The festival takes place August 1–2, 2026 at Fourth Street Live, Louisville, KY. The Sponsor Welcome Gala is the evening before, July 31, 2026.

We are targeting 8,000–10,000 attendees across the 2-day festival. In 2025, we welcomed 7,000+ attendees.

Yes. Carnavales de Sweet Havana is a rain or shine event. There are no make-goods or refunds issued due to weather. See our Force Majeure policy for details.

The Mercado is the official vendor market at Carnavales de Sweet Havana — a large covered tent area where approved vendors set up and sell directly to festival attendees.

The Mercado vendor area is located on-site at Fourth Street Live. Food vendors will be positioned along Liberty St., adjacent to the main Mercado area. Exact placement maps will be shared closer to the event.

The Mercado is capped at a limited number of vendor spaces. We recommend securing your spot early — spaces are assigned on a first-come, first-served basis upon receipt of payment.

Each vendor receives a 6-foot space. You may set up a table, display, or small tent not to exceed 6x6 feet total. Nothing outside your designated 6x6 footprint is permitted.

We recommend a maximum of 2 people working your space at any time. Given the 6x6 footprint and crowd density, more than 2 people behind or around a table makes the space feel crowded and can block flow for other vendors and attendees. Hard cap is 3 people per space.

No. All vendor structures must fit within the 6x6 maximum footprint. Oversized tents, canopies, or pop-ups that extend beyond your designated space will not be permitted and may result in removal without refund.

• 2-Day Vendor Space (August 1–2): $500
• 1-Day Vendor Space (August 1 or August 2): $300

Vendor registration is available at carnavalessweethavana.com. Food vendor registration uses a separate link, also available on the website.

Vendor fees are non-refundable once payment is submitted. If you need to cancel, please notify us in writing as soon as possible.

Spaces are limited and will close once capacity is reached. We strongly encourage registration before June 30, 2026.

Vendors may sell products, merchandise, services, or promotional materials related to their business. All products and materials must be pre-approved by Carnavales. Items that are offensive, counterfeit, unlicensed, or unrelated to your approved registration are not permitted.

No. Food and beverage sales are restricted to approved food vendors located in the designated food vendor area on Liberty St. General Mercado vendors may not sell or distribute food or drinks from their space unless specifically approved in writing.

Yes, within your 6x6 space only. You may not distribute samples, flyers, or promotional items outside of your designated vendor area or in the general festival footprint without written approval from Carnavales.

You are. Each vendor is fully responsible for the safety, legality, and presentation of their space, products, and team. Carnavales is not liable for lost, stolen, or damaged goods. Vendors are required to carry their own liability coverage.

Vendors are responsible for bringing their own table, chairs, display materials, and any tent or canopy within the 6x6 limit. Electricity is not guaranteed — confirm availability when you register.

Setup times and load-in instructions will be communicated to all confirmed vendors no later than July 15, 2026.

No. Early breakdown is not permitted during festival hours. Vendors must remain open and operational for the full duration of their registered day(s). Early departure may affect eligibility for future participation.

Food vendors are located in a designated area on Liberty St., separate from the general Mercado tent. This keeps foot traffic flowing and ensures a dedicated food experience for attendees.

A separate food vendor registration link is available at carnavalessweethavana.com. General Mercado registration does not include food vendor rights.

All food menus must be submitted and approved by Carnavales prior to the event. Health permits and food handler certifications are required. Details are included in the food vendor registration process.

A vendor table gets your brand in the room the day of the event — direct, face-to-face access to thousands of attendees. A sponsorship extends your presence across the full campaign: before, during, and after the festival — including stage recognition, social media, press releases, and category exclusivity. Both serve different goals and different budgets.

• Presenting Sponsor: $20,000 — limited availability
• Title Sponsor: $10,000 — limited availability
• Beverage Sponsor: $7,500 — 1 spot only
• Cultural Sponsor: $5,000 — limited availability
• Media Partner: $3,500 — limited availability

May 25, 2026. A signed agreement and deposit are required to secure your tier and category.

Yes. All sponsors at the Presenting, Title, Beverage, and Cultural tiers receive a designated activation space or branded tent space at the festival. This is separate from and elevated above the general Mercado vendor area.

Sponsor activation spaces are capped at 8 total. Once capacity is reached, no additional activation spaces will be offered regardless of sponsorship tier.

