VENDOR BOOTH INFORMATION
Dear Potential Vendor,
I would like to take this opportunity to announce the 2nd Annual “Straight from the Bayou Crawfish Festival” in Las Vegas. The event is scheduled for Saturday and Sunday, June 7-8, 2014 beginning at 12:00pm until 9:00pm at the spectacular Sports Center, located 121 E. Sunset road minutes away from the Las Vegas Strip.
I am happy to inform you that because of the overwhelming response from our 2013 Crawfish Festival, we have decided to add another day to this year’s event. It’s true, not one, but two-days for the 2014 Festival. Yes, Las Vegas spoke loud and clear with 1,032 phone calls, 642 emails, 234 face book likes and 175 letters thanking us for presenting the first Louisiana style Crawfish Festival in the “Entertainment Capital of the World”.
This event proved to be a huge success and that was thanks to residents in the Las Vegas community and our wonderful vendors! As we present this year’s event, we are happy to announce our wonderful new location for the event. Guests will enjoy a spacious indoor and outdoor environment filled with fun for the entire family. That’s right vendors; you too, will have the choice of setting up on the inside or outside of this event center. But remember, space is limited and vendor applications will be accepted on a first come first serve basis and your dated check will determine priority space at the event. Therefore, we ask that you confirm your booth space ASAP to reserve a premium spot.
The 2014 “Straight from the Bayou Crawfish Festival” will present several new promotional programs for vendors to take advantage. We ask that you take a moment to review the promotion guidelines enclosed to receive discounts on your 2014 booth space:
Let us be clear, as we plan for the 2014 Crawfish Festival, it is our goal to make sure our vendors have the same success as last year. For this reason, we will once again present an aggressive marketing and advertising campaign to assure these results. So, we ask that you be prepared for a great turn out especially with this year’s event held inside an air conditioned event center, walking distance away from the Las Vegas strip.
The “Straight from the Bayou Crawfish Festival” will once again be produced by Exquisite Impressions Special Events, an event Planning and Design Company based out of Las Vegas, Nevada and the Committed 100 Men a non-profit organization instrumental in bringing positive changes to the lives of at risk youth in the Southern Nevada community since 1990.
As you can see from our cost-effective vendor rates your company can benefit by marketing your brand and product to a diverse population of people in Las Vegas and visiting tourist. Enclosed you will find a package on the 2014 “Straight from the Bayou Crawfish Festival”, our vendor booth application and promotional programs for your review.
Should you have any questions regarding the Crawfish Festival, please feel free to contact our office at 702-898-9968 or email firstname.lastname@example.org
INFORMATION TABLES COST
8ft. Information Table with Two Chairs $300.00
10 x 10 Booth Space with 8ft. Table and two Chairs $600.00
10 x 20 Booth Space with 8ft. Table and four Chairs $1,200.00
VENDOR BOOTHS “FACTS YOU SHOULD KNOW”:
The Vendor Booth area will be open during the hours of 12:00 p.m. until 12:00 p.m. Saturday and Sunday June 7th and 8th, 2014 during festival hours.
Setup for the booths will begin at 2:00 p.m. on Friday June 7th, 2014 and must be completed by 6:00 p.m. The Festival will be held at the Sport Center located 121 E. Sunset Road, Las Vegas, Nevada.
Steps for Vendor Booth Space Rental:
- Read the Guidelines.
- Submit an application.
- Complete information and description request about your products and or Photo.
- Present a check for the amount of your booth and a $25.00 clean up deposit.
- Present your signed rules and regulations form with any additional request for passes,
tables, chairs etc.
- All mail will be accepted on a first come basics and the post mark date will confirm.
- Mail must be addressed to: Exquisite Impressions Special Events P.O. Box 72246
Las Vegas, Nevada 78170.
- License and insurance requirements are contingent upon each individual operation.
- All products sold must match what is listed in application description or photo
- Vendors may not display or sell any items that have not been pre-approved. (Product Review
Committee Manager will inspect Products).
VENDOR BOOTH INFORMATION
Thank you for expressing an interest in space for our Food and Vendor Booth space at the “Straight from the Bayou” Crawfish Festival scheduled for Saturday and Sunday June 7th-8th, 2014 beginning at 12:00 p.m. until 9:00 p.m. at the Sport Center.
8ft. Information Tables $300.00, 10 x 10 Booths $600.00 and 10 x 20 Booths $600.00. Electricity will be provided with this cost. We will provide a canopy structure with overhead cover and open sides; front and back for tents. We will also provide (2) fold out chairs for 10 x10’s booths and an 8ft. and (4) fold out chairs for 10 x 20’s and (2) 8ft Table. The booth will come with a custom overhead sign that reads the vendors name on the front. This sign will be placed on the front of the booth. Any additional tables, chairs, decorations, banners, promotional materials or Give-a-ways can be provided at an additional cost to vendors.
A $25.00 clean up deposit is required which is refunded at the end of the festival provided booth area is clean and trash put in the dumpster located on the festival grounds. Each booth will be inspected for cleanup rules. Show producers reserve the right to remove any vendor not in the compliance with rules and regulations of this event. If such actions are taken vendors will forfeit application fee.
Personal, Business, or Cashier Checks will be accepted to confirm your booth space at the festival. Once payment is made and received the festival producer office will present the vendor with a letter of confirmation to present on the day of the event setup wish is Friday June 6, 2014 between the hours of 2:00 pm-6:00 pm. We will be offering a limited amount of booth space and will be sold at a first come first serve basis.
All vendors will be provided two passes; allowing booth employees to enter the festival area. We will offer additional passes at a special fee for participating vendors.
