The Las Vegas Hawaiian Civic Club (LVHCC) is proud to announce our 4th Annual Health Expo with the theme “Winter Wellness Wonderland” in partnership with Bottles And Boxes

Requirements & General Information

• Event will occur indoors for craft and information vendors with an outdoor area for food vendors
• LVHCC will provide indoor vendors with a 6 foot table and two chairs.  If you need more you must identify this before 27 November.
• Vendors requiring power must identify this on the application to ensure there are enough outlets available inside the building.  Food vendors may use generators that are less than 35Kw for power — fuel will not be stored next to any generator
• Food and Craft vendors are responsible for their own vendor liability insurance including a Waiver of Subrogation and Primary & Non-Contributory coverage; Information Vendors are not required to have insurance
• Read all your material carefully. Your e-signature indicates you accept all terms & conditions.  Neither LVHCC nor Bottles And Boxes are responsible for incidents/events that may occur due to lack of knowledge of these terms & conditions
• Vendors will be notified of acceptance by email not later than 2 December 2024

CHECK-IN:  Vendor indoor table or outside food space assignment & set up begins at 7:30am on 14 December.  Once a vendor has checked in and shown proof of insurance (craft/food required, information not required) LVHCC will place you at your table or outdoor location.  All indoor and outdoor (food) set up must be complete by 9am to allow time for inspection to occur.  This ensures we can start the Expo on time at 10am. 

• Vendors will submit a $70 check or Zelle ONLY with your application (No credit card or PayPal).  This is a holding fee and if you do not show up you will forfeit the fee.  The check or Zelle amount will be returned to you after the event is complete

TEAR-DOWN: The Health Expo ends at 3pm.  You are required to stay open until 3pm.  No early tear downs allowed or you will lose your holding fee. We must be torn down, cleaned up, inspected for cleanliness, and off the location by 5pm, 14 December 2024.

WAIT LIST: If we exceed the number of available spaces, a wait list will be established

EVENT PUBLICITY:  Publicity for the 14 December event may include, but are not limited to, periodic radio, electronic media, social media, and e-blasts.

Booth Fees: No Fees for booth/table space

The $70 Holding Fee (check, Zelle) is refundable and is in place to ensure vendors show up

APPLICATION SCHEDULE & INSURANCE

Application Deadline: Application must be completed & submitted no later than Noon, 26 November.  Email acceptance will occur not later than 2 December 

Certificate of Insurance.  All food/craft vendors must provide LVHCC with a general liability insurance certificate listing LVHCC and Bottles and Boxes as added insured and their respective directors, shareholders, members, employees, agents and affiliates.  A Waiver of Subrogation must also be added with Primary and Non-Contributory clauses.  Event Helper is an example https://www.theeventhelper.com (LVHCC does not endorse any specific insurance company).  Addresses for insurance:

Las Vegas Hawaiian Civic Club 7260 W. Azure Drive, Suite 140-1052 Las Vegas, NV 89130  Email: lasvegashcc@gmail.com

Bottles And Boxes 5240 South Decatur Boulevard, Suite 6, LAs Vegas, NV 89118 Email: bottlesandboxes@loutlook.com

VENDOR APPLICATION + BINDING AGREEMENT

SETUP / VENDOR REQUIREMENTS:

• Vendors must provide all display materials which must be clean and presentable
• Each vendor will receive a Nevada Department of Taxation (NV DoT) One Time Sales Tax form at check in that must be returned to LVHCC at the end of the event.  If you conduct sales, and you do not already file with the NV DoT, you will provide LVHCC with a cash amount equal to 8.375% of your total event sales before you leave the event
• All Food Vendors are required to purchase a “One Time Food Handlers Permit” from the Southern Nevada Health Department (SNHD). Address: 280 South Decatur Blvd. LV, NV 89107  Ph:(702) 759-1000 not later than 3 working days before the Health Expo (REMINDER: SNHD does not work on Fridays and departs at 1pm on Thursdays)
  • • Failure to do this will cause you not to be able to operate at the Health Expo and you will lose your holding fee
    • All food Vendors must pass a Southern NV Health District (SNHD) inspection.  A copy of the Quick Reference Checklist is available at southernnevadahealthdistrict.org or call 702-759-0501 with questions
    • Food Trucks/trailers must conduct an off-site pre-inspection prior to arriving and have a copy of your permits & inspection paperwork to sow if the Health Inspector asks to see a copy
    • Food trucks must have a currently serviced and tagged kitchen hood suppression system (6-month intervals)
    • Food vendors are required to place a non-permeable tarp (NO cardboard or other absorbent material allowed) under your cooking area to ensure there is no oil, grease, or other staining of the asphalt occurs.  If a stain is left and not cleaned up, the vendor will be subject to a penalty fee by the location landlord
    • 2A10BC and Class K fire extinguishers for all food vendors will be certified through 31 January 2025
      
    • Failure to have appropriate/approved equipment and paperwork which cause a failure to pass a SNHD inspection without correction will result in loss of your holding fee and could result in dismissal from the Expo
    • All waste oil/grease and grey water disposal are the food vendor’s responsibility.  DO NOT drain these items into the sewers, this is a violation of City of Las Vegas ordinances and vendors caught doing this will be subject to fines from the City.  If a food vendor requires potable water, they must bring it on-site
• LVHCC asks each vendor to provide items for our raffle during 14 December check in.  For example, they can be items you are selling, gift certificates for services, or discounts.  You will be announced as a raffle sponsor when announcements are made

ADDITIONAL REGULATIONS / RULES / REQUIREMENTS:

• All vendors are asked to maintain cleanliness within and around their vending space throughout the day
• LVHCC and Bottles And Boxes, their employees, staff, volunteers, agents, and/or representatives will not be held responsible for any vendor’s activity as it relates to the event.  Vendors must comply with requirements, rules, and regulations as outlined upon entry. Failure to do so will result in immediate removal and forfeiture of the holding fee
• Any illegal or offensive activity in your vending area will result in immediate expulsion from the event as well as a forfeiture of the holding fee.  There will be NO sales of any type of weapons, offensive materials, alcohol, or any smoking/vaping items including but not limited to, tobacco, CBD/THT, or nicotine

A vendor that does not comply with these rules will be asked to leave the Expo, will lose their holding fee, & may not be allowed to participate in future events.

The applicant’s (future exhibitor) e-signature on the application will hereby release and hold harmless the Las Vegas Hawaiian Civic Club and Bottles And Boxes, agents and/or representatives, volunteers, employees, staff, all sponsoring organizations, beneficiaries, and any associates of the above from any and all responsibility, personal liability, claims, including but not limited to damage, personal accidents, stolen goods, or loss or destruction of applicants’ property, theft, personal injury, public enemy, force majure, terrorist attacks, or other unforeseen circumstances beyond its control, and to indemnify them for any damage arising from applicants’ or associates’ or guests’ participation in this Health Expo.  The applicant (future exhibitor) further agrees to abide by all guidelines set forth by LVHCC and Bottles And Boxes, written and oral, and understands that failure to do so could result in expulsion from the Health Expo and loss of their holding fee.  All decisions are final.  LVHCC’s representatives reserve the right to make final interpretation of all rules, as well as the right to disqualify any exhibitor for any reason.  LVHCC may run additional marketing and promotions with current sponsors of the event utilizing their resources to capture a larger demographic.  This action is to stimulate more commerce, encouraging visitors to attend and conduct purchases at the event.  We greatly appreciate the support of our sponsors, which allow us the ability to keep the exhibitor fees at as close to zero as possible and the event free to the community.  Any/all damgages on site will be fixed by the person/persons responsible for the damages at this even