Please list Organization's name and address for vendor and Contact person's phone number and email
Your electric fee will be included with your settlement at check-out based upon the amount of amps you are hooked up to at the time of set-up. Electric fees are $50 per 10amps.
Rules & Regulations for Food Vendors
Hills Alive 2021
The deadline to submit Food Vendor (herein named “Vendor”) applications to Hills Alive shall be July 1, 2021. Space is limited and there is no guarantee that space will still be available by the deadline submission date. In the event an Application/Agreement is received prior to the deadline, that will not constitute Hills Alive’s acceptance of the corresponding Application/Agreement. Acceptance of any Application/Agreement submitted to Hills Alive shall be made as stated herein.
Vendor understands that acceptance of this Application/Agreement is within the sole discretion of Hills Alive. Further, in the event Hills Alive accepts the Application/Agreement, Food Vendor shall be bound by the terms stated herein. In the event this Application/Agreement is not accepted by Hills Alive, Food Vendor Site fee will be returned and Vendor will not be bound by the terms stated herein. Acceptance of any Application/Agreement shall be made via email by Hills Alive on or before forty-five (45) days prior to the first day of the festival. Hills Alive reserves the right to refuse any Food Vendor applications including applications that do not meet the standards set for the Festival.
Retail Vendor shall pay a fee for each Booth Space (hereafter called “Booth Fees”) stated above in accordance with the terms stated herein. Booth fee will be paid upon application approval (vendor will be notified by email with a payment link), with electricity fee paid at festival.
The Site Fees are not a deposit nor is any portion thereof to be refunded to Vendor in the event the Application/Agreement is accepted by Hills Alive. In the event the Application/Agreement is not accepted by Hills Alive, all Site Fees paid with the Application/Agreement shall be refunded to Vendor.
If Food Vendor is accepted, the space assigned and all fees previously paid will be forfeited as liquidated damages if the space is not occupied by 10:00 AM, the 17th day of July, 2021.
Vendor is required to have a valid food service license from the South Dakota Department of Health. If you don’t have one, you may view the temporary vendor requirements online at www.state.sd.us/doh/forms/tempfood.pdf or call (605) 773-3364.
Vendor agrees to adhere to safety regulations required by the Rapid City Fire Department. The Rapid City Fire Department requirements for vendors may be viewed at http://www.rcgov.org/firedept under Division link, then Prevention, or call 605-394-4180. Please read through all material carefully.
Insurance Certificate Requirement
Vendor is required to furnish Hills Alive a Certificate of Insurance naming Bethesda Christian Broadcasting and the Rapid City Civic Center as co-insured. Coverage is to be at least $1,000,000 for bodily injury and $1,000,000 for property damage – or a combined single limit of $1,000,000.
Vendors selling food and drinks hereby agree to pay the Site Fees stated on Application/Agreement and shall pay Hills Alive 15% of gross sales during Hills Alive. The 15% shall be reconciled and paid at the close of the festival.
Only items specified on the approved Food Vendor Application/Agreement will be permitted to be sold. Please provide a detailed listing.
The focus of this event is to bring praise, glory, and honor to the Lord with no entry fee to our guests. We believe that you, as a potential vendor for this festival, are honest and sincere in wanting to provide the best product to our guests. Therefore, we trust you to provide us with accurate sales amounts. However, knowing the human condition,
we request and Vendor hereby agrees to submit proof and accounting for gross sales at the close of each day of the festival, subject to Hills Alive’s sole discretion, in order for Hills Alive to complete the reconciliation of gross sales and determine percentage splits. Vendor further agrees that all settlements on gross sales shall be done by check or cash on the day of the sales.
Vendor hereby agrees to collect any and all applicable taxes, and that Hills Alive does not accept or assume any responsibility for state, local and/or federal taxes required or the collection of those taxes. Sales tax are approximately between 7 -9%, payable to the State of South Dakota. Hills Alive will provide you with the appropriate paperwork. However, the Vendor is solely responsible for submitting the form and payment to the State of South Dakota Department of Revenue.
Vendors MUST post prices for all food and drink items in an area that allows customers to know the cost of what they are purchasing.
