Honoring Our Ancestors
Sacred Emporium Exhibitor
Sacred Waters Retreat is an annual retreat for women of color only. Our 2019 retreat is in it’s 17th year and showcases renowned herbalists, healers, and ritualists who specialize in Natural Healing. Our mission is to elevate our herbal, natural health, and spiritual wellness by providing a space for us to deepen our connections and knowledge through ritual and renewal.
In addition to our luminary keynotes and renowned herbalist speakers, High Priestess & Author Yeye Luisah Teish will also be presenting and leading us in ritual. Sacred Waters Retreat offers classes, workshops, ceremonies, rituals, and sacred gathering spaces for healings, rest and rejuvenation to an intimate group of 125 attendees and staff from around the world.
This 3 day / 2 night weekend retreat takes place at the in the beautiful rolling hills of Tennessee, adjacent to Kentucky Lake. The vending fee of $300 includes a 10’ deep x 8’ wide booth footprint, 1 table approximately 4’ wide x 8’ long and 1 chair for 3 days. The Sacred Emporium marketplace area is located in the main hall where all the classes will be held, providing maximum exposure and ample foot traffic.
Thank you for your interest in offering your holistic service, herbal product(s), and/or handcrafted items at the Sacred Waters Retreat. Though the retreat’s emphasis is primarily ritual and educational, the Sacred Emporium adds a wonderful dimension to the event and provides participants with an excellent opportunity to obtain high quality herbal and sacred soul products. It’s always a favorite space at the retreat, as women tend to love to bring something home that reminds them of the experience shared. Please read through the following information about vending at the retreat. Should you have further questions, please contact the Site Manager directly.
This is an intimate gathering for women of colour only. There will be approximately 125 attendees and staff at this event.
1. Exhibitor Packet
a. Enclosed you will find the Exhibitor Contract. Please complete the contract, including the $75 deposit or the full Exhibitor fee of $300. Contracts sent in without either the $75 deposit or the $300 will not be accepted.
b. Exhibitor space is limited and Exhibitors are approved at the discretion of the Site Manager, and on a first come, first served basis. A floor plan has been included for space selections. Please indicate your 1st, 2nd, and 3rd choices of which space you would like to be in on the contract. We will do our best to accommodate you but it is not guaranteed. If none of your choices are available, you will be contacted via email for a new choice selection.
c. Sending in your contract does not guarantee automatic acceptance. Please do not make non-refundable travel arrangements until you have received a confirmation acceptance letter (email). Based on space availability, you will receive a confirmation email within 1 week of receiving your contract.
d. Email your completed contract to Jaymii Liehr at SiteFairySWR@gmail.com. Payments can be made via PayPal, Square Cash App, or via postal mail.
a. PayPal: or You may also pay using your credit or debit card to via PayPal to firstname.lastname@example.org or you can scan this QR Code with your phone to connect directly to our account payment screen.
b. Square Cash App: $ofasobande
c. Mailing Address: Sacred Waters Retreat, 226 Downer Drive, Clarksville, TN 37042
2. Space Size, Furnishings, Fees
a. Space Size: Exhibitor spaces are approximately 8’ wide x 10’ deep. The Sacred Emporium will be set up in the large gym at Brandon Springs Retreat Center. The space is not particularly beautiful, but it is well lit, dry, and has ample air flow. In this space is also where most of the classes and retreat activities are held. b. Furnishings: Exhibitor Space consists of a table approximately 4 feet wide by 8 feet long with one (1) chair provided. If you plan to bring your own display pieces, please mention this on the Exhibitor application form and be prepared to stay within your footprint.
You may wish to bring flowers, brightly colored fabric, pictures, baskets, and other items to decorate your booth area. The Gym is just that, a gym. Though large and dry, it will need some colorful fabric and lots of beautiful items to give it a festive air filled with earthly treasures. You might wish to bring extension cords and extra lighting if you wish to provide more lighting at your booth. Please also bring gaffers tape or a non-residue tape to secure your cords. Depending on the weather, it can get hot in the gym. While we have a few large fans, we encourage you to bring a small table fan (and extension cord) for better air flow.
c. Booth Space Fees: $75 deposit, remaining balance of $225 due on or before April 1, 2019. Or full amount of $300.
