2024 Craft Fair Rules & Terms

Event Details:

  • Date: Saturday, November 9, 2024
  • Time: 9:00 AM to 3:00 PM (rain or shine)
  • Location: Olivenhain Meeting Hall, 423 Rancho Santa Fe Rd, Encinitas, CA

Vendor Rules:

  1. Products:

    • All items sold must be embellished, improved, repurposed, or homemade.

  2. Booth Assignment:

    • Booth maps are approximations. The Town Council will strive to maintain the booth layout as depicted on the map but reserves the right to make adjustments as necessary.

  3. Entry Fee:

    • $45 General Vendor.  $25 Member Vendor.
    • The entry fee covers an 11’ x 11’ outdoor space or a limited number of 6’ x 3’ indoor spaces.

  4. Revenue Share:

    • Vendors are required to share 10% of their sales exceeding the first $100.00 with the OTC. This revenue share must be returned at the end of the event day.

  5. Sales and Permits:

    • Vendors are responsible for managing their own sales, taxes, and any necessary permits.

  6. Payment:

    • Registration payments may be made via credit card or check.
    • Event day payments can be made via credit card or cash.

  7. Set-Up:

    • Set-up begins at 6:00 AM and ends at 8:45 AM.
    • Vendors must be ready for sales by 9:00 AM.
    • Vendors must follow staff directions for unloading.

  8. Parking:

    • All vendors must park behind the Hall in the designated area.

Terms and Conditions:

This Vendor Agreement (“Agreement”) is made and entered into as of the date signed below by and between the Colony of Olivenhain Town Council (“OTC”) and the undersigned vendor (“Vendor”).

  1. Non-Transferability:

    • This Agreement is personal to the Vendor and may not be transferred or assigned to any other party without the prior written consent of the OTC.

  2. Indemnification:

    • Vendor hereby agrees to indemnify and hold harmless the OTC, its affiliate companies, and their respective representatives, officers, directors, owners, members, trustees, agents, employees, successors, and assigns from any and all losses, liabilities, damages, and costs (including reasonable attorneys' fees) arising out of or related to Vendor’s actions and omissions at, around, or while traveling to and from the craft fair.

  3. Waiver and Release:

    • Vendor waives, discharges, holds harmless, and covenants not to sue the OTC from any and all liability arising out of or in connection with the craft fair, including claims, causes of action, obligations, lawsuits, charges, complaints, controversies, damages, costs, or expenses of any kind, whether or not caused by the negligence or gross negligence of the OTC.

  4. Compliance:

    • Vendor agrees to comply with all local, state, and federal regulations, including obtaining any required sales permits and reporting sales tax.

  5. Booth Space:

    • Vendor is responsible for their booth setup, including any tables, chairs, and displays.
    • Booths must be staffed at all times during the event hours.

  6. Sales Reporting and Revenue Share:

    • Vendor agrees to report total sales and remit the 10% revenue share on sales exceeding $100.00 at the end of the event.

  7. Liability:

    • The OTC is not responsible for any loss, damage, or injury to Vendor or their property. Vendor is encouraged to carry their own insurance.

  8. Cancellation:

    • The event will proceed rain or shine. In the case of extreme weather or other unforeseen circumstances, the OTC reserves the right to cancel or reschedule the event.
    • NO REFUNDS within 30 days of the event.

  9. Force Majeure:

    • If the craft fair is cancelled in whole or in part due to a Force Majeure Event, Vendor will not be entitled to a refund. A "Force Majeure Event" includes acts of God, terrorism, natural disasters, war, strikes, labor disputes, court orders, severe weather, or any other occurrence beyond the reasonable control of the OTC. The maximum remedy for the cancellation of any part of the craft fair will be the face value of the entry fee.

  10. Clean-Up:

    • Vendor agrees to clean up their booth area at the end of the event and dispose of any trash appropriately.

  11. Encinitas Prohibited Items:

    • Single-Use Plastic Bags (EMC 11.26).
    • Expanded Polystyrene (Styrofoam) containers (EMC 11.27).
    • Expanded Polystyrene (Styrofoam) packing materials (foam peanuts, foam popcorn, foam packing noodles) (EMC 11.27).
    • Plastic Utensils (EMC 11.27).
    • Plastic Beverage Straws (EMC 11.27).
    • Single-Use plastic bottled beverages one liter or less (EMC 11.29).

  12. Termination:

    • If the Vendor fails to comply with any of the rules outlined in this Agreement, the OTC reserves the right to terminate this Agreement immediately and without refund. Additionally, the Vendor will not be invited to participate in future events.

  13. Miscellaneous:

    • This Agreement constitutes the entire agreement between the parties and supersedes all prior negotiations, representations, and agreements, whether written or oral. No amendment or modification of this Agreement shall be valid unless in writing and signed by both parties.
    • If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
    • This Agreement shall be governed by and construed in accordance with the laws of the State of California.