Please list Organization's name and address for vendor and Contact person's phone number and email
Merchandise Vendor Rules & Regulations
Hills Alive 2021
The deadline to submit Vendor applications to Hills Alive shall be July 1, 2021. In the event an Application/Agreement is received prior to the deadline date and its accompanying Booth Fees are deposited in Hills Alive’s account, this 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 below.
Retail Vendor (hereafter called Vendor) understands that acceptance of this Application/Agreement is within the sole discretion of Hills Alive. Booth space is limited and there is no guarantee that space will still be available by the submission deadline date. Further, in the event Hills Alive accepts the Application/Agreement, Vendor shall be bound by the terms stated herein. In the event the Application/Agreement is not accepted by Hills Alive, Site fee will be returned and Booth Fees will not be bound by the terms state 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 or on or before 7 (seven) days prior to the first day of the festival for late applications.
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 and electric fee will be paid upon application approval (vendor will receive notification of approval via email with a payment link), with any remaining balances paid at festival during the settlement. Hills Alive reserves the right to refuse any vendor applications including applications that do not meet the standards set for the Festival.
Retail Vendors with single booths hereby agree to pay the Booth Fees stated on Application/Agreement which is $400 or 20% of total gross sales, whichever is greater. In the case of Vendors with additional booth space (10 x 20), Vendor pays $650 or 20%, whichever is greater. The balance of fee shall be reconciled and paid at the close of the festival.
Only items specified on the approved Vendor/Exhibitor Application 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 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 final day of the festival.
Retail 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. Pennington County South Dakota sales tax totals between 7-8% (approximately), 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.
Vendor booths are assigned and all Vendors MUST check in with Trista Carbajal upon arrival at the venue to set up. Vendor Booth sites will be located in a pre-determined area designated by Hills Alive. Set up time for Vendors shall be Friday, July 16th from 3:00 p.m. to 6:00 p.m. and Saturday, July 17th from 7:00 a.m. to 10:00 a.m. You are required to bring your own structure, furniture and lighting for all vendor operations. Electrical power should be provided near each electric site; you must bring heavy-duty extension cords and plug adaptors to connect to the sources provided. Generators will not be allowed.
Vendor Booth site will have vehicle accessibility for load-in (until 10:00 a.m. Saturday)and load-out (10:30 p.m. Sunday). After load-in, vehicles must be moved. NO PARKING WILL BE ALLOWED AT VENDOR SITE.
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. All vendors MUST remain in their booths to sell merchandise.
Saturday, July 17th, 2021 11:00 a.m. to 10:00 p.m. Sunday, July 18th, 2021 11:00 a.m. to 9:00 p.m.
All Vendor booths should 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 approximately 10 p.m.
Vendor agrees to not take down or remove sales exhibits until after closing time each day of 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. The selling of political items will be not allowed. 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.
Vendors agree to adhere to safety regulations required by the Rapid City Fire Department. The Rapid City Fire Department requirements for vendors may be viewed at https://www.rcgov.org/departments/fire-department/fire-and-life-safety/permits-planning-and-codes-841.html under Division link, then Prevention, or call 605-394-4180. Please read through all material carefully.
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 in 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. This check out will take place in the Finance Trailer located back stage in the main stage area. 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 on 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 music is completed.