Hot Air Jubilee Vendor Rules/Regulations July 18-20, 2025

IMPORTANT - PLEASE READ COMPLETELY!

Festival Hours:
Thursday July 17 - Balloon Activities Only
Friday July 18 - 3:00 PM - 11:00 PM
Saturday July 19 – 3:00 PM – 11:00 PM
Sunday July 20 - Balloon Activities Only

Festival is Rain or Shine.

Vendor Hours:
Friday, July 18 – 3:00 PM - 11:00 PM
Saturday, July 19 – 3:00 0M - 11:00 PM
Note: The balloons will launch early morning (7 AM weather permitting), and the general public is invited to participate. Vendors are not required to be open for the morning balloon launches.

Vendor Fees:
Non-Profit Booth -$75.00
Merchandise Sales - $150.00

Food Vendor Fees:
Food Vendor - $390.00
Non-Potable Water Connection - $150.00 (additional)

New Vendors: New vendors must submit photos of items to be sold with the completed application. Photos become the property of the Hot Air Jubilee and will not be returned.

Applications: Prior to the event, all vendors are required to submit a signed application, and signed acknowledgement of rules and regulations. Applications must be submitted no later than Monday June 24, 2025. Late applications will not be accepted. Applications will not be considered complete until all forms are received. Any vendor who cannot conform to these guidelines will not be accepted.

Applicants will be notified of their acceptance and invoiced for fees, if accepted, within 14 days of application.

No refunds will be given after June 24, 2025

Refunds will be given minus any administration fees

Accepted Promotional/Sale Items: Vendors will not be permitted to giveaway food or beverages, with the exception of samples of food or beverage items for sale. Only items listed on completed application will be permitted to be sold/given away.

Booth Size: Booth layout is approximately 12’ x 12’

Booth Location: Booth location is at the discretion of the Hot Air Jubilee Production Committee.

Parking & Passes: All vendors will be provided two (2) parking passes in the designated vendor parking area. Additional vehicles must be parked in the designated General Public Parking areas. Any unauthorized vehicles in the vendor area will be towed at the owner’s expense. There is NO DRIVING in the festival site area between 2p. and 10p. on Friday and Saturday. If vendors need to restock during these times, you must do it using carts.

Set up Time: Set-up time will be Friday from 10:00 AM until 2:00 PM. Vendors will not be allowed to setup until all required documents and fees are received. All vendors are required to be set up and ready to conduct business no later than Friday at 3:00 PM prior to when the gates are open to the general public.

Tear Down Time: Tear down is be permitted to occur Saturday night after closing at 10:00p. NO EARLY TEAR DOWNS PERMITTED WITHOUT PERMISSION. Vendors are responsible for cleaning their area of trash, boxed, etc. These items should be placed in the receptacles provided by the event. A fee will be assessed if a site is left with trash and future applications to the event will not be approved.

Supplies and Equipment: Vendors will supply their own tent, tables, display units, chairs, and etc. and any additional equipment necessary to operate their booth space. Restocking: If necessary, restocking of booth will be permitted on Saturday starting at 7:00 AM, and must be completed no later than 2:00 PM.

Sales: Vendors are responsible for their own sales. Only one company per booth permitted. Sales Tax: Each vendor selling items must submit a current copy of the Michigan Sales Tax License with the application, and is responsible for submitting all applicable taxes, including sales tax to the proper agencies. No exceptions. Michigan law requires sales tax to be collected on every sale to the consumer. Vendors must sell goods only from their designated booth area. No hawking and no public address system are allowed.

Food: Food vendors must have a valid Jackson County Health Department Permit or State Certificate. Inspections will be made upon arrival and throughout event.

Security: Security is provided to monitor the festival grounds; however, the Grantor is not responsible for any loss or stolen items. Vendors are liable for their own merchandise and display pieces. The Hot Air Jubilee and its representatives are not liable for any theft or vandalism. The Hot Air Jubilee highly recommends vendors remove or secure their merchandise when vendors are not present.

Indemnification: The Hot Air Jubilee, Inc., its sponsors, members and participants will not be liable for any expense/loss incurred by the vendor and the vendor agrees to indemnity the Hot Air Jubilee, Inc. as additional insured. Certificates must be submitted with the vendor application. Failure to do so will result in a returned application.

Insurance: Vendors must provide a valid Certificated of Liability Insurance naming the City of Jackson, Ella Sharp Park, and The Hot Air Jubilee, Inc. as additional insured. Certificates must be submitted with the vendor application. Failure to do so will result in a returned application.

Behavior: Consumption or promotion of alcoholic beverages, foul language, violation of state rules or other actions deemed inappropriate by the Hot Air Jubilee Committee will be cause for immediate removal from premises and denial of future participation in the event.

Note: Hotels might be booked up around Jackson because of other events going on this weekend, so please book yours as soon as possible.

I agree to work in a cooperative manner with the Hot Air Jubilee, Inc. as we all work together for a successful event. I have read and understand the Vendor Rules/Contract and agree to abide by all guidelines. Failure to comply may result in future non-invitation to participate.

Vendor Applications

Registration Open for: