These policies provide guidance for vendor conduct before, during, and after Highlands Ranch Community Association (HRCA) events. While not all-inclusive, they allow HRCA and its employees to make final decisions on all matters. Failure to comply with these policies may result in an inability to vend at future HRCA events.

No Smoking:

All HRCA facilities are non-smoking and vaping environments. Tobacco products, including e-cigarettes and vapes, are prohibited on HRCA property. Smoking is not permitted anywhere on the premises.

Vendor Conduct:

Vendors are expected to act in a professional manner while attending HRCA events. Vendors whose actions are deemed unprofessional or unsafe may be asked to leave and may be barred from attending future HRCA events. HRCA is committed to maintaining a safe environment free from bullying and harassment. HRCA requires that all vendors refrain from bullying or harassing anyone, including members of the public, other vendors, HRCA staff, and HRCA volunteers.

Concessions:

HRCA does not guarantee any concessions or food will be provided during the show. Vendors are permitted to bring their own food and non-alcoholic beverages for personal use. However, HRCA will not provide use of a refrigerator, microwave, or other kitchen appliances during the event. Vendors are permitted to bring a small cooler for personal use that must be stored within the bounds of their booth. Large coolers, hot plates, crockpots, roasters, and other portable cooking items are not permitted.

Deliveries:

HRCA will not accept any deliveries on behalf of vendors. Any packages that arrive for vendors will be returned to sender at the sole expense of the vendor.

HRCA will make reasonable efforts to appropriately market events. This often includes advertisements in the HRCA Activity Guide, HRCA Newsletter, on the HRCA website and social media accounts, and physical-medium advertisements in the four HRCA recreation centers.  

For vendors wishing to promote the event on their advertising channels, they must represent the HRCA in an appropriate manner. Vendors are not permitted to use the HRCA logo, event logo, or other trademarked materials on advertising materials. Vendors should not attempt to impersonate the HRCA or its employees in their marketing. If the HRCA feels a vendor’s advertising is inappropriate, the vendor may be asked to remove it.

Taxes:

All vendors must have a State of Colorado Special Event Sales Taxes License. All vendors are solely responsible to remit tax payment to the State of Colorado. HRCA is required by the State of Colorado to submit tax information for all vendors who attend HRCA events. For further information on taxes, please visit the Colorado Department of Revenue website.  

Security:

HRCA will strive to ensure the safety and security of your items but cannot be held liable for loss, theft, or damage. 

Internet:

HRCA Recreation Centers provide free Wi-Fi to all guests, including vendors. No hardline connections or dedicated wireless networks are available.  

Soliciting to Members Using Facility:

The Eastridge Recreation Center is a multipurpose recreation facility. Please be respectful of others using the facility for non-event related purposes. Solicitation outside of the designated event space is not permitted.  

Application Process:

Applications for all events will be accepted online through the HRCA website. After filling out an application, you will receive an email to confirm that your application has been received. Filling out an application does not guarantee your participation. If approved, HRCA will reach out to the contact listed on the application to confirm your participation. HRCA reserves the right to refuse any application. Businesses that directly compete with HRCA events, programs, and classes will not be permitted. Prior participation in HRCA events does not guarantee participation in future HRCA events.  

Payment:  

All payments will be taken through the online application. We do not use Facebook, Venmo, or any form of social media to receive payments. If you are approved for the event, you will receive an invoice to pay online. If your application is not approved, your payment will not be processed. 

Exclusivity:

Approval of your application does not guarantee exclusivity. However, HRCA will make reasonable efforts to limit the number of vendors selling the same or similar products. If you display items that were not discussed during the application process, you may be asked to remove them.  

Cancellations, No-Shows, and Refunds:

Following the approval of your application, registration fees are non-refundable at any time, for any reason. Vendors who cannot attend are encouraged to reach out to the posted Event Coordinator for the event and inform them of their inability to attend prior to the event. Vendors who cancel less than 48 hours prior to the event start, or do not show for the event, may not be permitted to attend future HRCA events.

HRCA events are rarely canceled and will proceed as scheduled if our recreation center facilities remain open. If HRCA must cancel an event, the decision will be made as early as possible before an event is scheduled to begin. Updates will be shared through the HRCA website, HRCA social media, and local media if necessary. If HRCA cancels due to severe weather, HRCA will make reasonable attempts to contact vendors to refund booth fees.  

Waitlist: 

HRCA will continue to accept vendor applications after the event is full. These applications will be placed on the waitlist and no payment will be processed. If you are placed on the waitlist, you will be informed of such.  

In the event of a cancellation, HRCA will review the waitlist to find a suitable replacement. Vendors will not necessarily be accepted from the waitlist on a first-come, first-served basis. HRCA will attempt to make an acceptable substitution, which may take requested booth size, products sold, or other variables into consideration.  
If you are accepted from the waitlist, HRCA will make every effort to give you appropriate notice. If you are accepted from the waitlist and are unable to attend, please let us know as soon as possible. Your payment will not be processed until you confirm your attendance.  

Application Deadline: 

Applications will remain open until the end of the load-in period the night before the event, unless otherwise mentioned. If the show is full, all applications will be automatically added to the waitlist.  

All vendors are required to stay within their designated booth space. No items, including signs, advertisements, or displays, may extend beyond the booth space. Vendors are not permitted to solicit outside of their booth space. Adequate access to emergency exits must be maintained. Booth spaces should be kept clean, tidy, and free of safety hazards.

