Guidelines
IF ANY VENDOR IS FOUND IN VIOLATION OF THE FOLLOWING GUIDELINES, A PENALTY INCLUDING BUT NOT LIMITED TO FINES, LOSS OF DEPOSIT, TABLE FEES AND/OR BANISHMENT FROM FUTURE EVENTS MAY BE ENFORCED.
Applicants: It is suggested that you have a Hawaii General Excise Tax License to pay taxes on income earned. Vendors who currently have products being sold in a store in Ka Makana Alii are NOT eligible to participate in this event. Current Ka Makana Alii farmers market vendors are allowed. Only a limited number of distributors of Lularoe, thirty-one, essential oils, do terra, paparazzi, Usborne Books, colorstreet or other products of that nature will be allowed per the Coordinators discretion. Certified consultants of these Multi-level Marketing businesses MUST be present at their booth for this event. Other approved items are personally crafted finished products, made here in Hawaii. Products made from patterns or kits, or with artistic embellishments affixed to premade items are allowed. Crafts made by others and imports are allowed. Final decision of products being sold will be approved by Ka Makana Alii management. If you violate any of these guidelines, you will be removed from the venue without a refund.
Every product intended for sale must be listed on the application for approval. Later additions may be emailed or called in. New applicants must send photos or links to social media or web pages to be approved for sale.
Dates & Show Hours: 2nd Saturdays of each month from 11am to 5pm. When open for business, all back stock must be neatly stored under tables. If you select option 3, you do not need to hide your back stock. This is a rain or shine event. Set up is no earlier than 3 hours prior to start time.
Reservations & Fees: Reservations are final upon receipt of application and payment. There are no refunds, you will not get a credit and you many NOT apply the payment to a future event so PLEASE show up for the event you paid for. The only exception that will allow a refund shall be if the event is canceled by property management or Island Craft Fairs due to a state emergency order requiring retail businesses to cease operation for the health and safety of others. Space confirmation will be sent via email once all required documents and photo screening of products (for new vendors) have been completed and approved by Ka Makana Alii Management. Forms of payment accepted are Paypal, venmo, all major credit cards, electronic check and mail-in check. Checks will be accepted until 30 days before the event date. A service fee of $35 will be assessed for all returned checks. Sales tax will be applied to all payments.
EARLY BIRD PRICING IF PAYING BY 4PM JANUARY 26, 2024
OPTION 1: 1ea 6ft table w/chair & Umbrella $135
OPTION 2: 2ea 6ft table w/chairs & umbrella $210
OPTION 3: 10x10 space (tents allowed) $165
Produce/Plants Spaces: 10x10 $50
Cooking Spaces: 10x15 - $320
EARLY BIRD PRICING IF PAYING AFTER 4PM JANUARY 26, 2024
OPTION 1: 1ea 6ft table w/chair & Umbrella $165
OPTION 2: 2ea 6ft table w/chairs & umbrella $240
OPTION 3: 10x10 space (tents allowed) $195
Produce/Plants Spaces: 10x10 $50
Cooking Spaces: 10x15 - $320
Unless you are paying for a corner booth, you may only sell from the front facing part of your booth. Corner Spaces are an additional $20
All staff working your booth must sell from behind your table, or in your space.
Add-ons:
Booth Sharing $40
Add Power $40
Additional Umbrella $40
Additional Chair $3
Table (opt 4 or 5) $30
Table Cloth $5
Set of 4 Tent Weights $40
1ea 40lb Tent Weight $15
Retail tent $50
If you are purchasing a table, your products, display, and back stock is limited to that table only. No back stock or displays are allowed behind your table or off to the side. You may not bring additional tables, racks or props that are free standing. Any props must be on the table we have provided. You may bring a clothing rack or your own display provided that it will be replacing the 6ft table provided for you, and will not exceed 6ft long by 2.5ft wide. Please let us know if you will be doing so, so that housekeeping does not set up a table for you. You must sell from behind your table.
If you are purchasing a 10x10 space, you may display whatever you want within the confines of that area and you may erect a tent no larger than 10x10 including its eaves and it must be weighted with 40lbs at each leg. If your tent is larger, you will be directed to remove it immediately. No exceptions. If there is one available, you may rent one for $50 or $80 if you have a cooking booth. Acceptable weights would be tent weights, sand bags, dumbbells, weight plates, 5 gallon buckets filled with water, and cement blocks. Products, coolers, tables, displays, storage containers and items of that sort are NOT acceptable weights for your tent. You will be financially responsible for any damage your tent may cause if it is not secured well. Failure to comply will result in a loss of your deposit. You must sell from inside your space.
No power is provided. This is a rain or shine event. No refunds will be given for inclement weather.
