Description

FESTIVAL OVERVIEW

The 2024 Lee’s Summit Chamber Oktoberfest will take place on September 27th and 28th, 2024. 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.

KIDS STREET OVERVIEW

Kid's Street is the section of the festival dedicated to our Chamber Members to showcase their business, interact with the community, and build your book of leads. No monetary transactions can be completed in this portion of the festival. You do not need to be a Child focused business to participate on Kid's Street. However, we do require you to provide some form of child friendly activity at your booth. A list of activities is provided on the registration form.

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.

KIDS' STREET GUIDELINES:  

Businesses (Vendors) applying for and accepting placement at the festival agree to the following rules, regulations, terms, and conditions.

• To maintain the family-friendly atmosphere of our event, we request that vendors refrain from advertising anything that may be deemed political, polarizing, or controversial for underage attendees.
• To secure a spot at the festival, your business must have a Lee’s Summit Chamber membership, and booth space fees must be paid upon submitting your application.
• Each business will receive a 10 x 10 booth space for $300.00. 
• Each Kid’s Street business vendor is required to provide a free game, small prize and/or hands-on activity or craft for children ages 12 and under from an approved LS Chamber list. Please see the provided list for approved activities on the application. Due to unknown allergies, consumable food items are not permitted to be used as prizes for participants. 
• You may have promotional materials available at your booth, but this is not a commercial booth space. There should be NO sales transactions and/or money collection of any kind, including tips, donation requests, etc are permitted in this portion of the festival. However, this is a great opportunity to get your company name out to the community and to gather leads to follow-up later. 
• Distributing any beverages or food (including candy and water) from your booth is prohibited.
• Booths must be staffed from 3 p.m. - 10 p.m. Friday, Sept. 27 and 10 a.m.-10 p.m. Saturday, Sept. 28.
• Under no circumstances may you sell, share, or give your booth space to another exhibitor.
• Exhibitors are not guaranteed the same booth space as in previous years.
• You will receive email confirmation of your participation and detailed information about the festival. All Booth spaces will be marked, and Oktoberfest volunteers will be in the Kid's Street area on Friday afternoon to assist you in finding your booth.
• All vendors are required to remain inside the confines of their booth space, 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 is prohibited on festival grounds and in all public places, buildings, and facilities owned, leased, or used by the City of Lee’s Summit.

SET-UP/TEAR DOWN INFORMATION:

• To keep the streets open, please unload and move your vehicle prior to setting up your booth. All vehicles must be removed from the streets by 1:00 p.m. on Friday, Sept. 27th.
• Each vendor must provide their own tent, lights, 100 ft. extension cord, tables, chairs, displays, etc. All tents must provide lighting for the evening and be secured with weighted tie-downs to prevent them from blowing over and potentially causing harm to vendors and guests. No stakes are allowed in the ground or street.
• 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.

• Each night, vendors are required to dispose of their own trash, including boxes, plastic wrap, etc., in the designated festival dumpsters.

• 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.

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.

ELECTRICITY:

• Access to electricity is available. However due to the size of the festival, minimal electrical will be provided. Available electrical will be enough to power a lights, charge a phone, or laptop.
• You are required to provide lighting for your booth and to bring your own 100’ extension cord. Vendors are encouraged to use energy-efficient lights.
• No Heaters or fans will be permitted to be plugged in.

PARKING:

• Parking is available in the City Hall parking garage, located at Second and Green streets. Exhibitors are not allowed to park in private parking lots, in front of barricades, or in alleyways. 

SECURITY:

• The Lee’s Summit Chamber, 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.

COMMUNICATION:

• Prior to the festival, the main communication will be through email by contacting Janet Shelman at jshelman@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 prior to the festival, please call the office number at 816-524-2424 and a member of our team will be available to assist you.

CANCELLATIONS:

• Cancellations made before August 1, 2024, will be eligible for a 50% refund. Please note that credit card fees 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.