Holidays in the Village (HITV) will offer 60 booth spaces, each approximately 10 feet by 10 feet. This is a juried vendor event and vendors will be accepted based on the type and quality of products to be sold. Product type will be limited in each category so the greatest variety of vendors and product can be featured. Booth locations will be determined by the HITV staff. Vendors will not be able to select their booth location.

All prospective vendors must first submit a complete vendor application. Please scroll down to the vendor application link and complete the application. Incomplete applications will not be considered. Your application must include digital photographs of all products you will be selling.

The HITV team will review your application and will notify you by email if you have been accepted as a vendor. After acceptance, you must pay your vendor fees within 48 hours or two business days to confirm your booth space. See below for instructions.

To reserve your booth space, payment must be made on the website within 48 hours or two business days from receipt of your vendor acceptance. Your booth space is not confirmed until payment is made. Prices are as follows:

• Artisan/Retail Vendors -$350
• Food Concession Vendors: $500 – includes day of health permit
• Artisan/Retail/Food Vendors 10×10 Tent Rental: $150
• Interior Tent Lighting Rental: (1 large and 2 smaller battery operated lights with hooks/batteries) – $50
• 50-Foot Extension Cord Rental – $50
• Table (6-ft) – $25
• Table (8-ft) – $30
• Chairs (2) – $16

The vendor fee is for your booth space only. The booth/space payment does not include the 10’x10’ white tent, tables or chairs. You may rent a tent separately from the Rotary Clubs for an additional fee. Booth and tent pricing is noted above and does not include tables and chairs.

Vendors must supply the following:

• A WHITE 10 x 10 tent that is in good condition, inside lights for your tent (since the event runs until 8:00 pm) and a 30- foot extension cord. You will be able to plug your extension cord into a power source behind your tent. Your tent MUST include a back panel. No open- back tents are permitted.
• All tables, chairs and booth display items that you intend to use at the event. They must all fit within your booth/tent space.
• Tents, lights and extension cords are also available for rent from The Rotary Club for an additional fee (quantities may be limited).
• Booth spaces are approximately 10’x10′. Displays must be well-constructed and booths must fit within their assigned space.

Generators are not permitted.

To enhance the European Marketplace experience, the Rotary Clubs will provide each vendor booth with a decorative facade, which will be attached to the front of the vendor booth by the Holidays in the Village event team. Each façade is pre-constructed to align with a white 10’ x 10’ tent and will not impede the entrance into your tent. Instructions and assistance will be provided. All facades and affiliated decorations and labor costs are absorbed by the Rotary Club of Westlake Village. All facades will remain the property of the Rotary Club of Westlake Village and will be removed from your tent at the end of the event.

• Vendor is responsible for and must show proof of all current applicable licenses and permits, including a valid sellers permit.
• Food vendors must email a current permit issued by the Ventura County Health Department to Vendors@holidaysinthevillage.org This event is located in Ventura County. No other county health permits will be accepted.
• Insurance: Vendor must obtain and provide proof of General Liability insurance and an endorsement naming the following as Additional Insureds on a separate endorsement certificate.
• Rotary Club of Westlake Village
• Rotary Club of Westlake Village Sunrise 


• Certificate Holders

• Rotary Club of Westlake Village
  P.O. Box 3331, Westlake Village, CA 91359
• Rotary Club of Westlake Village Sunrise
  P.O. Box 3846, Westlake Village, CA 91359

Limits of coverage

• $1,000,000 Per Occurrence
• $2,000,000 Per Aggregate

Please email a copy of the Certificate of Insurance and Additional Insured Endorsement to Vendors@holidaysinthevillage.org.

If you need to obtain an insurance policy for the day of the event, please check www.insurancecanopy.com or www.KandKinsurance.com .

The Rotary Clubs of Westlake Village are committed to maintaining a family friendly environment during the Holidays in the Village Event. Therefore, possession, sale, or use of drugs, illegal substances, or weapons of any kind are expressly prohibited. The Rotary Club of Westlake Village reserves the right to eject vendors who do not comply with event rules or use loud or vulgar music or language in promoting their booths. If any vendor is found to be in breach of the above rules, the vendor may be required to leave the Holidays in the Village immediately, forfeit the booth space fee, and be barred from future events.

Final instructions regarding the day-of-event check-in, booth location, event area map and a schedule of events will be emailed to you approximately two weeks prior to the event. You will also be given specific instructions regarding load-in and load-out, vehicle parking and street clearance times for the event.

No refunds will be given for vendor cancellations. The event will take place rain or shine, and will not be canceled due to weather. No refunds will be given due to inclement weather. If the Rotary Clubs of Westlake Village are forced to cancel this event due to government mandate, your vendor fee will be rolled over to the next scheduled date for the event.

Still have questions? Please contact vendors@holidaysinthevillage.org