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 - Mercantile Tent • Travel/Tourism Exhibitor • Kansas Wineries/MicroBreweries • Kansas Artist Criteria • Group Tents - Travel/Tourism Exhibitors • Group Tents - Kansas Product Exhibitors
Food Vendor Criteria
Food vendors will be accepted after meeting approval from the festival host. Vendors will be notified as to their acceptance by February 6, 2012.
- 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.
- 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. Buffalo burgers are allowed.
- A Kansas food license is required except for vendors participating in six events or less a year.
- Food vendors are responsible for paying their own sales tax. For information about events sales tax go to: http://www.ksrevenue.org/specialsalesevents.html
- Food vendors will be required to add the Kansas Sampler Festival as a rider on their insurance and submit a copy with their payment prior to the festival.
- 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.
Z Bottling Corporation - 907 W 5th St., Scott City, KS 6786; 877-928-3717
Scheopner's Water Conditioning -2203 E. Fulton Plaza, Garden City, KS 67846; 800-481-5121
FOOD VENDOR FEES:
Selling one food item plus drinks - $225
Selling multi food items plus drink -$300
110-volt outlets @ $20 each (please provide your own electrical cords)
220-volt outlet @ $40 each
Additional one-day passes @ $4 each (Food vendors will receive eight (8) one-day passes. If more passes are needed, they must be ordered by April 15, 2012 to receive a reduced rate.)
Tables (6' or 8') @ $8 each
Chairs @ $1 each
Food vendors will receive two (2) parking permits. Handicapped permits are available upon request.
No booth refunds will be given in case of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
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 click the button below to begin the registration process. Vendors will be notified as to their acceptance by February 6, 2012.
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.
- 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
8' or 6' tables - $8 each
Chairs - $1 each
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 which includes a draped 8' table and two chairs (more available upon request)
- Sound equipment and technician will be provided at each stage.
- Electricity will be provided at no charge in your booth if needed.
- 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. If performing one day, the amount will be $50.
- Performers will receive two (2) one-day passes for each individual performer or for each member of your group and parking permits as needed. Handicapped permits are available upon request.
The festival features a limited amount of entertainment acts each day with an allotment of 45 minutes to perform once on Saturday and once on Sunday. Performers are welcome to take part in jam sessions (without sound equipment) in the Entertainers Tent.
If you feel you fit the criteria and would like to register please return to the Vendor Sign Up page. Entertainers will be notified by e-mail as to their acceptance by February 6, 2012.
Historic Performers Criteria
To be a part of the Kansas Sampler Festival historic performers, you must currently live in Kansas and are 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.
- Performers will receive two (2) passes for each member in their performance group and two (2) parking permits. Handicapped permits are available upon request.
- 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 - Mercantile Tent
This is a juried tent consisting of Kansas products.
Registering does not guarantee acceptance into the show. Accepted vendors will be notified by February 6, 2012 of their acceptance.
(In some cases, registration and acceptance will be made following the deadline date. To find out if there is still available space in the Kansas Products Tent after the deadline please contact wendee@kansassampler.org or call 620-585-2374.)
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.
- Absolutely no items made in another state or country are allowed.
- No home based businesses allowed - example: Scentsy, Premier Jewelry, etc.
- The product must be for sale in a retail store and/or Farmer's Market in Kansas
- The producer should encourage travel to this store and/or Farmer's Market.
- 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.
Please Note: Booths are 10 feet wide and 8 feet deep and are inside a tent with four covered sides. The space in the tent is tight so if you need even 6" beyond these measurements, please order an additional booth.
8' or 6' tables - $8 each
Chairs - $1 each
No booth refunds will be given in case of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
Registering does not guarantee acceptance into the show. Accepted vendors will be notified by February 6, 2012 of their acceptance.
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 - example: Scentsy, Premier Jewelry, etc.
- 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. No political materials will be distributed.
- Sale items are discouraged though one item at a time can be put out, per approval of host (additional fee for this).
TRAVEL/TOURISM BOOTH FEES AND OTHER INFORMATION:
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.
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)
No booth refunds will be given in case of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
Kansas Wineries/MicroBreweries
- Those eligible for this tent are Kansas Wineries and/or Microbreweries who are currently in business, are open to the public and are willing to educate visitors about their product.
