2 0 1 8 Aloha Käkou, P. O. Box 10460, Hilo, Hawai i 96721 (808) 966-4647 mmcraftfair@hawaiiantel.net Mahalo for your interest in the 2018 Merrie Monarch Invitational Hawaiian Arts Fair, the official fair of the Merrie Monarch Hula Festival. Our event is dedicated to the perpetuation of the Hawaiian culture and arts by offering a venue where Hawai i s master artists and producers can share their talent and mana o. The fair dates are Wednesday through Saturday, April 4-7, 2018 at the Afook-Chinen Civic Auditorium and the Butler Building in Hilo. We apologize for the lateness of this year s application because we have been working with the Hawaii County Fire and Building Departments who have enforced new fire code regulations for all county facilities. We ve had to make major changes in the booth plans which involved deleting and adding booths to fit the new fire codes, so all of the booths have been renumbered and some booth locations changed. Please review the attached booth plans carefully when making your booth choices. If you are a returning vendor requesting the same space, be sure to check your new booth number. PLEASE READ THE FOLLOWING CHANGES MADE: BOOTH CHANGES: All booths that were in the civic outside front lanai and the inside lobby area have been removed by the Fire Marshal. On the main floor in the civic some corner booths have been removed to make up for the booths that were removed in the lobby area. Because of the shortage of corner booths, there will be an additional $50 charge for corner booths in the Civic and Butler Building. If you are a returning vendor and are affected by the booth changes, we will try to accommodate you as best we can. We would suggest getting in your application as early as possible. Please look over the floor plan and rules to see what changes were made. NEW OUTSIDE TENT BOOTHS: To make up for the booths that were deleted we have set up tents in the back of the civic to accommodate those vendors. Tent spaces are 10 x 10. There is no elecricity available for Civic tents. See the attached booth plans for more information. NEW LEI VENDOR TENT: Lei vendors previously located in front of civic have been moved to a tent behind the civic with booth numbers CT1 to CT9. See the attached booth plan. HAWAII COUNTY VENDOR PERMIT FEE: The County of Hawaii always required that all vendors using their facilities are required to pay for a vendor permit from the County of Hawaii Dept of Parks and Recreation. The fee for the permit is $30 per day ( $120 for 4 days). Previously the county has always waived the vendor fee but they may not next year. We have submittied a request to the county to waive the vendor fees but we have not heard back from them yet. So for the time being, we will not be collecting the permit fee unless we hear different from them. If the county decides they will be charging you, we will send you the permit form at a later date. OUR SCREENING PROCESS - We are an invitational craft fair, which means you have been invited to be a part of our event because of the uniqueness, quality and craftsmanship of your product. All items must be made in Hawai i by the person applying. They must be screened and conform to the rules and regulations of our screening process that are clearly stated in the vendor packet. Please read them thoroughly before submitting your application. BEST BOOTH DESIGN CONTEST - Every year we have our Best Booth Design contest. The winner will win a free booth for the next year s Merrie Monarch Hawaiian Arts Fair. We encourage you to be creative and do all you can to make your booth stand out. For details regarding the contest please look at the information enclosed. Because of all the new changes this year we recommend you read this application thoroughly. All information regarding the fair is in this vendor packet. Enclosed is an application, rules and regulations and a new layout plans of the booths. If you have any questions please feel free to contact us. All applications are due by December 31, 2017. Mahalo, Nelson Makua Paula DeMorales Kainoa Makua Fair Director Co-Director Co-Director
2018 Merrie Monarch Invitational Hawaiian Arts Fair Vendor Information FAIR LOCATION The Afook-Chinen Civic Auditorium and the Butler Building on Manono Street in Hilo. FAIR DATES AND HOURS Four Days: Wed, Thur, Fri - April 4, 5, 6 9:00 a.m. - 5:00 p.m. Sat - April 7 9:00 a.m. - 4:00 p.m. VENDOR MOVE IN DATES AND TIMES Vendors may set up the day before as well as the morning of the fair. Please note the move-in hours listed below. Tuesday April 3 10:00 a.m. - 5:00 p.m. Wednesday April 4 7:00 a.m. - 8:30 a.m. Your booth must be setup and fully operational by the opening time of the fair. It is your responsibility to secure your merchandise. We will not be responsible for any damaged or missing items. MOVE OUT DATE AND TIME Sat - April 7 4:00 p.m. - 6:00 p.m. You are responsible for the cleaning up of your booth area and the disposal of all trash before leaving. Leaving with an uncleaned booth will jeopardize your chances of being invited back to our event. We will not be responsible for any items left behind or lost. BOOTH FEE The booth fee is $400.00 (regular booth) $450.00 (corner booth) ELECTRICITY Electricity is $50 additional and only available in the Butler Building only for the booths against the walls. We will try to honor your request but we cannot guarantee you a booth with electricity. You must bring your own surge protectors and extension cords. There is NO ELECTRICITY available for vendors in the Civic Auditorium area. TABLE RENTAL THERE IS A RENTAL FEE OF $50.00 PER TABLE FOR ALL 4 DAYS AND YOU MUST REQUEST TO RENT THEM ON YOUR APPLICATION. Chairs are provided upon request for no charge. Our tables are 30 x 6 please make sure they will fit in the dimensions of your booth. PLEASE NOTE: IT MAY BE UP TO 4 MONTHS BEFORE WE DEPOSIT YOUR CHECK, SO MAKE SURE YOUR ACCOUNT HAS THE FUNDS. A returned check will jeopardize your getting invited back again. There is a $ 35.00 service