Vendor Application

Vendor Registration for the Suncook Valley Rotary Club's 41st Annual Hot Air Balloon Rally is now open!  Thank you for your interest in our event.  

Complete the form below to submit an application. 

Completing this application does not guarantee you a vendor spot for the rally. This is an application for space. The Suncook Valley Rotary Club will review all applications. You will be notified if your application is accepted or denied. Payment will be requested upon approval of your application. Check or payment by credit card is required. 

Applications are due no later than July 1, 2023. Applications will be approved on a first come - first served basis. 

If you have any questions, please contact us at suncookvalleyrotary@gmail.com 

Suncook Valley Rotary Club's 41st Annual Hot Air Balloon Rally will be held this year on August 4-6, 2023.

Thank you for applying to be a vendor at the Hot Air Balloon Rally. Please be sure to read ALL the below information, rules and requirements. In order to ensure public and vendor safety you will be held to these standards.  

GENERAL INFORMATION:

Location: Drake Field, Pittsfield, NH

Set-up Time: 9:00 am to 2:00 pm on Friday August 4th. (ALL vehicles MUST be off the field by 2:00pm)

Event Hours: Friday 3pm to 10pm, Saturday 5am to 10pm **NOTE - the majority of activities run on Friday and Saturday. While there are early morning balloon activities on Saturday, vendors generally do not open until mid morning. Sunday's events are limited to the morning balloon launch and the 5K Road Race.** The schedule of events will be finalized in the coming months. 

Electricity & Safety: There is no electricity or running water on the property. You can supply your own generator, must be 75 DCB or lower. Fire Extinguisher must be present for vendors utilizing electricity, fuel, cooking elements, etc. ALL tents are required to have a minimum of 20-lbs. weight attached to each leg.

Registration Deadline: All applications and payment must be received by July 1st. 

COST:  is based on size of each space you are requesting. There is no cost for non-profit organizations. 

• 10'x10' - $250 per space
• 10'x15' - $450 per space
• 20'x15' - $600 per space

CONFIRMATION & PAYMENT: Submission of application does not guarantee acceptance. If you are accepted you will be contacted via email with your confirmation and an invoice for payment. Payment in full is required. No refunds or cancellations for any reason whatsoever. This is a rain or shine event. 

Spaces are limited. Get your application in EARLY! We will attempt to accommodate location requests however we cannot guarantee this. Applications are considered on a first received, first considered basis.

RULES, REQUIREMENTS & INFORMATION

All self-contained vehicles (Trailers, self-contained trucks etc.) must be listed on your applications. Total length and width must be shown on your application. This must include the tongue length of a trailer if the tongue is not removable. (i.e. a 22’ trailer with a 3’ tongue is really 25’).You will need to purchase vendor space(s) to cover the length of your setup.  Trailers MUST be in your space and parked no later than 2pm on Friday the 5th. If you arrive after that time it will be at our discretion to allow you entry or to assign you another space so PLEASE ARRIVE EARLY.  Please note, various spots on the field may be on slightly uneven terrain. Rocks, dips, and various non-level ground may be found so please be sure to bring whateveer items you may need to stabilize or level your space.  

PROHIBITED ITEMS: Silly String, Smoke Bombs, Stink Bombs “Snappers”, Radios, AV Equipment, Weapons, Guns, Ammo. No Pets. No tobacco, alcohol or drug related items. 

PLEASE NOTE: To make it more profitable for all, we attempt to limit the quantity of like items to a reasonable number, but we cannot guarantee you will be the only vendor(s) of your food or item type.

FINAL NOTE TO ALL VENDORS  Vendor parking will be very strictly enforced on both days. Parking is not allowed on the field - vehicles will only be allowed on the field for setup and breakdown, unless special exceptions are made. Remember, you must leave your space as you found it. Take large supply boxes, bottles, containers etc., away with you. Dumpsters are available on site to dispose of items, do not place your trash in the blue barrels that are intended for guests. If you leave your garbage behind, it will be noted and you will be barred from any future events.

The Suncook Valley Rotary Club is not responsible for any lost, stolen, or damaged property, or personal injury to vendor operators. 

Vendors must indicate the appropriate size/space(s) below that will accomodate all of their product, displays, tables, chairs, etc. Vendors are limited to only the space leased for any advertisting, brochures, and/or handout material. 

THIS IS A RAIN OR SHINE EVENT. THERE IS NO RAIN DATE. We supply the space, you supply the rest.  

Release Statement: By signing below, I agree to consider this application a commitment if accepted and to abide by all rules set forth by the Suncook Valley Rotary Club. I also understand and agree to the following:  No items are to be sold that were not listed on my application and approved by the Suncook Valley Rotary Club.  If my booth is at any time deemed to be unsafe or inappropriate for the balloon rally audience by any member of the club, I may be asked to cease all sales immediately and may not be allowed to return for the remainder of the festival. The use of live or recorded music, video or AV equipment is not permitted without prior written permission. No pets are allowed.  The Suncook Valley Rotary Club and all members are not responsible in any way for personal injuries, property damage or theft which may occur to me or my associates as a result of my participation in this event. All images taken during the balloon rally may be used for promotional purposes by the Suncook Valley Rotary Club or its members. I am responsible for collecting NH meals and rental tax, if applicable. My vendor space will be properly attended for the duration of activities at the balloon rally, and my booth area will be kept clean and safe. No early packing up or closing of booths is allowed, the balloon rally runs until around 10pm rain or shine on Friday and Saturday nights. No refunds will be issued for any reason including, but not limited to, rain, bad weather or events that adversely affects the balloon rally in any way.  This is a rain or shine event. The club reserves the right to reject any application.