Changing Times Changing Worlds requires all vendors of edible items provide us with a copy of their Commercial or Cottage License prior to being accepted as a vendor at our events.  All edible and consumable products must be accompanied by a clear list of ingredients as required by law. 

We are accepting retailers and service providers of holistic, eco-friendly, natural, new-age, fantasy, and hand-crafted products and services, artisans, artists, authors, wellness service providers, energy practitioners, psychic and intuitive readers, and mediums.

Our Vendor Committee will review your application as promptly as possible & notify you as to whether there is a current opening for the goods and services you offer. If your application is approved, payment must be received within 7 days of the date on the invoice. Vending fees are NON-REFUNDABLE, however we may consider credits for future events in the event of emergencies on a case-by-case basis. The number of vending spaces is limited and fees must be paid in advance to secure your space.

It is CTCW policy to limit spaces to two of each brand or type with the intention of making our events as profitable as possible for our vendors. Upon receipt of your application, our Vendor Committee reviews your business description and photos, and we also visit your website and social media platforms that you list. While we will accept multiple vendors (for example jewelry or candles, etc), we make sure that we do our due diligence to make sure that the vendors we approve have different looking and different intentioned products. We also limit spaces allocated to direct sales companies (ONE doTerra, ONE Young Living, etc). This is a Metaphysical event, and all vendors, products, and services must fit within our attendee demographic.

CTCW prints and distributes thousands of post cards, posters, and fliers advertising our event.

We distribute the information through our mailing list, social media channels, website, and our network of metaphysical shops who place press kits out for us.

We place free and paid ads in local papers, community calendars (including radio stations).

We place yard signs along the major road in proximity to the venue in Cromwell, CT.

We snail-mail and email all vendors “press kits” and ask them to distribute marketing materials to their local shops, businesses, and their own mailing lists.

If you have any additional suggestions that we can contact to place marketing materials, please contact Maryalyce (CTCWPlanning@gmail.com )  or Lois (CTCWVendors@gmail.com).

Swag bags are a collection of items provided by vendors, sponsors, and the CTCW organization.  These items may be “freebies”, samples, small gifts, or coupons, which encourage attendees to support our event vendors and sponsors.  Swag bags have been a CTCW tradition that our attendees have have come to anticipate with wonder and delight.   CTCW staff organizes these items on site Friday and adds them to conference shopping bags.  They will be offered to the 1st 75 people through the door. If you would like to contribute a small product, sample, coupon, etc, please bring your items to Meghan (“EmKat”) at the conference Registration table by 12pm on Friday 11/20.  If you are a Single Day Vendor participating in the Swag Bags, please ship your items by 11/1 to  Maryalyce at:

CTCW respects individual decisions to wear masks and we do not regulate the use of them. Should state or local recommendations change, we reserve the right to make a final decision as to how we will be handling these details 2 weeks prior to the event and we will send this via email. We expect and request that all vendors who have signed this contract will comply with those health and safety requests.

CTCW offers several different types of vending spaces for our November conference.  You may vend with us during our entire event, or you can choose to vend on Saturday or Sunday only.

Vendor Spaces are measured in terms of one standard 6’ table that is 72” (6 feet) long and 30” wide, with 2 chairs placed behind the table.

If you will be using Garment racks, shelves, massage tables, zero gravity chairs, racks that are independently standing and do not fit on your table, easels and large independently standing pop-up shades. AND THE LIKE, you must email a photo with accurate dimensions and measurements to Lois (ctcwvendors@gmail.com) and Maryalyce (ctcwplanning@gmail.com). If they cause your booth space to exceed the allotted standard space, there will be an additional cost of $50 per 6’ space.

Single Day Vendors

• Choose Saturday OR Sunday during set hours
• Vending spaces are in the Promenade area of the hotel
• Prices do not include access or entrance to any conference programming or events.
• Conference tickets can be purchased separately at steep discounts.
• Standard 6’ Spaces
  • Dimensions: 6’ wide x approx. 5’ deep measured from the back of your chair to the front of your table.
  • If you are a Reader, not selling physical merchandise, you will be given a round bistro-style table, with two chairs. Electricity is not available at these tables
  • Price:
    • $50 per day for the 1st table through 8/31
    • $60 per day after 9/1
  • Includes:
    • 1 6’ x 30” table (round bistro table for Readers)
    • 2 chairs per vendor
    • Hotel-supplied tablecloth (probably black in color). You are welcome and encouraged to bring your own table cloth.
    • Listing on social media event, spotlight on social media pages, link on CTCW website
• Additional spaces: 6’ tables and additional 6’ “table-size” spaces available for $25/per additional space required.
• Electricity available: $7.50 per space

