EVENT NAME: Hughes River Rally
DATES OF EVENT: July 10~11~12, 2009
TIMES OF EVENT: Friday: 8am-12midnight
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
Return Application to: Hughes River Promotions
HC 68 Box 83
Macfarlan, WV 26148
Please contact your insurance company and request them to email directly to Hughes River Promotions,
email@example.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 firstname.lastname@example.org
I understand and have read the insurance requirements for this event. Initial____________
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: _______________________________________________________________
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: _____
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 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: email@example.com
Insurance Info: firstname.lastname@example.org
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
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
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
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
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
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
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 _______________________________________