3. Setup, Breakdown, Vending Times
a. Early Check-in and Set Up: Thursday May 23rd, 2019 from 1 pm – 7 pm. Please note: You must be Pre-Registered for Early Check in to set up on Thursday. Exhibitors who show up without prior registration will be turned away.
b. Regular Set Up Time: Friday, May 24, 2019 from 8 am – 2 pm
c. Breakdown is not permitted before 3 pm. Breakdown is scheduled from 3 pm – 5 pm on Sunday, May 26, 2019. Table spaces must be vacated no later than 5:00 pm. Please do not, for any reason, re-arrange or switch the tables without first checking with one of our staff people. The Site Manager & Exhibitor Coordinator will be your direct contact for the Emporium. You will be completely responsible for the setup and cleanup of your Exhibitor area, including any boxes and packaging you brought, and will be fully responsible for your Exhibitor space during the Retreat. Please do not leave boxes, flyers, trash, etc., behind so that others will not have to clean up after you. Recycling will be set up to aid you in your clean up process. On Sunday, table-spaces must be vacated no later than 5:00 p.m. Starting at 3 pm Brandon Springs Camp staff will allow 2-3 cars at a time to drive to the Emporium to load their cars for the trip home. If you have packed up your table beforehand, it usually only requires 10 min. to pack your vehicle.
d. Vending times: Friday, May 24 – 2 pm – 9 pm, Saturday, May 25 – 9 am – 9 pm, Sunday, May 26 – 9 am – 3 pm
Terms and Conditions
Statement of Policy:
All Exhibitors are equal regardless of size and should be given the same opportunity, within reason, to present their product or service in the most effective manner to attendees. We ask you to be a “good neighbor” and remember, we want you to be successful.
The following contract conditions have been formulated for the protection and best interests of all concerned. As such, the terms and conditions shall apply to and be in effect among The Sacred Waters Retreat and any Exhibitor whose application is received and to whom space is granted. All points not covered are subject to the decision of The Retreat Directors.
1. Exhibitor Assistants, Retreat Activities, Lodging, Meals, Registration
a. Exhibitor Assistants: Must be REGISTERED as an assistant. They will also adhere to the fees assigned if they want to participate in any workshops etc. (NO EXCEPTIONS). Please register your assistant separately as a “ADD ON” in registration
b. As a Exhibitor, the retreat, activities, rituals or workshops are not included (NO EXCEPTIONS). If you are interested in participating in the retreat purchase lodging or a meal ticket, see the fee schedule below or register for the full package.
• Workshops – $20.00 each / per person
• Early Set Up with lodging (Thursday) May 24th – $50.00
• Exhibitor/Assistant Lodging for the Weekend – $90.00 per person
• Healthy Cafeteria Meals (2 Friday / 2 Sat / 2 Sunday) – $55.00 per person
c. Registration: Due to space limitations, we are looking for specialty business who carry handcrafted items, fabric/clothes, herbs & herbal related products, jewelry, one of a kind products and books. All women onsite, including Exhibitors, must be registered, paid participants of the Retreat. No one will be allowed to participate in retreat activities unless they pay for registration (no exceptions).
2. Aisle Integrity, Noise Restriction
a. Aisle Integrity: All products, display materials, table, chairs, etc must be confined to the Exhibitor space footprint.
b. Noise Restriction: All music must be played through headphones or similar device.
3. Electricity, Installation, Maintenance, Safety
a. Electricity: If requested on the contract, an outlet may be made available for you. One power strip (not exceeding 6 outlets) may be plugged into the outlet. You are responsible for any extension cords needed.
b. Installation: Prior permission from the Site Coordinator must be obtained before using any fastening devices to attach items to the floors or walls.
c. Maintenance Of Space: Exhibitors shall keep their space clean and orderly at all times and shall not engage in activity which would unduly interfere with visitors or other Exhibitors, or would be in violation of law, regulation or ordinances. d. Safety Precautions: Exhibitors shall take precautions for the safety of their personnel, other Exhibitors and all other persons upon the premises, and shall comply with all applicable provisions of Federal, State and Municipal safety laws, building codes and ordinances.
4. Enforcement, Exhibitor Guidelines, Sales, Illegal Merchandise, Firearms, etc.
a. Enforcement: The Exhibitor agrees to comply strictly with applicable terms and conditions contained in the agreements between Brandon Springs Group Center, the Sponsors, and Retreat Directors regarding the Vending premises. Retreat Directors and the Exhibitor Coordinator reserve the right to restrict exhibits, which because of noise, method of operation, materials or any other reason, become objectionable and also to prohibit or evict any exhibit which in the opinion of the Retreat Directors may detract from the general character of The Sacred Waters Retreat as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character which the Retreat Directors determine is objectionable to the Retreat or does not conform to the standards of The Sacred Waters Retreat. In the event of such restriction or eviction, the Retreat Directors are not liable for any refund or other exhibit expenses.
b. Vending Guidelines: The Exhibitor agrees to produce her exhibit in dignified taste and in keeping with the reputation and image of The Sacred Waters Retreat and to provide staff to be present in the space during event hours. Exhibitor agrees to dismantle space only after closing ceremonies on Sunday, May 27th. No early breakdown is permitted.
c. Sales: Exhibitors may sell merchandise. Exhibitor is responsible for collecting sales tax on all purchases. No alcoholic beverage is allowed within the Exhibition facility to sample, distribute or sell by Exhibitors without prior written approval from retreat management. Food and/or beverage sales and distribution must comply with venue policies. All Exhibitors selling or sampling food or beverages must provide a copy of their current Health Department permit or must apply for and provide a copy of an applicable temporary health permit.
d. Illegal Merchandise: Merchandise or services prohibited by law are not allowed at Sacred Waters Retreat.
e. Firearms, Fireworks, Incendiary Devices: The Sacred Waters Retreat prohibits the display or use of firearms, ammunition, fireworks, bombs or other incendiary devices on the premises.
5. Liability, Exhibitor Cancellations, Interpretations & Amendments, Law Provisions
a. Liability: The Retreat Directors, Sponsors, Brandon Spring Group Center, and their officers and staff members disclaim all liability for damages or losses caused any Exhibitor by fire, water, flood, windstorm, utility failures, rodents, acts of vandalism, insurrection, civil disorders, strikes, criminal acts, theft. Sacred Waters Retreat LLC, the Retreat Directors, Sponsors, Brandon Spring Group Center, and their officers and staff members do not assume any responsibility for lost or stolen items. So take precautions if this is of concern to you. We suggest you bring a large colorful cloth to cover any products when you are not at the table. You may also want to use the ‘honor system’ and just set up a jar.
b. Exhibitor Cancellations: There are NO refunds for any reason (unless natural act of the God/Goddess) on Exhibitor Space so consider that when reserving your space. Failure to set-up by the specified move-in deadline will result in forfeiture of vending space and all monies paid to date. Retreat Directors reserve the right to dispose of such space, with no refund to the Exhibitor.
c. Interpretation and Amendments: Retreat Directors shall have the full power to interpret and enforce all rules contained herein, and the power to make amendments thereto, and to enact such rules and regulations as shall be considered necessary for the proper conduct of Retreat.
d. Law Provisions: This contract shall be governed by the laws of the State of Tennessee without regard to choose law provisions.
6. Speaker Gift Bags, Raffle Prize, Sacred Sister Scholarship Fund
If you are interested in additional exposure for your business, you are welcome to include your products in any or all of the following:
a. Speaker Gift Bags: There will be 12 speaker gift bags so that would be 12 items.
b. Raffle Prize: 1 gift basket with a value of $50 or higher or 1 gift certificate with a value of $50 or higher
c. Sacred Sister Scholarship Fund: Make a monetary donation to the fund to support a sister in attending the retreat.
7. Application Acceptance, Contract Confirmation, Promotion
a. Application Acceptance: Once your application has been approved and you have been accepted as an Exhibitor, you will be emailed an Acceptance Letter, detailing the next steps, along with a contract.
b. Contract Confirmation: Once we have received your contract and deposit ($75) or the full amount ($300), you will be sent a Contract Confirmation email along with a signed copy of your contract.
c. Promotion: Once you have received your Contract Confirmation, please email the following to the Site Manager (SiteFairySWR@gmail.com):
• Your logo – High resolution (300 dpi) in png or jpg format
• 150 word description about your products and/or services
• Your website, Instagram, and/or Facebook url
There is no WiFi on the campsite, most cell phones will have limited service. Verizon & Cricket works best. If you plan to use PayPal, Square or Cash App we suggest you place your phone in batch service offline mode to run transactions until you can clear them when you have normal reception.
There is a 15-minute parking limit by the Emporium. Drive up, unload, and then park in a permanent parking space. Please honor this so that everyone has the chance to unload the items for their booths. Thank you for your cooperation in this matter.