Vendor Information

July 5 logo

Application Process 

At this time, Holly Springs Parks & Recreation is only accepting applications for concessionaires for the 2021 Independence Day Celebration on July 5. All applications are accepted on a first come, first served basis.  The Town reserves the right to reject any vendor it deems unacceptable.

Applications for concessionaires will open on Monday, May 10 at 9 a.m. Nonprofit and Holly Springs based concessionaires will be given priority if their application is submitted on May 10. 

Access the application online.

Fees

Commercial Concessionaire $100
Holly Springs Nonprofit* $50
Electricity (based on availability) $25

*Holly Springs Nonprofits need to submit their 501(c)(3) tax exempt certificate with an address located within the Town limits of Holly Springs in order to receive the discounted fee.

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 applications, failure to acquire proper permitting or exemption through Wake County, or no-shows.

COVID-19 Precautions

Holly Springs Parks & Recreation is excited to host our Independence Day Celebration on July 5. We are planning a modified event based on the current guidelines from Wake County, State of North Carolina, and North Carolina Department of Health & Human Services (DHHS). Event plans may change at any point. Holly Springs Parks & Recreation event staff will notify vendors as necessary of any changes made during the process. If the Town cancels the event for any reason, vendor refunds will be given.

At a minimum, all vendors and sponsors will be required to follow the current COVID-19 safety guidelines on event day as outlined by executive orders and NC DHHS. The Town of Holly Springs reserves the right to increase safety requirements for the event. At this time, the requirement for face coverings for vendors and sponsors is undetermined. Vendors will be required to mark social distancing lines to queue their customers using either chalk paint or tape.

Information for Concessionaires

Required Supporting Documentation

Commercial Concessionaires:

Each commercial concessionaire is required to provide proof of insurance (or COI) and a copy of the last inspection. Once accepted, The Town of Holly Springs, 128 S Main Street, Holly Springs, NC 27540 must be listed as an additional insured on the COI. If a temporary food establishment permit (TFE) is required, a complete TFE Permit Application is also required.  After notification of acceptance, the TFE Permit fee should be paid directly to Wake County Environmental Services.

Holly Springs Nonprofit Concessionaires:

Each Holly Springs nonprofit concessionaire is required to complete the Wake County Environmental Services Documentation of Exemption and submit it with this application along with a tax-exempt certificate.

Wake County Environmental Services

Please refer to the Wake County Environmental Services website to determine if a Temporary Food Establishment (TFE) Permit is required. For more information, contact Laura Lerche at (919) 856-6609 or go to http://www.wakegov.com/food/festivals/Pages/tfe.aspx.

If a TFE Permit is required, upload the completed TFE application below.

If you are a non-profit and are exempt from a TFE permit, upload the completed Documentation of Exemption Form and tax-exempt certificate below.

The Town is not responsible for your permit and reserves the right to remove from the festival any vendor that it deems unacceptable.

Eligible Concessions

Concessionaires are invited to serve a full menu. However, all items sold (including drinks, water, chips, cookies, etc.) must be listed on your application and approved by the Town. During the application process, menus are reviewed to minimize duplicate items to ensure all vendors have a profitable day. Popular items including, but not limited to hotdogs, hamburgers, and chicken tenders may be sold by no more than 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 and reviewed on a first-come basis. Nonprofit concessionaires and Holly Springs based businesses will be given first priority on the first day of submission ONLY.

Staff Food Vouchers

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. In order 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.

Check In and Setup

Vendor check in is 3-5 p.m. the day of the event. Vendors are allowed to drive vehicles onto the event field to unload supplies, all vehicles (except food trucks) must be cleared from the event field by 5:15 p.m. Any vendors arriving after 5 p.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 5:30 p.m. regardless of arrival time.

Display Space

Booth spaces are 10' X 10'. Concessionaire space sizes are determined by the dimensions of the truck, trailer, cart, etc. All vendors must furnish their own display equipment and provide the necessary protection from the elements. If using a tent, 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. 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.

If sales are being made, vendors will need to display their NC Department of Revenue Sales Use and Tax Certificate for the entirety of the event.

Festival Hours: 6 p.m.- 10 p.m.

You must maintain your booth until the end of the event. Fireworks are scheduled for 9:15 p.m. (weather dependent). Early packing will not be allowed. Vehicles will not be allowed to remain in the vendor area. Parking will be provided nearby. Prior to the festival, you will receive your booth space number, map of the event, parking instructions, and other important information.

Breakdown and Cleanup

Breakdown cannot begin until the end of the event. Fireworks are scheduled for 9:15 p.m. (weather dependent). Once the field is empty of event attendees, event staff will tell vendors when they can bring their vehicles back on the field. All garbage must be placed in the provided dumpsters (event maps will be provided in festival packets prior to the event) and boxes must be broken down.

Vendor Applications

It is the right of the Town of Holly Springs to determine if the services provided by the vendor reflect the original intention of the event and add to the overall quality of the festival. No exceptions. Applications are accepted on a first-come basis. Generators or other motorized sources of power are not allowed except for the concessionaires. No vendor will be allowed to set up without the Application & Liability Release form signed and dated. Please make copies of this form for your own records. The Town of Holly Springs reserves the right to revoke or refuse to grant space at any time and shall not be liable for anyone for this action. 

Access the application online.