Dirty South Rodeo Festival
Official Vendor Day Guide
Saturday, September 26, 2026
Retreat at Hope Farm • Springfield, Tennessee
Get Ready for Event Day
Thank you for joining us for the Dirty South Rodeo Festival – Nashville. This guide provides your arrival, setup, parking and operating instructions for event day.
Please review the entire guide before arriving at Retreat at Hope Farm so our team can move vendors onto the property safely and efficiently.
Know Your Times
Check in before parking, unloading or setting up.
Placement, unloading, tents, trucks, trailers and stocking.
Your booth, truck or setup must be completely ready for guests.
Vendors will be notified of the confirmed public gate-opening time.
Remain open, staffed and guest-ready throughout the event.
No early breakdown unless approved by event management.
1. Arrival & Vendor Check-In
All vendors must check in before entering their assigned setup area. Upon arrival, follow event signage and staff directions to the designated Vendor Check-In location.
Staff will verify your registration and direct you to your assigned vendor space. Please do not choose your own location, block roadways or begin unloading until directed.
2. Vendor Placement
Vendor spaces are assigned based on vendor type, traffic flow, safety, utilities, event layout and operational needs. All tents, trailers, merchandise displays, generators and equipment must remain within the space assigned by event staff.
All Vendors Must Be Ready by 1:00 PM
By 1:00 PM your booth or operating area should be completely set, stocked and ready for customers. Tents should be secured, displays completed, generators operating if required, trash containers positioned and non-operating vehicles relocated to designated parking.
3. Vehicles, Unloading & Parking
Vehicles may enter vendor setup areas only during authorized setup and breakdown periods and as directed by Retreat at Hope Farm staff.
Once unloading is complete, all vehicles that are not part of an approved food truck, food trailer or vendor operating setup must be moved to designated vendor parking. Vehicle movement through active public areas is not permitted once guests begin entering.
4. What You Need to Bring
- Your tent, tables, chairs and display equipment.
- Proper tent weights or securing equipment.
- Inventory, food, supplies and staffing for the entire event.
- Your generator if electricity is required.
- Properly rated extension cords and operational equipment.
- Trash cans and trash bags for your vendor space.
- Required permits, licenses or food-service documentation applicable to your operation.
- Certificate of Liability Insurance when applicable.
- Any required fire extinguisher or cooking-safety equipment.
- A clean, organized and professional guest-ready setup.
Electricity
Electricity is not included unless specifically arranged. Vendors needing electrical service should arrive prepared with an appropriate generator and safe, properly rated equipment.
Water
Individual continuous water connections are not guaranteed. Designated water filling access may be available for vendors requiring operational water.
Trash
Keep your assigned area clean throughout the event. Bring trash containers and bags and use designated disposal areas as instructed.
5. Food Trucks & Food Vendors
Food vendors should arrive with enough time to position their vehicle or tent, secure equipment, organize cooking/service areas and complete food preparation before the 1:00 PM vendor-ready deadline.
Cooking oil, grease, food waste and wastewater must be contained and properly disposed of. Do not dump grease, wastewater or food debris onto the ground or into drainage areas.
6. Event-Day Sales Reminders
- Sell only the products, food, merchandise or services approved for your vendor operation.
- Vendor spaces must remain staffed throughout required event hours.
- No unauthorized alcohol sales.
- Bottled water sales are reserved by Retreat at Hope Farm/event operations unless specifically authorized.
- No unauthorized raffles, gambling or games of chance.
- Keep walkways, roads and emergency access areas clear at all times.
7. Safety & Security
Event staff, security personnel and emergency responders may issue operational or safety instructions during the event. Vendors are expected to comply promptly with directions related to traffic, weather, crowd movement, emergency access and public safety.
Security may patrol the event property, but vendors remain responsible for their own cash, merchandise, equipment and personal belongings.
8. Weather & Event Operations
This is an outdoor farm event. Vendors should prepare for changing weather conditions and properly secure tents, signs and displays. Follow any weather, emergency or operational instructions issued by event management or emergency personnel.
Breakdown Begins After 8:00 PM
Vendors should remain fully operational through the event. Do not begin packing, breaking down displays or moving vehicles into the active vendor area before event close unless specifically authorized by Retreat at Hope Farm/event management.
9. Before You Leave
Remove all merchandise, equipment, trash, food waste, grease and personal property from your assigned area. Vendor spaces should be returned clean and free of debris before departure. Follow staff instructions regarding vehicle re-entry and exit routes.
Your Agreement Was Completed During Application
Your Dirty South Rodeo Festival – Nashville vendor requirements and payment acknowledgment were presented and accepted during the vendor application process. This page provides the additional operational instructions needed for event day.
Contact Vendor Operations
If you have questions regarding your vendor space, setup requirements, arrival instructions or approved operation, please contact Retreat at Hope Farm before event day whenever possible.
Retreat at Hope Farm • Vendor Operations
Springfield, Tennessee
Arrive Early. Get Set. Be Ready.
Thank you for joining us at Retreat at Hope Farm. We look forward to a safe, organized and successful event for our vendors, guests and event partners.
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