Vendor Fair Policies and Rules

You will be required to initial that you have read and agree to the following rules before your online application can be submitted:

INSURANCE
ALL vendors are required to submit a CERTIFICATE OF LIABILITY INSURANCE (sample) NAMING THE CLAYTON CHAMBER OF COMMERCE AND THE TOWN OF CLAYTON AS ADDITIONAL INSUREDS IN THE AMOUNT OF $1 MILLION ($1,000,000). Email COI at the time of registration to maria@claytonchamber.com. Please make sure the name on your COI matches the name of company/business on your registration.

LEAVE NO TRACE POLICY
As a vendor, you are responsible for cleaning up after yourself and throwing away your own trash. Please prepare accordingly. If any “trace” is found (i.e. trash, paper, stickers, goodie bags, etc.) from a vendor booth after the festival, that vendor will be unable to participate in future festivals and clean up fees will be charged to your credit card!

SAFETY
We look forward to working with you this year! You and/or your organization are
personally responsible to take all precautions set forth by the CDC, Health Officials, and state guidelines in order to protect yourselves while volunteering, vending, or performing on the premises/footprint of the Clayton Chamber of Commerce’s Harvest Festival. By registering to be a vendor at the Clayton Harvest Festival, you recognize that you will be exposed to the public and that there is no way that the Clayton Chamber of Commerce can completely control the experience you will have by working with us or bring present at the Clayton Harvest Festival on any given day or time.

REFUND POLICY

The festival will be on the scheduled day regardless of weather, other than natural or unnatural disasters (hurricanes, floods, tornadoes, ice storms, terrorists’ attacks,
pandemics, war, zombies, etc.). As the Clayton Harvest Festival is hosted by a non-profit organization with revenues being used to cover the event costs, fees are non-refundable. The Clayton Harvest Festival will not refund fees due to inclement weather, government actions, strikes, terrorism acts or any other matters beyond its control, including but not limited to cancellation of the festival due to a direct result of an unforeseen disaster which renders the festival unable to continue. In the circumstance that the festival cannot occur on the scheduled date, all efforts will be made to reschedule.

FOOD AT THE FESTIVAL
Due to Johnston County Dept. of Health regulations if you plan on selling ANY type of food at your booth, you are considered a food vendor and must select a food vendor booth and apply for necessary documents for Johnston County Health Dept. This includes any type of food prepared at the festival, ice cream, snow-cones, smoothies, etc. If you come to the festival prepared to sell food, but have not selected a food vendor, you will not be able to set up.

BOOTH SPACE
Booth spaces are restricted to 10×10 (ft). Tents, tables or display shelving need to fit within the allotted 10×10 space provided. If more space is needed, you will need to register for two (2) booths. Booths are assigned by the Clayton Harvest Festival committee. There is no guarantee of receiving a requested booth location. You must provide your tent, TENT WEIGHTS, and all the things that will go in or around your tent, including tables and chairs if needed. All tents must be anchored down with weights. THE MAXIMUM HEIGHT OF YOUR TENT OR DISPLAY IS 10 FEET TALL.

VENDOR FAIR PARTICIPANTS
Only those individuals who complete the registration and have fees paid in full will receive approval to display and sell. Anyone submitting an incomplete registration, or partial/no payment will forfeit their space. There are a limited number of booths, and they will be assigned on a first-come basis. Once you have been registered, you will receive your BOOTH ASSIGNMENT via email approximately TWO WEEKS prior to the festival. This will include your booth number as well as a vendor pass which will allow you to enter the festival area for setup. Two passes per vendor will be given. If more are needed, you will need to contact us. Booths must remain in the assigned location until close of the festival booth area at 5:00pm. Carnival rides and stage entertainment may continue after 5:00pm, but you must break down your booth at that time. Breakdown time will be between 5:00pm-6:00pm only. Town ordinance requires all vendors off Main Street by 6:00pm. These rules apply to EVERY vendor.

SATURDAY HOURS

The Saturday Vendor Fair during the 2024 Clayton Harvest Festival will operate from 10:00am – 5:00pm on Saturday, October 26, 2024. All vendors will be required to have their booths set up and ready for a 10:00am opening. All vendors will be required to be open during festival hours at their assigned locations. Vendors will not be allowed to close their booths prior to 5:00pm or stay open later than 5:00pm.

SUNDAY HOURS
The Sunday Vendor Fair during the 2024 Latin American Festival will operate from 12:00pm – 5:00pm on Sunday, October 27, 2024. All vendors will be required to be open during festival hours at their assigned locations. All vendors will be required to have their booths set up and ready for 12:00pm opening. Vendors will not be allowed to close their booths prior to the end of festival hours at their assigned locations.

