2025 NC Wine Garden Vendor Packet

Thank you for your interest in being a vendor at our NC Wine Tasting Garden - NEW for 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 working with you to help 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 40,000+ spectators throughout our 3-day festival. The beauty and excitement of over 50 hot air balloons floating overhead draw huge crowds each day. The Carolina BalloonFest features 3 mass ascensions, 2 morning fly-overs and our crowd favorite Balloon Glow that lights up the night sky on both Friday and Saturday evenings.  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
• Wine Tasting Garden - Taste & purchase wine from vineyards and wineries across NC
• Vendor Marketplace - corporate businesses and organizations showcasing products and services
• Entertainment Stage - live music performances each day

Your presence at Carolina BalloonFest offers guests the opportunity to taste and purchase North Carolina wine.  We are excited to expand awareness of your products at the 50th Annual Carolina BalloonFest!

Please review the following NC Wine Vendor guidelines & application. Space is limited, so we encourage you to return the following application as soon as possible but no later than July 31, 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. Once accepted, there are NO REFUNDS.  Only vendors that are accepted into the festival will be contacted.  Those approved will receive notice no later than August 15, 2025.

• DEADLINE: Application deadline is July 31, 2025. Vendors will be considered on a first-come, first-served basis and will be advised of acceptance no later than August 15, 2025.  Spaces are limited. Carolina BalloonFest reserves the right to decline any vendor application.  Once accepted, there are no refunds.

 

• TASTINGS & SALES: Vendors are required to participate in providing tastings to patrons that have purchased a tasting card.  Prior to the event, you will confirm with the Vendor Coordinator the beverages you are bringing to be included on the tasting cards.  Vendors are welcome to sell additional beverages to guests at a price point of $5 and up.  Vendors may sell single pours or bottles/cans.

 

• FEES: Vendor fees are $400. Electricity is not included but can added onto your Vendor Fee for $50.  Vendors requesting electricity must provide their own 100' extension cord.

 

• BOOTH SPACE: All single spaces are 10' 10'. Your space will be located inside the fenced off area for the NC Wine Garden.  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 18th from 7:00AM - 12:30PM, with vehicles off the field by 1:00PM Friday. Early set up on Thursday afternoon can be requested by contacting the Vendor Coordinator at vendors@carolinaballoonfest.com. 

 

• SERVICE HOURS: The NC Wine Tasting Garden will be open on Friday from 3:00PM until 7:00PM, Saturday 10:00AM until 7:30PM and Sunday 10:00AM until 4:30PM.  Booths must be open and staffed at all times during tasting garden hours of operation.  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 - 7:00PM on Sunday. You are responsible for removing your trash.

 

• EXHIBITS: Vendors may not transfer, let, sublet, share or sell their contracted space. Relocating/extending assigned space is prohibited without consent of festival organizers. 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 vendor area 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. 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. 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). 
  • National Balloon Rally Charities, Inc.DBA Carolina BalloonFestPO Box 267Statesville, NC 28697

 

• 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 or delivered 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 Wine & Craft Beer 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 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.  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: July 31, 2025

Notification of Acceptance by: August 15, 2025

 

Upon acceptance, you will be notified by email and sent an invoice via PayPal for your vendor fees.  Additional details about the festival regarding set-up & parking will be delivered at a later date prior to the event.

 

All participating vendors receive the following:

- Three 16lb bags of ice for the weekend with 1 bag delivered at the start of each day.  Beyond the first bag of daily ice, additional ice can be purchased at $10 for 16lb bag.  Vendors are welcome to bring their own ice if needed.

- Ice & water can be delivered to your tent upon request throughout the festival

- 2-gallon rinse dispensers and tasting cards provided

- 3 Parking Passes; 1 ON-FIELD and 2 OFF-FIELD in vendor/volunteer parking area.  Due to limited available parking, parking is STRICTLY ENFORCED.

- 4 wristbands for weekend-long entry to the festival are included.  Additional wristbands may be purchased for a discounted rate of $10.

- Print, website and social media marketing/promotions prior to and during our event weekend!

 

10 x 10 Space:  $400 each

If your set-up footprint, including any trailer or cooler system, is larger than a 10'x10' space you are REQUIRED to purchase multiple spaces to fit your necessary dimensions.

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 completed 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)

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.