charge on any returned checks. No post-dated checks will be accepted. BOOTH SIZES CIVIC AUDITORIUM - Booth sizes are 8 x 8. CIVIC AUDITORIUM OUTSIDE - Outdoor Tents A, B, C & D behind Civic - Booth sizes are 10 x 10 ( Tents provided by the fair) BUTLER BUILDING INSIDE - Booth sizes are 8 x 10 BUTLER BUILDING OUTSIDE - Outdoor tent spaces next to Butler Building are 10 x 10. * For tent spaces BT1 - BT14 you must supply your own tent or metal roof structure if you will be cooking. You must check with the Fire Dept. to * make sure your structure is permissable for cooking. Electricity for the outside Butler tents is limited and will be dealt with on a case by case basis. We will try our best to give you the booth location you request but depending on availability, we may have to locate your booth in a different location. For new vendors we will try to honor your requests but most likely you will be placed where ever there is space still available. NO CANOPIES ARE ALLOWED ON ANY TENT FRAMES FOR INDOOR BOOTHS (Canopies are allowed on outside tents only) If you will be using any type of tent frame or booth display be sure all legs are rubber capped or protected in a manner as to not cause damage to the floor of the civic auditorium. Please make sure your legs and stands are within your own booth space. LEI SELLERS Lei sellers have been moved outside in tents behind the Civic auditorium due to the new fire code. Vendors will have to setup and breakdown daily. After closing of the fair each day, lei sellers will be allowed to relocate to a tent next to the Edith Kanakaole Tennis Stadium to continue sales during the hula festival but you must supply your own table and chairs. If you plan to sell at the festival, please see Nelson or Paula for your lei seller badge. You must have a lei seller badge to sell at the evening hula festival.
SELLING FOOD ITEMS If you will be selling any food items for consumption you must obtain a permit from the State Department of Health and submit a copy of it with your application. You should also have the original with you in your booth at the fair. For information please contact Curtis Takai at the Health Department (808) 933-0917. ILLEGAL CRAFT ITEMS Every year the Dept. of Land and Natural Resources and the Dept. of Fish and Game sends agents to inspect the items sold at the fair. They are in plain clothes and are looking for specific items that are illegal to use or sell such as beach sand, illegal bones, certain sizes of opihi shells, etc.. If you are using any illegal items, they may confiscate those items if they inspect your booth at the fair. It is your responsibility to make sure that the items you sell conform to their rules and regulations. For more information we suggest you contact the Hawai i State Department of Land and Natural Resources and The U.S. Fish and Wildlife Service. GENERAL EXCISE TAX LICENSE As a reminder, the State Tax Collector have been checking if vendors have a Hawai i state GE License. We suggest you have your G.E. license with you and have a record of your transactions. The state suggests you offer a receipt to your buyers. We just want you to be aware of this. WAITING LIST There is always a waiting list for the Merrie Monarch Invitational Hawaiian Arts Fair and we cannot guarantee new vendors a booth if there is no space available. If you are accepted, you will be notified with a confirmation and your booth number. If you are not accepted your check will be returned to you. ARTIST OR PRODUCER MUST BE IN ATTENDANCE Although we realize there are vendors doing multiple fairs in Hilo during Merrie Monarch, we do feel that being in every fair in town affects the uniqueness of your craft at our fair. Because we promote our event as a cultural experience featuring the very best of Hawaiian arts and crafts, we feel that the customers should be able to meet the artisan or producer in person. The actual producer of the crafts must be in attendance in their booth during the entire duration of the fair. If you plan on doing multiple fairs, you must have another crew to do the other fairs. WE ARE NOT A PRODUCT OR TRADE SHOW. NO T-SHIRT SALES WILL BE ALLOWED Only the official Merrie Monarch t-shirts will be sold at this event. You cannot sell - adult, children and baby tees. You can sell other types of tee-like apparel such as tank tops, long sleeve tees, polo shirts, women s scoop tops. SECURITY Security will begin on Tuesday, April 3 in the evenings from closing until opening in the morning through the duration of the fair. Both buildings will be locked and security is for the general premises only. If you are indoors, you may leave your booth set up overnight, but be sure to secure or remove any valuables or merchandise you deem necessary. We will not be responsible for any damaged or missing items. Please be sure your booth is staffed at all times when the show is open to ensure the security of your merchandise. FOR VENDORS OUTSIDE, YOU WILL HAVE TO SETUP AND BREAKDOWN DAILY. INSURANCE You should contact your insurance company and ask them for a rider to your public liability policy, property damage and burglar insurance policies covering you during and at the show. You are responsible for yourself, your staff, and your merchandise. CLEAN-UP AND TRASH We do not ask you for a deposit so we expect that you will be responsible for the cleaning of your booth area and the disposal of all your trash before leaving. You will not be invited back if you fail to do so. We will not be responsible for any items left behind or lost. If you are serving any food samples you must provide adequate trash receptacles to accommodate the additional rubbish. Also make sure there is no spilled food in or around your booth that someone may slip on. CANCELLATIONS AND REFUNDS If you cancel by January 31, 2018 you will receive a full refund less a $50.00 processing fee. If you cancel before March 1, 2018 you will be refunded 50% of your booth fee. THERE WILL BE NO REFUNDS FOR CANCELLATIONS AFTER MARCH 1, 2018.