ARRIVAL TIME & PARKING
Once your registration is received and approved, you will receive an email with complete instructions on arrival time and load-in within TWO WEEKS of the festival. Depending on your booth assignment number, you will be given a specific arrival time. Please adhere to these times. Included with your booth assignment notice will be your official vendor street pass along with a map to vendor parking. With this pass, you will be allowed to drive into the festival area. MAKE SURE YOU BRING THIS STREET PASS WITH YOU TO THE FESTIVAL. Please follow all the signs when you arrive.

BREAK DOWN
Break-down time will be at 5:00pm. Carnival rides and stage entertainment may
continue after 5:00pm, but you must break down your booth at that time. Town ordinance requires all vendors and their tents, equipment, goods, and trash off Main Street by 6:00pm. These rules apply to EVERY vendor.

STREET CLOSURES

Due to safety concerns Main Street will remain closed to vehicle access from 5:30am – 6:00pm on Saturday. Exhibitors are responsible for unloading and disassembling their own booths in the designated area during their assigned time. Other streets may be blocked (and will be listed in your arrival instructions prior to the festival). SET UP MUST BE COMPLETED AND ALL VEHICLES MOVED OUT OF THE FESTIVAL AREA BY 9:15AM ON SATURDAY MORNING.

POWER
Electricity is available for premium booths for an extra fee of $50.00. These will be assigned on a first-come basis. These are 120V only, and we have a limited number of outlets. Please note that once the available outlets are used, we will not have additional power. If you do have power, please be sure that all electrical cords are heavy duty and can be used outdoors. If you do not have the proper equipment needed to plug in to our outlets, you will not be able to use our electricity. We will not be providing an alternate outlet for you. You will also need to have at least 200 feet of electrical cord and cover (i.e. rubber mat, appropriate tape, etc.) to put over your cord to avoid anyone tripping. Power will not be available on festival morning to ANY vendor that has not applied and paid for power in advance with their application.

FOOD VENDORS

ALL food vendors are required to submit a menu AND CERTIFICATE OF LIABILITY
INSURANCE NAMING THE CLAYTON CHAMBER OF COMMERCE AND THE TOWN OF CLAYTON AS ADDITONAL INSUREDS IN THE AMOUNT OF $1 MILLION ($1,000,000) with their applications (use the product space to list all your items). If there are any menu conflicts, you will be notified. The Clayton Harvest Festival committee reserves the right to limit the menu items provided by the vendor. This policy is in place to restrict food vendor competition.
Only those vendors who select food vendor on their application, have fees paid in full, and submit a Certificate of Liability will receive approval to participate in the festival. There are a limited number of food vendor spaces, and they will be assigned on a first-come basis. Approximately two weeks prior to the festival, you will receive your location as well as what time you will need to arrive for load-in. Once you receive this information, please contact us if you have any questions. You will be responsible for sending any necessary documents to the Johnston County Health Department. Clayton fire code requires a fire extinguisher at each cooking location.
Typical food booth spaces within the Vendor Fair are 10X10 (ft). Should you require any additional space beyond your booth space, please contact us immediately. Food vendor space is limited and will be assigned as registrations are received.
All food vendors will be required to be open during festival hours at their assigned
locations. Food vendors will not be allowed to close their booths prior to the end of festival hours at their assigned locations. This rule applies to every food vendor.
Ice will not be provided to food vendors and wastewater needs to be self-contained. We do not provide pump out station or hook-ups to sewer for wastewater.
You can contact Maria Smith at the Clayton Chamber of Commerce by emailing
maria@claytonchamber.com or calling 919-553-6352 if you have any questions about being a food vendor.

VENDOR CONDUCT
Festival safety is critical to all of us! It is important that we all work together to have a SAFE and fun Clayton Harvest Festival. All vendors are expected to follow all rules and regulations set forth by the Clayton Chamber of Commerce. Vendors must conduct themselves in a professional and courteous manner when interacting with festival goers, fellow vendors, and festival organizers. All printed or visible materials must have clean and appropriate language. Vendors failing to follow this rule will be asked to shut down booth operations and will be escorted out of the festival area.

RELEASE

The Clayton Chamber of Commerce, the Clayton Harvest Festival Task Force, the Latin American Festival Task Force, the Town of Clayton, and any official volunteer for the Clayton Harvest Festival are not liable for damages, injury or loss to any person or goods from any cause whatsoever. The Clayton Chamber of Commerce, the Clayton Harvest Festival Task Force, the Latin American Festival Task Force, the Town of Clayton, and any official volunteer for the Clayton Harvest Festival cannot be held responsible for any claims of damage, injury or loss arising out of or in connection with use of space or grounds in the festival. The Clayton Chamber of Commerce, the Clayton Harvest Festival Task Force and the Latin American Festival Task Force reserve the right to approve all products and materials and will limit the number of types of vendor offerings at the festival. All decisions will be final.