Standard Operating Procedure (SOP) for Oak City Shred Fest 2026 Vendor Village

Event Dates: April 23-26, 2025
Location: Oak City Shred Fest StOak Park, Lakeside Retreats 

1. Purpose

The purpose of this SOP is to outline the processes, guidelines, and responsibilities associated with the setup, management, and operation of the Vendor Village at Oak City Shred Fest 2026. The Vendor Village aims to provide a vibrant and welcoming environment where vendors can showcase their products and services, and attendees can engage with this squirrely community.

2. Scope

This SOP applies to all Oak City Shred Fest staff, vendors, volunteers, and security personnel involved in the operation of the Vendor Village during the event.

3. Vendor Village Layout and Assignments

3.1 Vendor Village Map and Layout

  • A detailed map of the Vendor Village has been provided to all vendors and staff before the event. The map includes:

    • Vendor booth locations

    • Walkways and main traffic flows

    • Entrances, exits, and emergency exits

    • Food, restroom, and waste disposal locations

    • Power sources

3.2 Booth Assignments

  • Booth spaces will be assigned by the Oak City Shred Fest Festival Director. Vendors must stay within their designated spaces and not encroach on walkways or other vendor spaces.

  • Vendors will be notified of their booth location and setup instructions at least two weeks before the event.

3.3 Setup and Breakdown Times

  • Setup Times:

    • April 22: 12:00 PM – 8:00 PM (for large and special setup vendors)

    • April 23: 8:00 AM – 12:00 PM (all remaining vendors)

  • Breakdown Times:

    • April 26: 8:00 aM – 1:00 PM

Vendors must adhere to these times to ensure a smooth and safe setup and breakdown process.

4. Vendor Registration and Check-In

4.1 Pre-Event Registration

  • All vendors must complete their registration, including booth fees, permits, and insurance (if applicable), no later than April 3th 2026.

  • Vendor permits and insurance requirements will be provided in the Vendor Agreement, and vendors are responsible for adhering to these terms.

4.2 Check-In Process

  • Vendors must check in with SUPREMO upon arrival, where they will:

    • Receive any applicable items. 

    • Review any last-minute event information and updates.

5. Booth Requirements and Guidelines

5.1 Uncovered Booth Setup Requirements

  • Vendors must provide their own tents, tables, and displays unless otherwise arranged with Oak City Shred Fest.

  • Booth structures must be secure and comply with safety standards. Tents must be properly weighted to withstand winds.

  • All vendor displays should be organized and visually appealing to enhance the attendee experience.

  • Tents must not be larger than 10X10 unless otherwise arranged with Oak City Shred Fest. 

5.2 Powered and Covered Setup Requirements

  • Power hookups are limited and must be requested during the registration process. Vendors who did not request power in advance are not guaranteed access to electricity.

  • Vendors are responsible for bringing their own extension cords and any additional equipment needed.

  • Each assigned booth has its own 20 Amp 2-port plug.

  • Starlink internet at StOak Park for mobile point of sale. Login will be provided at check-in.

5.3 Waste Management

  • Vendors are responsible for maintaining a clean booth area throughout the event.

  • All waste must be disposed of in designated waste and recycling bins. Vendors must remove all trash from their booth area at the end of each day.

6. Vendor Guidelines and Conduct

6.1 Professional Conduct

  • Vendors must behave professionally and courteously toward all attendees, staff, and other vendors.

  • Vendors are prohibited from engaging in any illegal activities, aggressive sales tactics, or harassment.

  • Harassment of any kind will not be tolerated by Oak City Shred Fest. 

6.2 Noise and Sound

  • Vendors may not use amplified sound equipment unless pre-approved by Oak City Shred Fest management.

  • Sound should not  interfere with neighboring booths, festival activities, or StOak Park DJ. 

6.3 Product Restrictions

  • Vendors may only sell products that have been pre-approved by Oak City Shred Fest. Prohibited items include:

    • Weapons or dangerous items (must have Festival Director Approval) 

    • Explicit or offensive materials

    • Products that violate festival policies or local laws

    • Any logos or imagery that depicts hate or violence 

  • Alcohol sales are prohibited unless licensed and approved by festival management.

  • Cannabis sales are prohibited unless licensed and approved by festival management

7. Health and Safety

7.1 Emergency Procedures

  • All vendors must familiarize themselves with the festival’s emergency exit routes and procedures, as outlined in their vendor packet.

  • In the event of an emergency, vendors are expected to follow instructions from festival staff and security personnel promptly.

7.2 Fire Safety

  • All tents must meet fire safety standards, and any cooking or heating equipment used must comply with local fire regulations.

  • Fire extinguishers will be available at designated locations in the Vendor Village, and vendors should know where the nearest extinguisher is located.

7.3 First Aid and Medical Services

  • First aid stations will be located throughout the festival grounds. Vendors should be aware of the nearest station location in case of emergency.

8. Sales Reporting and End-of-Day Procedures

8.1 Daily Sales Reporting (Optional)

  • Vendors may be asked to submit a daily sales report to the Festival Director. This information helps assess the success of the Vendor Village and make improvements for future events.

  • Reports can be emailed to Info@oakcityshredders.org

8.2 End-of-Day Cleanup

  • Vendors are responsible for cleaning their booth area at the end of each day.

  • All items should be safely stored, and any valuables should be removed. Oak City Shred Fest is not liable for any lost or stolen items.

9. Communication and Contact Information

9.1 Point of Contact

  • The primary point of contact for vendors during the festival will be the Festival Director, SUPREMO, reachable at Josh@oakcityshredders.org.

10. Compliance and Enforcement

Vendors must comply with all Oak City Shred Fest policies, local laws, and the guidelines outlined in this SOP. Failure to comply may result in immediate removal from the event without a refund and possible disqualification from future events.

Prepared by: Josh “Supremo” Christensen
Title: Festival Director, Oak City Shred Fest
Date: December 2025