Kansas Sampler Festival
Vendor Types & Criteria
Questions During Signup? Call us at 620-585-2374 or email us at wendee@kansassampler.org
The primary purpose of the Kansas Sampler Festival is to provide:
- A sample of what there is to see, do, hear, taste, buy, and learn in the state.
- Educate the public about the diversity of our state's culture.
- Enhance the economy of our Kansas communities and the festival participants.
- The reason for rotating the festival is to give exhibitors statewide exposure, to give the public in every part of the state a chance to experience the festival, and to give each host city a chance to showcase themselves to a statewide audience.
Exhibitor Criteria
NOTE: The criteria statements explain what is allowable and what is not. We apologize for the heavy tone of what is not eligible. However, it is clear that the festival is much more effective and more enjoyable for all if everyone follows the criteria. This festival has a purpose that can more successfully be achieved with everyone following the rules. Remember, there is much space allowed for creativity within the rules!
Jump to:
Food Vendor Criteria • Free Standing/Demonstrators • Entertainer Criteria • Historic Performers Criteria • Kansas Product Vendor • Travel/Tourism Exhibitor • Kansas Wineries/MicroBreweries • Group Tents - Travel/Tourism Exhibitors • Group Tents - Kansas Product Exhibitors
Food Vendor Criteria
Food concessions should feature Kansas ethnic or specialty foods.
When possible, food products, bottled water, and even condiments should be purchased from local Kansas producers-or, at least, from locally-owned stores. For instance, the meat for steak sandwiches or brats should come from Kansas lockers; cookies served should be homemade or made in a Kansas bakery; popcorn should be Kansas-grown popcorn, etc.
For 2010 & 2011 we recommend using Art & Mary's Chips and Longford Bottle Water. They are available by contacting:
Art & Mary's Chips - Shawnee Quality Snacks, 913-888-7260
Longford Water - Effective Marketing Solutions, 1604 College Street, Baldwin City, 785-843-5850
Promoting the source of foods is appreciated. If a restaurant is a vendor they are encouraged to promote their restaurant location and hours.
No hamburgers, hot dogs, funnel cakes or other carnival type foods are allowed without host approval.
A Kansas food license is required. For vendors participating in six events or less a year, please contact the festival host for information on how to request a temporary food license.
Food vendors are responsible for paying their own sales tax.
Food vendors are responsible to make sure they meet Kansas Department of Agriculture health guidelines.
We encourage all food vendors to have adequate insurance coverage for the event. If you are accepted a copy of your “certificate of insurance”, will be requested by the festival host.
Every item sold in a concession must be approved by the festival committee.
Festival observers will check vendor foods at the festival. Vendors may be asked to remove an item if it wasn't approved. Food vendors are responsible for following health and safety regulations and for submitting sales tax.
FOOD VENDOR FEES:
Selling one food item plus drinks - $225
Selling multi food items plus drink -$300
110-volt outlets @ $20 each
220-volt outlet @ $40 each
Extra one-day passes @ $4 each
Tables (6' or 8') @ $8 each
Chairs @ $1 each
Food vendors will receive eight one-day passes. If more passes are needed, they must be ordered by April 15, 2010 to receive a reduced rate.
Limited parking for food vendor vehicles will be available on a case by case basis. Food trailers, carts and other small supply trailers will be allowed. Food vendors will be assigned parking as close as possible to their location. All other vehicles must be parked in designated exhibitor parking areas. Two parking permits will be issued.
If you feel you fit the criteria and would like to register please return to the Vendor Sign Up page by clicking here. Vendors will be notified as to their acceptance by February 15, 2010.Free Standing/Demonstrators
- Free-standing exhibits must tell the story of one of the rural culture elements: architecture, art, commerce, cuisine, customs, geography, history, or people.
- Only exhibits that cannot fit in an exhibit tent will be considered for free standing status. A Plains Indian teepee, Kansas stone carvers and blacksmiths, antique cars, and an antique fire truck are examples of free-standing exhibits.
- The free-standing exhibits must be set up and staffed for the entire festival schedule with an exception only for weather or host approval.