CERTIFICATE OF INSURANCE
Any vendor selling edibles such as hot/cold food, snacks, seasonings, dietary supplements, selling skin care, make up, providing a service including but not limited to permanent jewelry/makeup/threading/massages, doing any type of demonstrations, or any item that can be applied to the skin and possible cause an irritation and have us liable for the selling of the product, are required to have certificate of insurance listing the following as additionally insured:
o Island Craft Fairs, Inc, 91-240 Kuhela St Unit #4; Kapolei Hawaii 96707
o. Jones Lang LaSalle Americas, Inc. "Managing Agent" 91-5431 Kapolei Pkwy #427 Kapolei, HI 96707
o The Union Labor Life Insurance Company, "Mortgagee(s)" On Behalf of Separate Account J Real Estate. Investment Group 8403 Colesville Rd, 13th Floor, Silver Summers, MD 20910
o DeBartolo Holdings, LLC c/o DeBartolo Holdings, LLC Attn: Pat Ryan 15436 N. Florida Avenue, Suite 200 Tampa, FL 33613
o Department of Hawaii Home Lands, State of Hawaii Hale Kalaniana'ole Attn: Land Management Division. 91-5420 Kapolei Pkwy Kapolei HI 96707
Sale of any food must have current product liability insurance. This includes gum, tic tacs or any packaged food in a gift basket as well as the FDA still considers it food. Food can be pre-packaged or boxed in units.
COI & Menus must be submitted no later than 4pm the Wednesday before the event, otherwise you will not be able to participate and there are no refunds. When you apply and pay, it is with the notion that you have all necessary paperwork to provide to our office for approval.
MENU: A menu submission link will be sent after for you to complete. You can have no more than 10 items on your menu. Combos/mix plates do not count as an item. Similar items will be rejected if someone else already has it approved on their menu, so the sooner you get your menu in, the better. If no menu is submitted 4pm the Wednesday prior to the event, you will not be able to participate and there are no refunds, credits, or rollovers.
Food vendors who are serving food, have food that needs to be temperature controlled, serving samples, or have meat products, it is suggested that you have a Special Events Permit or Food Event Permit
Your are not required to furnish food permits to us, but please know that Should Dept. of Health visit the event and you do not have these documents, you could be subject to a fine by them or be shut down. There are no refunds if this happens.
Any vendor cooking on site must have a valid fire extinguisher in their space. All cooking vendors must use a metal drip pan or cookie sheet under their cooking apparatus. Rugs/carpets and cardboard is not allowed unless they are flame retardant. Any stains left by oil will forfeit your deposit.
It is suggested that Food vendors who sell homemade products from their kitchen such as bread, mochi, cookies, jams, and other items listed on the Dept of Health Homemade Food operation page on the health.hawaii.gov site (HMF Handout) have the list of ingredients on its packaging along with the following statement: “Made in a home kitchen not routinely inspected by the Department of Health”.
Food areas must be kept clean and sanitary.
Cooking vendors are also required to post the time the order is taken on the receipt and ticket stub. If there are any customers waiting more than 20 minutes, you MUST stop taking orders until you have caught up.
Battery/electric operated generators are allowed. NO GAS GENERATORS ALLOWED. (power is available for purchase)
Samples: No toothpicks allowed. Samples must be bite sized or smaller, drink samples up to 3oz and they must be covered. Each food booth is required to provide their own trash receptacles for sample waste.
Booth Sharing: Booth sharing is allowed for an additional $40 if you are sharing the booth with another licensed vendor. This vendor must also complete an application. This does not give you more space.
Amenities: Change Cage: Island Craft Fairs offers change if you need it. Change will be available 1 hour after the start of the event until an hour before the event ends. Please come to the sound booth to make change. During the show if you are by yourself you can flag down a staff member to have them get change for you.
Bathroom Breaks: If you are alone, staff will be making their rounds to see if you need a bathroom break and will watch your booth for you
Advertising and Event Promotion: There will be paid advertisements in print on various Star Advertiser inserts including Crave, Dining Out, each Midweek print in different parts of the island and radio 4 radio stations for the 7 days prior to the event. Your company name MAY be mentioned. ICF also does social media posts to feature the vendors prior to and during the event along with possible videos. There are times where ICF may be asked to be interviewed by other social media outlets, or television segments where your company name may be mentioned as well. If you prefer not to participate or be mentioned, please let us know, otherwise, we will presume you have given permission to use your company name in the advertisements if we choose to.
Dept of Taxation: We do not police this, but we do not want you to get fined, so be sure to have a copy of your General Excise tax license visible, as tax inspectors will do regular checks and can impose a fine for failure to have your license visible, providing the wrong retail bags and/or failing to charge for them as well as not giving out receipts. Digital receipts are acceptable.
Donations for Giveaways: In an effort to keep patrons shopping, we are doing giveaways all day, from both vendors at the show and Island Craft Fairs & Events. A donation will give your company mentions over the P.A. system along with contact info, social media posts and location of your table at the event. A form will be passed out at the start of the event. If you are interested in participating, you may turn in your donation and completed form to the information booth that day. There is no obligation to do so
Giveaways are for shoppers, not vendors. The vendor, its helpers, and any family or friends that step into the “workers” side of your space are not eligible to win prizes
Unloading: Unloading may begin the Saturday of the event at 8am in the designated unloading zones. Please pull up to the unloading area, unload everything at your assigned space and then move to a parking stall. Please DO NOT set up as you unload as the unloading spaces are limited and you will lose your deposit. You must be set up, ready to sell and all back stock neatly stored away by the start of the advertised show hours to also avoid losing your deposit. NO VEHICLES WILL BE ALLOWED TO DRIVE UP TO THE CURB AFTER 1030AM. If you arrive after this time for set up/unloading, you will need to unload and walk it in from the shoppers parking area.