You will not be allowed to drive inside the festival area to your booth space. However you will be allowed to drive up in the back for loading and unloading. Once loading or unloading is complete you must move your vehicle to the Vendor Parking Area provided in the parking lot in the back of the event location. Deadline for applications will be May 15, 2014. We reserve the rights to stop accepting application prior to deadline if all areas have been filled prior to the cut-off date.
Absolutely NO SILK SCREENED T-SHIRTS (DEPICTING EVENT THEME) will be allowed in the Vendor Booth area. No glass items, knives or weapons will be accepted as products for sale. (Additional information available at your request)
VENDOR FACT SHEET:
Vendors are required to accept and initial each of the rules stated in the Vendor Rules with the understanding that the cleanup deposit will be forfeited if any of the agreed upon rules are broken and/or not met to the satisfaction of the Straight from the Bayou Crawfish Festival producers. No application will be accepted unless this is completed.
Vendors will be required to be out of the event venue in a timely manner after the festival. You will be given all setup and breakdown times for the event.
Creole, New Orleans, Seafood or other Cajun fare related to theme of the festival will be given priority. A suggested food list is included in your application package for your convenience. Vendors are required to submit a proposed menu so that the food served will be in keeping with the spirit of the “Crawfish Festival”.
Vendors are not permitted to sell or bring beverages. The producers of the event will exclusively sell all liquid refreshments at the festival. Exceptions are smoothies, snow cones and frozen lemonade.
On-site advertising will be restricted to placards attached to your booth. Prices must be clearly marked and only include the items previously approved by the committee. Under no circumstances will signage be allowed in the pedestrian walk-ways due to space restraints.
Vendors may not plug in to electrical resources within the park other than those provided specifically by the producers of the festivals. Request for additional electricity may be considered if submitted well in advance but cannot be guaranteed.
All vendors must present their booth in a professional manner. No booths may show hanging electrical cords, signage, fabrics, paper or any other items that may be viewed as an eye sore that will cause festival management to address it. Festival producers will pre-approve all booths prior to gates opening for business.
APPLICATION MAY NOT ENSURE ACCEPTANCE. With that said, it is essential that your application be complete, accurate and the best possible representation of your business. Incomplete applications will not be considered.
To ensure your participation in the Crawfish Festival it is important that you sign, initial and return all the required documents and enclose all necessary fees, photos and certifications by May 15, 2014.
HELPFUL HINTS for Safe Food Vendors:
We remind you that, in accordance with Nevada law, all food vendors must be compliant with current Nevada guidelines for Temporary Food Service Events. Please review the following helpful hints which will help to assure your booth will meet current Nevada regulations:
- Obtain foods from an approved source. Home prepared food is not allowed.
- Wash hands thoroughly before and after handling foods.
- Maintain hot foods at temperatures of 135 degrees Fahrenheit or above.
- Maintain cold foods at temperatures of 41 degrees Fahrenheit or below.
- Cook ground beef to a minimum of 155 degrees Fahrenheit.
- Cook chicken to a minimum of 165 degrees Fahrenheit.
- Take frequent food temperatures.
- Heat foods quickly and cool foods rapidly.
- Keep raw and cooked food separate.
- Thaw foods properly: completely submerged under running water not longer than four
hours, as part of a cooking process, or through refrigeration.
- Use single service articles wherever possible.
- Keep foods covered and protected from dust, dirt, insects, vermin, and human
- Minimize handling of foods before, during and after preparation.
- Do not store food directly in contact with ice used for beverages.
- Do not use swollen, leaking, or damaged canned goods.
- Store all food product and equipment at least six inches off the ground.
ITEMS REQUIRD AT A TEMPORARY EVENT:
- Probe thermometer
- Chemical test strips (for measuring sanitizer concentration)
- Hair restraints-such as a hat
- Adequate supply of back up utensils
- Adequate supply of portable water
- Soap and single service towels
- Fire extinguisher (properly tagged and correct type)
- Adequate facilities and equipment to maintain food at the proper temperatures
- Adequate protection from flying insects, vermin, dust and dirt
- Adequate protection for food displayed, prepared or stored
If you have any questions regarding these guidelines, please contact the producers of the Straight from the Bayou Crawfish festivals Exquisite Impressions Special Events at (702-898-9968.
SUGGESTED FOOD ITEMS LIST:
Below are suggestions for food choices you may wish to serve. The festival food selections are not restricted to the items below. However, we would like you to keep in mind that this is a Louisiana style food festival and we welcome your creative ideas for delicious Cajun, Creole and Southern food choices.
Fried, Etouffee, Fettuccine, Boudin, Crawfish Po Boys, Enchiladas, Jambalaya, Bisque and Pies.
Fried, Etouffee, Broiled, Boudin, Shrimp Po Boys, Jambalaya, Fettuccine, Shrimp Ka-Bobs, Eggrolls, Gumbo and Bisque.
Fried, Soft Shell, Jambalaya, Crab Cakes, Sautéed Crab Claws, Au Gratin, Fettuccine, Grilled and Steamed Gumbo.
BBQ Ribs, Link Sausage, Rib Tips and Brisket.
Fried, Grilled, Tenders, Barbeque and Chicken inside Gumbo and Jambalaya.
Fried, Blackened, Barbeque, Grilled and Fish Po Boys.
Fried and Gator Po Boys.
Cajun, Boudin, Andouille Sausage Dogs, Red Beans, Rice, Greens, Candy Yams, Pork Beans, Green Beans, Dirty Rice, Hamburgers, Hot Dogs, French Fries, Onion Rings, Okra, Smoked Wings, Buffalo Rings, Roasted Corn, Smoked Turkey, Beef and Sausage, Hamburgers, Hot Dogs, Sweet and stuffed Potatoes and Onion Rings.
Ice Cream, Cakes, Pies, Bread Pudding, Candy and Shaved Ice.
download a .pdf version of the 'Vendor Application'