30 AM to unload and set up. Vendors must be fully ready by 8:45 AM.

• Vehicles may be driven onto the grass to unload but must be moved to designated parking before guests arrive.

• Takedown: All vendors are expected to remain set up until the end of the event. Takedown runs from 4:00 PM to 5:00 PM on Sunday and immediately after Saturday’s event concludes.

• If you are attending both Saturday and Sunday, you may leave your setup overnight on the farm. This is at your own risk. First Roots Farm is not responsible for any damages that may occur for any reason.

What We Provide:

• A designated 10x10 space for your setup (space only).

• Event promotion across our channels, with opportunities for cross-promotion.

• On-site support the day of the event for parking, unloading, and general coordination.

What We Ask of Vendors:

• Provide your own tables, tents, and any other display or equipment needed — only the 10x10 space is provided.

• No electricity is available — please plan accordingly if your setup requires power.

• Maintain a professional, welcoming, and kind presence throughout the event.

• Be prepared to engage with guests, answer questions, and create a memorable experience.

• Keep your space tidy and remove all items at the end of the event.

• Share and tag First Roots Farm in event promotion on your social media channels.

Weather Policy
Events at First Roots Farm will be rescheduled if needed due to rain. In the case of severe or unsafe weather, vendors will be notified of any changes as early as possible.

Parking Details
Vendors may unload close to their setup area but must move vehicles to designated vendor parking before guests arrive.

Insurance & Liability
Vendors are responsible for their own liability insurance. First Roots Farm is not responsible for lost, stolen, or damaged property.

Sales & Permits
Vendors are fully responsible for complying with all applicable laws and regulations. Vendors selling food or beverages must obtain all necessary permits or licenses and meet required health codes.

Cancellations

• If you cancel or are unable to attend, the reservation fee is non-refundable.

• If First Roots Farm must cancel an event and cannot reschedule, reservation fees will be returned in full.

Communication
A member of the First Roots Farm team will be on-site at all times. If you have questions before or during the event, please contact Janell at firstrootsfarm@gmail.com.

Reservation Fee
A reservation fee is required to secure your vendor space. This fee is non-refundable if you cancel or are unable to attend. However, once you attend and participate in the event as scheduled, the reservation fee will be refunded in full within 14 days after the event concludes.

We’re grateful for the vendors who help make our farm events so special. Together, we can create memorable experiences for families and the community. We can’t wait to grow this partnership with you!

*Photos from FRF 2024 Fall Events