Description

OKTOBERFEST CRAFT VENDOR RULES & REGULATIONS

FESTIVAL OVERVIEW:

The 2024 Lee’s Summit Chamber Oktoberfest will take place on September 27th and 28th. Oktoberfest is a family-friendly event featuring live entertainment, crafts, games, carnival, food, and beverages suitable for all ages. With over 100,000 attendees expected, our festival promises a vibrant atmosphere. LS Chamber Members wishing to join this year's festivities as a vendor are invited to review and submit the application.

VENDOR FESTIVAL SCHEDULE:

Friday, September 27^th from 3 p.m. – 10 p.m.

Saturday, September 28^th from 10 a.m. – 10 p.m.

RULES AND REGULATIONS: 

Vendors applying for and accepting placement at the festival agree to the following rules, regulations, terms, and conditions:

General Information:

• Each vendor must be at least 18 years of age.
• Selling fully prepared food or alcohol is not permitted.
• Under no circumstances are vendors permitted to sell, share, or transfer your booth space to another exhibitor.
• Vendors must be present at their booth during the entire festival hours.
• All vendors are required to remain inside the confines of their booth space for sales or solicitation, and conduct themselves with respect toward other vendors, volunteers, staff, LS Police & Fire Departments, and patrons always. Individuals who arrive inebriated, use foul language, or engage in confrontational behavior will be promptly escorted from the festival premises.

Sound Restrictions:

• Kindly be considerate of your fellow vendors. The LS Chamber Staff and Oktoberfest Committee retain the right to oversee and control the sound levels emanating from all booths. Loudspeakers and noisy instruments are prohibited. If you intend to have music devices at your booth, please specify the specific devices/instruments on your application. Vendors will be given one (1) warning concerning offensive or excessive noise. If the sound is still too loud or disruptive, festival staff may disconnect power from your booth or request the vendor to vacate the booth.

Smoking:

• Smoking of any kind is prohibited on festival grounds and in all public places, buildings, and facilities owned, leased, or used by the City of Lee’s Summit.

Submitting Photos:

• This event follows a juried application process.  To preserve a family-friendly atmosphere, vendors should avoid advertising or selling items that could be considered political, polarizing, or controversial for underage attendees.  If such items are displayed in your booth, a Chamber staff member will request their removal. 
• We would like to remind vendors that 4 specific photos are required for submission: two showcasing several of your products, one depicting the process of making your product, and one displaying your tent or trailer booth space setup. Quality, quantity, and booth presentation are critical factors in our selection process, and all vendors, including past participants, must submit these photos each year.  Should your application not be selected, the vendor will be notified by email and receive a full refund. 

Product Description:  

• Each vendor is required to write out a detailed inventory of all items intended for display within booths.  Items depicting inappropriate language or violence will not be allowed for display or sale on the festival grounds.  In the event of non-compliance, vendors will be given a warning to remove the item.  If a second warning is warranted, vendors will be directed to dismantle their booth, and no refund will be issued. 
• Handcrafted Items Requirement: The majority of items displayed or sold at the festival must be handcrafted by the individual applying for entrance.
• Exceptions for Patented or Designed Items:  If you hold the patent or have created the original graphic design for a product that was manufactured by someone else, these items may be considered, provided you can supply proof of your involvement in the creation process.
• Commercially Manufactured Items:  Booths displaying or selling items that are 100% commercially manufactured will not be permitted.
• The Oktoberfest Committee retains the right to determine the suitability of handcrafted items for the festival. This includes reviewing applications with a juried process, arranging booth spaces, and striving to distribute similar vendors evenly across the festival grounds. However, proximity to or distance from competing vendors is not guaranteed. Due to high demand, vendors should note that booth space locations from previous years are not guaranteed.

Sales Tax:

• As a reminder, exhibitors are responsible for collecting state and local sales tax. For tax-related inquiries, please refer to: https://dor.mo.gov/faq/taxation/business/special-event-sales.html.