CRAFTS SCREENING PROCESS - IMPORTANT PLEASE READ This is an invitational fair and all products must be screened prior to acceptance. Vendors are required to fill out a product description on their application form and submit photos, brochure or web site address of their crafts. You may submit actual product but these will not be returned to you. ONLY ITEMS DESCRIBED ON YOUR APPLICATION WILL BE ALLOWED TO BE SOLD AT THE FAIR. THIS WILL BE STRICTLY ENFORCED. Criteria for acceptance will be based upon the uniqueness of the product, the quality of the craftsmanship and consideration will be made of its Hawaiian cultural value. THE PRODUCT MUST BE PRODUCED BY THE VENDOR AND MADE IN HAWAI I - NO IMPORTS ARE ALLOWED! On site screening will take place during the fair by the fair directors. Any item found that does not meet criteria or was not included on the application will not be allowed to be sold and must be removed from your booth. In our screening process we also limit the amount of duplicate items. We will select only so many vendors of each type of product. This allows us to only select the very best of a particular product and increases sales for the participating vendors. If you are a returning vendor and have the same product as last year you need not be screened again with this application, but if you have changed your craft or are adding new items to your booth you MUST have them screened. Vendors who participated last year and broke down before the end of the fair or violated any of our rules and regulations, will not be accepted in this year s fair. THIS IS AN INVITATIONAL FAIR AND WE RESERVE THE RIGHT TO DECLINE OR REJECT ANY VENDOR OR CRAFT THAT DOES NOT MEET THE CRITERIA OF OUR EVENT. With this being a Hawaiian Ars Fair preference is given to products that are made in Hawai i by local artisans. We generally do not accept applications from big businesses and retail stores. The final decision is dealt with on a case by case basis. We are not a trade show. 2017 MERRIE MONARCH INVITATIONAL HAWAIIAN ARTS FAIR BEST BOOTH DESIGN CONTEST Every year we have a contest for the best designed and decorated booth. This attracts more customers to your booth and allows you to express yourself and showcase your product. Judging is based upon how well your product is displayed and integrated into your booth design and the overall look of your booth. We ask that you give consideration in your booth design to the neighboring booths so you don t infringe upon their space and keep your booth at a reasonable height. The winner will be awarded a A FREE Booth for the 2019 Merrie Monarch Craft Fair APPLICATION DEADLINE IS DEC. 31, 2017 HERE S A CHECK LIST OF WHAT YOU NEED TO SUBMIT 1. Completed vendor application For new vendors, you must submit photos or a web site of your products. 2. Check for booth fee - check payable to: THE MERRIE MONARCH CRAFT FAIR 3. Address the envelope as shown below and mail application with payment to: NELSON MAKUA / MM CRAFT FAIR P. O. BOX 10460 HILO, HAWAI I 96721 IF YOU HAVE ANY QUESTIONS CONTACT US: Nelson Makua - Fair Director 808-966-4647 Paula De Morales - Co Director 808-895-1041 Kainoa Makua - Co Director 808-969-7985 Email: mmcraftfair@hawaiiantel.net
P A R K I N G 20 Fire Lane - No Parking, Loading and unloading only Four Tents in Back Of Civic Two - 30 x 130 and Two - 30 x 110 Tents * Booth Space is 10 x 10 CT68 CT51 CT67 CT52 CT66 CT53 CT50 CT35 CT49 CT36 CT48 CT37 CT27 CT26 CT28 CT25 CT29 CT24 CT10 CT11 CT12 CT9 CT8 C7 NOTE: Outer lines indicate the edge of the tent, 5 overhang on sides and 10 overhang on ends. NOTE: There is no electricity available for tents or inside the civic. CT65 CT54 CT64 CT55 CT63 CT56 CT47 CT38 CT46 CT39 CT45 CT40 CT44 CT41 CT30 CT23 CT31 CT22 CT32 CT21 CT33 CT20 CT13 CT14 CT15 CT6 CT5 CT4 LEI VENDOR TENT: Lei