Rules & Regulations 

RULES & REGULATIONS

• Load-In Hours: Load-in is available daily from 1:00 PM to 2:00 PM Vendors arriving outside these hours may be denied entry, and no refunds will be given.

• Daily Breakdown: All vendors are required to break down at the end of each day. Security will remain onsite after operating hours.

• Prohibited Sales: The sale of alcohol and drugs is strictly prohibited. Vendors may not sell or offer any products or literature deemed offensive or that may incite violence, crime, or disorderly conduct.

• Animals & Pets: Animals or pets are prohibited unless otherwise authorized by the event in advance.

• Smoking: Smoking is strictly prohibited at the event site.

• Booth Assignments: Booth assignments will be sent to confirmed vendors after the application deadline.

• Payment and Space Reservation: Booth space will not be provided for accepted vendors who have yet to submit payment by the due date.

• Refunds: Refunds will not be issued to vendors who are accepted and later cancel or do not show up.

• Booth Item Liability: Items brought on-site are at the vendor's sole risk. The City of Asheville / Harrah’s Cherokee Center Asheville is not responsible for any loss, damage, or destruction of personal property, equipment, or valuables.

OUTDOOR VENDOR BOOTH SPACES

All booth spaces are located outdoors and are exposed to weather elements. While pop-up tents are not required, they are highly recommended to provide shelter and protection in adverse weather conditions. All tents require tent weights to secure - no stakes in asphalt. All events will proceed rain or shine, so vendors should be prepared for any weather conditions.

Booth Information:

• Booth Size: Each vendor will be provided with a 10x10 space. All merchandise, signage, and other space additions must fit within the space.

• Booth Tents: All tents must be 10x10 and secured with tent weights.

• Water: There is no water access at the property.

• Open Flame & Portable Heaters: Vendors may not use fire onsite, and portable heaters, whether powered by electricity, propane, or liquid fuel, are prohibited.

Vendor Responsibilities:

• Setup and Cleanup: Vendors are responsible for the complete setup and breakdown of their booths daily. This includes arranging their displays and products, ensuring their booth is fully operational before the event starts, and properly cleaning up at the end of each day. 

• Signage: Vendor may have signage at their vending space, at most 45 square feet per space, including letters and/or logos advertising the business. No roof signs will be allowed.

• Waste Management: Vendors are required to dispose of all waste in the designated trash and recycling areas. Please ensure your booth remains clean throughout the event.

• Cash Handling: Vendors are responsible for managing their cash transactions and ensuring the security of their cash and payment processing systems. Vendor expressly agrees The City of Asheville / Harrah’s Cherokee Center Asheville is not liable for any cash handling issues or discrepancies.

• Conduct: Vendors, their family members, or employees must refrain from any offensive or disruptive behavior. Any behavior that is abusive, threatening, or disruptive towards other vendors, the public, or staff is prohibited. Verbal or physical abuse, dangerous actions, or disruptive behavior affecting event activities will not be tolerated and may result in the vendor being asked to leave the event. Vendors, the vendor’s employees, and the vendor’s volunteers shall not consume nor be under the influence of alcohol or any controlled substances while participating in this opportunity. A violation will result in immediate revocation of the privilege of vending at this event with no refund.

• Timeliness: Vendors must arrive within the designated load-in times and ensure their booth is ready for operation by the event start time.

• Indemnification: Vendors shall indemnify, defend, and hold harmless the City and its subsidiaries, divisions, officers, directors, and employees from all liability, loss, costs, claims, damages, expenses, attorney fees, judgments, and awards arising or claimed to have arisen, from any injury caused by, or allegedly caused by, either in whole or in part, any negligent act or omission of the Vendor or any employee, agent or assign of the Vendor. This provision does not apply to any claim arising from or related to any active or primary negligence of or by the City, its officers, or employees. Nothing here shall be considered a waiver on the part of the City to any defense of any claim, including, but not limited to, the defense of governmental immunity.

• Taxes: The State of North Carolina requires all vendors be registered with the Department of Revenue.

• Compliance: Vendors must comply with all event rules, local regulations, and health and safety requirements. Vendors further agree to comply with all the laws of the United States, the State of North Carolina, all ordinances of the City of Asheville, and all lawful orders of any Commission, Board, or other Authority respecting the use of the subject property, including but not limited to laws and regulations enforced by the Buncombe County Division of Environmental Health

Vendor Vehicle Guidelines

• Vehicle Allowance:
  Each vendor is allowed one vehicle to accompany their tent at the event.

• Parking Location:
  Vehicles must be parked directly adjacent to the vendor’s assigned booth space. Placement must not block walkways, other vendors, or emergency access lanes.

• Setup and Removal:

  • Vehicles should be in place at least 30 minutes before the event starts.

  • No vehicles may be moved during the event unless authorized by event staff for safety reasons.

  • During non-operating hours, vehicles are permitted to enter and exit the event site to prevent any disruptions to pedestrians. However, if a vehicle leaves, it is mandatory that it be returned prior to operating hours. 

• Vehicle Size Limits:
  Length: 16 feet, Width: 6.5 feet, Height: 5.5 feet. Oversized vehicles may be turned away. 

• Idling Prohibition:
  Vehicles must remain off while parked to minimize noise and emissions.

• Safety Compliance:
  Vendors must ensure that their vehicle setup complies with all safety and fire codes, including maintaining clear access for emergency personnel.

• Vendor Responsibility:
  Vendors are responsible for any damage caused by their vehicle to the venue or other vendors’ property.

• Overnight Parking Permission: 

Vendors are allowed to leave their vehicles on-site overnight. While basic event security may be in place, vendors are encouraged to secure their vehicles and remove any valuables before leaving them overnight. Event organizers are not responsible for any damage, theft, or other incidents involving vehicles left overnight. Vendors leave their vehicles at their own risk. 

APPLICATION TIMELINE

• To be considered, applications must be received by 5:00 pm on Friday, January 1st, 2025

• Applications will be reviewed and approved by event staff at Harrah’s Cherokee Center Asheville.

• Approved applications will receive an invoice for participation by the end of business on January 9th.

• The cost for a booth is (NON-REFUNDABLE) $200 per option, covering two days of the event.

• Payment must be received by 5:00 pm on Friday, January 23.