Vendor Application Information

Welcome to Holidays in the Village: A European Marketplace, a curated holiday festival inspired by traditional European Christmas markets. The event features artisan vendors, festive décor, entertainment, seasonal food, and immersive holiday experiences designed to create a magical destination-style event for the community.

The 2025 event welcomed more than 14,000 attendees, and we are excited to expand to a two day event and we are excited to continue growing this unique holiday tradition in 2026. We are seeking high-quality artisan, retail, specialty food, and holiday vendors whose products and presentation align with the festive European marketplace atmosphere of the event.

Please review the following vendor information carefully before completing the application.

• This is a two day event now, on December 5th and 6th, 2026.
• The Artisan/Vendor fee includes one booth space and a complete tent with setup by the Rotary Club of Westlake Village Noon.
• 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 and booth set up. Product categories will be limited to ensure a wide variety of offerings.
• Booth Placement: Assigned by the Holidays in the Village team. Vendors will not choose their booth location.
• Power Access: 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.
3. Include digital photos of all products you plan to sell.
4. Upload Pictures of Your Booth/Space Setup from a Previous Festival:*
5. After review, selected vendors will receive an acceptance email.
6. 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. Priority will be given to the customer that we first receive payment from.

Booth

• Artisan/Retail Vendor Booth: $475 (Vendor fee includes 10’x10’ booth space, complete tent and setup by the Rotary Club and power)
• Corner Artisan/Retail Vendor Booth: $575 (Vendor fee includes 10’x10’ booth space, complete tent and setup by the Rotary Club and power)
• Food Concession Vendor Booth: $800 (Food Vendor fees includes one 10’x10’ booth space, complete tent and setup by the Rotary Club) and power.

Optional Rentals Available

• 50-Foot Extension Cord – $50
• Table (6 ft) – $30
• Table (8 ft) – $40
• Chairs (Set of 2) – $20

All Vendors must supply the following:

• REQUIRED: Each vendor must provide and secure a clean white tent back/wall for their booth. Vendors who do not provide a tent back may request one from the event for an additional $100 fee, subject to availability.
  
• Inside booth lighting is required for evening hours.
• A minimum 25-foot extension cord. The Rotary Club does not provide interior booth lighting.
• 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 fit within your assigned 10’x10’ space.
• Please remember: this is a curated, high-quality holiday marketplace.

Your booth must 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’s 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.

Please 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.

All food 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

ALL 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.

ARTISAN VENDORS

Vendors with “Prepackaged” foods to sell, submit either TFF-1 or TFF-2 with your booth fee.

A SELLER PERMIT IS REQUIRED IF SELLING ITEMS

The California Department of Tax and Fee Administration (formerly BOE) requires that vendors selling tangible goods at events in California obtain a valid seller’s permit and collect applicable sales tax. Seller’s permits are free and may be obtained online through the CDTFA website. Vendors are required to provide their seller’s permit number within the application form and must display the permit at their booth during the event.

You may also visit the CDTFA office or call 800-400-7115 to register. Sellers are required by law to post the permit in their booths. There are permit exemptions for certain “sellers”. The exemption, if you qualify, must be noted on the application form.

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, 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
• Clean up the booth and surrounding area on Saturday at closing time
• Food vendors, you are responsible for cleaning up your booth space area including the concrete area and any grease. There is a $250 clean up penalty fee if the space is not as you found it on Saturday.
• Food Vendors: Generator power for food vendors will be shut off after closing Saturday evening and restored Sunday morning.
• All vendors are responsible for removing trash and keeping their booth area clean at the end of each event day.

• 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