Beverages and Ice
Hills Alive will have sole rights to sell and distribute soft drinks and bottled water at the Festival. Vendors may not sell water or soft drinks in any form.
Vendors are encouraged to purchase ice from Hills Alive for their booths. Ice purchasing procedures will be explained prior to Vendor booth opening.
Vendor booths are assigned and all Vendors MUST check in with Trista Carbajal upon arrival at the venue to set up. Vendor Sites will be located in a pre-determined area designated by Hills Alive. Set up time for Food Vendors shall be Friday, July 16th from 2:00 p.m. to 6:00 p.m. or Saturday, July 17th from 7:00 a.m. to 10:00 a.m. If you have a larger concession trailer, we would suggest you arrive early for the easiest access to your site. You are required to bring your own structure, furniture and lighting for all vendor operations. Electrical power should be provided near each site; you must bring heavy-duty extension cords and plug adaptors to connect to the sources provided. Generators will not be allowed.
Vendor site will have vehicle accessibility for load-in and load-out. After load-in, vehicle must be moved. NO PARKING WILL BE ALLOWED AT VENDOR SITE or IN FIRE LANE.
Vendors MUST keep their sales area clear of empty boxes and trash (crush your boxes) and have adequate garbage containers. Storage work areas behind booths must be kept orderly.
All buildings, tents, signs or enclosures put up under the terms of this agreement must have the approval of Hills Alive. Any tent stakes must have safety coverings on them. No loud speaker, amplifier, radio or other sound device can be used at the Vendor’s site without the consent of Hills Alive.
Saturday, July 18th, 2020 11:00 a.m. to 10:00 p.m.
Sunday, July 19th, 2020 11:00 a.m. to 9:00 p.m.
All Vendor booths MUST be open and staffed during these hours unless otherwise approved by Hills Alive. These are the minimum hours of operation during the festival. Hills Alive will begin at Noon both Saturday and Sunday. Each evening the main stage activity will end by 10 p.m.
Vendor agrees to not take down or remove sales exhibits during the festival, unless otherwise approved by Hills Alive.
Hills Alive Discretion
Vendor hereby agrees to submit to the management and control of Hills Alive. Vendor acknowledges its understanding that Hills Alive is a Christian ministry that is committed to bring glory
to God in all our actions. As a Christian non-profit ministry, Hills Alive reserves the right to make selections of Vendors and their merchandise consistent with Hills Alive’s mission and objectives. Hills Alive also reserves the right to ask for the removal of any product that is not consistent with said mission and objectives. Hills Alive also reserves the right to close any vendor site for any safety, product or service quality issues. Hills Alive reserves the right to grant to any Vendor the exclusive rights to distribute and/or sell any product during the festival.
Vendor agrees that any representative of Hills Alive staff that oversees the Vendor booths shall have free access to said premises at all times.
Vendor hereby agrees that all personal property,
supplies, equipment, product and merchandise in or around the Vendor area shall be on site at its own sole risk and hazard. Vendor hereby agrees to indemnify and hold Hills Alive harmless from any and all claims, cause of action, suits or demands for liability, damage, loss, expense arising from any injury to persons or property which may occur in relation or connection to Vendor’s, its agents, representatives, employees, guests or customers activities, acts, actions, failures or omissions in relation to the Festival at any time before, during or after the same.
Vendor acknowledges that Hills Alive has informed them that the Sites are not secure facilities and that Hills Alive does not guarantee the security or safety of Vendor’s property, assets or sales
receipts, and Vendor hereby agrees to accept full responsibility for the same. Hills Alive will provide Festival Security who will police the Vendor area during hours the vendor area is not open for public display.
Vendors MUST check out with a Hills Alive representative prior to tearing down and leaving the festival grounds Sunday night. You will check out in the Finance Trailer in the Main Stage back stage area. You can access this through the side entrance. An additional fee may be charged if the site is not clean prior to check out. All product and furnishings must be removed from the festival grounds by midnight, July 19th unless prior approval from Hills Alive is obtained.
Vendors may begin tearing down their booths Sunday, July 19th at 9:00 p.m. However, no vehicles will be allowed on festival grounds, in the area around the Vendor tents until ½ hour after the final concert is completed.