VENDOR INFORMATION and TERMS & CONDITIONS
Submittal of a completed application (“Application”) and payment indicates acceptance and agreement to comply with Hawaii United Okinawa Association’s (HUOA) Winter Craft Fair terms and conditions. If any vendor is found in violation of the following terms & conditions, a penalty including but not limited to fines, loss of booth fees and/or further participation may be enforced.
· Vendors must follow all Federal, State, and Honolulu City & County laws.
· Vendors are responsible for their own merchandise and liability of their products. Vendors are responsible for their own taxes and applicable insurance, permits, and licenses required to run their business. This includes but is not limited to food trucks and food service vendors.
· LIABILITY: Vendors assume full liability and responsibility regarding the guarantee and warranty of all products sold. By your signature on the Application, you understood and agree that the company, organization, vendor, or individual submitting this Application will release and hold harmless the Hawaii United Okinawa Association, Hawaii Okinawa Center, the individual organizers, and volunteers of the Craft Fair from litigation arising from any damage, loss, theft, illness, or injury to any person or property caused by the activities, equipment and/or exhibit of the undersigned in or about the facilities at Hawaii Okinawa Center during the event that the Vendor has signed up for. The organization/individual submitting this Application accepts the location(s) in an "as is" condition, with all faults, known and unknown. HUOA reserves the right to terminate this Application at any time by giving the Vendor/Organization five (5) days prior written notice. Hawaii United Okinawa Association, Hawaii Okinawa Center, its employees, volunteers, and the individual organizers of the Fair assume no liability for any damaged, lost, or stolen items, or bodily injury, including, but not limited to, reason of weather, accident, vandalism, or theft.
HUOA RESERVES THE RIGHT TO EXERCISE FULL DISCRETIONARY POWERS IN THE AMENDMENT OF ANY CRAFT FAIR PROCEDURES AND THE ACCEPTANCE OF INDIVIDUAL VENDORS OR THEIR PRODUCTS.
· PROHIBITED ITEMS: The Hawaii United Okinawa Association reserves the right to ban the sale of any items deemed to be offensive or inappropriate for a family-friendly environment. Any items deemed inappropriate must be removed from sale and display immediately.
· NO CAMPAIGNING: Solicitation or campaigning activities for any person, organization, or affiliation is strictly prohibited.
· REGISTRATION: All applicants will be evaluated based on a variety of criteria, and notification of acceptance will be provided by the organizing committee by September 30, 2025. Payments will be processed according to the following schedule:
Application Deadline: September 15, 2025
Approval/Waitlist Notification: September 30, 2025
Payment Processing Date: October 1, 2025
Cancellation With Full Refund: Before October 25, 2025
No Refunds After: October 26, 2025
HUOA RESERVES THE RIGHT TO EXERCISE FULL DISCRETIONARY POWERS IN THE ACCEPTANCE OF INDIVIDUAL VENDORS/EXHIBITORS.
· BOOTH ASSIGNMENTS
o Vendors can indicate their preference, and the committee will try to accommodate as best as we can, but specific booth spaces are not guaranteed.
o Booth map and vendor assignments are subject to change for any reason at the discretion of HUOA.
o Booth Sharing is allowed and there is no additional fee. All participating vendors must complete the Registration Form. On the form, indicate that you are sharing a booth with another vendor and specify if you are the PRIMARY (paying) contact or SECONDARY and list their first & last name so that we can assign you together.
· SETUP
o Friday, November 28, 2025, from 2:00 pm to 6:00 pm.
o Saturday, November 29, 2025, from 7:00 am to 8:30 am.
o Vendors assigned a booth in the parking lot may drive up to unload everything at your assigned space(s), then immediately park outside the Hawaii Okinawa Center. To reduce vehicular congestion in the booth area and maintain safety, do NOT set up as you unload. ACTIVE UNLOADING ONLY.
o For vendors assigned to the Takakura Garden and Legacy Ballroom, there will be designated drop-off areas for you to unload. On Saturday, volunteers will be available to help transport things to your assigned booth. HAVE ALL BOXES MARKED WITH YOUR BOOTH NUMBER. Be advised that volunteers will not be available to assist you if you arrive prior to 7:00 am.
· PARKING: Vendors must find street parking in the surrounding neighborhood. If you require Disabled Parking accommodations, please contact the Event Coordinator.
· TENTS: You must fit in the space you purchased with no part of your setup (including tarp, guide wires, chairs, tables, merchandise, etc.) extending beyond your boundaries. Please secure all tents with sandbags or weights (no stakes) to avoid tents flying away. Vendors assigned in the parking lot will have eyehooks available. You will be financially responsible for any damage your tent may cause to other vendors, shoppers, and/or property of HUOA.
· POWER: Limited power is available for an extra fee in designated areas on a first come first served basis. Vendors must provide their own 25 ft. surge protector. NO EXCEPTIONS.
· CHILDREN: If your children are accompanying you, they must stay in your booth and not wander the property unattended.
· WEATHER: The HUOA Winter Craft Fair will go on, rain or shine. Be prepared for inclement weather. The date of the Craft Fair may be subject to change in the event of a natural disaster.
· CLEANUP: You are responsible for transportation and disposal of your own trash. Please clean your space before leaving. YOU ARE NOT AUTHORIZED TO ACCESS THE HAWAII OKINAWA CENTER’S TRASH BINS.
· ILLNESS: For the safety of our vendors, volunteers, and shoppers, if you are experiencing any COVID-like symptoms which include (fever higher than 100°F, chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting, or diarrhea), please DO NOT ATTEND this event. Please find a replacement to work at your booth. Be safe and stay home.
ADDITIONAL GUIDELINES FOR FOOD TRUCKS/FOOD SERVICE POP-UPS:
HUOA WILL ALSO HAVE A FOOD AND DRINK BOOTH. FOOD VENDORS SHOULD CONTACT THE EVENT COORDINATOR BEFORE SENDING IN AN APPLICATION.
· Food Vendors, please ensure that you are in compliance with Hawaii Department of Health guidelines as they apply to your products. You are not required to submit the food permit to us, but please have documentation available in the event of a Dept. of Health visit. If you are not in compliance, you may be subject to fines or be shut down. In the event of a closure due to non-compliance, booth fees will not be refunded.
· Vendors cooking on-site with an open fire or propane must have prior approval and a working fire extinguisher in their space. All cooking vendors must use a metal drip pan or cookie sheet under their cooking apparatus. Rug/carpets/cardboard are not allowed.
· SAMPLES: All food samples must be individually packaged and covered (i.e., sample cups with lid), no toothpicks. If offering samples, you must also provide a trash receptacle for sample waste.
· Food vendors who sell homemade products from their kitchen such as bread, mochi, cookies, jams, and other items listed on the Dept. of Health Homemade Food operation package on the health.hawaii.gov site (HMF Handout) must have the list of ingredients on its packaging along with the following statement: “Made in a home kitchen not routinely inspected by the Department of Health”.
