Made on Maui Fair Vendor Application

2016 Vendor Application Pacific Whale Foundation Made on Maui Fair

PROUDLY PRESENTED BY

County of Maui Dept of Parks and RecreationMayor's Office of Economic Development Maui CountyPacific Whale Foundation

Vendor Information

Pacific Whale Foundation (PWF) proudly announces the 36th Annual World Whale Day “Made on Maui Fair” (MOMF) to be held Saturday, February 13, 2016. This is an opportunity for businesses and individuals to showcase products Made on Maui during our celebration of the whales. Please review the following information for participating vendors.

Pacific Whale Foundation is introducing a new fair section called “Emerging Going Green Entrepreneur.” PWF will be providing, at a reduced cost, a limited space option located in the MOMF area for up to 10 earth friendly and green businesses in operation for less than three years.

Pacific Whale Foundation Membership & Booth Availability

PLEASE NOTE, BOOTHS AVAILABLE ARE:  4, 5, 28, 29, 44, 45, 46, 66, 67, 68, 72, 73, 78, 79, 81, AND 82.

PWF would like to recognize its members here on Maui. PWF members will receive first choice of booth selections on a first come, first served basis based upon receiving full electronic payment through our online application. Once the electronic payment is made, it is dated and time stamped; booths will be assigned in the following priority:

  1. From September 30 - October 14, 2015 only PWF members will be able to request and make payments for booth(s). Payments can only be made online through our website. Email communication or phone calls to staff will not suffice as a commitment for the preferred booth assignment.
  2. If you are not currently a PWF member, you can become a member online.
  3. On October 15, 2015 all vendors are welcome to make online payments to apply for booth selections. Keep in mind PWF cannot guarantee your first choice; please provide us with at least three options. And if PWF receives too many of the same type of vendor applications selling similar products, PWF reserves the right to limit these applications to ensure a wide variety of products sold at MOMF.

Location

Kalama Park, Kihei
1900 S. Kihei Road
Kihei, Maui, HI 96753

Date

Saturday, February 13, 2016
at World Whale Day
Open to public 10:00 am - 6:00 pm

Online Auction

The auction is an effective method of advertising your products to a worldwide audience. Last year we had over 12,000 visits to the auction site. We suggest a signature item of your collection to grab the attention of the viewers in this process. Gift cards and certificates are highly recommended due to the high cost of shipping. Required: online auction donation item(s) must be $20 or greater in retail value. Use the Product Overview section of the MOMF online application to list your donation item.

Application / Payment Deadlines

A completed Application/Contract for Vendor Space, MOMF application, photos of products to be sold and all other required materials must be submitted no later than January 15, 2016 at 4:00 pm. Full payment is due at time of application submission. Vendors must comply with Application/Contract requirements. We accept Visa, MasterCard, American Express, and Discover Card.

General Guidelines

This year the application materials are available online for electronic submission only.

  • Booth space is 12’x10’ or 10’x10’. Vendors shall supply their own displays, equipment, chairs, tables, tent.
  • ONLY ITEMS LISTED ON THIS APPLICATION MAY BE DISPLAYED OR SOLD.
  • No electricity is provided or available. Generators are not permitted.
  • Each vendor is responsible for the cleanliness of his/her area during and after the event and booths or products must not leave a negative impact on the environment.
  • This is a rain or shine event. PWF is not responsible for damage to products in the case of inclement weather.
  • Vendors are allowed to bring equipment/items to drop off the day before. While PWF will have a security service and fencing in place, we are not responsible for lost, damaged, or stolen property.

Forbidden Items

  • No food or drinks are permitted for sale in the MOMF area. A food permit may be required by Maui County if you are providing samples of your products. Please ensure your compliance with their requirements.
  • No shells, corals, pearls, shark teeth or whale bones permitted.
  • No silk screened t-shirts, hoodies, caps and/or hats may be sold in the MOMF area.
  • No “Whale Day” themed items.
  • No plastic bags may be used for customer purchases.

Booth Space Size / Selections

Standard booth space is 10’x10’, or 12’x10’. Booth space will be assigned on a first come, first served basis within the following criteria:

  1. The PWF member’s only booth(s) application and payment period from September 30 - October 14, 2015.
  2. Cost of booth
  3. Electronic payment and availability of booth(s) for all other interested vendors commencing on October 15, 2015.

Please refer to MOMF map for booth locations/prices. Choose up to three in the application, indicating your first, second or third choice. If you would like additional booths please indicate it on the application with booth #(s) and appropriate payment. No booth assignment will be made without payment. If we can’t accommodate multiple booth requests, that portion will be refunded before the event.

PLEASE NOTE, BOOTHS AVAILABLE ARE:  4, 5, 28, 29, 44, 45, 46, 66, 67, 68, 72, 73, 78, 79, 81, AND 82.

