Vendor Information
The application for the Independence Day Celebration on July 5 has closed.
Application Process
Applications for July 5th will become available online at 9 a.m. on Tuesday, March 14. Applications will be reviewed based on the order they are received. Holly Springs based businesses will be given priority if they apply before 9 a.m. on Monday, March 20. Application reviews will begin on Monday, March 20. Applications will be open until Friday, May 5 or until the festival is full. Please apply early, as the application usually closes before the deadline.
Fees
Commercial Concessionaires $125
Holly Springs Nonprofit Concessionaires* $75
Electricity (concessionaires only, based on availability) $30
Event Vendors** $75
Event vendors must provide family friendly services and activities that enhance the festival experience (face painting, glow-in-the-dark novelties, games, activities, etc).
Businesses and organizations that want to promote their services can participate as a sponsor.
*Holly Springs Nonprofits need to submit their 501(c)(3) tax exempt certificate with an address located within the Town limits of Holly Springs in order to receive the discounted fee.
**Holly Springs Nonprofits wishing to participate in July 5th can have their fees waived for one space. Nonprofits will need to submit their 501(c)(3) tax exempt certificate with an address located within the Town limits of Holly Springs in order for the fee to be waived.
Fees must be paid in full within 1 week of notification of acceptance. If needed, vendors may pay for multiple spaces. Vendors are responsible for collecting and reporting applicable sales tax. This event is rain or shine. No refunds for withdrawal of applications, failure to acquire proper permitting or exemption through Wake County, or no-shows.
Check In and Setup
Vendor check in is 3-5 p.m. the day of the event. Vendors are allowed to drive vehicles onto the event field to unload supplies, all vehicles (except food trucks) must be cleared from the event field by 5:15 p.m. Any vendors arriving after 5 p.m. will be required to park and carry supplies from the parking area to their assigned booth space. Displays must be completed and aisles cleaned by 5:30 p.m. regardless of arrival time.
Display Space
Concessionaire space sizes are determined by the dimensions of the truck, trailer, cart, etc. Event vendors spaces are 10x10 ft. All vendors must furnish their own display equipment and provide the necessary protection from the elements. If using a tent, sandbags, tent pegs, or other tent weights are required. Each vendor must stay in his/her assigned booth space. No signage, advertising, or selling can be done outside of this space. All displays are to be in good taste, neat and maintain a professional appearance. No canopies, tables, or chairs will be provided. Electricity is only available for concessionaires with a separate fee. Generators or other motorized sources of power are not allowed except for the concessionaires. Water or sewer disposal is not available. The Town of Holly Springs will determine the placement of booths and vendors. Under no circumstance can a vendor “sublet,” transfer, or give their space assignment to anyone without written approval by the Holly Springs Marketing and Special Events Coordinator.
If sales are being made, vendors will need to display their NC Department of Revenue Sales Use and Tax Certificate for the entirety of the event. Vendors are responsible for all necessary permits/state requirements to make sales.
Festival Hours: 6 p.m.- 10 p.m.
You must maintain your booth until the end of the event. Fireworks are scheduled for 9:15 p.m. (weather dependent). Early packing will not be allowed. Vehicles will not be allowed to remain in the vendor area. Parking will be provided nearby. Prior to the festival, you will receive your booth space number, map of the event, parking instructions, and other important information.
Breakdown and Cleanup
Breakdown cannot begin until the end of the event. Fireworks are scheduled for 9:15 p.m. (weather dependent). Once the field is empty of event attendees, event staff will tell vendors when they can bring their vehicles back on the field. All garbage must be placed in the provided dumpsters (event maps will be provided in festival packets prior to the event) and boxes must be broken down.
Vendor Applications
It is the right of the Town of Holly Springs to determine if the services provided by the vendor reflect the original intention of the event and add to the overall quality of the festival. No exceptions. Applications are accepted on a first-come basis. Generators or other motorized sources of power are not allowed except for the concessionaires. No vendor will be allowed to set up without the Application & Liability Release form signed and dated. Please make copies of this form for your own records. The Town of Holly Springs reserves the right to revoke or refuse to grant space at any time and shall not be liable for anyone for this action.
Information for Nonprofit Organizations & Event Vendors
Nonprofit and community organizations may participate in July 5th to share information and educate about their services. Event vendors that directly enhance the festival experience such as face painting, glow-in-the-dark novelties, games, activities etc. may participate in the event and can choose to charge for their services. Only an insured and professional business may provide face painting. Selling or giving away food is prohibited in this area. Limited to 20 vendors. Anyone making sales will need to submit a copy of their Sales and Use Tax Certificate from NCDOR. Depending on the activity, more documentation or requirements may be necessary.
Information for Concessionaires
Required Supporting Documentation
Commercial Concessionaires:
Each commercial concessionaire is required to provide proof of insurance (or COI), a copy of the last inspection, and a copy of their Sales and Use Tax Certificate from NCDOR. Once accepted, The Town of Holly Springs, PO Box 8, Holly Springs, NC 27540 must be listed as an additional insured on the COI. If a temporary food establishment permit (TFE) is required, a completed TFE Permit Application is also required. After notification of acceptance, the TFE Permit fee should be paid directly to Wake County Environmental Services.
Holly Springs Nonprofit Concessionaires:
Each Holly Springs nonprofit concessionaire is required to complete the Wake County Environmental Services Documentation of Exemption and submit it with this application along with a tax-exempt certificate.
Wake County Environmental Services
Please refer to the Wake County Environmental Services website to determine if a Temporary Food Establishment (TFE) Permit is required. For more information, contact Ginger Johnson at 919-612-5597 or go to http://www.wakegov.com/food/festivals/Pages/tfe.aspx.
If a TFE Permit is required, upload the completed TFE application below.
If you are a non-profit and are exempt from a TFE permit, upload the completed Documentation of Exemption Form and tax-exempt certificate below.
The Town is not responsible for your permits and reserves the right to remove any vendor that it deems unacceptable.
Eligible Concessions
Concessionaires are invited to serve a full menu. However, all items sold (including drinks, water, chips, cookies, etc.) must be listed on your application and approved by the Town. During the application process, menus are reviewed to minimize duplicate items to ensure all vendors have a profitable day. Popular items including, but not limited to hotdogs, hamburgers, and chicken tenders may be sold by no more than three vendors. More specialized food items will be limited to one vendor. All vendors will be allowed to sell items such as baked goods (cake, cookies, brownies, etc.), chips and drinks. Applications are accepted and reviewed on a first-come basis. Nonprofit concessionaires and Holly Springs based businesses will be given first priority from March 14-March 20.
Staff Food Vouchers
All concessionaires will be required to accept staff food vouchers from Town of Holly Springs staff during the event. These vouchers will be submitted at the completion of the event for reimbursement by check. In order to ensure proper payment, vendors will be given envelopes to keep their vouchers. Envelopes should be returned to event staff before leaving the event. Vouchers are in $1 increments. Vendors are not expected to make change.