Asia Fest Vendor Registration
ASIA FEST | 9th Annual Dragon Boat Festival
Festival Date: September 28, 2024 | 10:00am -5:00pm
Venue: Koka Booth Amphitheater, 8003 Regency Pkwy, Cary, NC 27518
Host: Asian Focus NC, https://asianfocusnc.org/
Vendor Application Due Date: August 15, 2024

Please read the instructions before proceeding with your registration:

Booth Registration Limit:
You are allowed to register only one booth (a 10' x 10' tent) at a time. For multiple booths, please submit additional registrations or contact our vendor team for assistance.

Registration Steps:
Step 1: Select your booth type. Only select one type at a time.
Step 2: Provide the requested information, add any desired Add-ons to your cart, and select a payment method. Each booth comes with up to 1 free table and 2 free chairs. Additional tables and chairs can be purchased as Add-ons.
Step 3:
If you choose "Credit Card" as the payment method, you will see your order summary, which includes a non-refundable service fee charged by the payment platform. Enter your credit card or debit card information to complete your registration.
If you choose "Offline Payment," your registration will be submitted when you click "Continue," and you will see your order summary on the next page. If you chose this option, please contact us at [email protected] to arrange payment.
Step 4:
You should receive a confirmation email after you submitting your order. If you did not see it in your inbox, please check your spam folder.

IMPORTANT! Please avoid using back button during the registration process or you might lose the data you entered.
IMPORTANT! Please add [email protected] as your contact such that you won't miss important messages regarding your booth.
IMPORTANT! Please be aware that Koka Booth Amphitheatre is a cashless venue. ATMS will NOT be on-site. Accepting credit/debit cards or mobile payment is encouraged.

Vendors' Participation Guidelines:
Asian Focus NC (AF) will review all applicants and reserves the right to only accept applicants that fit the exhibit criteria of the event. The selection criteria is based on, but not limited to quality of offerings, unique or regional cuisine, reasonable prices and value, appearance of overall set-up. It's our priority to minimize duplication of food items, and we will seek vendors' cooperation to change their menu when that happens.

VENDORS: You are Retail Vendor when you are selling goods/food on site at the event. You are Non-Retail Vendors when you’re just sharing information and offer free samplings at your booth. AF reserves the rights to request for proof of non-profit to be acknowledged as a non-profit vendor and copies of insurance.

FOOD VENDORS: To ensure that all our food vendors are functioning in accordance with state and county laws that track and issue permits to unregulated food vendors, each food vendor should be prepared to obtain a Temporary Food Establishment (TFE) permit from the Wake County Environmental Services Department. Nonprofits wishing to claim an exemption from permitting must complete a Documentation of Exemption form. Wake County Environmental Services charges a $75 fee for each temporary food establishment (TFE) permit issued. Vendor applications and fees must be submitted by Aug 15, 2023. For more information, visit https://www.wake.gov/departments-government/environmental-health-safety/fairs-festivals-and-fundraisers or call (919) 856-6609. If you have any questions or need help, please contact with [email protected].

RENTAL & CONCESSION RATES PAID ON or BEFORE July 31, 2024:
$400 - Non Profit Retail Vendor
$200 - Non Profit Non-Retail Vendor
$450 - Retail Vendor
$250 - Non-Retail Vendor
$450 - Food truck
$25 for each additional table
$30 for each 20 amp outlet
$50 for each 10' X 10' tent
WIFI connection is free

RENTAL & CONCESSION RATES PAID AFTER July 31, 2024:
$500 - Non Profit Retail Vendor
$300 - Non Profit Non-Retail Vendor
$550 - Retail Vendor
$350 - Non-Retail Vendor
$550 - Food truck
$25 for each additional table
$30 for each 20 amp outlet
$50 for each 10' X 10' tent
WIFI connection is free

REGISTRATION: All vendor requests must be registered by August 15, 2024 with payment to guarantee a space. Cancellation prior to August 15, 2024 can be refunded, but no refund will be made for cancellation after August 15, 2024. AF reserves the right to implement a $50 processing fee upon cancellation

SET-UP TIMES: Friday, September 27, 3:00pm-7:00pm. On event day, Saturday September 28, vendors must have all items unloaded before 9:00 a.m. and be ready to sell when the gates open at 10:00am! Vendors are responsible for securing all of their materials.

BOOTHS: Your vendor fee includes a 10’ x 10’ booth space, a 6’ table and two chairs. You are strongly encouraged to bring your own tents, additional tables, chairs and other display materials. Table covering or skirts are required to offer a clean and presentable appearance for all booth participants. If you have ordered an electrical outlet, you are only allowed 20 amps/outlet. Used of extension cords and additional outlets must be approved by Koka Booth (KB). All trash, unused or empty boxes must be stored away, place under table coverings or hidden out-of-sight to offer a pleasant experience for all attendees.

BOOTH MANAGEMENT: Your booth must be manned at all times. Vendors may not close booths early or dismantle before Saturday’s closing time. Vendors must keep sufficient product/samples in inventory. No music or flashing lights are allowed at the booths. Vendors must stay within the 10’ x 10’ confines of their booth. Vendors are responsible for securing cash boxes, registers, etc.

NAME BADGES: Each booth will receives four complimentary tickets or ID per booth, which must be worn or in your possession at all times. This allows free entry and exit into the Koka Booth . These will be available to you at check in, to set up at the festival, and you have submitted to us a signed copy of liability waiver agreement.

FIRE SAFETY: All tents used for food cooking operations or any other open flame are required to be flame retardant with either an attached label or certificate of flame retardancy available for inspection. All other cooking operations or open flames should be at least 10 feet away from any non-flame retardant tent. Portable LP-gas containers of 500 gallons (1893L) or less capacity shall have a minimum separation between the container and tent of at least 10 feet. In addition, they shall be securely fastened in place to prevent unauthorized or accidental movement.

SELLING WATER: Asian Focus appreciates your cooperation in not selling or giving away free bottled water or sodas to visitors.

INSURANCE & LIABILITY CLAUSE: All vendors is required to submit a Certificate of Insurance, naming the Asian Focus Corporation and Koka Booth Amphitheatre as an additional insured under this policy. This certificate should have the following minimum limits of coverage: General Liability 1.0M (1 million) per occurrence; 2.0M (2 million) aggregate. Whether or not the aforementioned Certificate of Insurance is issued, each vendor will be liable and responsible for the products being exhibited and for the actions of the individuals representing the company and/or products. While at the host site of the event, Asian Focus Corporation is not liable or responsible for any damages or additional costs or any damages occurred as part of vendor activities.

VENDOR CONTACT: [email protected]. Please feel free to contact us.
Location
Koka Booth Amphitheater
8003 Regency Pkwy, Cary, NC 27518, USA
Date & Time
September 28, 2024, 10:00 AM - 5:00 PM
 Join us on September 28, 2024 
We look forward to another successful Asia Fest!

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