Merchandise
VENDOR APPLICATION
EVENT NAME: Hughes River Rally
DATES OF EVENT: July 10~11~12, 2009
TIMES OF EVENT: Friday: 8am-12midnight
Saturday: 8am-12midnight
Sunday: 8am-2pm
• Applications must be filled out completely with all required materials included.
• Applicant must send full payment with application. NO DEPOSITS ACCEPTED!
• Insurance deadline is June 10, 2009
• Applications will be date stamped and locations awarded to the earliest applicants. First come, first
serve until spaces are filled.
• Applications must be completed and payment must be made in full by the deadline of June 10, 2009.
• Return Application to: Hughes River Promotions
HC 68 Box 83
Macfarlan, WV 26148
Phone: 304-477-3934
Insurance Requirements
Please contact your insurance company and request them to email directly to Hughes River Promotions,
erni@hdbikerstuff.com a Certificate of Liability showing proof of insurance with a minimum of $500,000,
valid through the entire event date. Name on policy must match application. Please request form ACORD
25 or the equivalent. List Hughes River Promotions, HC 68 Box 83, Macfarlan, West Virginia, 26148 as
certificate holder and the description of operations as “Hughes River Rally” with the event date of July
10-12, 2009.
Insurance deadline is June 10, 2009. Hughes River Rally has available a General Liability Insurance
Service to eligible vendors needing the required insurance coverage. For an additional $75.00 fee, you
may be qualified to be listed on the Hughes River Rally Vendor Policy. This vendor policy insurance meets
the responsibility to be a vendor and to your customers should there be an accident within your booth.
This policy does not cover your property or merchandise.
Businesses that sell the following merchandise are not eligible to be listed on master policy: Guns, knives,
power equipment such as motorcycles, chain saws, electric tools, medical health products, services such as
tattoos, prescription glasses, fitted ear plugs, etc. This list is not inclusive and is subject to insurance
underwriters review.
For further information contact Erni Kroese at 304-477-3934 or email erni@hdbikerstuff.com
I understand and have read the insurance requirements for this event. Initial____________
BOOTH INFORMATION
• Hughes River Rally is a RAIN or SHINE event!
• NO REFUNDS ONCE APPLICATION HAS BEEN PROCESSED!
• VENDOR FEES will be immediately deposited. There will be a $35.00 returned check fee for any
checks returned for insufficient funds.
• Hughes River Promotions reserves the right to accept or reject any applicant for any reason.
BUSINESS NAME: _______________________________________________________________
OWNER/MANAGER: ____________________________________________________________
ADDRESS: ______________________________________________________________________
CITY: _______________________STATE: ______________________ZIP CODE: ___________
BUSINESS PHONE (daytime): ______________________CELL: _________________________
EMAIL ADDRESS: _______________________________________________________________
Hughes River Rally Vendor Applications are available for download from our website www.hdbikerstuff.com
. Please keep us updated on any changes in contact information.
Please check the appropriate boxes that pertain to your merchandise and include a description of all of
your merchandise or services you provide.
Jewelry: _____ Leather Clothing: _____ LED Lights: _____ Information: _____
Horns: _____ Clothing/Accessories: _____ Sunglasses: _____ Health Products: ____
Crafts: ______ Motorcycle Accessories: ____ Pinstriping: _____
Other: ___________________________________________________________________________
_________________________________________________________________________________
Special Requirements: _____________________________________________________________
Booth fees are $100.00 per 10’ wide by 10’ deep.
Electricity is limited. One 20 amp service, one plug, for an additional $35.00 for the weekend.
FOOD VENDORS
Food Vendors will be required to bring their own water, and must provide wastewater holding tanks.
Absolutely NO DUMPING on grounds!
CONTACT INFORMATION AND PAYMENT METHOD
Mailing Address: Hughes River Promotions, HC 68 Box 83, Macfarlan, WV 26148 304-377-3934
Email Address: Vendor Info: haroldandshari@hdbikerstuff.com
Insurance Info: erni@hdbikerstuff.com
Number of spaces: __________x $100.00 ______________
Electricity: __________x $ 35.00 ______________Limit 2 for Food
Total Amount Enclosed: _______________
GENERAL RULES AND REGULATIONS FOR ALL VENDORS
Please read carefully and return a signed copy with your vendor application that you have read and agree
to abide by all rules and regulations.