- All free-standing exhibits must complete an online registration form or request a hard copy form.
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Please keep in mind that the exhibits and demonstrations need to pertain to activities that are Kansas oriented.
Kansas cultural demonstrator who wants to demonstrate Kansas traditions and sell product - $155
Entertainer Criteria
All entertainers must presently live in Kansas.
The festival seeks diverse performers and especially those that promote an ethnic culture or represent a slice of Kansas life. The festival seeks to support entertainers and gives priority approval to those looking for regional or statewide bookings.
In exchange for performance, the festival offers the following:
Promotional booth space for the entire festival
The festival encourages performers to sell tapes or books and to distribute schedules of events or promotional information.
A mileage compensation in the amount of $100 will be given to each entertainment group.
IMPORTANT CHANGE: The festival will feature six entertainment acts each day with an allotment of 45 minutes to perform once on Saturday and once on Sunday. Due to this change we will be limited to the amount of entertainers being accepted to perform.
If you feel you fit the criteria and would like to register please return to the Vendor Sign Up page. Entertainers will be notified as to their acceptance by February 1, 2010.
Historic Performers Criteria
To be a part of the Kansas Sampler Festival historic performers, you must currently live in Kansas and wanting to promote yourself for future bookings.
The Historic Performers are part of a pre-formed group and has Group Tent status.
A Group Tent may design their own layout.
Group tents may choose a theme.
Performers must be approved by the Group Tent Leader (Ride into History) before registering.
Approval of historic performers, performance schedules and booth space is coordinated by the Historic Performers Group Tent Leader (Ride into History, Ann Birney, 2886 N. Hwy 99, Admire, KS 66830; Ph. 620.528.3580 e-mail: ridehist@satelephone.com
Performers receive booth space, a 6' table and 2 chairs to promote or sell materials, and make contacts for future bookings.
Sound equipment and technician will be provided at no charge if needed.
Electricity will be provided at no charge if needed.
Everyone in this tent must register online or fill out a paper form (if requested). A copy of the registration will be sent to the Group Tent Leader.
The Group Tent Leader will contact performers after the registration process to confirm performance times.
Kansas Product Vendor
This is a juried tent (also known as the Kansas Mercantile Tent) consisting of Kansas products. All products sold in this tent must be made and produced in Kansas by the exhibitor or have some close association to the exhibitor. The product should be unique to the individual or business and not be a replication of a franchise item. Also, the product must be for sale in a retail store and the producer should encourage travel to this store, as well. Absolutely no items made in another state or country are allowed.
Packaged food products are especially encouraged. Demonstrations and telling the story of your business is encouraged.
There will be a limited amount of space so exhibitors in this tent will be juried. Also, designated observers will be examining exhibit booths during the festival to make sure the products displayed meet the criteria. If they don't, the observer may ask the vendor to remove the product or entire display (no refund). Exhibitors are responsible for paying sales tax.
* Items made just for arts-and-craft shows are not eligible.
IF ACCEPTED, VENDOR TERMS ARE AS FOLLOWS:
This is a juried show and registering does NOT guarantee acceptance into the show. Online registration application must be received by the festival host no later than December 31, 2009.
Accepted vendors will be notified by January 15, 2010 of their acceptance.
If accepted, registration forms and fees must be received no later than January 31, 2010.
NOTE! You can still register anytime
after this date and will be contacted shortly after your registration
is received to let you know of your acceptance. After January
31, you may not be listed in the official program guide if accepted.
However, all vendors are listed in the day program handed out at the
festival.
Booths include:
- 10' by 8' booths @ $155 each
- 8' or 6' tables @ $8 each
- Chairs @ $1 each
-
110 volt outlets @ $20 each
-
(please supply your own electrical cords)
(In some cases, registration and acceptance will be made following the deadline date. To find out if there is still available space in the Mercantile Tent after the deadline please contact wendee@kansassampler.org or call 620-585-2374.)
Travel/Tourism Exhibitor
NOT ELIGIBLE:
Service companies like insurance companies and health distributors
Schools and churches unless some historical aspect of a building is being promoted (in that case no religious or enrollment information may be distributed).