Breaking down: Break down may begin at 5pm, once the announcement has been made over the sound system. Each vendor space should be left clean, as it was upon move-in. YOU MUST PHYSICALLY CHECK OUT WITH ICF STAFF ONCE YOU HAVE COMPLETED YOUR MOVE OUT FOR INSPECTION AND THEN YOU MUST SIGN OUT AT THE INFO BOOTH AT THE
MAIN STAGE.
Products: Only approved items that were described on your application may be displayed for sale. To protect market ability, we reserve the right to close booths instantly that are found to be non-compliant. If you sell out you must stay until the end of the event
Promotional Material: All promotional materials including but not limited to banners, signs, retractable standing signs, or anything of the sort must be in your space within the L brackets and cannot be taller than the height of your tent. Where booths are less than 2 feet apart, banners are only allowed to be hung at the back of your tent (or infront of your table). Signage that is free standing cannot be higher than 4 ft if its placed in the front or side of your space. Wind Screens are allowed on the sides as long as they are mesh so it doesn’t block the view of your neighbor.
If you are feeling ill: For the safety of yourself and other, DO NOT ATTEND this event if you are feeling ill. Please find someone to work for you. Do not come if you are feeling ill, under the weather, not feeling yourself, or if you are sneezing, coughing, having a sore throat or running a fever higher than 99 degrees.
Name Change Fee: Should you not be able to attend this event, you may sell your booth to another vendor. There are no refunds, credits or rollovers whatsoever. Ala carte items are non-transferrable nor refundable. You may not sell it for more than what you paid. The replacement vendor must submit an application for approval and pay a refundable deposit if there is not one on file. You will be charged a change fee of $40.
Refunds: This is a rain or shine event. Should mall management or the state of Hawaii issue an emergency order mandating the event be postponed for the sake of the safety of Hawaii residents, the event will be rescheduled. Only at this time will you have an option to receive a refund. Otherwise, there is no refund once you have signed (or digitally signed) the agreement and made payment. You may not roll over the booth fee to another event, you may not get a credit, so please ensure this date and time of the event is for you. A double booking is not our responsibility.
Signage: Signs such as “show special” or “sale” are allowed. No signage to read “closeout”, “Prices Slashed” etc. are allowed.
Children: If you are bringing your children with you, they must stay in your booth and must not be roaming the property unsupervised or visiting other vendors.
Trash: You are responsible for disposing of your own trash. You are not permitted to use any receptacles at Ka Makana Alii and must take your trash off property. Please do not discard your trash inside the mall.
Refundable Deposits: A $50 deposit is required to participate with Island Craft Fairs & Events. Deposits will be kept on file for future events. If at any time you would like your deposit returned, please send your request via email. The deposit will be forfeited for the following reasons:
Is not completely set up by the event start time
Leaves Early
Leaving your space unattended for an extended period of time
Does Not physically Check out with ICF Staff and sign out before leaving
Is seen packing up before the event has concluded. This includes but is not limited to bringing in carts or wagons, removing anything from your display or table top, or anything that would confuse ICF staff into thinking you are packing up.
Disposing of booth trash in any receptacle on mall property
Leaving your space dirty, soiled, and/or damaged
Failure to have a valid fire extinguisher is applicable
Continuously be reminded to keep your products/display in your paid area
Being a “No show” and not notifying the promoter at least 24 hours before move-in time that you will not be participating in the event
Setting up while unloading
Failure to secure all 4 legs of your tent with weights (at least 40lbs per leg)
Island Craft Fairs Reserves the right to refuse service to any vendor or small business.
Legal Action: Should you attempt to claim fraudulent charges through your bank, credit card company, or paypal to get money back for a deposit you forfeited and/or booth fee that you canceled or no-showed to: If you are successful n retrieving the fund back, please note that this will be taken up in small claims court and upon ICF winning the case, you will also be subject to paying an inconvenience fee and our attorney fees.
Do’s:
Have enough product to sell for the day, you must still stay step up if you sell out
Have someone at your table at all times. If you are working alone, staff will be patrolling throughout the show to relieve you if you need a bathroom break or need to get a snack.
Keep your area clean at all times
Don’ts:
Do not staple, pin, tape, write or nail anything to the tables, floors, walls, columns or fixtures belonging to the promoter or venue.
Pets are not allowed unless they are certified as a guide or support dog.
No hazardous, flammable liquids allowed
Map/Layout: Island Craft Fairs reserves the right to reassign your booth/space should the layout need to be altered for any reason that Island Craft Fairs & Events sees fit.
Show more >
