Registration Process & Deadline
Complete and submit the online application form to be considered as a vendor at the Highlands Ranch Oktoberfest. Application deadline is Monday, September 16, 5:00 p.m; a $25 late registration fee is required after this date if there is still space.
Payment Note: All credit card payments are held in a 'pending' status. Payments will only be processed upon your application being accepted for this event. If not accepted, your payment will not be processed. You will get a confirmation email when you first complete the application process, and again when your application has been approved. Applications that are approved and accepted will be charged and no refunds will be given for any reason, no exceptions.
Booth Fees: (Booths space is 10' x 10')
Food vendors: $500 per booth
Businesses: $250 per booth
Hand Crafters: $125 per booth
Non Profits*: $125 per booth
*Nonprofit organizations must provide proof of 501(c)3 status.
Rentals: We have a limited number of 6' x 2.5' tables, chairs and tents available for rent. You must register in advance for these, rental fee will double the day of the event, and there is no guarantee they will be available.
Tents (includes weights): $50.00
Booth Space: This 10'x10' space will be ample for most vendors. It is MANDATORY that you bring your own 10x10 tent/canopy and 50 pound weights for each corner, to safely secure the tent. Due to the long hours of this event, a tent is required for each vendor to protect against various weather conditions. If you do not have a 10x10 tent you may rent one for $50 from the HRCA. The booth spaces will be on asphalt. The HRCA will require any tent or canopy not safely secured with weights to be removed.
Tents: This is a significant safety issue as Highlands Ranch often experiences gusty winds. It is required that your tent be secured with 50 lb. weights on each corner of your tent to prevent it from blowing over. Please do not simply rest weights on the feet of tent legs. HRCA will be checking to ensure that weights are being used. Any tent not properly weighted and secured will be asked to be taken down. You will be held responsible for any damage your tent may cause. HRCA will not be held responsible for damage caused by your tent.
Electricity: This event is OUTSIDE, and because many vendors require electrical power, we offer electricity for an added fee. The outlets and amps available for use are limited! If you choose to purchase electricity, it is critical we know what you will be powering to supply enough electricity to your booth.
Registration Closing Date: Monday, September 16 ($25 late fee is required after this date)
Event Date & Time: Saturday, September 21, 2:00 p.m. – 10:00 p.m.
Set Up Time: Saturday, September 21, 12:00 p.m. – to be completed by 1:30 p.m.
Break Down: Saturday, September 21, 10:00 p.m. Do NOT break down early
What to Bring:
- Your products, what you plan to showcase or sell
- Tables, shelves, boxes. (you must pre-register to rent tables, chairs, tents and electricity)
- Don’t forget a 10’x10’ tent to cover your booth and the required weights to secure your tent down.
- A Necessity Box with tape, scissors, string, a glue gun, etc.
- Signs/Banners (Names of crafts/business, prices, etc.)
- A Cash Box with change if you plan to sell anything.
- Fabric or a drop cloth to cover and decorate your table
- A dolly or moving cart to move your items. There will be no cart or assistance provided to help you load in/out. Please plan accordingly on how you plan to get your items in and out of the space.
Remember – It’s the Oktoberfest, so decorate accordingly! Make your booth inviting. Consider your electrical needs before you register, as you MUST pre-register for electricity. Also consider that using too much electricity may cause a power shortage for yourself & others.
Any vendor selling food will be required to obtain a Temporary Food Permit with the Tri County Health Department, tchd.org. THIS IS REQUIRED and you will not be able to sell food without it.
Selection Process: Priority will be given on a first-come first-served basis, and items must not compete with Town Center business tenant products. HRCA is not responsible for any lost, stolen, or misplaced samples. *The HRCA retains the right to move booth locations at our discretion without prior notification.
Event Promotion: Marketing efforts will include advertisements in the Highlands Ranch Herald, Your Hub, the HRCA News, HRCA’s website and on various other Highlands Ranch websites. In addition, posters and flyers will be posted throughout each of the four Recreation Centers in Highlands Ranch.
Important: Remember that this event is outside, RAIN OR SHINE, so plan accordingly. You must plan to stay for the entire event, from 2:00 - 10:00 p.m. If for any reason the event must be cancelled by the HRCA, your booth space fees will be refunded. Equipment rental is a fixed cost & will not be returned. No fees will be returned for vendor cancellations. No exceptions!
All HRCA facilities and events are non-smoking environments. Please do not smoke on the premises.
Due to the fact that weather in Colorado changes so quickly, the decision and announcement to cancel an event is made as soon as possible before the event is scheduled to begin. If the HRCA cancels due to severe weather, the HRCA will make every attempt to contact you and will refund all booth fees. Applicant is responsible for checking the Event weather line: 303-471-8888. If the exhibitor cancels because of severe weather or any other reason, absolutely no refunds are given.