LĀ HOʻIHOʻI EA HĀMĀKUA: TERMS & CONDITIONS
1. EVENT DETAILS
1. EVENT DETAILS
- Date & Time: July 26, 2025, 9:00 am - 3:30 pm
- Location: Paʻauilo School Field (43-1497 Hauola Rd, Paauilo, HI 96776)
- Setup Time: 7:00am-8:30am. All vehicles must vacate the market area by 8:30am.
- Breakdown Time: 3:30pm
- Each booth space is marked for a 12x12ft pop-up tent, tents bigger than this must be approved for multiple spaces by the Organizers.
- Vendors must provide their own tables, chairs, tents, displays, and other necessary materials.
- **Please be prepared for strong winds** We recommend tent siding, and pegs and straps.
- If approved by the Organizer, a certain number of vendors may be able to bring two tents/reserve two booth spaces. It will be reserved upon payment & upon organizers approval only.
- Booth assignments will be determined by the Organizer.
- $0 Fee for educational booths NOT selling
- $25 Fee for educational booths that ARE selling
- $75 Fee for any other vendors selling individually.
- Payable by May 5, 2025. Fees are non-refundable, when paying the fee, it is with the understanding that you are committing to attend the event. Failure to pay by May 5, 2025, will mean you will be giving up your booth spot. With respect to time to prepare, the Organizer will quickly reach out to vendors on the waitlist to fill any open booth spots.
- Vendors may sell the products that were initially approved by the organizer
- Vendors must comply with all local health and safety regulations.
- Permits & Licenses: Vendors must be able to provide a copy of their GE license.
- Food vendors who are preparing food onsite and don’t have an existing Food Permit must ensure that their Special Events Food permit is secured and available to show at the event should they be requested.
- Vendors of homemade exempt products do not need a Special Events Permit from the DOH but food products must be packaged and cannot be prepared on site.
- Electricity and water is not provided, battery use is allowed, generators are only for food vendors. Please alert Organizers if you plan to bring a generator.
- If cooking using an open flame, ensure that the station is at the back of the tent, away from customers. Ensure that all open flames are safely off/not lighted when not in use. Remove any cooking/hot materials at the end of the day, not disposed of in any of the event waste bins provided. Ensure your own containers are available to remove hot materials off site.
- Organizers and faculty of organizers are not liable for loss, theft, or damage of Exhibitor/Vendor’s goods and property.
- Exhibitor/Vendor agrees that Lā Hoʻihoʻi Ea Hāmākua & it’s organizers or staff volunteers will not be responsible for the safe-keeping of equipment, supplies, written material or other valuable items left on or around Lā Hoʻihoʻi Ea Hāmākua premises.
- Exhibitor/Vendor at this Lā Hoʻihoʻi Ea Hāmākua, is responsible for securing any such aforementioned items and hereby assumes responsibility for loss thereof.
- Exhibitor/Vendor may not rely on any verbal or written assurances provided by any staff, other than what is written and provided in this Agreement.
- Exhibitor/Vendor assumes all responsibility for its products, equipment, and employees.
- Exhibitor/Vendor agrees to hold harmless the Organizer, venue, and staff from any liability arising from participation.
- Vendors may not pack up or leave before the official departure or cleanup time.
- Please be very clear in your application on what you plan on selling. If it is not clear what you are selling, we will not be able to accommodate a booth for you. This will ensure that there will not be repetitive items being sold throughout the event.
- We are committed to cultivating a safe space. Lā Hoʻihoʻi Ea ma Hāmākua is an ʻohana-centered, drug and alcohol-free event. Aloha for each other and this place is the expectation for all who participate in this gathering. Behavior that lacks aloha will not be tolerated. Mahalo for helping us hold this space as a safe, loving, learning environment for the keiki and ʻohana of our community.
- PHOTO & VIDEO RELEASE: Vendors consent to the use by the Lā Hoʻihoʻi Ea Hāmākua said Organizer(s), of any videos, photographs, or audio recordings reproduced either in whole or in part from the video, photograph or audio recording regardless of whether these materials are used for promotional, advertising, publicity, or any other purpose on behalf of Hui Mālama i ke Ala ʻŪlili and KS Kaiāulu.
- Vendors must comply with signage rules (e.g., no oversized banners or obstructive displays).
- Vendors may also tag Organizers, in appropriate postage or content on Social Media, from said event on July 26, 2025.
- All vehicles used for loading and unloading must be removed from the loading area as quickly as possible.
- NO TENTS are set-up, or products displayed, until AFTER YOUR VEHICLE is unloaded and parked safely in designated parking areas.
- We will have staff onsite to help you unload your vehicle, for quick and safe movement.
- Do not obstruct traffic, block fire zones or delay other exhibitors in their unloading and set-up efforts please adhere to these guidelines.
- Vendors may start setting up as early as 7am. We suggest arriving by at least 7:30am to be complete with setup by 8:30am.
- Failure to arrive and set-up by 8:30 am, will forgo your booth spot.
- Bring your own 12x12ft tent, and display items for your products. Please keep the area clean and prepare for any wind or potential rain that may come through.