BEAR CROSSING 5: Lost Bearadise

Get Involved

Become a Vendor

Register as a Vendor

About the Bear Crossing Vendor Mart

In addition to our vendor mart serving all registered guests of Bear Crossing we also allow access to the public to maximize traffic for our vendors and community partners. The vendor mart will be close to all the action as most scheduled events take place in or near our host hotel.

The Hours of the market are Thursday 12 p.m. to 5 p.m., Friday, 11 a.m. to 6 p.m., and Saturday 11 a.m. to 6 p.m. and are subject to change. This year we are exploring opportunities to open the vendor market during our evening events. This is completely optional if we have enough interest.

We will have staff on hand to offer assistance while the vendor market is open. Vendors will be given information before the event with on-site contact information.

This year we will be offering 3 different options to rent space:

Community Table Space – $35

  • One – 8 ft table and 2 chairs
  • Access to Power and Wi-Fi included
  • No event passes included
  • Perfect for Community Organizations and vendors who are not interested in attending the event

Single Booth Space- $75

  • One 8 x 10 ft booth space
  • One 8 ft table and 2 chairs (additional table available upon request)
  • Access to Power and Wi-Fi included
  • Two – Bear Crossing 5 Event Passes

Two adjoining Booth Spaces – $100

  • Two adjoining 8 x 10 ft booth spaces
  • Two 8 ft tables and 2 chairs (additional table available upon request)
  • Access to Power and Wi-Fi included
  • Two  – Bear Crossing 5 Event Passes

 

Terms

  • All attendees, vendors, staff and volunteers are subject to our Code of Conduct
  • If there are any issues with a guest, please notify the registration table and they will contact an admin. There is zero tolerance for disorderly conduct and shoplifting at Bear Crossing.
  • The vendor market is open to the public, use good judgement when displaying products, playing videos, etc.
  • Vendors are solely responsible for their product, money and space (including additional cords and power strips). Internet access will be provided in the vendor market area. Phone lines are not available.
  • Vendors agree to have at least one person monitoring their booth at all times while the market is open to the public.
  • Vendors agree that all persons working with the vendor are at least 21 years of age.
  • If your booth includes models, please remember they will have to comply with state law. Models can go shirtless or in underwear. However, they must keep it street legal. Please remember to keep genitals and butt covered at all times. A jock strap must cover the butt crack with at least a one inch (size proportionate) piece of material.
  • You are responsible for keeping your booth and area clean at all times. All trash must be properly disposed of. You area must be clean following the event or you may be subject to a cleaning fee.
  • All food vendors have been approved based on the application submitted. All items for sale will be reviewed throughout the event. Food Vendors must follow proper KC Health Department regulations.
  • All sales are from your assigned booth. No roaming sales.
  • Other than service-dogs, Pets / animals of any type are not permitted.
  • No changes will be made after the booth spaces are assigned.
  • No bullhorns or megaphones, flashing lights or strobes. If you have sound at your booth please be polite to your other vendors and keep it at a respectful volume.
  • You are responsible for setup and tear down of your products.
  • The Kansas City Bear Mafia reserves the right to limit products displayed in the vendor area.

 

Access to the Market 

  • Set up can be done Wednesday 8/8 evening from 6pm-11pm or Thursday 8/9 morning starting at 9am.
  • Vendors will have access 30 minutes before and after vendor market hours.
  • Vendor market will not be accessible outside of the pre-opening and post-closing times. Unless night hours are selected during registration.
  • The Vendor Market will be locked and secured by hotel security.
  • Vendors should never leave money, credit card information, technology devices and/or irreplaceable items in the vendor area unattended.
  • Tear down may take place after the vendor market closes on Saturday evening or from 8am-11am on Sunday
  • Be prepared to bring help, rolling carts / hand trucks to load in to your booth space.
  • Staff will be available to help move tables, run extension cords but cannot be responsible for the set up or transportation of your merchandise.

 

Additional Information

Please provide us with a digital Logo so we may include your business in printed and digital marketing materials. 

We want to promote your business being a part of Bear Crossing and to build a lasting partnership in the years to come.  As a vendor, we will promote your business across our social media leading up to and during the event via Facebook, Instagram, Twitter, Tumblr, SMS, email and our websites. We would also like to feature your business during the event using our digital run book that will displayed across TVs inside the hotel.

We would love to feature samples of your products in our run bags and include any items you would like to contribute in our weekend long raffle.

Send logos and inquires for additional marketing to: vendors@bearcrossingkc.org

 

We look forward to seeing you are this year’s Bear Crossing.  If you have any questions or require additional information, please do not hesitate to contact us at vendors@bearcrossingkc.org

 

By purchasing your vendor registration you agree to the following:

HOLD HARMLESS AND RELEASE: In consideration of participation in any event for KC Bear Mafia, I hereby
release and forever discharge the KC Bear Mafia, its officers, agents, employees and representatives, and
their respective heirs, successors and assigns, from any and all actions, causes of action, suits,
proceedings, debt, dues contracts, judgments, damages, claims, and or demands whatsoever in law or
equity that the undersigned, its successors or assigns, ever had, now have, or may have in the future in
connection with the undersigned’s participation in any event sponsored by KC Bear Mafia. I authorize KC
Bear Mafia to use my name, statements and likeness, without charge, for promotional purposes digital publications, advertising, video, web, new media, or other formats.

 


 

Volunteer

Why volunteer?

Why would you not?  You want to attend Bear Crossing right?  What better way to to have fun, make friends, and build relationships that will last year after year, plus, you get a discount on your run pass to Bear Crossing 5: Lost Bearadise!

The time it takes to coordinate and execute Bear Crossing is everything we do as volunteers.  Your time commitment is a way we help raise money for our charities and to show our guest what Bear Crossing has to offer.  Even if you’re from out of town this is a great way to meet people as well as help our community have a fun, safe time in Kansas City.  

The KC Bear Mafia is a 501c3 registered non-profit charity, any hours you work may qualify you for benefits from your employer or academic institution.  If you do qualify for these benefits please email us at volunteer@bearcrossingkc.org to get everything setup!  Please make sure to address any paperwork that will need to be signed and returned.

 

How do I Volunteer?

Simply click the button below to create a login at Signup.com.  All we need is your name, email address, and phone number.

Once you are logged in, you will see a list of Volunteer Positions available throughout the weekend.  Click the + sign next to the any given shift to find a description, time, and event you will be assigned to.  If you see a shift you’d like to work, click the “sign up” button to to register for that shift. A minimum of 9 Hours is required to receive your discounted pass at the $69 rate.

Please understand that as a non-profit group we utilize outside services available to us to maximize our volunteer management systems. All information is secure and will only be visible to our Volunteer Coordinators & Committee Members and only used in the event that we need to contact you in regards to your volunteer status or during your given shift.

*Please note, this is a time commitment that will not go unnoticed, we depend on that time to give you and your fellow bears the best experience.

Register as a Volunteer