Balloon Fest 2024
Hot Air Craft Fair
Vendor Agreement
Friday, August 16 - 3:00pm to 10:00pm
Saturday, August 17 - 3:00pm to 10:00pm
Sunday, August 18 - 12:00pm to 6:00pm
At this time we have over 100 vendors registered, so all new registrations will be automatically added to a wait list.
In executing this agreement, the named vendor acknowledges that the conditions in this packet have been read, understood and will be followed.
No food or drinks may be sold by Craft Vendor. Please request a Food Vendor form.
VENDOR AGREEMENT:
All items sold must be pre-approved by the Balloon Fest Craft Committee, which reserves the right to refuse the sale of a product or item that is not deemed to meet qualification standards.
Handmade crafts or craft-like items, jewelry, boutique clothing or accessories, unique décor, and artistic items are encouraged.
No copyrighted product, logo, insignia, etc., are allowed without official authorization. This includes “Balloon Fest,” which is owned and registered by Centralia Chamber of Commerce with the Illinois Secretary of State.
No soliciting (collecting data) or paper handouts (marketing materials) are permitted anywhere at Balloon Fest. No political decorations, literature, campaign materials, or soliciting will be allowed.
No commercial souvenirs or collectibles, no novelty items, no carnival items, no animals, no national retail chains, no junk / swap meet vendors will be allowed.
No guns, blades, bows & arrows, or weapons of any kind, real or simulated, will be allowed.
If you have any questions or have a unique situation, please contact the Centralia Chamber before the event. The Balloon Fest Craft Committee reserves the right to approve or refuse the sale or display of any product or item.
Should a vendor attempt to sell or display products that have not been pre-approved, the Craft Committee has the right to prohibit the sale of those items and/or shut down the booth if necessary. Should a booth be shut down due to breach of this contract, no refunds will be made to the vendor.
Additional photos or videos may be requested by committee to confirm qualifications.
BOOTH FEES:
Initial vendor booth fee is $150.00 per 15’ x 15’ booth space and includes electricity. Additional booths will be a fee of $100. All vendors pay the same fee.
The Illinois Department of Revenue requires all vendors to have their own Illinois Tax Identification number if they make retail sales. If you do not have a Tax I.D. number then you must fill out an Illinois sales tax form that the state provides for vendors and temporary sales type vendors to report to the state of Illinois sales tax collected on your sales from this event.
(FULL TERMS AND CONDITIONS LISTED BELOW.)
EVENT TERMS and CONDITIONS:
The Hot Air Craft Fair will be held in an open area of Foundation Park in Centralia, Illinois. This open area will have some shade trees, but we do not guarantee the protection from any elements. All tents, canopies, booths, or shelters must be safely constructed and free of hazards. Displays must be leveled, so they do not fall if on uneven ground. Spikes may be driven in the ground for necessary support of any of the booth components, but please be considerate of the bordering vendor's booth space. All exposed tent stakes must be covered.
Vehicles are only allowed into the craft exhibit area during set-up and tear-down at designated times and by the approval of the Craft Committee. A designated parking area will be available for vendor vehicles during the time the craft fair is being held.
Restocking or delivery vehicles will not be allowed in the craft exhibit area after initial set-up. A golf cart may be available upon request of the Craft Committee for assistance. The vendor parking area is approximately 4 blocks from the craft exhibit area – please stock your booth well.
Set-up is allowed at assigned space only. Due to the area of the park in which the craft fair will be held, the assigned space will be determined on a first-registered basis before the event. Returning vendors may request their same space as the prior year, but spaces cannot be guaranteed. Spaces will not be exactly where they were the year before.
Electric hook-up is included in your booth cost. You must provide your own 100ft. extension cord. We recommend lighting your booth for the evening hours. LED and compact fluorescent bulbs (CFL) are allowed. NO standard incandescent bulbs, NO halogen bulbs, and NO heating elements (coffee pots, crockpots, or printers), because they use too much energy and trip the breakers. Household fans are acceptable but NO large commercial fans. The Craft Committee will inspect this - especially if a breaker trips!
No generators are allowed.
No pets are allowed.
Each vendor is responsible for their own collection and remittance of any appropriate sales tax in accordance with laws.
Any person attempting to do business or setting up for display without having properly arranged space will be removed from the grounds.
No refunds will be issued in the event of cancellation due to weather. If a vendor needs to cancel before July 15 - only 50% of the booth space fee will be refunded. NO REFUNDS after July 15.
Booth fees must be paid accompanying this form. Personal checks are accepted until July 15. After July 15, only cash or money order will be accepted.
Craft participants are responsible for their own merchandise. In no way can a vendor hold the Centralia Chamber of Commerce, the City of Centralia, the Centralia Foundation, nor any of the supporting committees or organizations, directors, officers, agents, and employees liable for any loss or damage to any merchandise or personal property in or about the booth and park, regardless of the cause of such loss or damage.
Vendors shall hold harmless the Centralia Chamber of Commerce, the City of Centralia, the Centralia Foundation, and any of the supporting committees or organizations, directors, officers, agents and employees from and against any and all expenses, claims, actions, liabilities, attorney fees, damages & losses of any kind whatsoever, actually or allegedly, resulting from or connected with the operation of said exhibit.
The Craft Committee and The Greater Centralia Chamber of Commerce reserves the right to prohibit the display and/or sales of items by anyone in non-compliance with any of these conditions.
SCHEDULE / HOURS OF OPERATION:*
Thursday, August 16
5:00pm - 7:00pm - EARLY SET-UP - A request must be made in advance to the Centralia Chamber to set-up on Thursday evening.
Friday, August 17
8:00am - 12:00pm - Check-in at Craft Fair Committee tent. Booth spaces will be assigned. Admission wristbands, and parking passes will be given at check-in. Additional parking passes and wristbands may be purchased at $5 each.
1:00pm - All vehicles must be out of the park and parked in vendor parking (Pleasant Street).
3:00pm - Craft Fair officially opens. Balloon Fest officially begins! Craft Committee may not be allowed to transport vendors during peak times, make sure your booth is well stocked.
10:00pm - Craft Fair closes.
Saturday, August 18
3:00pm - Craft Fair officially opens.
10:00pm - Craft Fair closes
Sunday, August 20
12:00pm - Craft Fair officially opens.
6:00pm - Craft Fair ends. After packing up, please check that your assigned space and immediate surrounding area has been restored to its condition prior to the craft fair. All trash must be left in bags or a trash can.
REMEMBER: Vehicles are not allowed in the park during event hours for safety of attendees! The Craft Committee and the Greater Centralia Chamber of Commerce will communicate when you are allowed to bring your vehicle into the park. Violators of any of these conditions will not be invited to participate in future events.
*Schedule subject to change. Weather permitting. All decisions made by the Balloon Fest Craft Committee and/or The Greater Centralia Chamber of Commerce are final.
Balloon Fest is made possible by a dedicated group of volunteers and sponsors. The safety of attendees and guests is of utmost importance and all decisions are made with this in mind. We hope you enjoy your time at Centralia Balloon Fest. If you have any questions, please contact The Greater Centralia Chamber of Commerce office at 618-532-6789 or email.