Full Conference “Ballroom” Vendors:

• Vend Friday, Saturday, and Sunday during set hours
• Vending spaces are in the Ballroom of the hotel
• Conference tickets can be purchased separately at steep discounts for vendor assistants
• Standard 6’ Spaces
  • Dimensions: 6’ wide x approx 5’ deep measured from the back of your chair to the front of your table
  • Price:
    • $200 per table space for the 1st table through 5/31
    • $225 per table space from 6/1 through 11/15
  • Includes:
    • 1 Full Conference pass 
    • 1 6’ x 30” table
    • 2 chairs per vendor
    • Hotel-supplied table cloth (probably black in color). You are welcome and encouraged to bring your own table cloth.
    • Listing on social media event, spotlight on social media pages, link on CTCW website
• Additional spaces: 6’ tables and additional 6’ “table-size” spaces available for $50/per additional space required.
• Electricity available: $15 per space

• 10’ x 10′ Spaces
  • Only 2 available
  • Dimensions: 10’ wide x 10’ deep measured from the back of your chair to the front of your table
  • Price:
    • $325 through 8/31
    • $350 after 9/1
  • Includes:
    • 2 Full Conference Passes
    • Electrical outlet access
    • Your choice of 3 6’ x 30” tables or 1-2 tables plus room for your displays
    • 2 chairs per vendor
    • Hotel-supplied table cloths (probably black in color). You are welcome and encouraged to bring your own table cloth.
    • Listing on social media event, spotlight on social media pages, link on CTCW website

There are a limited number of spaces with electric access available. If you are requesting a space that includes electricity, please make sure you pack additional extension cords.

Full Conference “Vendor Village” Vendors:

• Vend Friday, Saturday, and Sunday or Saturday and Sunday
• Set your own hours (open early, close late, close your door if you want to attend classes)
• Vend from the comfort of your room
• Vending from your hotel room in close proximity to our other vendor areas and classes
  • Price does NOT include your hotel room accommodations
  • Vendor Village rooms have 1 King bed and a pullout sofa
  • All Vendor Village rooms are on the 1st floor of the hotel
• Your displays are only limited by how much you can fit in your room and how you choose to display your products
• Price:
  • $250 through 5/31
  • $275 6/1 through 10/19 (hotel reservation cutoff is 10/20
  • Includes:
    • 1 Full Conference pass 
    • Listing on social media event, spotlight on social media pages, link on CTCW website

=============

Vendor tables will be placed with limited space between them; however, aisles will be wide enough for wheelchairs, rollators, and other assistive devices.

=============

Vendor space placement is pre-assigned based on needs such as request for electric access, as well as on the basis of a first-paid, first-assigned basis. No particular space logistics can be guaranteed. Reasonable accommodations can be made for those who have special needs. Please notify CTCW management in advance. We will try to honor reasonable accommodation requests made at the time your contract is submitted.

Non-table displays:

Vendors who are vending in the Ballroom or Promenade and are bringing shelves, garment racks, standing displays, massage tables, treatment chairs, and any other furniture must provide clear photos and exact dimensions/measurements to our Vending Committee within 5 days of application submittal so that we can allocate space and invoice accurately.

** Surprises on the day of the event will not be accepted. **

Refund Policy
Vendor fees are generally non-refundable. 

In the event that Changing Times Changing Worlds cancels our event, we will refund payments to vendors, in full no later than 60 days after the decision is made.  
Should CTCW need to postpone our event due to extenuating circumstances beyond our control, participants will have the choice of having their payment applied to the new date or to our CTCW November conference.

Should vendors need to cancel their participation, we offer the following:

30+ days prior to our November event, we will apply your fees paid to our next in-person event if you are vendor in good standing
No refund less than 30 days of November 20, 2026
Emergency cancellations will be considered on a case-by-case basis.
CTCW will refund the original amount paid less any fees charged by the payment processing companies.  

Vendor cancellations are subject to the terms agreed to in the the vendor application

If the event is cancelled due to a force majeure, global health events, natural disasters, or other events outside the control of the organization, every attempt will be made to refund the registration cost to all participants.

You also have your choice of considering your payment to be a donation.  We will provide you with a donation receipt for your records.

• Distribute at least 25 copies of our official flyer and/or post cards.

• Include our official event graphics to your email lists, social media pages, and any events you will be participating in prior to our event.

• Vendors must not exceed a the space size they have been approved for. Standard spaces are 6′ wide with enough space for your chairs to fit comfortably behind. Any additional displays, racks, etc., may not extend the length of your space and encroach on the space we have allotted for you or your neighbor. We will NOT disrupt spaces that we have set for you and our vendors because you have brought displays that you have not informed us about.

