Vendor Information & Application 2023

The vendor application will be available here beginning on Wednesday, June 7 at 9 a.m. All vendors are responsible for reading and abiding by the event policies listed below. Incomplete or incorrect applications may not be processed.

Application Process

HollyFest applications will open for vendors on Wednesday, June 7 at 9 a.m. All applications are accepted on a first come, first served basis. Priority will be given to Holly Springs based businesses that apply before Wednesday, June 21. Notifications of acceptance will begin the week of July 10. The Town reserves the right to reject any vendor it deems unacceptable.

Sponsorship opportunities are also available. Please visit the sponsorship information webpage for additional information or contact Rachel Porter at rachel.porter@hollysprings.gov or 919-567-4711.

Vendor applications will close on Friday, September 15 at 11:59 p.m. or when the festival is at capacity.

*Please note that the Business Expo at HollyFest is organized by the Holly Springs Chamber of Commerce and may have different rules and deadlines from the other applications. For more information, please visit the Chamber’s website here.

Fees

For information on Sponsorship Packages, please click here.  

Business Expo Fees are determined by the Holly Springs Chamber of Commerce. Please review their application and fees here.

*Holly Springs Nonprofits (not including nonprofit concessionaires) can have booth fees waived if they submit their 501©(3) tax exempt certificate with an address located within the Town limits of Holly Springs.

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 application, failure to acquire proper permitting or exemption through Wake County, failure to obtain and post a Sales Use and Tax Certificate from NC Department of Revenue, or no-shows.

Harvest Artisan Market

All goods must be handmade by the crafter or artisan (kits and foreign or commercially made products are not permitted). Independent consultants representing a business such as Thirty-One, Scentsy, Mary Kay, etc. may apply to the Business Expo. Giving away or selling food with the intent to consume on site is prohibited in this area.

Homemade food items made by the vendor that are not intended to be consumed on site and also fall within the Holly Springs Farmers Market guidelines may be sold in the Harvest Artisan Market. Items including jams, jellies, spices, honey, decorative cookies, etc. are part of the Harvest Market. Vendors with food items must provide a COI listing the Town of Holly Springs as an additional insured and documentation of all permits and licenses from NC Department of Agriculture.

Harvest Artisan Market vendors may only sell items approved through the application and must provide photos of the product to be sold and the booth setup. 

All vendors making sales will need to display their NC Department of Revenue Sales Use and Tax Certificate for the entirety of the event.

Children's Corner

The Children's Corner is meant to be a local carnival with games and activities hosted by businesses and organizations offering services or products primarily geared toward children. Organizations participating in the children's corner are required to provide an approved children's activity. Examples of activities include games, crafts, demonstrations, etc. Spin wheels will not be approved. Businesses or organizations focusing on making sales at the event need to participate in the Business Expo. Selling or giving away food is prohibited in this area.

Concessionaire (Commercial and Holly Springs based nonprofits)

Vendors selling food and beverages can apply as a concessionaire. Rates are available for both commercial and Holly Springs based nonprofit organizations. Electricity is available with an additional fee. The Town does not provide water or sewer disposal.

All items sold (including drinks, water, chips, cookies, etc.) must be listed on your application and approved by the Town. Menus are reviewed to minimize the number of duplicate items to ensure all vendors have a profitable day. Popular food items including but not limited to hot dogs, hamburgers, chicken fingers, ice desserts, etc. may be sold by up to 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 on a first-come basis. Nonprofit concessionaires will be given priority on the first day of submission ONLY.

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. 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.

Commercial concessionaire vendors are required to submit a certificate of insurance with the Town of Holly Springs, P.O. Box 8, Holly Springs, NC 27540 listed as an additional insured (you do not have to add the Town of Holly Springs as additional insured until you are accepted into the festival), a copy of your last inspection and permit, and copy of your NCDOR Sales Use and Tax Certificate.

Please be aware that additional permitting may be required from Wake County Environmental Services including the Temporary Food Establishment Permit (TFE). For information about Wake County requirements click here. Any permitting fees from Wake County should be submitted directly to Wake County.

All vendors making sales will need to display their NC Department of Revenue Sales Use and Tax Certificate for the entirety of the event.

Holly Springs based nonprofit concessionaires are required to complete the Wake County Environmental Services Documentation of Exemption and submit it with this application along with a tax exempt certificate. You can find the exemption form here.

All concessionaires are responsible for ensuring they are properly permitted.

Nonprofit Organizations

A nonprofit organization, also "not-for-profit," is a legally constituted organization which exists for educational or charitable reasons, and not seeking or producing a profit or profits. Nonprofits established inside the Town limits of Holly Springs will have fees waived for one booth space. Holly Springs nonprofits need to submit their 501(c)(3) certificate. Location of nonprofit is determined by the address on the 501(c)(3) certificate. Selling or giving away food is prohibited in this area.

Business Expo (organized by the Holly Springs Chamber of Commerce)

Businesses can increase their exposure at this annual festival. Distribute coupons, literature, or promotional materials to encourage future business. Please note, Holly Springs Chamber of Commerce application timelines and rules may differ from Town of Holly Springs applications. Be sure to read the Business Expo application in its entirety. For questions or more information, contact the Holly Springs Chamber of Commerce at (919) 567-1796.

The HollyFest map below is from a previous year and is for reference of the different event sections. The map is subject to change and the final map will be posted closer to the event.

Check-In and Setup

Vendor check-in is 6:30-9 a.m. the morning of the event. Vendors are allowed to drive onto the event field to unload supplies, but all vehicles must be cleared from the event field by 9 a.m. Parking on the event field, including behind booth spaces is prohibited. Any vendors arriving after 9 a.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 9:30 a.m. regardless of arrival time, so please come early. You may experience some wait time when checking in so be prepared and allow plenty of time for traffic.

Display Space

Booth spaces are 10' X 10'. All vendors must furnish their own display equipment and provide the necessary protection from the elements. 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. 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.

All vendors making sales will need to display their NC Department of Revenue Sales Use and Tax Certificate for the entirety of the event.

Festival Hours: 10 a.m. - 4 p.m.

You must maintain your booth until closing. Early packing will not be allowed. Vehicles will not be allowed to remain in the booth area. Parking will be provided nearby. Prior to the festival, you will receive your booth space number, directions, event map, parking instructions, and other important information.

Breakdown and Cleanup

Breakdown cannot begin until the end of the event, which is 4 p.m. Event staff will notify vendors when they can bring their vehicles back on the field. All garbage must be placed in the provided dumpsters and boxes must be broken down.

Vendor Applications

All vendors making sales will need to display their NC Department of Revenue Sales Use and Tax Certificate for the entirety of the event.