Kiwanis Vendor Application

Kiwanis Henry County Fair 2023 Vendor Application

September 19 - September 24, 2023 vendors@kiwanishenry.org
Thank you for applying to be a vendor for the annual Kiwanis Henry County Fair! Below we have laid out some of the important information regarding the event, vendor requirements, and policies. We advise reading this information and asking any and all questions before filling out the application. Please contact our email address with any questions regarding the fair's vendor market.

FAIR’S OPEN HOURS

Friday Hours: 2 pm- 12 am

Saturday Hours: 2pm- 12am

Sunday Hours: 2pm- 9pm

Our fair is six days long this year, as we have added an extra day! However, the Vendor Craft Market will only be open Friday, Saturday, and Sunday (22-24th) 2 pm- 9pm. (vendors may stay longer!)
Setup: 9 am -12 pm then all vehicles MUST be removed from the area.

Breakdown: 9 pm where vendors tidy up their area and cover for night.
- No vehicles will be allowed in area while fair is open
- 24/7 security will be present for vendor’s area

Our booth sizes are 10X10 and are located in the parking lot adjacent to the 4H Building. We do not have electricity options this year. We do ask that if you need electricity and plan to bring a generator, that you must state that in your application. We highly advise using a tent but do not require it. If a tent is used, proper weight anchors are required to properly set up.The vendor is responsible for their setup as we do not provide tables, tents, or chairs.
The booth price is $300 and includes your spot for all three days. We will not accept any vendors who won't operate Friday, Saturday, and Sunday for the full hours. Booths also cannot be broken down Friday or Saturday night due to lack of vehicular access due to the safety of patrons. Booths will need to be covered for the night and will be kept under our 24/7 security. If you have a wagon, you can choose to take your product with you instead of covering it, but no vehicles, under any circumstances, will be able to access the vendor’s area during open hours.

The last requirement of our vendors is that you have and obtain event day insurance for the duration of the event. Vendors will be required to turn in a copy of the insurance before the event. Failure to do so will result in booth cancellation with no refund.

PAYMENT POLICY
We can accept payment in cash, check, or through our website’s qr code form. We do not accept partial payments. A booth is only secured and reserved once payment is accepted and accompanied with a complete application form. We have a no refund policy unless in the occasion of a full event cancellation or as specified in our inclement weather policy.

WEATHER POLICY
In the event that inclement weather affects the hours of the fair, the vendors market may be subject to different hours. Vendors will be notified of these changes as they occur. In the event that one full day of the fair, when vendors would be present, is canceled due to the weather, a partial refund amounting to one-third of the booth total will be given after the event is over. In the case of inclement weather overnight when vendor booths cannot be broken down, we advise taking all product, setup, or equipment that cannot be subjected to the climate. (Vehicles will still not be allowed in the area for breakdown during open hours- no exception.) Kiwanis Club of Henry County is not responsible for any damages to any booth/vendor setup, equipment, retail product or other, etc.

DEFAULTING POLICY
If the vendor, for any reason, cannot show up for one or more days of the fair after full payment has been made, they are subject to our defaulting policy. If a vendor has an emergency (i.e. hospitalization, covid, car accident, etc.) that requires the vendor defaulting on a day of the fair, with sufficient proof, they are excused from the penalty fine. All other instances that cause a vendor to default a day of the fair will be subject to paying a $150 fine per day missed. This covers the security watching your unsupervised booth and any all indemnification accrued to the fair.

Vendors must be family friendly to adhere and reflect the ideals of the organization. This includes but is not limited to alcohol, cbd, tobacco, political agendas, adult subject matter, etc. We retain the right to approve and disapprove any and all products.
Application Deadlines are Due June 30th

Payment is Due 10 days after Approval

Event Day Insurance is Due by End of July

We would love to have you and be able to shed a spotlight on the businesses that make up our community at the biggest county fair! We know that the vendors attending will see success as our fair continues to get bigger every year. Thank you in advance for applying and we hope to see you all there!

VENDOR APPLICATION FORM

NOTE: This is an application for space. THIS APPLICATION DOES NOT GUARANTEE SPACE. If your application is accepted, you will receive a message from the vendor manager of your acceptance.
Applicant’s Name*

First NameLast Name
Company Name*
Applicant’s Phone Number*
Please enter a valid phone number.
Business Phone Number*
Please enter a valid phone number.
Email*
example@example.com
Address*

Street Address

Street Address 2

CityState

Postal / Zip Code
Website Address
if applicable
If your application is accepted, you will be sent a digital Vendor information kit with additional pertinent information as soon as possible-but no later than June.

List all products and/or services that you will be selling/displaying at the Fair. Also, please include the prices for your products and/or services. You will be processed on the basis of this application. Once confirmation of acceptance is issued, you may not substitute or add items without approval. Violations may mean cancellation of contracts and forfeiture of monies paid.Please list the products and/or services you wish to exhibit: *
IMPORTANT: A description or photo of your display unit or stand MUST accompany this application! If available, please include a brochure or catalog along with your description*
File Upload

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Each vendor shall obtain and keep in force until completion of the fair, including clean up and tear down, a commercial general liability insurance contract with liability limits equal to or greater than $1,000,000 each occurrence. The contractor shall provide a certificate of insurance to the Kiwanis Club of Henry County evidencing such coverage. Such vendor shall name Kiwanis Club of Henry County as an Additional Insured.

Contractor shall be solely responsible for any and all injuries to persons or damages of property or any other injury, claim, damage or loss of whatever nature, arising directly or indirectly from their "operation." Contractor shall INDEMNIFY, SAVE AND HOLD HARMLESS Kiwanis Club of Henry County and its employees, agents and volunteers from and against all liability, loss, damages, claims, costs and expenses (including attorney fees) arising out of injury to person or damages to property or any other injury, claim, damage, loss, cost or expense arising from their "operation."

By signing below, the applicant representing the company/ vendor is agreeing to all policies listed including but not limited to event day insurance, payment, no-refund, inclement weather, defaulting on contract, etc.
Signature*

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Kiwanis Henry County Fair 2023 Vendor Application