Sponsor activation space size is confirmed in writing at the time of agreement. Sponsors may use their space for branded booths, product demos, interactive activations, giveaways, or branded experiences. All activation concepts must be pre-approved by Carnavales in writing — including but not limited to branded tents, inflatables, floats, or interactive installations.

Carnavales will make every effort to accommodate sponsor preferences. However, exact placement is subject to the overall festival layout and is assigned by Carnavales. Placement is confirmed closer to the event date.

Yes. VIP tickets and Gala access are included in all sponsorship tiers as follows:

• Presenting: 8 VIP tickets (Reina Gala) + 8 VIP tickets (Sponsor Gala) + 8 reserved VIP seats
• Title: 4 VIP tickets (Reina Gala) + 4 VIP tickets (Sponsor Gala) + 4 reserved VIP seats
• Beverage: 2 VIP tickets (Sponsor Gala)
• Cultural: 2 VIP tickets (Sponsor Gala)
• Media: 2 VIP tickets (Sponsor Gala)

VIP tickets are non-refundable and have no cash value.

• Social media assets and brand guidelines: June 15, 2026
• All other creative (logos, copy, graphics): June 30, 2026
• LED wall video (Presenting tier only — 30–60 sec, MP4, min. 1080p): June 30, 2026

Late submissions may result in reduced or modified placement at Carnavales' discretion, with no adjustment to your sponsorship fee. If your LED wall video is not received by deadline, Carnavales reserves the right to substitute a static branded graphic.

You are. Carnavales is not responsible for errors, omissions, or legal noncompliance in sponsor-provided materials. Please review all assets carefully before submission.

Yes for major placements. Carnavales will share proofs for significant branded materials where feasible. Social content remains subject to Carnavales' editorial discretion.

Sponsorship content will be published on @carnavalessweethavana (Instagram) and/or @lareinadelcarnavalky, as specified per tier. Carnavales does not guarantee placement on platforms outside those specified in your signed agreement.

A 50% deposit is due upon signing. The remaining 50% balance is due by June 15, 2026. Sponsorship benefits are activated upon receipt of payment in full.

• Cancellation on or before June 30, 2026: deposit is forfeited; any additional amounts paid are refunded within 30 days
• Cancellation after June 30, 2026: 100% of the fee is forfeited, no refunds issued
• All cancellations must be submitted in writing

If Carnavales cancels and cannot provide a comparable alternative accepted by the sponsor in writing, all amounts paid will be refunded within 30 days.

Carnavales does not offer make-goods for placements affected by severe weather, public safety events, government orders, or other force majeure circumstances. In the event of a partial or full cancellation due to force majeure, sponsors will receive a credit toward the following year's event equal to the value of unfulfilled deliverables. No cash refunds are issued for force majeure cancellations.

Load-in details, parking instructions, and setup times will be communicated to all confirmed vendors — more details coming closer to the event.

Food vendors are required to carry their own general liability insurance and must provide a valid certificate of insurance prior to the event. Non-food vendors are strongly encouraged to carry their own coverage. Carnavales de Sweet Havana is not responsible for loss, theft, or damage within your space.

No. Individual vendors may not sell or distribute alcohol from their space. Fourth Street Live is an open-carry venue on private property, meaning guests may carry purchased beverages throughout the festival grounds. All alcohol service is managed exclusively through the event's designated beverage partner.

No. Amplified sound, speakers, and music are not permitted at individual vendor spaces. This keeps the festival soundscape clean and ensures the main stage experience is not disrupted.

Each vendor space is registered to one business only. Every individual or business operating at the Mercado must have their own signed agreement and code of conduct on file with Carnavales.

Service animals are welcome throughout the event. Personal pets are subject to Fourth Street Live's venue policies — please plan accordingly.

We want every vendor and sponsor to have a great experience. Accessibility accommodations are handled on a case-by-case basis. Please contact us at info@carnavalessweethavana.com when you register so we can make the appropriate arrangements ahead of time.

WiFi is provided on-site by Fourth Street Live!; however, with large crowds in attendance, connectivity and signal strength may be limited or inconsistent. Carnavales is not responsible for any WiFi or connection issues experienced during the event. Vendors are responsible for bringing their own card readers or payment equipment. Carnavales does not provide point-of-sale equipment or technical support for vendor transactions.

Yes. Minors are permitted to assist at a vendor space when accompanied by and under the direct supervision of the registered adult vendor at all times. Minors may not be left unattended at a vendor space.