Thank you for your interest in being a vendor at the 50th Annual Carolina BalloonFest, scheduled for October 17-19, 2025 in Statesville, NC. We are very excited to continue the tradition of giving back to local non-profit organizations and are looking forward to you helping achieve that again this year.

Carolina BalloonFest is held at a beautiful 35-acre grassy bowl venue at the Statesville Regional Airport with plenty of room for hot air balloons, attractions and over 35,000+ spectators throughout our 3-day festival. The beauty and excitement of over 50 hot air balloons floating overhead draw huge crowds each day. On Friday and Saturday night, everyone loves the magnificent Balloon Glow that lights up the evening sky. Our festival is designed with fun and family-oriented activities throughout the weekend. Attractions include:

• Artisan Village - up-scale artworks and handcrafts by regional artists
• Kids' Zone - large play area with ongoing youth activities
• Eat Street - exclusive food vendor area with many options
• NC Wine Garden - Taste & purchase wines NC vineyards & wineries
• Vendor Marketplace - corporate businesses and organizations showcase products and services
• Entertainment Stage - live music performances each day

Your presence at the Artisan Village & Vendor Marketplace will provide added incentive for all our guests to arrive early and stay late. Eat Street hours are Friday 3PM to 8:30PM, Saturday 7:30AM to 8:30PM, and Sunday 7:30AM to 4:30 PM. You may open as early as 7:00AM if you wish - spectators, pilots and volunteers arrive that early for the balloon launch on Saturday and Sunday!

Please review the following Marketplace Vendor Guidelines & Application. Space is limited, so we encourage you to return the following application as soon as possible but no later than August 15, 2025.  Upon receipt of your application, your participation will be considered for acceptance. Upon acceptance, a formal confirmation response with invoice for payment will be sent to the applicant's email address. Vendor spots are not officially reserved until full payment has been received. No refunds will be given after August 31, 2025 for cancellations.

• DEADLINE: Application deadline is August 15, 2025. Vendors will be considered on a first-come, first-served basis and will be advised of acceptance no later than August 31, 2025. Spaces are limited. No refunds after August 31, 2025.

 

• BOOTH SPACE: All single spaces are 10' 10'. Multiple spaces may be purchased. Your space will be located in the main vendor area with Artisan Village Vendors. Tents and tables are not provided. All tents must be securely weighted with at least 40 lbs per corner. Vendors are encouraged to lower their tents overnight.

 

• TAXES/LICENSES: All exhibitors are responsible for collecting & reporting North Carolina sales tax & any other taxes associated with their sales.

 

• SET-UP HOURS: Set-up for Vendors is on Friday, October 17th from 7:00AM - 12:30PM, with vehicles off the field by 12:30PM. Early set up on Thursday afternoon can be requested by contacting the Artisan Village and Vendor Marketplace Coordinator. Please note festival hours for Friday are 3:00 - 8:30PM. All vehicles must be off the field by 8:00AM on Saturday & Sunday. Booths must be open and staffed at all times Saturday from 8:30AM until 6:30PM, and Sunday from 8:30 AM until 4:30 PM. You may open as early as 7:00AM if you wish - spectators, vendors and volunteers arrive early to watch the balloons launch. Anyone arriving late, leaving before closing, breaking down during show hours or entering show grounds without festival organizers consent will be refused entrance to the grounds and future events. All booths must be dismantled from 4:30 - 8:00PM on Sunday. You are responsible for removing your trash.

 

• EXHIBITS: All should be in keeping with the overall family-oriented event theme. Vendors may only sell items approved & specified on application. Vendors may not transfer, let, sublet, share or sell their contracted space. Relocating/extending assigned space is prohibited without consent of festival organizers. Carolina BalloonFest reserves the right to refuse any vendor. No solicitation by applicant, associates or by the non- profit information groups may be made outside assigned booth space. Participants are responsible for manning their booth space, keeping their area and displays neat and clean during show hours.

 

• ELECTRIC: A limited number of electrical outlets via generators will be available on a first come, first application received basis at the cost of $50 and are not guaranteed. Your electrical needs may determine where we can place you in the Village/Marketplace and must be detailed in your application. Vendors are allowed to bring small generators under 60dB.

 

• INSURANCE: Each accepted participant must provide to Carolina BalloonFest a certificate of insurance for comprehensive general liability insurance in the amount of no less than $1,000,000 per occurrence by August 31, 2025. All certificates of insurance must name the National Balloon Rally Charities, Inc., DBA Carolina BalloonFest as additional insured for all days that the participant will be onsite at the event (including set-up). The participant's issuing insurance company must have no less than an "A" rating by AM Best. Coverage must be obtained at the participant's own cost.

 

• ENTRY TO FESTIVAL: Vendors will receive 4 complimentary wristbands for weekend-long entry to the festival with rental of 1 space. With the rental of each additional space, 2 wristbands will be provided. If more wristbands are needed, the vendor may purchase them at a cost of $10 each. One on-field vendor parking pass will be provided per vendor. Two off-field parking passes will be provided for each vendor. Additional off-field parking passes can be requested. There is no camping or overnight parking on-field. There are a limited number of RV camping spots. Please visit our website for more information. No pets allowed. It is the responsibility of the vendor to get all appropriate parking passes and wristbands to those staffing booths before they arrive on-site. There is no will call after set up on Friday and without proper parking passes and wristbands, vendors will not be allowed on-site. There are no exceptions. Passes can be picked up before the event if requested.

 

• TERMS/CONDITIONS: As a vendor of the Carolina BalloonFest, I understand and agree that National Balloon Rally Charities, Inc., DBA Carolina BalloonFest is not liable or responsible for any delay, change of dates, limitation or alteration of attendance due to guidelines and regulations, or cancellation of the 2025 Carolina BalloonFest due to the following force majeure events: (a) acts of God; (b) flood, fire, earthquake; or (c) other potential disaster(s) or catastrophe(s), such as epidemics, pandemics, or explosion.

 

• APPLICATION/RELEASE: Every applicant must sign and return the attached application/release. All applicants must complete in full and sign the application form, binding themselves to the agreements & conditions contained hereon.

Release: I have read and do understand the rules and regulations of Carolina BalloonFest for Marketplace Vendors and agree to abide by them. The undersigned shall indemnify and hold harmless the Carolina BalloonFest Committee, National Balloon Rally Charities, Inc., the City of Statesville, the Greater Statesville Chamber of Commerce and all sponsors and volunteers from all claims, liabilities, costs, expenses, and damages which may result from the operation of my concession. I certify that the information furnished on this application is true to the best of my knowledge and represents the craftsmanship and/or quality of items to be represented at Carolina BalloonFest. I further agree that any items deemed "inappropriate" by organizers of the event will be removed from the sales area, and that I will adhere strictly to the rules, conditions, and guidelines of the festival.

Event Dates: October 17-19, 2025

Application Deadline: August 15, 2025

Notification of Acceptance by: August 31, 2025

10 x 10 Space:  $650 each

All vendors are required to carry Comprehensive General Liability Insurance as described in the Vendor Agreement to participate at Carolina BalloonFest.

 

 

We look forward to seeing you in October and thank you for contributing to the success of our event! Please keep a copy of your vendor packet for your records.

Please review the checklist below and email all required documents to: vendors@carolinaballoonfest.com

• Insurance Certificate (needed by August 31, 2025)
• Signed Vendor Guidelines & Application
• Photographs of exhibits/craft/artwork (new applicants only)

 

Vendors spaces are not considered officially reserved until payment has been made in full (after confirmation of acceptance) and all necessary documentation has been received.