Non-Profit Vendor APPLICATION

Non-Profit Vendor APPLICATION

Hickory Downtown Development Association is now accepting vendor applications for the 38th Annual Oktoberfest in Downtown Hickory, NC
HICKORY’S OKTOBERFEST • October 10th, 11th, and 12th, 2025

Festival Vending Hours:

Friday, October 10th: 5pm - 11pm
Saturday, October 11th: 10am - 11pm
Sunday, October 12th: noon - 5pm

VENDOR INFORMATION:

Early Bird Application & Payment Deadline: Monday, July 14, 2025

• Non-Profit Vendor Fee: $150 for a 10' x 10' Space

• Vendor fees must be paid online and received no later than 5pm on July 14, 2025.

• Vendors will be notified by the Non-Profit Vendor Coordinator of acceptance (via email) by August 15, 2025.

• If you aren't accepted to be a vendor, the refund process begins Friday, August 15, 2025.

Last Chance Application & Payment Deadline: Tuesday, July 15 - September 5, 2025

• Please note the $100 price increase:
Late Non-Profit Vendor Fee: $250 for a 10' x 10' Space

• Vendor Fees must be paid online and received no later than 5pm on September 5, 2025.

• Vendors will be notified by the Non-Profit Vendor Coordinator of acceptance (via email) by Friday, September 19, 2025.

• If you are not accepted to be a vendor, the refund process begins Friday, September 19, 2025.

CHECK IN:

• Vendors check in begins at 7am on Friday, October 10, 2025.

• All vendor vehicles must display their hang tag from the rearview mirror to be accepted into the festival area.

• Vendor contact phone number should be clearly visible on the hang tag.

• All Vendor vehicles must be removed from the festival footprint by 3pm, Friday October 10, 2025.

• Vehicles inside the festival after 3pm will be reported to the HPD for removal.

• All Vendors must open promptly at 5pm on Friday, October 10, 2025.

• Vendors must remain open and serving customers for the entire festival time frame.

Our email is info@downtownhickory.com
Non-Profit Business Info

Contact Information
Non-Profit Name*
Federal Tax ID Number*
Booth Name (Please list the name that will appear on your booth signage.)*
Contact Name*
Email Address*
ALL correspondence will occur via email or phone so please ensure this is accurate and checked often. Please acknowledge this statement by clicking "I Agree" below.*

I agree
Work Phone*
Best Days & Times To Call*
Mailing Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Website
Business Website
Facebook
Business Facebook link
Onsite Manager Contact Info

This information is only required if different from above
Onsite Contact Full Name*

First NameLast Name
Onsite Contact Phone*
Non-Profit Vendor - Merchandise & Pricing

Oktoberfest celebrates not only our community’s German heritage but strives to feature local NONPROFITS. We attract over 50,000 participants over 2½ days so you must be prepared for a high-volume event. Please take careful note that you will not be allowed to close early, leave early, or stop selling at any point during the event.
Please list AND describe ALL items you wish to distribute or display. NO EXCEPTIONS. If you do not list an item here, it will not be allowed at the festival.

Please see our Festival Event Policy.
Merchandise List :*
Please upload 4-10 photos of your non-profit items to be displayed or distributed. These photos will be used in consideration of your application. Should you be chosen, they will be used to promote your non-profit.
File Upload*

Cancelof
Non-Profit Acknowledgements
Acknowledge each question below by checking "I Agree".*

I understand I may NOT distribute ANY food or beverage item at the festival.I understand I may NOT play any music at the festival.I understand I may not hold a raffle at Oktoberfest.I have knowledge that I have all the inventory that is required to attend the festival as a vendor. I will not bring any other inventory other than what I submitted on this form. I understand there are NO EXCEPTIONS.
Non-Profit Information
Please thoroughly describe the purpose of your Non-Profit.*
Please thoroughly describe why your Non-Profit wants to be at Oktoberfest. *
Non-Profit Vendor Operation Description
1. How do you set up your operation? Please describe thoroughly. *
PLEASE NOTE that your tent may be no larger than 10 x 10 and must meet all standards listed in guidelines.

FIRE CODE REQUIREMENTS: Vendor tents must be FIRE RESISTANT with certification sticker attached to the tent.

Gas lanterns are not allowed.

Battery powered or electric lights must be guarded.

Halogen quartz lights are not permitted.

All drop cords must be 12-gauge heavy duty in compliance with the laws of the State of North Carolina and must be secured at all times.
2. How long does it take you to set up, from arrival to service ready? *
Set Up Time
3. How long does it take you to break down, from service to load out?*
Break Down Time
Non-Profit Vendor - Electricity
Do you use electricity in your operation? Note: You must supply your own #10 or #12 electrical cord as well as the materials to securely fasten it to the ground. Your placement of the cord must pass the safety inspection by the Fire Marshall. *

YesNo
Certificate of Insurance
If accepted as a Vendor for Oktoberfest, we will need a certificate of insurance provided to Oktoberfest producers, Hickory Downtown Development Association, by September 19th.

The Certificate of Insurance must name:

HDDA Oktoberfest 2025 - as additionally insured.

Email to: info@downtownhickory.com

Or mail to:

Hickory's Oktoberfest
PO Box 9086
Hickory, NC 28603
Non-Profit Vendor - Disclaimer
Disclaimer: I agree to abide by the 2025 Festival Event Policy and all policies and guidelines developed by Hickory Oktoberfest Festival planning committee. Further, I understand that failure to follow these regulations can mean expulsion from this year's or future Festivals.

I hereby release and agree to hold harmless all indemnified parties from any damage to my property or any personal injury which I or my helpers may sustain while participating in the Hickory Oktoberfest Festival October 10, 11 and 12, 2025 (Confirm agreement by filling in your full name and date below.)

QUESTIONS? CONTACT US AT: info@downtownhickory.com
Name*

First NameLast Name
Date*

MonthDayYear
Date
Hickory's Oktoberfest, presented by the Hickory Downtown Development Association, may, in its discretion, cancel all or part of the Oktoberfest event if circumstances regarding any act of God or nature warrant (other than local weather events) including public health orders or recommendations on reasonable notice in which case no payment will be required and any deposit will be returned.
Should be Empty:

Non-Profit Vendor APPLICATION

Onsite Manager Contact Info

Non-Profit Vendor - Merchandise & Pricing

Non-Profit Acknowledgements

Non-Profit Information

Non-Profit Vendor Operation Description

Non-Profit Vendor - Electricity

Certificate of Insurance

Non-Profit Vendor - Disclaimer