Booth Sizes:

HRCA offers a variety of booth spaces. Please read the descriptions below to find the best fit for you. 

• Mini Booth (4’ x 8’) - $100: This narrow 4’ deep and 8’ wide booth accommodates a 6’ table. This space is perfect for first-time crafters or those with a smaller inventory. Mainly located on the Running Track.
• Regular Booth (8’ x 10’) - $150: This standard sized booth is 8’ deep and 10’ wide. It’s perfect for regular craft show vendors or those with a larger inventory.

Optional Add-Ons:

Optional Add-Ons must be booked in advance. Please be sure to mark any add-ons on your application. Vendors are not able to add-on items after booth assignments are made, so no changes will be made upon vendor arrival.  

• Corner Space - $30: A corner space is defined as being at the end of a row, thus having two sides of the booth accessible to shoppers. A corner space does not mean it is in a corner of the facility. These are limited and available on a first-come, first-served basis.
• Tables - $10: Booths do not include any tables. HRCA has a limited number of 6’ x 2.5’ folding tables available for rent. Tables must be reserved ahead of time and will be set up in your booth space prior to your arrival.
• Chairs - $5: Booths do not include any chairs. HRCA has a limited number of folding chairs available for rent. Chairs must be reserved ahead of time and will be set up in your booth space prior to your arrival.
• Electricity - $35: There are limited outlets and amperage available in the Eastridge Recreation Center Gym. Please list all your electrical needs on the application form. HRCA will make a good faith attempt to meet your electrical needs, but they are not guaranteed. If HRCA is unable to meet your needs, you will be given appropriate notice. HRCA does not provide any extension cords for vendors. All electrical cords must be properly secured to the floor to avoid tripping hazards.

Booth Assignments:

HRCA reserves the right to change your booth location at any time, without notice. Requests may be taken but are never guaranteed. Vendors must stay within the limits of their assigned booths. Vendors are not permitted to change or swap booths.

Item Storage: 

No items may be stored by HRCA during the show. This includes boxes, crates, dollies, cart and backstock items. All items must be stored within the limits of the assigned booth or removed from the building.  

Booth Staffing:

Booths must be staffed during all public event hours. 

The following items are prohibited in the Eastridge Recreation Center:

• Nails, tacks, duct tape   
• Confetti or loose glitter
• Tents, canopies, easy-ups, etc., including the frame
• Large coolers
• Hot plates, crockpots, roasters, or other cooking items
• Weapons, including firearms, knives, etc.
• Pets of any kind (service animals are permitted)
• Open flames, including candles, lighters, etc.
• Propane tanks and helium tanks
• Political merchandise
• Alcohol
• Tobacco products, including e-cigarettes and vapes

Load-In Times:

Load-In times are 3-7 p.m. on the Friday before the event and 7-8:45 a.m. on the day of the event. Vendors are expected to be fully set up by 8:45 a.m. on the day of the event. Vendors who are not prepared for the event start will not be permitted to continue loading-in following the end of the load-in time period.  

Parking:  

Parking at the Eastridge Recreation Center is very limited. Please be courteous towards other vendors and regular patrons of the facility during Load-In/Set-Up times. Please unload your vehicle and move it to the designated parking area in the back of the parking lot BEFORE setting up your booth indoors. During the show, please park in the designated parking area to allow shoppers to use the closest parking spaces. 

Unloading:

Events in the Eastridge Recreation Center Gym feature two booth locations, those on the Gym Floor and those on the Running Track. Please refer to your assigned booth location to determine the best load-in plan for your booth.

• For booths on the Gym Floor, please enter through the back entrance of the gym, which is on the ground floor on the north side of the building. To reach the entrance, take University Blvd, turn north on Fallbrook Drive, and drive west through the parking lot to the north side of the gym. Please unload through this entrance.
• For booths on the Running Track, please enter through the front entrance of the facility. From University Blvd, turn into the Main Entrance and use the short-term parking lot in front of the building. As this is short-term parking, please unload and move your vehicle to the designated parking area before returning to the building to set-up. The Running Track is on the upper level, so please do not enter through the Gym Floor entrance.

Loading Assistance:

An attempt will be made to provide volunteers to help with unloading. However, there is no guarantee that the HRCA can offer any unloading assistance. HRCA recommends bringing friends or family to assist you. HRCA, its employees, and volunteers cannot be held responsible for damaged or broken items.  

No carts or dollies will be available to help you with load-in/out. Please bring your own dollies, carts, etc. for the load-in/out process.  

Load-Out Times:

Load-Out begins at 5 p.m. at the conclusion of the event. In order to respect our late visitors and other exhibitors, do not begin breaking down your booth prior to this time. This includes packing up items, taking down signs, and removing items from the building. Vendors who begin loading-out early may not be permitted to attend future HRCA events. All vendors must complete their load-out and vacate the facility by 6:30 p.m. Any items remaining in the facility after 6:30 p.m. will be moved outside to ensure the space is cleared on time.

Disposal of Large Items:

HRCA is unable to dispose of large items, including boxes and pallets. Vendors are required to remove any excess trash and large items prior to the end of the load-out time. Vendors who fail to do so, may not be permitted to attend future HRCA events. 

Items Left Behind:

Items cannot be left at the facility at the conclusion of the event. Any items left in the facility may be removed by HRCA at its sole discretion. This may include off-site storage, proper disposal, etc. at the sole expense of the vendor. Due to limited space, storage will not be permitted.