31st Prince Kūhio Ho’olaule’a and Pacific island Festival

4-5 October Vendor Contract + Application

The Las Vegas Hawaiian Civic Club (LVHCC) has partnered with the First Friday Foundation of Las Vegas (FFFLV) for a “One World Through Art” / 31st Prince Kūhio Ho‘olaule‘a & Pacific Island Festival Event! 

Requirements & General Information

  • Vendor to provide their own set up/displays for booth, 10×10 tent, lights, power strip/extension cords/generators, grid, tables, chairs, etc.—LVHCC will have battery packs supplied by FFFLV for use along with a limited amount of tent light bulbs
  • As October is the beginning of windy season in Las Vegas, each tent MUST BE secured with a minimum of 25lb weights PER leg of tent—no exceptions
  • Vendor responsible for his/her own booth liability insurance with a minimum of $1M/$1M, Including Waiver of Subrogation and Primary & Non-Contributory coverage (see page 3 below for more details)
  • Space assignments will be made event coordinator each day (vendors on 4 October will be required to sign a waiver for FFFLV before being placed)
  • In order to sell products, you will be required to have a City of Las Vegas Business License displayed at your booth. If you do not have one, a one-day tag can be acquired for a $10 at: https://www.lasvegasnevada.gov/Business/Business-License/Apply-For-A-Business-License.
  • Read all your material carefully. Your signature indicates you accept all terms & conditions.  Neither LVHCC nor FFFLV are responsible for incidents/events that may occur due to lack of knowledge of these rules & regulations including failure to obtain vendor insurance.

Please indicate on your application if you are attending both days (4 & 5 Oct) or just one (and note which one) — put next to “on site person” on the application

CHECK-IN:  For 4 October, the event footprint will be shut down to cars entering at 3pm.  Any participant arriving after that will have to park elsewhere and load materials in from outside.  For 5 October, vendors will be able to set up starting 6am with the site footprint shutdown to cars at 8am.

DAY 1: (Friday, 4 OCT): All vendors must be in place and set up not later than 3:30-4pm as barriers will go up and late arrivals will have to park elsewhere and walk their equipment in.  Vendors will be completely set up and ready to exhibit at 5pm.

DAY 1 TEAR-DOWN: The FFFLV event ends at 11pm.  You are required to stay open until 11pm.  No early teardowns allowed or you will not be invited back.  Roads will not be opened for vehicles until all pedestrian traffic has been cleared and you will be notified of that by the Event Manager.  If you are remaining for the 5 October event, LVHCC will have overnight security in place.

DAY 2 (Saturday, 5 OCT) VENDORS: If you are setting up for the first time on 5 October, that begins at 6am and vendors must be ready for inspection by Health and/or Fire inspectors by 8:30am.  This day will run starting (estimated) 9:30am-9:30pm.  You are required to stay open until 9:30pm.  No teardowns allowed or you will not be invited back.  Roads will not be opened for vehicles until all pedestrian traffic has been cleared and you will be notified of that by the Event Manager.

DAY 2 TEAR-DOWN: The LVHCC event ends at 9:30pm.  You are required to stay open until 9:30pm.  No early teardowns allowed or you will not be invited back.  Roads will not be opened for vehicles until all pedestrian traffic has been cleared and you will be notified of that by the Event Manager.  We must be torn down, cleaned up, inspected for cleanliness (dirty vendor spaces will be subject to a loss of your $250 holding fee), and off the location by 12am (Midnight).

WAIT LIST: Once a vendor is accepted into the event and gotten insurance (craft/food required, information vendors may get insurance but are not required to) LVHCC will work with FFFLV to confirm our 4 Oct number of vendors (15 info/craft, 4 foods [1-2 food tent, 1-2 food truck]).  If we receive more than 19 vendor applications for 4 Oct, we will establish a wait list/shift those vendors to 5 Oct.  Acceptance notification will be e-mailed, as well as a wait list of vendors.

EVENT PUBLICITY:  Publicity for the 4 Oct FFFLV event includes citywide newspaper, periodic radio, and TV coverage, electronic media, social media, and e-blasts. The event is presented by the FFF in partnership with the city of Las Vegas, neighboring arts district galleries, shops and neighborhood businesses.  The LVHCC 5 Oct Ho’olaule’a day will have similar publicity efforts.