vendors previously located in front of civic have been moved to Civic Tent A with booth numbers CT1 to CT9 CT62 CT57 CT43 CT42 CT34 CT19 CT16 CT3 CT61 CT58 Civic Tent C Civic Tent B CT17 CT2 bto Butler Building CT60 CT59 CT18 CT1 Civic Tent D Civic Tent A Makai Side 20 Fire Lane - No Parking, Loading and unloading only Makai Side Entrance Upper Bleachers C72 C71 C70 C69 C68 C67 C66 C65 C64 C63 C62 Back Entrance Stage C73 C74 C75 C76 C77 C78 C60 C45 C59 C46 C58 C47 C57 C48 C56 C49 C55 C50 C54 C51 C53 C52 C44 C29 C43 C30 C42 C31 C41 C32 C40 C33 C39 C34 C38 C35 C37 C36 Back Entrance C28 C13 C27 C14 C26 C15 C25 C16 C24 C17 C23 C18 C22 C19 C21 C20 C12 C11 C10 C9 C8 C7 C6 C5 C4 C3 C2 Upper Bleachers 20 Fire Lane - No Parking, Loading and unloading only Mauka Side Makai Side Entrance C61 Nä Mäkua INFO BOOTH C1 Mauka Side Entrance Bleachers FOOD CONCESSION Women s Restroom Front Entrance Front Entrance Men s Restroom FRONT ENTRANCE OF CIVIC 2018 Merrie Monarch Invitational Hawaiian Arts Fair Revised Afook-Chinen Civic Auditorium Booth Plan
BACK ENTRANCE B43 B17 BT14 B42 B18 B16 BT13 B41 B40 B39 B38 B37 B36 B35 B34 B33 B32 B31 B30 B19 B20 B21 B22 B23 B24 B25 B26 B27 B28 B15 B14 B13 B12 B11 B10 B9 B8 B7 B6 B5 B4 B3 SIDEWALK SIDEWALK SIDEWALK BT12 BT11 BT10 BT9 BT8 BT7 BT6 BT5 BT4 BT3 Butler Tents spaces are 10 x 10 For tent spaces BT1 - BT14 you must supply your own tent or metal roof structure if you will be cooking. You must check with the Fire Dept. to make sure your structure is permissable for cooking. B29 B2 B1 BT2 BT1 Electricity is $50 additional and only available in the Butler Building for the booths against the walls. Electricity for the outside Butler tents is limited and will be dealt with on a case by case basis. FRONT ENTRANCE SIDEWALK To Civic e 2018 Merrie Monarch Invitational Hawaiian Arts Fair Revised Butler Building Booth Plan
2 0 1 8 2018 VENDOR APPLICATION Please Type or Print Clearly Name Date Business Name G. E. Number Address City State Zip Phone (Day) (Night) Fax Email Web Site Craft or Product Description - Be precise in your description and submit photos, brochures or web site. Use reverse side if needed. This is my first year I am a returning vendor How many years? Indicate below the booth numbers of your choice in order of preference. We will try to accommodate your request. 1st Choice 2nd Choice 3rd Choice Table rentals are $ 50 for all 4 days and no charge for chairs. You must order and pay for them with this form. Please indicate here if you need tables and chairs: I agree to waive, discharge claims, and release from liability and indemnify and hold harmless the Merrie Monarch Invitational Hawaiian Arts Fair, the Fair Directors, Security staff, event sub-contractors and The County of Hawaii from any and all liability, even if caused by negligence in any way connected with this event. I understand that I may be exposed to some risk of personal injury or illness, which may occur, by natural causes or activities of other persons and I agree that I am responsible for my own safety and others around me at this event and that my participation is voluntary. I allow The Merrie Monarch Invitational Hawaiian Arts Fair and professional news media to photograph myself and products for documenting and promotional purposes. I agree and consent to all of the conditions in this application Signature Date 6 ft. Table{s} Chair(s) BOOTH FEES Regular Booth $ 400.00 $ Corner Booth $ 450.00 $ Table Rental $ 50.00 $ Electricity $ 50.00 $ TOTAL AMOUNT ENCLOSED $ Check or Money Order Only Do not send cash! Make check payable to: THE MERRIE MONARCH CRAFT FAIR Mail application and check to: Nelson Makua / MM Craft Fair P. O. Box 10460 Hilo, Hawai i 96721 BELOW FOR COMMITTEE USE ONLY Application Received By Date Received Accepted Rejected Check / Money Order Number