Oktoberfest Vendor Application

Application Process: Complete and submit the online application form to be considered as a vendor at the Oktoberfest Celebration. Filling out this application does not guarantee your participation. HRCA will review your application and contact you to confirm. HRCA reserves the right to refuse any application. Businesses that directly compete with HRCA events, programs, and classes will not be permitted.

Payment Note: Payments will be processed upon your application being accepted for the fair. If not accepted, your payment will not be processed. You will get a confirmation email when you first complete the application process, and again when your application has been approved and the payment is processed. For all accepted applications, registration fees are non refundable at any time for any reason.

Selection Process: Priority will be given on a first-come first-served basis, and items must not compete with Town Center business tenant products. HRCA is not responsible for any lost, stolen, or misplaced samples. *The HRCA retains the right to move booth locations at our discretion without prior notification.

Booth Fees: (Booth space is 10' x 10') 

Food and Business Vendors: $250 per booth
Hand Crafters: $150 per booth

Booth Space: 10' x 10'

Tents: All tents must be weighted with a minimum of 25 lbs. per leg, no exceptions. You will be asked to remove your tent if not weighted properly. You will be held responsible for any damage your tent may cause. HRCA will not be held responsible for damage caused by your tent.

Electricity: This event is OUTSIDE, and because many vendors require electrical power, we offer electricity for an added fee. The outlets and amps available for use are limited! If you choose to purchase electricity, it is critical we know what you will be powering to supply enough electricity to your booth.

Timeline: 
Event Date & Time: Saturday, September 14, 1:00 p.m. – 9:00 p.m.
Set Up Time: Saturday, September 14, 11:00 a.m. – to be completed by 12:30 p.m.
Break Down: Saturday, September 14, 9:00 p.m. Do NOT break down early

What to Bring:

• Your products, what you plan to showcase or sell 
• Tables, chairs shelves, boxes.  
• Don’t forget a 10’x10’ tent to cover your booth and the required weights to secure your tent down. 
• A Necessity Box with tape, scissors, string, a glue gun, etc. 
• Signs/Banners (Names of crafts/business, prices, etc.) 
• A Cash Box with change if you plan to sell anything. 
• Fabric or a drop cloth to cover and decorate your table 
• A dolly or moving cart to move your items. There will be no cart or assistance provided to help you load in/out. Please plan accordingly on how you plan to get your items in and out of the space.

Remember – It’s the Oktoberfest, so decorate accordingly! Make your booth inviting.  Consider your electrical needs before you register, as you MUST pre-register for electricity. Also consider that using too much electricity may cause a power shortage for yourself & others.

Promotion:
Marketing efforts will include advertisements in the Highlands Ranch Herald, Your Hub, the HRCA News, HRCA’s website and on various other Highlands Ranch websites. In addition, posters and flyers will be posted throughout each of the four Recreation Centers in Highlands Ranch. 

Selling Food? Any vendor selling food will be required to obtain a Temporary Food Permit with the Douglas County Health Department. THIS IS REQUIRED and you will not be able to sell food without it.

Important: Remember that this event is outside, RAIN OR SHINE, so plan accordingly. You must plan to stay for the entire event, from 1:00 - 9:00 p.m. If for any reason the event must be cancelled by the HRCA, your booth space fees will be refunded. Equipment rental is a fixed cost & will not be returned. No fees will be returned for vendor cancellations. No exceptions!

No Smoking:
All HRCA facilities and events are non-smoking environments. Please do not smoke on the premises.

Cancellations:
Due to the fact that weather in Colorado changes so quickly, the decision and announcement to cancel an event is made as soon as possible before the event is scheduled to begin. If the HRCA cancels due to severe weather, the HRCA will make every attempt to contact you and will refund all booth fees. If the exhibitor cancels because of severe weather or any other reason, absolutely no refunds are given.

Event Manager: Dylan Holt
Email: [email protected]
Phone: 303-471-8898