Event Terms & Venue Rules
Version sr-event-terms-2026-10-24
Event Terms & Venue Rules: Sweetheart Market 2027
These Event Terms & Venue Rules are part of your Vendor Booth Agreement with FrostLine Works LLC, a Wyoming limited liability company doing business as Sage & Rail Events ("Sage & Rail"). Event: The Machine Shop, 1440 Main St, Evanston, WY. Shopper hours: Friday, Feb 5, 2027, 2-6 PM, and Saturday, Feb 6, 2027, 10 AM-6 PM.
1. License, not a lease. Acceptance gives you a limited, revocable license to use your assigned booth space during the posted setup, show and teardown hours. It is not a lease, sublease or tenancy of any part of the venue. Sage & Rail may relocate or remove a booth to comply with venue, fire or safety rules.
2. Vendor responsibility and indemnity. You are responsible for your products, booth, equipment, staff and conduct. You agree to defend, indemnify and hold harmless FrostLine Works LLC d/b/a Sage & Rail Events, the City of Evanston and the Evanston Urban Renewal Agency from claims, losses, fines and costs, including reasonable attorney fees, arising from your products, booth, equipment, staff or conduct, except to the extent caused by our own negligence. Insurance is not required for this event. We recommend that you carry your own general liability and product liability insurance.
3. Assumption of risk. You take part in the event voluntarily and accept the ordinary risks of setting up, staffing and taking down a booth at a public indoor event, including risks to your property left at your booth.
4. Charge-backs. If you or your staff cause a venue rule violation that results in a charge, fine or fee to Sage & Rail, you agree to reimburse us for that amount. We'll show you the charge, and you'll pay within 14 days. Damage to the venue itself is handled under the City assessment and dispute process in the Vendor Booth Agreement, sections 5 and 6.
5. Venue rules. You must follow the City of Evanston's facility rules:
- No tape of any kind, no fun tack, no nails or staples.
- No propane, open flame or cooking inside without a Fire Department permit, arranged through and approved by Sage & Rail in advance.
- Keep all exits and exit signs clear.
- No vehicles or trailers inside the building, and no parking in the plaza areas.
- No alcohol of any kind may be sold, sampled or given away, with no exceptions. Samples of food and other non-alcoholic products are welcome.
- No smoking or vaping, and no pets except service animals.
- The venue provides 8-ft tables and chairs only. If you need a different size, bring your own.
6. Hours, load-in, overnight and teardown.
- Event staff setup: Sage & Rail staff load in Friday, Feb 5, 7:30-9:30 AM. The building isn't open to vendors then.
- Load-in: vendor load-in runs Friday, Feb 5, 9:30 AM-1:30 PM, first come, first served. Please don't arrive before 9:30 AM.
- Setup deadline: your booth must be fully set up by 1:30 PM Friday.
- Overnight: the building is cleared by 8 PM Friday and locked, with no overnight access for anyone. Vendor doors reopen Saturday, Feb 6, at 8 AM. Booths may stay set up Friday night, but anything you leave is at your own risk, and Sage & Rail and the City are not responsible for loss, theft or damage. Remove cash and high-value items.
- No early teardown: nothing comes down before 6 PM Saturday. Vendors who tear down early won't be invited back next year.
- Load-out: vendor load-out runs Saturday 6-8 PM. You, your staff and your belongings must be out, with your booth area clean, by 8 PM Saturday, Feb 6. Need more time? Arrange it with Sage & Rail staff in advance.
- Event staff load-out: Saturday 8-11 PM. Vendors may not remain in the building then.
- Internet: free Starlink Wi-Fi is provided as a courtesy. We don't guarantee its availability, speed, coverage or uptime. Please bring a backup, such as a cellular hotspot or a card reader that works offline. Sage & Rail isn't responsible for lost sales or other losses caused by an internet outage or slowdown.
7. Taxes and licenses. You are solely responsible for registering with the Wyoming Department of Revenue and for collecting, reporting and paying all sales, use and other taxes on your sales at this event. Sage & Rail does not collect or remit taxes for vendors. Sage & Rail will provide a list of participating vendors to the City of Evanston, and that information may be shared with other government agencies, including the Wyoming Department of Revenue.
Sage & Rail files one City of Evanston Mass Event Business License for the market. If you don't have a current Evanston business license, a $10 City of Evanston mass event fee is added to your booth payment, and you're covered under our license.