DTCA Event Policy

Downtown Traverse City Association (DTCA) Event Participation Policy

The Downtown Traverse City Association (DTCA) produces events to support downtown businesses, enhance community vitality, and create welcoming experiences for residents and visitors that contribute to the culture of downtown.

This policy establishes general expectations for organizations, businesses, vendors, exhibitors, and participants involved in DTCA-produced events. Individual events may include additional rules or requirements.

Eligibility to Participate

Participation in DTCA events is open to businesses, nonprofits, artists, performers, sponsors, and community organizations whose presence aligns with the mission of supporting a positive, family-friendly downtown environment.

DTCA events are intended to be inclusive, community-focused experiences. In accordance with Board direction, organizations or groups whose primary purpose is the promotion of political candidates, political advocacy, or religious doctrine are not eligible to participate as event vendors, exhibitors, or official participants.

DTCA reserves the right to approve or deny participation at its sole discretion.

Public Engagement Expectations

Participants are expected to actively contribute to the event experience by engaging with attendees in a welcoming and respectful manner.

Approved participation should include:

  • Interactive, educational, artistic, retail, or experiential engagement
  • Activities appropriate for a general audience
  • Positive representation of Downtown Traverse City

Booths or participants should provide an activity or interaction, not just promotional handouts, unless approved by DTCA/DDA. In addition:

  • 501(c)(3) organizations are allowed to collect donations but not sell merchandise other than small logo-specific items (e.g. stickers or similar)
    • There may not be a “suggested donation” ask or requirement
  • Entertainers may collect tips during their performances

Conduct & Representation

All participants must conduct themselves professionally and respectfully toward attendees, neighboring businesses, volunteers, staff, and fellow participants.

The following are not permitted:

  • Aggressive solicitation or harassment
  • Disruptive behavior
  • Activities that interfere with event operations or safety
  • Messaging or displays deemed inappropriate for a family-friendly public event

Participants must comply with all local, state, and federal laws.

Event Operations

Unless otherwise specified by individual event guidelines:

  • Participants are responsible for providing their own equipment, setup materials, and staffing.
  • Assigned spaces must be maintained in a safe and orderly condition.
  • Participants are responsible for cleaning up their immediate area.
  • Electrical access, sound amplification, generators, or special equipment require prior approval.
  • All instructions from staff, event management, or public safety officials must be followed.

Weather Policy

DTCA events are typically held rain or shine unless conditions pose a safety risk.

Event modifications, delays, or cancellations due to weather or emergency conditions will be determined by DTCA/DDA in coordination with public safety partners. Participation fees are non-refundable unless otherwise stated in event-specific policies.

Safety

Participant safety and public safety are priorities at all DTCA events.

Participants must:

  • Maintain safe displays and secure equipment
  • Follow crowd management and traffic safety requirements
  • Supervise minors within their participation group
  • Immediately report safety concerns or incidents to event staff

DTCA reserves the right to remove any participant creating unsafe conditions.

Acceptance & Participation

Submission of an application or request to participate does not guarantee acceptance.

Participation capacity may be limited based on:

  • Event layout or space
  • Experience goals
  • Activity type
  • Operational or safety considerations

DTCA reserves the right to revoke participation before or during an event if policies or event rules are violated.

Policy Relationship to Event Rules

This policy serves as the general participation standard for DTCA events.

Additional event-specific rules, including but not limited to community events, art fairs, parades, and seasonal events, remain in effect and may include further requirements.