Vendor Application Information

• The Artisan/Vendor fee includes one booth space and a complete tent with set up by the Rotary Club of Westlake Village.
• Total Booths: 60
• Booth Size: Approximately 10’ x 10’
• Selection Process: This is a juried event. Vendors are selected based on the type and quality of products. Product categories will be limited to ensure a wide variety of offerings.
• Booth Placement: Assigned by the HITV team. Vendors will not choose their booth location.
• Power source: Each tent will be provided with a power outlet with enough power for basic lighting and a laptop, provided by Rotary Club of Westlake Village Noon.

To Apply

1. Scroll down to access the vendor application
2. Submit a complete application. Incomplete applications will not be considered. Include digital photos of all products you plan to sell.
3. Upload Pictures of Your Booth/Space Setup from a Previous Festival:*
4. After review, selected vendors will receive an acceptance email.
5. Upon acceptance: The vendor booth fee must be paid within 48 hours (or two business days) to confirm your booth. See below for instructions.

To reserve your booth space, payment must be submitted through the event website within 48 hours (or two business days) of receiving your vendor acceptance email.

Important: Your booth is not confirmed until payment is received.

Booth

• Artisan/Retail Vendor Booth: $425 (Vendor fee includes 10’x10’ booth space, complete tent and setup by the Rotary Club)
• Corner Artisan/Retail Vendor Booth $525 (Vendor fee includes 10’x10’ booth space, complete tent and setup by the Rotary Club)
• Food Concession Vendor Booth: $750 (includes day-of-event health permit) (Vendor fee includes 10’x10’ booth space, complete tent and setup by the Rotary Club)

Optional Rentals Available

• Interior Tent Lighting Kit (1 large + 2 smaller battery-operated lights, with hooks and batteries) – $50
• 50-Foot Extension Cord – $50
• Table (6 ft) – $25
• Table (8 ft) – $30
• Chairs (Set of 2) – $16

All Vendors must supply the following:

• Inside lights for the booth (since the event runs until 8:00 pm) and at least a 30- foot extension cord.
• Power source will be available behind the tent for the extension cord that the vendor supplies.
• All tables, chairs and booth display items intended to use at the event, must all fit within your booth/tent space.
• Booth spaces are approximately 10’x10′. All displays must be well-constructed, and everything must fit within the assigned space.
• Please remember: this is a curated, high-quality holiday marketplace. Your booth should reflect the festive spirit and polished presentation that make this event so special.”

Note: Generators are not permitted.

To enhance the European Marketplace atmosphere, each vendor tent/booth includes a decorative European Style facade provided by the Rotary Club of Westlake Village Noon.

These facades will be:

• Pre-constructed to fit the front of a standard 10’ x 10’ white tent
• Installed by the event team and will not block the entrance to your booth
• Complemented with instructions and on-site assistance as needed

All event materials, decorations, and installation labor are fully covered by the Rotary Club.

Note: The facades remain the property of the Rotary Club of Westlake Village Noon and will be removed at the end of the event.

All vendors are responsible for obtaining and providing proof of all required licenses and permits, including a valid California Seller’s Permit – within the required timeframe.

For Food Vendors

Food vendors must email a copy of their current Ventura County Health Department permit immediately to: vendors@holidaysinthevillage.org

Note: This event takes place in Ventura County. Health permits from other counties will not be accepted.

All vendors must carry General Liability Insurance and provide documentation that includes:

1. A Certificate of Insurance
2. A separate Additional Insured Endorsement naming:

Additional Insureds & Certificate Holders:

Rotary Club of Westlake Village Noon
P.O. Box 3331
Westlake Village, CA 91359

Minimum Coverage Limits:
$1,000,000 per occurrence
$2,000,000 aggregate

Please email your Certificate of Insurance and Additional Insured Endorsement to: vendors@holidaysinthevillage.org

If you need a short-term policy for the event, you may obtain coverage from www.insurancecanopy.com or www.KandKinsurance.com

The Rotary Club of Westlake Village Noon is dedicated to creating a safe, family-friendly environment at the Holidays in the Village event.

As such, the following are strictly prohibited:

• Possession, sale, or use of drugs, illegal substances, or weapons of any kind
• Use of loud, vulgar, or inappropriate music or language

The Rotary Club of Westlake Village Noon reserves the right to remove any vendor who violates these rules. Violators may be asked to leave the event immediately, forfeit their booth fee, and may be prohibited from participating in future events.

Approximately two weeks before the event, you will receive an email containing the following information:

• Final check-in details
• Your assigned booth location
• Event area map
• Schedule of events

The email will also include specific instructions for:

• Vendor load-in and load-out procedures
• Vehicle parking
• Area clearance times

• No refunds will be issued for vendor cancellations.
• The event will take place rain or shine and will not be canceled due to weather.
• No refunds will be given for weather-related cancellations.
• If the Rotary Club of Westlake Village Noon must cancel the event due to a government mandate, your vendor fee will be applied to the next scheduled event date.

Attention: If you would like to be added to the Vendor Wait List, please contact vendors@holidaysinthevillage.org

Still have questions? Please contact vendors@holidaysinthevillage.org