• Vendor displays must stay within designated square footage of space requested. This includes any and
all DISPLAY RACKS, TABLES, AWNINGS, TRAILER TONGUES, TIE DOWNS, etc. If you need
additional space in front or behind your space for display racks or tie downs, please add the footage to
your size request on your application. You will be charged for any additional footage used outside of your
designated space per square foot.
• ALL vendors must check-in for further instructions and receive vendor packet/armbands prior to
setting up.
• FOOD VENDORS: All food vendors are required to display their own health department permit. Any
additional questions about Health Department permits, contact Ritchie County Health Department,
Charles Mapes at 304-643-2917.
• FOOD VENDORS: All food vendors will be required to bring their own water and must provide
wastewater holding tanks. Absolutely NO DUMPING on grounds.
• VENDORS RECEIVING SHIPMENTS ON LOCATION: Please note that we are not responsible for any
merchandise that is delivered to our shipping address. If you wish to have merchandise shipped prior to
the event, please notify us in advance. We will do the best that we can to help you. NO C.O.D. packages
will be accepted. Due to limited space and security, please pick up your packages upon arrival.
• VENDOR SET-UP: Vendors may set up on Wednesday, July 08, 2009 from 12:00 pm until 6:00 pm.
Thursday, July 09, 2009 from 8:00 am until 7:00 pm. All FOOD VENDORS must be set up by 12:00 pm
on Thursday, July 09, 2009 for health inspections.
• Absolutely no pets will be allowed on the premises. No exceptions.
• No vendor may, without written permission from Hughes River Promotions, assign, sublet or apportion
all or any part of the privileges or of the space assigned to them, nor permits any other party to exhibit
herein, other that the business to which the space is assigned.
• All vendors must leave their locations clean of trash, zip ties and debris at the end of the event if
you wish to be considered for next year’s event. Each location will be inspected and noted on what
condition your space was left in.
• Two armbands will be issued for every 10’ x 10’ booth. Additional armbands may be purchased at the
gate.
• All vendors are responsible for obtaining a West Virginia sales tax license and for collecting sales tax
during the event.
• Vehicles must be removed from the enclosed area by 7:00 pm on Thursday, July 09, 2009. There will
be no vehicles allowed in on Friday. All additional merchandise must be hand carried in on Friday, July 10,
2009.
• There will be a designated vendor parking area and each vendor will receive one parking pass.
• There will be NO MERCHANDISE EXCLUSIVES.
• All vendors must provide own extension cords.
• Vendors are expected to remain open during official event hours. Closing early negatively affects your
neighbors and the entire venue. Entertainment is scheduled until midnight on Saturday.
• There will be no obscene merchandise or anything deemed distasteful. The sale of any smoking
paraphernalia for tobacco use or other is not allowed. Hughes River Promotions has the right to ask that
any distasteful merchandise be removed.
• There will be no grilling allowed inside the vending area other than a registered food booth.
• There will be absolutely no open fires and no fireworks.
• Any vendor showing signs of heavy intoxication or unruly behavior will be asked to leave the premises.
• Vendors will be allowed to camp on premise in a tent or SELF-CONTAINED RV. There will be
absolutely NO DUMPING of any kind. This includes gray water. If you wish to camp or sleep inside your
vending tent, please notify both us and security prior to doing so.
• VENDOR TEAR DOWN: Vendors will be allowed to tear down on Sunday morning. Vendors may stay
the additional night (Sunday) if so desired. All vendors must be cleared from the property by no later
than 10:00 am on Monday, July 13, 2009. NO VENDORS WILL BE ALLOWED TO TEAR DOWN BEFORE
THE END OF THE CONCERT SATURDAY NIGHT.
REMEMBER: This is an event to help raise funds for the Ritchie County Humane Society. We will be here
to help you any way that we can. We are all here to have a great time and to do a wonderful thing!
I certify that I have fully read and understand the contents of the Vendor Rules and Regulations and
fully agree to abide by all of its terms and conditions.
Print Name ____________________________ Sign _______________________________________