- No bottled 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 (in accordance with state law covering wine/beer distribution) during the festival dates is allowed and encouraged.
- 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. 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
Selling product (wine/beer accessories, gift items, t-shirts, etc) - $25 extra
No booth refunds will be given in case of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
Kansas Artist Criteria
- The artwork will be juried so that we have a diverse and quality group of artists.
- The artist should currently reside in Kansas
- All artwork exhibited and 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.
- The artwork should also be for sale in a retail store, museum gift shop, art gallery, etc. The artist should encourage travel to this store or gallery, as well.
- Demonstrations and telling the story of your art is encouraged.
- Absolutely no items made in another state or country is allowed.
- Exhibitors are responsible for paying sales tax.
Artists will provide a website address where their work can be viewed or if not applicable, the artist will provide three (3) photos of their artwork either by e-mail or by regular mail. They can be sent to wendee@kansassampler.org or mail to Kansas Sampler Foundation, 978 Arapaho Rd., Inman, KS 67546.
Artists will be notified of their acceptance by February 6, 2012.
Please Note: Booths are 10 feet wide and 8 feet deep and are inside a tent with four covered sides. The space in the tent is tight so if you need even 6" beyond these measurements, please order an additional booth.
10' by 8' booths - $155 each
8' or 6' tables - $8 each
Chairs - $1 each
Each individual booth registration includes four (4) daily passes and two (2) parking permits.
No booth refunds will be given in the event of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
Group Tents - Travel/Tourism Exhibitors
A group tent consists of tourism regions and alliances such as Southeast, Northwest, Dickinson County and so on. If you are not associated with these types of groups then fill out the regular Travel/Tourism Exhibitor form. CLICK HERE
If you are part of a group tent, the designated group tent leader will receive an e-mail notification of the online registration form and will invoice you accordingly.
- Pre-formed groups (tourism regions, alliances) may request Group Tent status. All criteria described below must be followed.
- A Group Tent may design their own layout, may mix and match Kansas travel and tourism booths with Kansas product booths.
- Exhibitors are allowed to sell and display only one item in the group travel/tourism booths and will pay an additional $25 fee. The selling of items must be a secondary part of the display and not dominate the focus of the exhibit. If this policy is abused, exhibitors will be asked to discontinue selling any items. (An example of this criteria would be if an exhibitor wants to sell a town t-shirt then only one t-shirt can be displayed at a time. Exhibitors cannot display four different versions of the town t-shirt and multiples of any one shirt.) This policy does not apply to product vendors.
- May have entertainers in the tent however the group tent entertainment plan must be approved by the festival organizers. The sound system will be the responsibility of the group tent. The tent will be placed in an area that does not compete with other entertainment.
- 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.
NOTE: If you are a product vendor and part of a Group Tent, please use the Group Tent Kansas Products Exhibitor form.
Please Note: The size and cost of your booth will be determined by your Group Leader. The cost charged by the group may be higher than the standard festival booth fee. 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.
10' by 8' booth is normally $130
Selling one product - $25
8' or 6' tables - $8 each
Chairs - $1 each
Additional daily passes - $4 each (must order by April 15, 2012 to receive discount)
REMEMBER! If you are part of a "group" tent you will send your completed registration form and payment to your group tent leader and NOT to the Kansas Sampler Festival.
No booth refunds will be given in the event of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
Group Tents - Kansas Product Exhibitors
Those who promote a Kansas product are eligible to set up a booth in a Group Tent if the pre-formed group chooses to include products in their group display scheme and if the product exhibitor is a member of that group alliance or is approved by the group.
These product exhibitors must meet the same criteria as those exhibitors in the Kansas Products tent.
Travel and tourism exhibitors that choose to sell one item must also meet the criteria as stated in under the Kansas Products 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.
- The product must be for sale in a retail store and/or Farmer's Market in Kansas.
- The producer should encourage travel to this store and/or Farmer's Market.
- 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.
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 $155 per booth space for exhibitors selling products.
10' by 8' booth is normally $155 for exhibitors selling products
8' or 6' tables - $8 each
Chairs - $1 each
Additional daily passes - $4 each (must order by April 15, 2012 to receive discount)
No booth refunds will be given in case of inclement weather and refunds for booth cancellations will only be given through March 31, 2012.
Phone: 620-585-2374