Map of Made on Maui Fair

Emerging Going-Green Entrepreneurs

Tables for Emerging Going Green Entrepreneurs will be 6 ft. in length. There is limited space for up to 10 eligible businesses. Selection will be made by the Pacific Whale Foundation. Cost of these booths is $100.

Guiding principles for Emerging Going Green Entrepreneurs are:

  • Less than 3 years in operation.
  • Explanation from entrepreneur on why business is green and earth friendly.
  • If there are more candidates for this classification than space, it will be decided on a first come, first served basis.
  • PWF retains discretion of what qualifies for the Emerging Going Green Entrepreneurs category.

World Whale Day Event Hours / Booth Vendor Schedule

This year the entire World Whale Day festival site is fenced and secured. Vehicles will not be allowed on park land.

Booth vendors will be able to drop off and set-up as follows:

Friday, February 12, 2016
8:00 am - 2:00 pm ~ Drop off with staff on site
2:00 pm - 5:00 pm ~ Drop off on own

Saturday, February 13, 2016
7:00 am - 10:00 am ~ Set-up and prepare for customers
6:00 pm - 7:30 pm ~ Breakdown and clean-up of site

On event day, there will be a volunteer staffed tent from 8:00 am – 5:30 pm labeled “Made on Maui Fair” and “Online Auction” should you have any questions.

Payment Options / Refund Policy

A payment for booth space is required with submission of application materials. We will provide you with a confirmation of booth space via e-mail.

Payments can be made via credit card (Visa, MasterCard, American Express, and Discover Card). Booth fees are refundable until January 15, 2016 at 4:00 pm. This is a rain or shine event. No cash or checks will be accepted. No refunds after January 15, 2016.

Advertisement, Promotions, Public Relations

Vendors have the opportunity to increase their visibility during the Maui Whale Festival events (held in January and February) via sponsorship and/or by participating through the Pacific Whale Foundation online auction by sponsoring a gift card or gift certificate or by providing an auction item. For more information visit: MauiWhaleFestival.org or OnlineAuction@pacificwhale.org.

Made in Maui or Hawaii

You must submit a photo of each type of product to be sold. Only photos accompanied by a fully paid application will be accepted. Photos can be submitted via email. Fill out the provided form and list each item including where it is made (studio address). If you are selling unapproved items, you will forfeit your right to exhibit and your fee will not be returned. All items must be made in Hawai’i with preference to items “Made on Maui”. Only applications which have made payments for booth selections will be reviewed.

Waiver

Pacific Whale Foundation and the organizers and sponsors of World Whale Day 2016 are not responsible for negligence, theft or injuries by any and all participants in this event. The entrant promises to indemnify and hold harmless organizers, its directors and staff, volunteers, County of Maui, State of Hawaii and anyone acting on their behalf for any act of negligence, theft or injury caused by the entrant or anyone acting on behalf of entrant.

Insurance and Security

Security will be provided for the general premises only. We strongly encourage vendors to maintain liability insurance for your protection. Ask you insurance company for a rider to your public liability policy, property damage and/or burglar insurance policies if you desire additional coverage throughout the duration of the event. You are responsible for yourself, your staff and your merchandise.

MOMF’s security service will start on Friday (February 12, 2016) morning at 8:00 am and end at 6:00 pm Saturday (February 13, 2016).

We are not responsible for lost, damaged or stolen property or merchandise.

Storage and Re-stocking of Merchandise

There will be no additional storage areas for vendors’ products during the event. Please take storage into consideration when designing your booth space and staffing. Booths may not extend beyond their assigned booth space boundaries.

Parking

Parking is not readily available. You will be allowed to use Parking Lot C (see map above) on Friday February 12th only, otherwise seek parking as close as you can to vendor space on Saturday morning to unload your equipment and products. Parking Lot C is now an entry/exit for the World Whale Day event. If you have a valid handicap accessible permit you will be allowed to park in this area as space allows. All vehicles without a handicap permit will be towed.

Application Information

Please fill out your application in its entirety. All required fields are necessary to provide us with the most current and relevant contact information. Incomplete applications will not be processed.

Last Reminders

World Whale Day normally attracts over 20,000 attendees, so bring enough product or merchandise to accommodate large crowds.

Be prepared for a variety of weather conditions and take the necessary precautions to protect your inventory. We thank you for participating in our event and wish you great success.

Vendor Contact

craft@pacificwhale.org or
anniealvarado@pacificwhale.org
808-856-8346

Please be clear to reduce the chance of errors. All fields must be filled in. If a question is irrelevant to you or your business, please mark “N/A”. Deadline is January 15, 2016 by 4:00 pm.