1. No cash payments will be accepted for vendor applications.

2. Any bounced checks or declined card transactions will incur a fee, and your acceptance into the festival will be subject to strict review.

3. Full payment is required within ten (10) days of the application close date. Failure to pay in full by this deadline may result in your booth space being reassigned to another vendor.

4. The Chamber must receive a completed and signed application, along with a minimum 50% deposit, by the stated late fee deadline. Applications submitted after this date without the required deposit will be subject to a non-refundable late fee.

5. Incomplete or unsigned applications, or those missing required information or deposit, will not be accepted.

6. Applications may not be accepted after the application deadline.

7. Vendors who cannot be placed or assigned a booth space will receive a full refund.

8. Vendors who are assigned a booth space will not receive a refund for any reason. Booth assignments will be announced no later than the space notification date listed on the application.

9. Any outstanding fees or fines from previous years must be paid in full before a new application will be considered.

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.

1. Tent Spaces: Spaces are up to 20 feet wide by 10 feet deep. Vendors must ensure that all tents and equipment fit within this footprint.

2. Trailer Spaces: Spaces are up to 25 feet wide by 10 feet deep, including the trailer, tongue, and all associated equipment.

3. If your tent or trailer exceeds the allotted space, you must purchase additional space prior to the event.

4. Parking Garage Tent Spaces (Handmade Crafts): These are limited to 10 feet by 10 feet.

5. To qualify for Handmade Craft pricing, vendors must provide proof that the products being sold are personally handmade. This classification is determined solely by the Committee, and all decisions are final.

6. Vendors approved for Handmade Craft pricing must be located in the Parking Garage. No outside booth space will be eligible for Handmade Craft pricing.

7. All professional food vendors will be classified as commercial vendors. No exceptions.

8. All politically affiliated organizations will also be classified as commercial vendors. No exceptions.

9. The Committee reserves the right to make the final determination for all vendor classifications.

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.

1. All food vendors are required to obtain a Kentucky-issued Temporary Food Service Permit. This permit must be presented to the Pike County Health Department during inspection. For questions, contact (606) 509-5533.

2. Food vendors will be inspected by the Pike County Health Department and must pass inspection to operate.

3. A fire extinguisher must be readily available at all food vendor locations.

4. Grills must be positioned away from buildings and tents to prevent fire hazards. Propane tanks must be securely fastened at all times.

5. Vendors must protect the street surface by placing mats and/or paper under all cooking areas to prevent grease buildup on the pavement.

6. All cooking oil and grease must be stored in appropriate containers and disposed of properly. Dumping oil or grease on the ground, in ditches, or in drains is strictly prohibited. Violators will be fined for each offense and may be removed from the festival without refund.

7. All Food Trucks must be inspected by the Pikeville Fire Department and must comply with National Fire Protection Association (NFPA) standards.

8. View the Food Truck Fire Safety Checklist here: Food Truck Fire Safety Checklist.

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.

1. No firearms, except as display pieces. No discharging of firearms.
2. The following are prohibited: obscene and/or illegal items, professional games, activities considered objectionable, silly string, and stink bombs.
3. To reduce an excess of similar products, we may limit the types of items being sold. Your application must include the top five products you sell.

• Alcohol vendors must provide:
  • Proof of valid state and federal licenses
  • Insurance
  • Sign the City of Pikeville's Use and Hold Harmless Agreement
  • Agree to pay a 3% alcohol sales tax at the festival's end.
• Alcohol sales begin at noon
• Sales end at 10 pm.

• Verification that your organization is a qualified tax-exempt 501(c)(3) entity must be provided.

1. Electrical Service & Connection Requirements

• Vendors must pay the required electrical service fees to utilize festival-provided power.
• 120-Volt Power (Standard 3-Prong Plug): Vendors may plug in their own cables.
• 240-Volt Power (4-Wire): Must be connected by the festival electrician.

2. Electrical Compliance & Safety

• All vendor booths must comply with the National Electrical Code (NEC).
• Unsafe booths (as deemed by the festival electrician) will not be connected to power.
• Vendors are responsible for ensuring their equipment functions with Ground-Fault Circuit Interrupters (GFCI). The festival electrician will not repair non-working vendor equipment or cords.
  • 2-prong cords and damaged cords will not work the festival's GFCI power services.
• The local Electrical Inspector has jurisdiction over booth electrical compliance.
• The Committee is not liable or responsible for non-compliant booths and refunds will not be issued for failure to meet the electrical standards.

3. Extension Cords & Equipment Requirements

• Vendors must provide a minimum of 150 feet of appropriately sized electrical cords.
• 120-Volt Cords:
  • Must be 12/3 gauge, outdoor-rated, and grounded (3-prong).
  • No 2-prong cables allowed.
• 240-Volt Cords:
  • Vendors must provide a 4-wire cable with an open wire end (pigtail) for hardwired connections.
  • No plugs will be used; all 240-volt connections will be hardwired.
  • Camlock twist connectors are recommended for all 240-volt connections.
  • Cable splices require camlocks (preferred) or weather proof housings for plugs.

4. Protection & Safety of Electrical Connections

• All electrical cord connections (120V & 240V) must:
  • Be protected by waterproof covers.
  • Be kept dry and off the ground to prevent rain, fire, and shock hazards.
• Vendors failing to use protective covers may face fines per violation or removal from the festival without a refund.
• Only authorized personnel may access electrical services—vendors may not remove electrical covers.

5. Electrical Service Limitations & Disruptions

• Breaker Reset Policy:
  • Breakers will be reset a maximum of three times.
  • If a breaker trips a fourth time, the vendor’s electricity will be disconnected without a refund.
• Prohibited Equipment:
  • Microwaves and electric heaters are NOT permitted.

Learn more and find examples of approved equipment here.

If you have questions regarding your electrical needs before the festival, contact the Chamber at 606.432.5504.

• Vendors requiring water must provide a minimum of 150 feet of hose.

1. No FIREARMS, except as display pieces. No discharging of firearms.
2. All DOGS must be leashed at all times within Pikeville City limits.
3. No BICYCLES or any other wheeled vehicles on the sidewalks or in the City Park.
4. No GOLF CARTS permitted without a permit issued by Pikeville Police Department.
5. STATE AND LOCAL LAWS – The purpose of Hillbilly Days is to support the Shriner's Hospitals for Children, have a good time, entertain friends and welcome visitors. Common sense, good judgment, safety, law enforcement, and basic rights of others will be maintained. Failure to follow the law will be met with appropriate action by law enforcement agencies and could result in denial of participation in future Hillbilly Days Festivals.

All vendors are required to follow both the Vendor and Festival Rules while at Hillbilly Days. Violation of these rules will result in expulsion from the Festival with no refund.

To ensure a safe, fun, and exciting festival for both vendors and guests, vendors committing violations to the Rules and Regulations may have fines applied to their account. All fines must be paid before the festival. Fines incurred during the festival must be paid by the festival close or vendors will not be permitted to apply the following year until all fines are paid.

• Late Application $50
• Bounced Check $50 per violation
• Declined Card $50 per violation
• No Show Vendor $50-$100
• Early Shutdown and/or Leave $50-$100
• Early Setup $50-$100
• Electrical Cable Violations $50-$150 per violation
• Improper Oil and/or Grease Disposal $50-$150 per violation