Home based businesses
Social organizations such as Lions, Rotary, Girl Scout, etc. We encourage such organizations to participate by sponsorships, volunteering or having a food or beverage booth. No organization material may be handed out.
National franchise attractions, including lodging or restaurants.
Political booths are also not allowed.
Exhibitors in the travel tents should have creative informational displays that enthusiastically tell the story of their Kansas community attractions in a manner that will encourage the public to visit.
Sale items are discouraged though one item at a time can be put out, per approval of host (additional fee for this).
Please Note: These booths are 10 feet wide and 8 feet deep and should be designed to excite the public about visiting your community, attraction or event. We encourage these booths to tell the story of our state's culture - focusing on architecture, art, commerce, cuisine, customs, geography, history and people. Each individual booth registration includes four (4) daily passes and two (2) parking permits.
10' by 8' booths - $130* each
8' or 6' tables - $8 each
Chairs - $1 each
*Add $25 if selling product in booth (limit one item)
Kansas Wineries/MicroBreweries
No wine/beer sales are permitted on the festival grounds. A special city ordinance will allow small samples to be dispensed to visitors attending the festival.
Arrangements with local liquor stores to sell your product during the festival dates is allowed and encouraged.
The standard exhibitor booth size is a 10 foot (wide) by 8 foot (deep) grassy space under a large canvas tent.
All wine and microbrewery exhibitors serving samples will be located together in one tent.
Please Note: These booths are 10 feet wide and 8 feet deep and should be designed to excite the public about visiting your community, attraction or event. We encourage these booths to tell the story of our state's culture - focusing on architecture, art, commerce, cuisine, customs, geography, history and people. Each individual booth registration includes four (4) daily passes and two (2) parking permits.
10' by 8' booths - $130 each
8' or 6' tables - $8 each
Chairs - $1 each
Group Tents - Travel/Tourism Exhibitors
ATTENTION! KANSAS AUTHORS & KANSAS ARTISTS - Please use the link below to register through Group Tents - Travel / Tourism Exhibitors. Choose the appropriate group tent from the drop down box on the second page of the registration. Your invoice will be e-mailed directly from the festival host. These two tents are sponsored and not subject to the product fee.
Group tents may choose a theme.
Everyone in this tent must register online or fill out a paper form (if requested) entitled: 1) Group Tent Travel and Tourism Exhibitor or 2) Group Tent Kansas Products Exhibitor.
If you are a product vendor and part of a Group Tent, please use the Group Tent Kansas Products Exhibitor form.
REMEMBER!
Please Note: The size and cost of your booth will be determined by your Group Leader. Usually they are 10 feet wide and 8 feet deep and cost $130 per booth space. They should be designed to excite the public about visiting your community, attraction or event. We encourage these booths to tell the story of our state's culture - focusing on architecture, art, commerce, cuisine, customs, geography, history and people.
Each individual booth registration includes four (4) daily passes and two (2) parking permits.
10' by 8' booth is normally $130
8' or 6' tables - $8 each
Chairs - $1 each
Group Tents - Kansas Product Exhibitors
These product exhibitors must meet the same criteria as those exhibitors in the Kansas Products (Mercantile) tent.
Travel and tourism exhibitors that choose to sell one item must also meet the criteria as stated in under the Kansas Products (Mercantile) tent criteria.
KANSAS PRODUCTS CRITERIA:
All products sold in this tent must be made and produced in Kansas by the exhibitor or have some close association to the exhibitor. The product should be unique to the individual or business and not be a replication of a franchise item. Also, the product must be for sale in a retail store in Kansas. The producer should encourage travel to this store, as well. Packaged food products are especially encouraged. Demonstrations and telling the story of your business or product is encouraged.
Designated observers will be examining exhibit booths during the festival to make sure the products displayed meet the criteria. If they don't, the observer may ask the vendor to remove the product or entire display (no refund).
Exhibitors are responsible for paying sales tax.
* Items made just for arts-and-craft shows are not eligible.
10' by 8' booth is normally $155 for exhibitors selling products
8' or 6' tables - $8 each
Chairs - $1 each
Phone: 620-585-2374