2022

Las Vegas Book Festival

Booth / Vendor Application 

10 a.m.-6 p.m., Oct. 22, 2022

Historic Fifth Street School,

401 S. 4th Street, Las Vegas, NV 89101

For more information, call 702-229-ARTS (2787) or email ArtsLasVegas@LasVegasNevada.GOV

Vendor Booth Applicant Information

Now accepting Vendor Booth Applications for the 2022 Las Vegas Book Festival! We strongly recommend acting quickly to submit your application, as the capacity for vendors is limited.

The Las Vegas Book Festival, now in its twenty-first year, is a celebration of the written, spoken, and illustrated word. We would like to express our gratitude to all authors, vendors, and sponsors for your interest and past participation in the Las Vegas Book Festival.

The Las Vegas Book Festival welcomes vendors and exhibitors from literary, educational, artisan, craft, non-profit organizations and individuals to apply to participate in the Festival.

Vendor Information: Participation and Eligibility

EXHIBITOR REQUIREMENTS: All applications will be screened for compatibility with this event and the event’s needs. Application must be filled out completely for consideration. Submissions must possess majority of inventory related to theme of event.

ACCEPTANCE: Confirmation of acceptance into the Festival is sent via email. If accepted, ALL paperwork and full payment must be returned to the City of Las Vegas Cultural Affairs Office by the due date to avoid late fee.

Registration will close on Saturday, September 21, 2022, or when sold out – whichever is sooner.

Vendor / Exhibitor Types:

o   Non-Profit Organization- $100 

(Must include proof of 501 (c)(3) or (c)(7) status)

o  Regular/For-Profit- $200

Payment: Payment is accepted by credit card only. Once approved, payment link sent via e-mail, please allow 5-10 business days for approval. Note: Fees increase based on number of booth spaces requested.

All Booths Include

o   10x10 festival tent

o   One (6 ft.) table and two chairs.

o   One booth sign 

o   Access to electricity is limited and will require an additional fee if requested.

o   Additional chairs and tables available to be reserved for an additional fee. Some limits will apply to size / type of booth. Some limits to booth occupancy will apply according to size / type of booth. Table coverings not provided. Please provide table covering for tables.

o   Entering and exiting must be made from booth and not neighboring spaces, please plan accordingly.

o   Booth footprint MUST be within the confines of the booth area designated by city of Las Vegas Office of Cultural Affairs. Please stay within the marked location provided. Keep walkways clear and unobstructed. All displays and items must not take space from another booth.

o   Please speak with vendor coordinator if you have questions before officially setting up.

o   Please note: staking on city of Las Vegas grounds is prohibited.

Location:  Historic Fifth Street School, 401 S. 4^th Street, Las Vegas, NV 89101

Festival Hours:  10:00 a.m. – 6:00 p.m. Participants are required to remain open and active throughout the Festival’s open hours.

Pre-event set up is on Friday, October 21, 2022, from 10:00 a.m. – 2:00 p.m. 

We encourage authors and vendors to come down to the festival grounds on Friday to become acquainted with booth locations, festival parking and optionally do a soft set-up (place tables and if weather permits, potentially leave any low-risk boxes/bulky items overnight. Please cover tightly) at designated booth only. 

Check-In: Check-in begins on Saturday, October 22, 2022, at 7:00 a.m. at the entrance to the Historic Fifth Street School off of 4^th Street.

Event day set-up: Saturday, October 22, 2022, from 7:00 a.m. – 10:00 a.m. We ask that all vendors arrive during the designated set-up and check-in time to ensure all participants are ready in time for the beginning of the festival. Please bring a cart to transport your items, as booths may be located far from the load-in zone. We strongly recommend that participants bring help to set-up and park vehicle.

Break down hours: 6:00 p.m. – 7:30 p.m.

State of Nevada Special Event Sales Tax: Vendors will be subject to Nevada state sales tax when applicable for sales made. Vendors must post pricing information in a visible manner in their booth space. Pricing must indicate if Nevada Sales Tax of 8.38% is included or excluded in item cost. Tax forms to be completed will be supplied and collected at the end of the event and will require your signature (regardless of sales made) and returned to vendor coordinator with any applicable taxes. Bring your checkbook. Checks are preferred method of payment of your sales tax. Checks should be made out to: "Department of Taxation". Please indicate if your organization is Tax Exempt. If your organization submits sales taxes monthly, quarterly, annually, please include this detail on your form with "filing separately". 

Parking: On Saturday, Free parking for vendors will be provided at the Lloyd D. George Courthouse. Entrance is located on 6th Street between Clark Ave. and Bridger St. If you would like to park closer to the festival, you may choose to park at the City of Las Vegas Parking Garage located on 455 S 3rd St, Las Vegas, NV 89101, which will cost $5.00 for the entire day.

Recommended booth supplies: We highly recommend that participants bring materials for their booth that can include but are not limited to: tablecloths, flyers, handouts, and other promotional materials. Booth decorations are welcomed and encouraged, however, please ensure that all decorations remain within the footprint of the 10x10 tent and do not protrude out towards the walkway or sideways into another vendor’s space. All vendors are encouraged to set up an interactive element to engage audiences – the most successful vendors offer a hands-on opportunity for the audience to engage with their work or their organization. 

Advertising and Promotion: This year, the Las Vegas Book Festival marketing committee will be developing assets for vendors to use to promote their participation in the Festival.  Assets may include social media graphics, a universal hashtag to use in social media and advanced detail about the festival to share with your own networks. All vendors are expected to participate in promoting their participation at the 2022 Las Vegas Book Festival.