• CTCW does allow shade-type of signage, but they must fit within your 6′ space and must not block the line-of-sight of your neighbors’ vending tables.

• Main aisles will be made wide enough to accommodate wheelchairs, rollators, and other assistive devices. No displays will be permitted in any aisles.

• If you have additional display items as described in previous parts of this Agreement (display racks, garment racks, massage tables, etc), you must email Maryalyce (ctcwplanning@gmail.com) and Lois (ctcwvendors@gmail.com) photos and accurate measurements of these displays prior to your application being approved.

• Vendor understands the booth size and hours of operation are determined by CTCW management and even if you do not agree with them, you will abide by them.

• Vendor set-up time for weekend vendors starts around 1pm on Friday.  Vendor set-up time for single day vendors is from 7-9am on Saturday and Sunday.  Exact information will be se

• Remain set up for the entire length of the event unless otherwise advised by CTCW Management.

  • Weekend Ballroom Vendors:  You may not begin packing up until the close of business (4pm) on Sunday. Vendors agree to be completely broken down and packed out no later than 5:30pm after the event closes. Vendors who strike their setups early will not be welcome back to future events.

  • Weekend Vendor Village vendors:  You must adhere to the rules of the hotel regarding check-out and late check-outs.  

  • Single Day Vendors:  You are asked to pack up at the end of the vending hours on Saturday and Sunday.  

• Withdraw any material found objectionable by event management.

• Vendors agree to refrain from the sale of unauthorized copies of tangible and intangible goods. This includes “pirated” Tarot and oracle decks, plagiarized books, and other unauthorized copies of books, tools, works of art, and other.

• Idemnify, defend and hold harmless Changing Times Changing Worlds organization, its agents, officers, employees and representatives for all claims of theft, bodily injury, property damage and bodily injury including all consequential financial loss resulting therefrom as well as all legal expenses involved in handling such claims.

• Changing Times Changing Worlds strongly recommends that vendors carry Vendor Liability Insurance.

• All vendors who sell food (baked goods, snacks) are required to email a copy of their cottage license or other food processing paperwork to Maryalyce (ctcwplanning@gmail.com) and Lois (ctcwvendors@gmail.com) to complete your application.

• Collect and pay all municipal state and federal taxes related to all sales made in accordance with your business model.

• Vendors are asked to be mindful of aromas and odors that are produced by their products and by their booth staff. Management is mindful of the placement of aromatherapy and scented products and other vendors who have requested to be placed away from those things. If you are a nicotine or marijuana smoker, please do not return to your booth smelling like smoke or marijuana. We respect your rights to indulge or medicate. We ask that you please respect your neighbors by returning to the event in a way where your choice does not affect your neighbors and customers. We know this is a sensitive topic. We respect your life choices. Please respect those of your customers & neighbors. Absolutely no white sage is to be burned in the vendor room or in public spaces. No burning of herbs for energetic cleansing or smudging purposes.

• Our events draw many participants who are immunocompromised and it is our EXPECTATION that all vendors, readers, and healing practitioners take these situations seriously and treat all clients respectfully should they choose to wear masks or other protective accessories while interacting with you and while in our spaces.

• Statement of Values: We ask that all vendors, readers, and healing practitioners read our Statement of Values and understand the culture and work of our organization: https://ctcw.net/statement-of-values/

The following activities are strictly prohibited:

• Open flames are not permitted in any event spaces

• Hanging or affixing any items to walls, doors, ceilings, fixtures, or carpets, including but not limited to the use of push pins, nails, tacks, staples, double-sided tape, or adhesives.

• Use of confetti, glitter, or similar décor items.

• If such prohibited activities are found to have taken place, or if the vendor’s space required extraordinary cleaning beyond what the hotel defines as normal use, the hotel reserves the right to determine the extent of necessary deep cleaning. All costs associated with such cleaning will be passed along to the vendor who was assigned the space in question.

• Readers and healing practitioners will be in the same room as the vendors.

• You will schedule your own appointments and accept your own payments. CTCW does not ask for a percentage of your income.

• All new (to our events) readers who do not have prior recommendations from a CTCW Planning Committee member must submit 3 references who we can text, call, and speak to prior to being approved. In these cases, we will hold your space until we complete our reference checks.

• Any practitioner who is offering in-person sessions will be required to practice in a safe manner and follow such guidelines as State and local regulations may require.

I, the undersigned, have read the Rules and Regulations of Changing Times Changing Worlds and do agree to abide by all the rules and regulations.

I verify that all information I have provided about my business and products for sale is true.

THE UNDERSIGNED EXHIBITOR AGREES TO FULFILL THE CONDITIONS STATED ABOVE.

{text-1}