Hillbilly Days Festival

Vendor Classifications and Fees
$125   501(c)(3) Non-Profit NO Sales
$300   501(c)(3) Non-Profit WITH Sales
$400   Handmade Crafts (10x10 feet) (no resale items)
$600   Commercial Vendors (up to 25x10 feet) (merchandise & food)
$600   Alcohol Vendors (20x10 feet)

Other Fees
$5       Application Processing Fee
$0       Water hookup
$30     Per 2 feet of extra footage for commercial spaces
$30     Basic power, 120V / 15 or 20 amp Electric hookup ($1.50 / amp)
$45+  Electric available up to 240V and up to 100 amps ($1.50 / amp)
$50     Late fee (if applicable after February 1)

Notices

• Applications received after February 1 will be charged a late fee
• Vendors MUST pay a minimum of 50% deposit with application
• Photo of tent / trailer with tongue & awning required with application
• Photo of merchandise required with application
• Once your space is assigned, deposits are non-refundable

The applicant acknowledges that this application along with the Hillbilly Days Vendor Rules and Regulations constitute a binding and valid contract between the applicant and the Southeast Kentucky Chamber of Commerce and the Hillbilly Days Committee if the application is accepted.

This contract is enforceable and the laws of Kentucky shall control the interpretation of the contract. The venue for any dispute shall be in Pike County, Kentucky.

The applicant agrees and acknowledges that by signing this agreement they are not guaranteed any specific amount of funds from the sale of the items which they are applying for space. They further acknowledge and agree they will indemnify and hold the Southeast Kentucky Chamber of Commerce and the Hillbilly Days Committee harmless from any and all claims made by any third party as a result of their performance pursuant to this agreement.

The applicant acknowledges that no promises or statements made by a Southeast Kentucky Chamber of Commerce or Hillbilly Days Committee representative can modify or alter the terms of this agreement unless the changes are in writing and signed by both the applicant and the Southeast Kentucky Chamber of Commerce and the Hillbilly Days Committee.

The Southeast Kentucky Chamber of Commerce and the Hillbilly Days Committee reserves the right to refuse any and all applications. They also have the right to allow a vendor to set up as well as the right to close the booth of any vendor not following the Hillbilly Days Vendor Rules and Regulations included in this form. Inappropriate and disrespectful behavior, foul language or refusal to follow the requests of Hillbilly Days Staff will not be tolerated. Any vendor in violation will be required to leave immediately. There will be NO refunds.

Vendor Rules and Regulations

1. Vendor Space and Setup

• Tent Vendors: Street spaces are up to 20' wide x 10' deep. All tents and equipment must fit within this footprint.
• Trailer Vendors: Street spaces are up to 25' wide x 10' deep, including trailer, tongue, and all equipment.
• Additional Space: Vendors whose setup exceeds the allotted space must purchase additional space prior to the event.
• Handmade Craft Vendors: Located in the Artisans Village (parking garage). Space is limited to 10' x 10'.
• Commercial & Non-Profit Vendors: Located on designated street spaces.
• Alcohol Vendors: Assigned to Bootleggers Alley.

Setup & Check-In

• All vendors must report to their assigned staging area and check in before setting up.
• No vendor may set up before their assigned time. Early setup may result in removal from the festival without refund.
• Vendors are responsible for the setup and teardown of their booth space.
• Storage for excess product is not provided.

Booth Requirements

• All tents must be secured with a minimum of 40 lbs. of weight on each leg.
• Grills must be kept away from tents and buildings. Propane tanks must be secured.
• No stakes may be driven into pavement or concrete.
• Generators are not permitted unless expressly approved by the festival.
• Vendors must keep booth spaces clean, organized, and visually appealing throughout the event.
• All signage, products, and activities must remain inside the designated booth space. Roaming sales are prohibited.
• Passenger vehicles are not permitted to park in or behind vending spaces.
• No vendor may move from one booth space to another without written permission from the Southeast Kentucky Chamber.
• No vehicle or stock truck parking in front of open downtown businesses.