Signage: Vendors will be provided with one Las Vegas Book Festival-branded sign, printed with the business name provided during registration to display at the booth.  If you would like to bring any additional signage, you are more than welcome to, but you must ensure that the provided sign is displayed as installed and without obstruction.

Food Vendors: Food trucks will be on site for the duration of the event.  Feel free to patronize them for a meal or staff your booth accordingly to provide meal breaks outside of the festival grounds (outside food and beverage are not allowed to be brought into the event). For your convenience, food truck vending will begin at 10:00 A.M.

Booth Location:  Book Festival staff will make every effort to honor booth location requests, but maintains the right to all final decisions regarding placement and reserves the right to change or move designated booth location up to the day of the festival, if necessary, and will make all reasonable efforts to minimize changes. 

 Dress Code: Dress for the outdoors with comfortable clothing and shoes. Also, weather in October for Las Vegas tends to be cooler so it would not hurt to bring a light jacket just in case.

For more information, call 702-229-ARTS (2787) or email ArtsLasVegas@LasVegasNevada.GOV

VENDOR TERMS & CONDITIONS

1. Vendor shall submit the required application by 5:00 pm. on September 21, 2022. Payment and required documents must be submitted within seven (7) business days of notification of acceptance to participate at the event. The All applications will be screened for compatibility with this festival event. Application must be filled out completely for consideration. All vendors will need to include at least two photograph samples of their work.

2. Vendor is required to be open by 10:00 a.m. on Saturday, Oct 22, 2022 and for the duration of the entire event. CLOSING EARLY OR STAYING OPEN AFTER THE EVENT’S CONCLUSION IS GROUNDS FOR EXCLUSION FROM PARTICIPATING AT FUTURE CITY OF LAS VEGAS EVENTS.

3. SALES TAX: Nevada State Law states that all vendors must pay sales tax on goods sold in Nevada. Vendors are responsible for keeping track of their sales, posting that taxes will apply, and completing the provided day of event taxation forms indicating that you will be paying current applicable Nevada State Sales Tax at the end of the event or at the end of your tax cycle. Payment by CHECK is the preferred method of submitting sales taxes for this event. Checks payable to: "Department of Taxation", for the full amount of sales tax due. 2022 sales tax rate for Clark County, Nevada is 8.38%. A completed taxation form is required from participating vendors / exhibitors even if no taxable sales were made. NO EXCEPTIONS CAN BE MADE TO THIS BECAUSE OF NEVADA STATE LAW. Any questions should be directed to Nevada’s Department of Taxation 702-486-2300. 

4. INSURANCE: YOU MUST BE COVERED! Vendor will provide public liability and property damage insurance in an amount not less than One Million Dollars ($1,000,000) per occurrence, Two Million dollars ($2,000,000) aggregate. The City of Las Vegas Office of Cultural Affairs must receive the certificate of insurance no later than five (5) working days’ prior to the event. Vendor is solely responsible for any personal property at all times. Sample available upon request.

5. SUBLEASING: Vendors may exhibit only in the medium(s) for which he/she was accepted and may not sublease their space, unless pre-arranged with the City of Las Vegas Office of Cultural Affairs. Sublease in this use includes renting, sharing, donating or in any way allowing another company or person to display or advertise in an exhibitor’s space.

6. INDEMNIFICATION: Vendor agrees, by accepting this agreement, regardless of coverage under any insurance policy, to pay all costs necessary to indemnify, defend and hold the City of Las Vegas and/or the Office of Cultural Affairs (as applicable) harmless from all claims, demands, losses, actions, attorney’s fees, cost and expenses based on or arising out of any acts, errors, omissions, fault, or negligence of contractor or its principals, employees, subcontractors or other agents while performing services under this contract.

7. ELECTRICAL REQUIREMENTS: Fee $50. Access to power will be extreemly limited at this event and based on availblity. Feel free to provide your own battery-operated equipment for your booth. No generators.

8. Consumption of alcoholic beverages by vendors at their booth is prohibited. Under no circumstances are controlled substances allowed on the event site. Anyone with controlled substances in their possession on the event site is subject to immediate expulsion and /or arrest. Additionally, the City of Las Vegas does not allow the sale of merchandise that offends community standards or depicts illegal drug use or paraphernalia.

9. Potable water is available on a limited basis. Use of potable water will require written advance notice. If granted permission, vendors will be responsible for their own hook ups, transport (including a hose) and proper removal of water.

10. All business or other activity, for which the vendors have rented space, must be conducted within the designated booth space only! No distribution, canvassing, flyers or vending of any kind may be done while strolling through the event grounds. No animals allowed –please leave your pets at home. Certified service animals accepted. Failure to comply will mean expulsion from future event.

11. Vendors are expected to dress appropriately. The way you dress may have an influence on your success.

12.  Please plan for sufficient inventory. Surplus stock must be stored out of sight. Reproductions should be identified as such and not dominate your booth area.

13. In order to maintain a professional and finished appearance, vendors must provide their own table coverings, booth display systems, backdrops and side panels to distinguish their displays from others.

14. The entering and exiting of your booth must not impact another booth's alloted area and should be planned for within your alloted space.

15. Demonstrations of craft and attendee participation is highly encouraged.

16. Set-up and parking information will be emailed to you upon acceptance.

17. Political signs are not permitted.

18. Vendors must be completely off park grounds by 7:30 p.m.

19. Vendors must agree to abide by all COVID-19 and other guidelines as provided and directed by the city of Las Vegas. We appreciate your understanding that some guidelines/instructions may be more restrictive than state-issued mandates in order to protect staff, students, facilities, and our community. 

 

For more information, call 702-229-ARTS (2787) or email ArtsLasVegas@LasVegasNevada.GOV