Petals & Stars Holiday Bazaar
RULES AND REGULATIONS
Petals & Stars invites interested vendors to submit applications for its Petals & Stars Holiday Bazaar market scheduled for 5-8 PM ON FRIDAY, November 1, 2024, AND 11 AM - 6 PM on SATURDAY, November 2, 2024, at The Bridge Event Venue, 1541 Fording Island Road #6, Hilton Head Island, SC. The $75 per booth Early Bird special ended on September 1, 2024. The $100 per booth rate now applies to all vendors whose application AND FULL payment were not been received by the September 1, 2024, deadline. The final day to submit a vendor application is October 15, 2024, provided spots are still available. Space will be assigned on a first-come, first-served basis.
DATE, TIME, AND LOCATION:
The Petals & Stars Holiday Bazaar is an indoor and outdoor event with no rain dates. The market is scheduled 5-8 PM ON FRIDAY, November 1, 2024, AND 11 AM - 6 PM on SATURDAY, November 2, 2024, at The Bridge Event Venue, 1541 Fording Island Road #6, Hilton Head Island, SC. The site is located in the unincorporated area of Beaufort County on the Bluffton side of the Hilton Head Island bridge.
Setup begins at noon on Friday, November 1, 2024, and must be completed by 4 p.m. that same day. Once set up is complete for indoor vendors, tables, chairs, etc. at booths are asked to be kept in place until after 6 p.m. on Saturday, November 2, 2024, when the event ends. Outdoor vendors MUST remove all of their items including products, merchandise, chairs and tents EACH DAY of the market. By 9 p.m. on Saturday, November 2, 2024, vendors must have removed all items at their booths both indoor and outdoor.
SUBMISSIONS:
Completed application and four photos of your products must be emailed to HOPE@petalsandstars.org. Only one vendor per application.
NOTIFICATION OF ACCEPTANCE:
Notification of acceptance and booth assignment number will be emailed to approved applicants.
COST:
The $75 per booth Early Bird special ended on September 1, 2024. The $100 per booth rate now applies to all vendors whose application AND FULL payment were not been received by the September 1, 2024, deadline.
DO NOT send booth payment with the application. Payment may be sent after the notification of acceptance is sent via email. The booth fee is payable to Petals & Stars via digital payment methods, which will be provided if your application is approved.
IMPORTANT:
Vendors will be selected based on products to help create a balanced market. Please be specific in your descriptions of what you plan sell. Applicants must submit four photos of what will be sold during the event. These photos may be used for advertising, including on social media, websites, and print. Slides, compilations, or website links are not allowed.
DO NOT SEND BOOTH PAYMENT WITH APPLICATION. PAYMENT IS DUE UPON ACCEPTANCE.
Any children brought to the market must always remain with you or an adult guardian.
You must NOT attach any material by any means to walls, drapes, ceilings, doors, columns, floors, railings, or any other areas of the premises. All displayed items, signage, and other materials must remain within your vendor area's 10 x 10 space.
You must keep your space clean and free of hazards at all times.
All vendors are responsible for securing the proper permits and following state/local regulations. Vendors are also responsible for collecting and paying the appropriate sales tax.
Food products must adhere to the rules and regulations of the South Carolina Department of Health and Environmental Control and the U.S. Department of Agriculture. Prepared food requiring SCDHEC or USDA licensing or permits is NOT allowed.
BOOTH SPACE AND TENT INFO:
All booth spaces will be 10' x 10' for outdoor vendors to accommodate tents and up to 8’ x 4’ for indoor vendors (no tents allowed indoors). Electricity will be limited and available on a first-come, first-served basis. All participants must supply their own booth materials, such as tables, chairs, tents, etc. Please do not attempt to set up before confirming space location with event staff.
Space paid for but not occupied by 3:30 p.m. on Friday, November 1, 2024, may be considered forfeited and subject to use or reassignment. The vendor will forfeit all monies paid for such space without recourse or refund.
Items must not protrude into the aisles. Any activity, products, or equipment that results in aisle obstruction or prevents ready access to nearby booths is prohibited.
No vendor will be permitted if offering items or activities considered dangerous or disturbing. Petals & Stars reserves the right to prohibit, modify, and regulate any vendor booth not in keeping with these Rules and Regulations or objectionable from its point of view.
PRIZE DRAWINGS:
Vendors may conduct a prize drawing at their booths and award a prize if one is advertised during the event. Signage must be displayed inside the booth stating the nature of the prize and how it will be awarded. NO fee may be charged for entry into a prize drawing.
REFUND POLICY:
Payments are non-refundable except in the event the market is cancelled or postponed.
SALES TAX, RETAIL LICENSE, AND PERMITS:
Vendors may be required to register with the South Carolina Department of Revenue to report and pay sales tax at the appropriate rate. Please contact the South Carolina Department of Revenue for forms, instructions, and other information regarding sales tax and retail license requirements.
GENERAL:
Smoking, vaping, and electronic cigarettes are prohibited.
No alcoholic beverages are allowed.
Profanity, disorderly conduct, illegal drugs, and illegal activities are strictly prohibited.
Vendors violating these general rules and regulations will be asked to leave without recourse or refund.
SECURITY:
Each vendor is responsible for safeguarding his or her property. Products, merchandise, and other personal belongings may be removed if vendors do not want them to remain overnight inside the building, but tables, chairs, etc., are asked to be kept in place once they are set up indoors. Outdoor vendors MUST remove all of their items including products, merchandise, chairs and tents each day of the market. The Bridge Event Venue will be locked and secured at the end of each day of the market. Neither The Bridge Event Venue nor Petals & Stars assumes responsibility for the loss or damage of products, merchandise, personal belongings, or other items as a result of any cause.
INDEMNIFICATION:
The vendor agrees to defend, indemnify and hold harmless Petals & Stars, and its officers, directors, and employees, and The Bridge Event Venue and its owners, and Beaufort County government, each of them from and against any and all claims whatsoever arising out of acts of Petals & Stars, its agents, representatives and employees, and all persons furnishing services, delivery, work or materials at the request of Petals & Stars.
LIABILITY:
Neither Petals & Stars and its officers, directors, and employees, and The Bridge Event Venue and its owners, and Beaufort County government nor other parties involved in the production of the Petals & Stars Holiday Bazaar will be responsible for any injury, loss, or damage that may occur to the vendor or the vendor's employees, staff, or guests or property from any cause whatsoever, before, during, or after any period of this contract. The vendor releases the foregoing parties from all such claims for loss.