2. Application & Payment Policies

Application Process

• Completed and signed applications must be submitted with a minimum 50% deposit by the late fee deadline to avoid penalties.
• Incomplete or unsigned applications will not be accepted.
• Applications submitted after the deadline will not be considered.
• No cash payments will be accepted.
• Bounced checks or declined cards will incur a fee and may jeopardize acceptance.

Payment & Refunds

• Full payment must be received within 10 days of the application deadline or space may be reassigned.
• Vendors who are not assigned a booth space will receive a refund.
• Vendors who are assigned a booth space will not receive a refund for any reason.
• Notification of space assignments will be sent by the date listed on the application.
• Outstanding fees or fines from previous years must be paid in full before a new application will be accepted.

3. Vendor Classification & Product Restrictions

• The Hillbilly Days Committee makes the final determination on all vendor classifications.
• Political organizations and professional food vendors will be classified as commercial vendors — no exceptions.
• Handmade Craft vendors must provide proof of handmade products to qualify for discounted pricing.
• Handmade Craft pricing applies only to vendors placed in the Artisans Village.
• To avoid an overabundance of similar products, the committee may limit the types of items offered.
• Vendors must list their top five products on the application.
• Vendors claiming 501(c)(3) tax-exempt status must provide documentation. The committee reserves final approval.

4. Conduct & Compliance

• Disorderly conduct, profanity, or disrespect toward staff, volunteers, or attendees will result in removal from the festival without refund.
• In the event of a dispute, the decision of Festival Staff or Volunteers is final.
• Vendors who close early, fail to show, or leave without notice may be fined and/or disqualified from future participation.
• No-show vendors may be assessed a fee before a future application is accepted.
• Subleasing booth space is strictly prohibited. Only the Southeast Kentucky Chamber of Commerce may assign vendor spaces.
• All dogs must be leashed at all times within Pikeville city limits.

5. Health & Safety

Food Vendors

• Must obtain a Kentucky-issued Temporary Food Service Permit and present it to the Pike County Health Department at inspection. (Contact: 606-509-5533)
• Must pass inspection by the Health Department.
• Must have a fire extinguisher readily available.
• Must place mats or paper under all cooking areas to prevent grease buildup.
• All cooking oil and grease must be stored and disposed of in proper containers. Dumping on the ground, in drains, or ditches is strictly prohibited and may result in fines or removal from the event.
• Food trucks must pass inspection by the Pikeville Fire Department and comply with NFPA standards. See the Food Truck Fire Safety Checklist.

General Safety

• If electricity is provided, vendors must use approved extension cords and weatherproofing.
• Vendors should prepare for inclement weather. Tents and equipment must be secured in the event of high winds.
• All waste must be properly disposed of. Vendors may not leave trash behind after teardown.

Handmade Craft Vendor Rules and Regulations

1. Product Requirements

• Handcrafted Definition: At least 50% of a vendor’s products must be made and/or designed by them. This includes:
  • 3D-printed items
  • Laser-engraved or laser-cut products
  • Sublimated or screen-printed designs
  • Vinyl products
• No Resale Products:
  • Handmade items purchased for resale do not qualify as handcrafted.
  • If your product can be available from another vendor at the festival, it is not considered handcrafted.

2. Space & Location

• Booth Size: Handmade craft vendors are limited to a 10’ x 10’ space, with a maximum of two spaces.
• Designated Area: Handmade vendors must be in the parking garage to receive the handmade pricing—no exceptions.

3. Additional Rules

• Proof of Craftsmanship: Vendors may be required to provide proof that they create the products they sell.
• On-Site Equipment: Any laser engravers used on-site must be exhausted through an air purification system to ensure safety.

Applications Open: October 2025 | Applications will be available by mid-October.

Late Fee After: February 1, 2026 | All applications considered late after February 1.

Applications Close: March 15, 2026 | No refunds will be issued after this date.

Final Payment Due: March 23, 2026 | No space will be assigned without full payment.

Space Notification: March 25, 2026 | Vendors will be notified of their placement no later than this date.

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