Vendor Information

Application Process

All applications are accepted on a first-come, first-served basis. Applications are not considered complete until all required documentation has been received. Incomplete applications will be rejected. The Town reserves the right to reject any vendor it deems unacceptable.

Businesses physically located in the municipal town limits of Holly Springs will be given application priority during February 17-March 1. Supporting documentation may be requested if staff cannot confirm the business is physically located in the municipal town limits of Holly Springs. Applicants who do not qualify, but submit an application during February 17-March 1 will be required to resubmit an application on or after March 2. Registration priority only applies to concessionaire and children’s carnival

Applications open on February 17 at 9 a.m. for businesses within Holly Springs. For businesses outside of Holly Springs, applications open on March 2 at 9 a.m.

Applications will be accepted through Friday, May 29 at 5 p.m. Acknowledgement of your acceptance into the Independence Day celebration will be communicated no later than Friday, June 5. Prior to the festival, you will receive a festival packet including your space number, an event map, parking instructions, and other important information.

Registration and Setup

Vendor setup is 3-4:30 p.m. the afternoon of the event. Vendors are allowed to drive onto the event field to unload supplies but all vehicles must be cleared from the event field by 4 p.m. Any vendors arriving after 4 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 4:30 p.m. regardless of arrival time so please come early. You may experience some wait time when checking in so be prepared and allow plenty of time. If you would like an earlier setup time, you must contact Rachel Downey at rachel.downey@hollyspringsnc.us to make arrangements by Friday, June 19.

Display Space

Booth spaces are 10’ X 10’. Additional booth spaces may be purchased if necessary. All vendors must furnish their own display equipment and provide the necessary protection from the elements, including but not limited to sandbags and/or tent pegs. 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. The Town of Holly Springs will determine the placement of booths and vendors.

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.

Fees

Vendors are responsible for collecting and reporting applicable sales tax. This event is rain or shine. No refunds for withdrawal of application, failure to acquire proper permitting, or no-shows.
Commercial Concessionaire $100 per space
Holly Springs-based Non-profit Concessionaire $50 per space
Concessionaire Fee for Electricity $25 per space
Children’s Carnival Booth $60 per space
Nonprofit Booth $60 per space
Holly Springs-based Non-profit Informational Booth FREE

Festival Hours: 5 p.m. – Fireworks beginning at 9:15 p.m. (weather permitting)

You must maintain your booth until the beginning of the fireworks. Early packing will not be allowed. Vehicles will not be allowed to remain in the booth area. Parking will be provided nearby. Prior to the festival, you will receive your booth space number, assigned setup time, directions, map to the event, parking instructions, and other important information.

Breakdown and Cleanup

Breakdown cannot begin until the end of the event, which is after the fireworks display has finished. Once the fireworks have ended, you may breakdown and leave. No vehicles will be allowed back on the event field until a majority of the attendees have vacated the event 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.

Festival Sections

Concessionaires (Commercial and Holly Springs based Nonprofits)

Vendors selling food and beverages can apply here. Rates are available for both commercial and Holly Springs based Nonprofit organizations. Electricity is available with a $25 fee. The Town does not provide water or sewer disposal.

All items sold (including drinks, water, chips, cookies, etc.) must be listed on your application and approved by the Town. Duplicate items are not allowed to ensure all vendors have a profitable day. This rule does not apply to hot dogs and hamburgers as these items are in high demand. Two hot dog and hamburger vendors will be accepted. All vendors will be allowed to sell items such as baked goods (cake, cookies, brownies, etc.), chips and drinks. Applications are accepted on a first-come basis. Nonprofit concessionaires will be given first priority on the first day of submission ONLY.

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.

Commercial concessionaire vendors are required to submit a certificate of insurance with the Town of Holly Springs, 128 S Main Street, Holly Springs, NC 27540 listed as an additional insured (you do not have to add the Town of Holly Springs as additional insured until you are accepted into the festival) and a copy of your last inspection.

Please be aware that additional permitting may be required from Wake County Environmental Services including the Temporary Food Establishment Permit (TFE). For information about Wake County requirements click here. Any permitting fees from Wake County should be submitted directly to Wake County.

Holly Springs based nonprofit concessionaires are required to complete the Wake County Environmental Services Documentation of Exemption and submit it with this application along with a tax exempt certificate. For information on the exemption form click here.

All concessionaires are responsible for ensuring they are properly permitted. 

Children’s Carnival and Nonprofit Organization Booths

Businesses and organizations may participate in the Independence Day Celebration on July 5 to promote their business or organization. In order to qualify, a business booth MUST host an approved carnival type child or family friendly activity. Vendors may provide their own activity, subject to approval, or may host an activity provided by Holly Springs Parks and Recreation. If vendors provide their own activity, they may charge for the activity. If the activity is provided by Parks & Recreation, charging for participation will not be allowed. Vendors using a Parks & Recreation activity will be able to select their activity from several options. Vendors may choose to provide prizes for their activities (candy and swag items are acceptable). Prize wheels and corn hole will not be approved activities. Only an insured and professional business may provide face painting. Selling or giving away food is not allowed in this section. Applications for the children’s carnival can be found here.

Nonprofit organizations may participate in the Independence Day Celebration on July 5 to promote their cause. Nonprofits are encouraged to participate in the children’s carnival or they may choose to do an informational or fundraising booth. Nonprofits not participating in the children’s carnival will need to submit their 501(c)(3) certificate. Holly Springs based nonprofits will have their fees waived if the address on the 501(c)(3) certificate is within the municipal town limits. Fees will be waived for one booth space. The nonprofit organization application can be found here.

A nonprofit organization, also "not-for-profit," is a legally constituted organization which exists for educational or charitable reasons, and not seeking or producing a profit or profits. Selling or giving away food is prohibited in this area.

Please note that July 5th is not an artisan market or business expo. Businesses making sells will be required to host an approved activity. Artisans are encouraged to apply for Summer at the Springs (every first Friday June-September) and HollyFest on October 31