Parking: South side near tennis courts. Arrival closes at 11:30 AM.
Know Before You Go
Event-Day Information at a Glance
Each vendor category follows a different arrival route. Read the card that matches your booking.
Parking: Front parking lot. Wait for staff to direct placement.
Parking: South side, back doors near tennis courts. Arrival closes at 12:30 PM.
All vendors are expected to remain fully open until 5:00 PM. Breakdown begins only after the event ends or with prior host approval.
Arrival Deadlines Are Firm
Arrival windows are firm. There is no grace period, no call-ahead exception, and no staff override.
- Traffic, parking, car trouble, late helpers, and other delays are your responsibility to plan around.
- Arrival after your assigned window means no admission and no refund.
Parking, Unloading & Entry
Your Arrival Route Depends on Your Vendor Type
Outdoor Tent Vendors and Indoor Vendors use the south side near the tennis courts. Food Trucks and Trailers are the only vendor vehicles permitted in the front parking lot and will be positioned by staff from there.
Follow the route for your booked vendor type. Staff will direct parking and unloading.
Front Parking Lot
South-Side Vendor Parking
Outdoor Tent & Indoor Vendors
- 1Drive directly to the south side.
Use the tennis courts as your landmark. Do not enter the front parking lot.
- 2Park and unload only in the designated area.
Follow all signs, parking attendants, and staff instructions.
- 3Check in with event staff.
Staff will confirm your vendor type and direct you to your assigned setup location.
- 4Move your vehicle when instructed.
Keep traffic lanes, fire lanes, and unloading routes clear.
Food Trucks & Trailers
- 1Enter the front parking lot.
You do not report to the south-side check-in.
- 2Remain in the front-lot arrival flow.
Do not choose or enter an operating location on your own.
- 3Wait for event staff.
Staff will direct you to your assigned parking and operating location.
- 4Follow positioning instructions exactly.
Final placement is based on safety, access, and event traffic flow.
Helpers and assistants must follow the same route assigned to your vendor category.
Outdoor Tent and Indoor Vendor helpers may not use the front lot to park, stop, or unload.
Space Assignment
All Spaces Are Assigned by Staff
Vendors may not choose, trade, move, or reserve their own spaces. All placement decisions are final.
Staff assign every space. Review placement requirements before unloading equipment.
Outdoor Tent Vendors
Staff will assign your outdoor space before setup begins.
Indoor Vendors
Your space will be assigned inside the gym only after you enter with at least one table physically in hand.
Do not request a space without your table. Once assigned, place your table in the space to hold your location while you finish unloading.
Food Trucks & Trailers
Staff will direct your unit to its assigned operating location.
No vendor is permitted to choose a space.
Placement is based on event layout, safety, vendor type, electrical access, and traffic flow. Moving your setup without approval is prohibited.
Equipment, Helpers, Wi-Fi & Conduct
Come Fully Prepared and Customer-Ready
No setup equipment is supplied by the host or recreation center unless confirmed in writing before event day.
Bring the equipment you need, prepare your booth, and follow all on-site conduct requirements.
Tables & Chairs
- Bring your own tables and chairs. None are provided.
- A maximum of two 6-foot tables and three chairs is allowed.
- Any request to bring more must be discussed with and approved by the host before event day.
- Additional tables, chairs, or setup space may result in an additional space fee.
- Carts and dollies are strongly recommended for moving items from the south-side parking area.
Tent & Equipment Requirements
- Every Outdoor Tent Vendor must set up with a tent. No exceptions.
- Bring your own tent, properly secured tent weights, tables, chairs, and all display supplies.
- Bring all equipment required for your approved cooking or food-service operation.
- Outdoor electrical power is not provided.
- Bring your own generator or other electrical source when power is needed.
Helpers
- Each vendor may have up to two helpers unless otherwise approved.
- Helpers are subject to every event rule, including arrival, parking, unloading, conduct, and breakdown policies.
- You are responsible for sharing this entire vendor package with your helpers before arrival.
Free Public Wi-Fi
- Dallas Park & Recreation offers free public Wi-Fi inside the recreation facility.
- The network is public and should be used at your own discretion.
- Bring a backup method for processing payments in case of network congestion or interruption.
Dress & Conduct
- This is a family-friendly community event.
- Vendors and helpers must dress in a clean, respectful, semi-casual manner.
- Professional conduct and respectful communication are required at all times.
Customer-Ready Setup
- Have your products, displays, signs, payment methods, and supplies organized before arrival.
- Your entire setup must remain inside your assigned footprint.
- All vendor areas must be completely ready for customers before 1:00 PM.
Weather Contingency
- If it rains or storms, all outdoor vendors will be moved indoors.
- The event will still take place — we do not cancel events due to rain or storms.
Event-Day Breakdown Policy
Vendors Must Remain Open Until 5:00 PM
Vendors are expected to remain fully set up and open until the event ends at 5:00 PM.
Breaking down or leaving before 5:00 PM without prior host approval may result in an automatic ban from all future HypeGirl PopUp Events.
Any emergency or special circumstance must be discussed with and approved by the host before breakdown begins.
Policy Violations
Rules Will Be Enforced
- Outdoor Tent or Indoor Vendor parking, stopping, or unloading in the front lot: may result in removal from the event with no refund.
- Food Truck or Trailer reporting to the south side or positioning without staff direction: may result in reassignment, delay, or removal.
- Outdoor Tent Vendors, Food Trucks, or Trailers arriving after 11:30 AM: will not be admitted. No refund will be issued.
- Indoor Vendors arriving after 12:30 PM: will not be admitted. No refund will be issued.
- Ignoring staff, parking attendants, or assigned placement: may result in immediate removal from the premises.
- Breaking down or leaving before 5:00 PM without prior host approval: may result in an automatic ban from all future HypeGirl PopUp Events.
- Repeated or serious violations: may result in permanent removal from future HypeGirl PopUp Events.
By participating in Buy Black Mecca Fest, you confirm that you have read, understood, and agreed to every rule and policy listed in this vendor package.
Event-Day Communication
Text Only — No Phone Calls
To keep setup moving and have the event ready on time, the host will be focused on on-site logistics and safety.
No-response period: 7:00 AM–1:30 PM on event day.
Calls and messages will not be answered or returned during this setup window. Follow the directions of on-site event staff.
Vendor Refund Policy
There is a strict no-refund policy for vendors who cancel and/or do not show up for the event.
If HypeGirl PopUp Events cancels the event, a full refund will be issued to all vendors within 24–48 hours.