Cost to Participate:

• To secure a spot in the festival, please ensure payment of your booth cost + Wi-Fi fee of $20.00 upon submission of your application. Booth pricing is as follows: a 10 x 10 booth space is $250.00 + $20 = $270.00, a 10 x 20 booth space is $500.00 + $20 = $520.00, and a 10 x 30 booth space is $750.00 + $20 = $770.00.
• Since our downtown area lacks Wi-Fi access, we’ve arranged for a carrier to provide Wi-Fi during the festival. The fee is $20.00 per vendor.  Vendors will receive a Wi-Fi code at check-in.
• All payments are processed upon receipt of applications. In the event of application denial, your entire payment will be fully refunded.

Communication:

• All vendors accepted to participate in the festival will be notified by email at the end of July.
• Prior to the festival, the main communication will be via email by contacting Linda Driskill at ldriskill@lschamber.com.
• During the festival, communication will be distributed through a text message to the cell phone number you provided in case of inclement weather or other important information that may be needed throughout the event. It will be your responsibility to check your phone regularly.
• Should you need to speak with a Chamber staff member, please call the office number at 816-524-2424 and a member of our team will be available to assist you.

Vendor Check-in:

• Vendor check-in will occur in two time slots based on booth location. Check-in times are 8:00-10:00 a.m. and 10:00 - 12:00 p.m. All check-ins will be held on Friday, September 27th, at the corner of 3rd and Douglas streets, across from the Lee's Summit Fire Department.
• Prior to setting up your booth space, it is mandatory to check in.
• Vendors who have not checked in by 12:00 p.m. on Friday will forfeit their space, and all fees paid will not be refunded. However, if you are waiting in line for check-in at 12:00 p.m., you will still be permitted to enter.

Set-up and Break Down:

• All vehicles must be unloaded in your designated booth space and removed from the streets immediately to allow every vendor an opportunity to get into the festival grounds and unload. Plan to set-up your tent and booth space after your vehicle has been removed. 
• All booths must be set up and ready to go by 2:30 p.m. on Friday, September 27^th, as the festival will start at 3:00 p.m. 
• No booth items may be removed before 10 p.m. on Friday and Saturday evenings. All booths must be completely removed on Saturday evening following the festival. Vehicles will not be permitted inside the festival perimeter for teardown until all festival-goers have vacated the area by the Lee’s Summit Police Department.
• Your booth must be situated on the street and may not extend any further than 10’ from the curb. You must keep your booth within the confines of the space purchased, including tie-downs, displays and signage.
• Vendors are responsible for supplying their own tents, as well as tables, chairs, and any other necessary equipment. All items must be contained within the assigned space. Additionally, all tents must be secured with weighted tie-downs to prevent them from blowing over and potentially causing harm to vendors and guests.
• Vendors are required to dispose of their own trash nightly, including boxes, plastic wrap, etc., in the designated festival dumpsters.
• Due to limited staff, there will not be event personnel to assist in unloading, packing up, and/or taking items back to your vehicle. Please plan accordingly.

Electricity:

• Access to electricity is provided as part of the vendor fee. Exhibitors must bring their own 100-foot, 14-gauge extension cord. Vendors must provide their own lights for their booth space. It is recommended to use energy-efficient lighting to prevent outages. Generators are not allowed unless prior approval is granted by the Chamber staff. In addition, vendors are strictly prohibited from connecting to private utilities.

Security:

• The Lee’s Summit Chamber staff, Oktoberfest Committee, and the City of Lee’s Summit bear no responsibility for any damage, theft, fire, loss, or injury to exhibitors, their goods, or property resulting from any force of nature. While security officers will patrol the premises overnight, exhibitors are encouraged to remove all valuables as a precautionary measure.

Cancellation:

• Cancellations made before August 1, 2024, will be eligible for a 50% refund. Please note that a processing fee will be deducted from the refund for cancellations.
• Refunds will not be available for cancellations made after August 1, 2024.
• In the event of a rainout, refunds will not be issued.