Saturday, September 28, 2024
BGIF by SOCU
#bgifbysocu

Sponsors at the $2,000 level or above can arrange booth space using this form. Others are excepted on a case by case basis. People hosting booths for food, merchandise or displays not related to our foreign culture theme should use this application.

Apply early, there is not a deadline for booth space but space is limited.

Inform us as soon as possible if you are unable to attend as we run out of space and have to turn away applicants. If you need more booth space than you put in your application be sure to request it as soon as possible as it won’t be available by event time. Space is limited, please do not request more than is needed for what you are doing.

Special Interest Application

  • Name of the club, organization or business that will host this booth. (Vendors/exhibitors registered/paid by Noon the Saturday before the event will receive 8 free admission tickets. If more than 8 people will be actively working at your booth email director@bginternationalfest.com to request additional tickets. Workers without tickets must pay admission (note: tickets cost less if purchased in advance online).
  • Person who can be contacted about this application.
  • Describe why you feel your booth which does not educate about a foreign culture should be approved for participation (Sponsors of $2,000 need only note that for exemption).
  • Describe your booth plans. List items to be sold or displayed.
  • Pro booths are professional vendors and business related booths. Non-Pro booths are for nonprofit organizations with tax-exempt status or local individuals/organizations with no business affiliation that participates in less than 3 events per year.
  • Each space is 10' x 10'. Space is limited, please do not request more than is needed for what you are doing. Except under special circumstances free booths are limited to 1 space and paid booths are limited to 3 spaces.
  • The City requires #10 or #12 gauge cords - no exceptions can be made. Do not request electricity unless necessary, it is limited. Consider alternatives such as batteries, Sterno, camp stoves or grills using propane or charcoal. Generators must be quiet and smokeless/fumeless. Electricity will NOT be approved for items all booths use such as fans, music or charging/powering electronic devices.

    No more than 4 110 outlets are permitted per boothspace. No more than 1 appliance and 1 extension cord per outlet is permitted. Power strips are not permitted. You may lose all access to electricity or be asked to leave without refund if any appliance not listed on your application is plugged in or for violation of any rule concerning electricity.

    Electric fees apply to free boothspaces and are: $25 for 2 110 outlets; $50 for 4 110 outlets; $50 for 1 50 Amp outlet (generally for food trucks).

    Electricity requests can not be added, altered or cancelled after the Sunday before the Festival.
  • List all items that will be plugged into requested outlets. Items not listed will not be permitted.

    No more than 1 appliance and 1 extension cord per outlet is permitted. Power strips are not permitted. Cords must be #10 or #12. You may lose all access to electricity or be asked to leave without refund if any appliance not listed on your application is plugged in or for violation of any rule concerning electricity.
  • Boothspace fees are: Whether you are a business, student or nonprofit, your fee is $280 for first 10 x 10 space and $125 each additional 10x10. Fee is waived for one space with sponsorships of $1000 or more.
  • Check ALL that apply. What type of booth setup will you have? (Note: You must supply all tables, tents etc for setup. They are not supplied or available).
  • List the length of your truck or trailer from bumper to hitch. (Note: vehicles used to pull trailer will not be permitted to remain near your space - they must be parked off site).
  • Describe any large equipment or placement requirements for your setup. (Note: No vehicles may remain parked near your booth space after 9am).
  • Are you requesting permission to play music? (Sound can not be loud enough to interfere with talking or music at nearby booths).
  • Will you have any demonstrations at your booth? (No demonstration can obstruct traffic to surrounding booths in any way. Stage time can be requested through our Performance Application in the Entertainment section of the website.)
  • If yes above, describe the demonstration you would like to do.
  • List any additional information or requests.
  • A number you can be reached evenings & weekends.
    Format: (###) ###-####

Go to the Health Department for a temporary license by September 23 (1109 State Street) if you are serving food. For more information contact Anne Holden, 270-781-2490 ext. 205 / anne.holden@barrenriverhealth.org. Best time to call is 8:00 a.m. – 9:30 a.m., Monday – Friday. The regulations for temporary food setups can be found in the booth space section of our website.

Terms & Conditions

The festival Board reserves the right to reject any application or turn away any setup on-site that is not what was described in an application or is problematic in any way.

Cooperation with festival volunteers is expected at all times.

Space is limited, please do not request more than is needed for what you are doing. Except under special circumstances free booths are limited to 1 space and paid booths are limited to 3 spaces. 

Inform us as soon as possible if you are unable to attend as we run out of space and have to turn away applicants. If you need more booth space than you put in your application be sure to request it as soon as possible as it won’t be available by event time. 

You agree to the following requirements when you submit this application:

Do not call for booth space locations, they will be provided at check-in. Check-in at the information booth before beginning set-up. You can check-in from 6:00-9:00 p.m. Friday night. Saturday morning check in begins at 7:30 a.m.

Complete booth setup no later than 9 a.m.

Keep your booth open and staffed 9 a.m.- 6 p.m.

Ice will be available on site starting at 7:30 a.m. Saturday. A 22lb bag is $5.

Remain within your booth space. No roaming solicitation allowed, including on the sidewalk near your space. Do not set up tables, displays, racks, tents or umbrellas outside of your booth space area.

Do not bring a vehicle into the site. No vehicles are not permitted within the fence, except while unhitching trailers at street booth spaces. Move and park vehicles immediately after unloading. Park for free in the parking structure on College Street on the next block from the site. You may park there Friday night overnight but should park on the College street side of the structure either on the 2nd, 3rd or 4th floor.

Provide your own setup/displays such as cords (#10 or #12), tables, chairs, shelving, tents, easels etc.

All booths must face the direction they point on our site map.

Do not drive stakes into the ground.  If you need to anchor your tent, bring sandbags.

Realize that—if the content of your booth is inadequately described, misrepresented on the application or deemed inappropriate for general audiences by festival staff—you will be not be allowed to set up or will be asked to leave.  You will not receive a refund.

Vendor access is at the Participant Gate on College Street. This is the only gate you can carry supplies/equipment through after 9 a.m.

Each participating group fully registered by the Saturday before the Festival will be issued 8 tickets for workers. If you have additional people who will be actively working at your booth email director@bginternationalfest.com to request additional tickets. Workers without a ticket will have to pay admission. (Tickets are cheaper when purchased online). Workers can use the Participant Gate for quicker entry.

Do not open or move fence sections or you will not be invited back. If you need access for loading in or out or restocking, our site management team can assist you in getting out from anywhere in the park – visit the site tent by the State Street Parking lot for assistance.

If you sell anything, turn in your KY sales tax form after the event. For more information read the explanation letter they provided and download the required form in the booth space section of our website.

Provide something for the Festival Travel Guides, a collectible booklet given out at Children’s Activities to increase audience interaction. Examples would be a stamp of a country’s flag, a sticker or writing something in another language. People seek out booths to fill their booklets. Some flag stickers can be printed using our templates in the booth space section of our website.