Booth Fees (include Nevada Sales Tax of 8.375%)

  • Food Trucks: $190 for 4 Oct; $975 for 5 Oct; $1085 for 4 & 5 Oct (provide full menu for approval)
  • Food Tents: $190 for 4 Oct; $920 for 5 Oct; $1030 for 4 & 5 Oct (provide full menu for approval)
  • Craft Vendors: $190 for 4 Oct; $650 for 5 Oct; $760 for 4 & 5 Oct
  • Information Vendors: $190 for 4 Oct; $190 for 5 Oct; $320 for 4 & 5 Oct

SQUARE credit card transaction fees, Swipe: 2.6% + $0.10,  Manual entry: 3.5% + $0.15

PayPal: 3.49% + $0.49 fee

Make Money Order or cashier’s checks payable to: LVHCC, send with application to: 7260 W. Azure Dr., STE 140-1052 Las Vegas, NV 89130

We can also accept fees via Zelle — there are no fees to be calculated for Zelle, just use the above fees

Contact us for credit card, PayPal invoice, or if you want to Zelle us the fees

Craft & Food Vendors: a separate $250 holding fee in the form of a business check or money order (no Zelle or credit card) made out to “LVHCC” must be provided.  It will be returned once you pass booth space inspection

PAYMENT SCHEDULE & INSURANCE

Application Deadline: Sept 11th with all fees, documents; Email Acceptance: Sept 18th

Certificate of Insurance.  All vendors must provide LVHCC with a general liability insurance certificate with minimum coverage of $1,000,000.  LVHCC, FFFLV, and City of Las Vegas should be listed as added insured and their respective directors, shareholders, members, employees, agents and affiliates.  A Waiver of Subrogation must also be added with Primary and Non-Contributory clauses.  Event Helper is an example https://www.theeventhelper.com (LVHCC does not endorse any specific insurance company)

Las Vegas Hawaiian Civic Club 7260 W. Azure Drive, Suite 140-1052 Las Vegas, NV 89130  Email: lvhcchoolaulea2024@gmail.com

First Friday Foundation of Las Vegas 1025 S First Street, Suite 170 Las Vegas, NV 89101 Email: corey@firstfridaylasvegas.com

City of Las Vegas 401 S. 4th Street Las Vegas, NV 89101 Email: dccampbell@lasvegasnevada.gov

VENDOR APPLICATION + BINDING AGREEMENT
SETUP / VENDOR REQUIREMENTS:
  • Vendors must provide all display materials which must be clean and presentable
  • Each vendor will receive a Nevada State Department of Taxation One Time Sales Tax form at check in that must be returned to LVHCC at the end of the event. If you conducted sales, you will provide LVHCC an amount (cash or check) equal to 8.375% of your total event sales before you leave the event UNLESS you already self-file
  • All Food Vendors are required to purchase a “One Time Food Handlers Permit” from the Southern Nevada Health Department. Address: 280 South Decatur Blvd. LV, NV 89107 Ph:(702) 759-1000 not later than 2 working days before Ho’olaule’a
  • No music to be played in booth space
  • No “SALE” or “DISCOUNT” signs permitted
  • Vendor must attend their space and be present during the entire show. A photo ID may be required for proof of identity
  • Styrofoam is not permitted. Please make sure you have other containers available to use for this event
  • All food Vendors must pass a Southern NV Health District (SNHD) inspection. A copy of the Quick Reference Checklist is available at southernnevadahealthdistrict.org  or call 702-759-0501 with any questions.  Food Trucks and trailers must conduct an off-site pre-inspection prior to arriving and have a copy of your Building and Fire Safety Permit inspection and be prepared for the Health Inspector to ask to see a copy.  Food trucks must have a currently serviced and tagged kitchen hood suppression system (6-month intervals)
  • Failure to have appropriate/approved equipment, failure to pass a SNHD inspection, and failure to have a certified will result in loss of Vendor application fees and could result in dismissal from event without a refund
  • LVHCC asks each vendor to provide items for our raffle during 5 Oct. They can be items you are selling or gift certificates for services or discounts.  You will also be announced as a raffle sponsor when announcements are made
  • On 4 October, vendors may not conduct beverage or drink sales or any giveaways unless it is Hawaiian Sun drinks. On 5 October, vendors may sell beverages or drinks
  • Vendor space is NOT guaranteed until all signed documents are received AND payment has been made. There are NO exceptions to this requirement as space is limited.  Until documents (application, insurance, etc.) & payment are received space may be assigned to another vendor
  • You may bring your own generator which must be accompanied by a 2A10BC fire extinguisher certified until 31 October 2024. All power requirements must be listed on the application and approved prior to the event.  Every 20-amp plug must have its own neutral to avoid power outages.  FFFLV and LVHCC will not be responsible for any power outages due to shared neutrals.  50-amp and 20-amp heads are the only accepted plugs, 30-amp plugs will not be accepted.  Rechargeable batteries will be available for vendor use
ADDITIONAL REGULATIONS / RULES / REQUIREMENTS:
  • All vendors are asked to maintain cleanliness within and around their vending space throughout both day event hours of operation. All food vendors will place a fire-resistant tarp under their entire booth, equipment area, and 5 feet outside their booth to avoid waste grease/oil spillage.  2A10BC and Class K fire extinguisher for all cooking booths certified through 31 October 2024 are a requirement
  • All waste oil/grease and grey water disposal are the food vendor’s responsibility. DO NOT drain these items into the sewers, this is a violation of City of Las Vegas ordinances and vendors caught doing this will be subject to fines from the City.  IF a food vendor requires potable water, they must bring it on-site
  • **NO ELECTRIC FANS OR HEATERS ALLOWED** Electric heaters and fans have caused power outages so do not be the reason everyone loses power.  Any electric fans or heaters found will be removed immediately.  Battery operated fans are allowed
  • Tear-down for Friday only vendors will not begin until 11pm and vendor vehicles are NOT to be relocated for loading until Event Manager gives the all-clear. Striking before the show formally ends is a safety hazard, disrespectful to other vendors still doing business, and discouraging to continued sales (parking is not provided).  Vendors that do not comply will be asked to move their vehicles and/or not be accepted in future events.  Handicap requests must be submitted in writing
  • All extra vehicles must be off the footprint between 3:30pm and 4pm on 4 October to support a 5pm start and all vendors should be in place ready to operate at that time. The event ends at 11pm, please discontinue service at 11pm
  • Vendors remaining for the second day do not have to tear down—LVHCC will have on-site security overnight
  • ROADS WILL NOT BE OPENED FOR VEHICLES EITHER DAY UNTIL ALL PEDESTRIANS HAVE BEEN CLEARED AND YOU HAVE BEEN NOTIFIED BY A FFFLV OR LVHCC STAFF MEMBER
  • The Event coordinators for LVHCC and FFFLV, their employees, staff, volunteers, agents, and/or representatives will not be held responsible for any vendor’s activity as it relates to the event. Vendor must comply with rules and regulations as outlined upon entry.  Failure to do so will result in immediate removal from premises and forfeiture of all vending fees and costs paid to date
  • Any illegal or offensive activity in your vending area will result in immediate expulsion from the event, as well as a forfeiture of all vending fees and costs paid to date. Further, there will be NO sales of any type of weapons, offensive materials, alcohol, or any smoking/vaping items (i.e., including but not limited to tobacco, CBD/THT)

No refunds.  There are no refunds for inclement weather or for non-compliance with event rules.  There will be no vendor refunds after 15 September to ensure LVHCC is able to pay for our logistics costs (e.g., permits, porta-potties, stage and lighting, dumpster, and 4 Oct fee to First Friday where we are vendors not the promoter).

A vendor that does not comply with these rules will be asked to leave the event and may not be allowed to participate in future events.

The applicant’s (future exhibitor) signature will hereby release and hold harmless the Las Vegas Hawaiian Civic Club, The First Friday Foundation, Art Coordinator, Art Jury, their employees, agents and/or representatives, volunteer staff, Nancy Higgins, all sponsoring organizations, beneficiaries, and all employees, volunteers, or associates of the above from any and all responsibility, personal liability, claims, including but not limited to damage or loss or destruction of applicants’ property, theft, personal injury, public enemy, or other unforeseen circumstances beyond its control, and to indemnify them for any damage arising from applicants’ or associates’ or guests’ participation in any of the First Friday or LVHCC events.  The applicant (future exhibitor) further agrees to abide by all guidelines set forth by First Friday and LVHCC, written and oral, and understands that failure to do so could result in expulsion from the event.  All decisions are final.  First Friday and LVHCC’s representatives reserve the right to make final interpretation of all rules, as well as the right to disqualify any exhibitor for any reason.  LVHCC and First Friday Foundation may run additional marketing and promotions with current sponsors of the event utilizing their resources to capture a larger demographic.  This action is to stimulate more commerce, encouraging visitors to attend and conduct purchases at the event.  We greatly appreciate the support of our sponsors, which allow us the ability to keep the exhibitor fees affordable and the event free to the community.