Treat everyone with kindness

Vendor Application Form: The document you complete to apply to the event. Submission of this document does not guarantee entry because the application will need to be reviewed before approval. All applicable documents must be included with the application form. Incomplete application forms will not be approved. 

Vendor Packet: The packet approved vendors will receive closer to the event date. The Vendor Packet includes recommended parking locations, your space assignment number, instructions for morning set-up, instructions for breakdown at the end of the event, a Vendor Pass, and more information that will help you before the day of the event. 

Parade Packet:  The packet parade applicants will receive closer to the event date. The Parade Packet includes the line-up location for the parade, the map of the parade route, line-up time, your Parade Pass, etc. 

Copyright:  Copyright is a type of intellectual property that protects original works of authorship as soon as an author fixes the work in a tangible form of expression. In copyright law, there are a lot of different types of works, including paintings, photographs, illustrations, musical compositions, sound recordings, computer programs, books, poems, blog posts, movies, architectural works, plays, and so much more! (Copyright.gov)

More information on U.S. Copyright Law can be found here: https://www.copyright.gov/title17/

Complete Application Requirement:
Applications must be submitted in full to be considered. Vendors will not be accepted or placed on the waiting list unless all of the following are included:

1. A completed and signed application by the vendor attending the event. We do not accept e-signatures!
    
2. Photos of the products to be sold
    
3. All applicable licenses (e.g., Columbia County, Georgia Food License)
    
4. Payment submitted with the application (note: payment alone does not constitute acceptance; only a confirmation email from the event coordinator confirms acceptance.)
    
5. Photos or sketch of the proposed tent setup

Setup: Vendors must bring their own tents, tables, chairs, and supplies. The City of Harlem does not provide water, electricity, or equipment.
 

Space Boundaries: All items (including merchandise, containers, and cords) must stay within your assigned space. Power cords may only be used for generators and must be secured to prevent tripping.  

Generators: To maintain a pleasant atmosphere for attendees, please ensure that any generators used are low-noise or quiet-operating units.
 

Setup Deadlines: Spaces and fees are forfeited if setup is not completed on time. Vendors may not sublet or trade spaces without prior approval. Unauthorized space trading will result in a warning and possible ban from future events.
 

Operating Hours: Booths must remain staffed and open during festival hours. Vendors may not leave early without prior approval from the Event Coordinator.
 

Vehicle Access:
 

• No vehicles are allowed in vendor areas during operating hours.
• OLIVER HARDY FESTIVAL ONLY: All vehicles must be unloaded and removed from the street by 7:45 AM — no exceptions.
• CHRISTMAS FESTIVAL ONLY: All vehicles must be unloaded and removed from the festival area by 10:00 AM - no exceptions.
   

Tents:
 

• All tents must be freestanding.
• Do not drill or stake into asphalt, concrete, or grass.
• Use sand or water weights for anchoring.

Harlem Library Plaza: 

• All tents must be freestanding.
• Do not drill or stake into asphalt, concrete, or grass.
• Use sand or water weights for anchoring.
• No vehicles should be on the sidewalk or grass at any time. 

Liability: The City of Harlem, Georgia and Festival Committees are not responsible for lost or stolen items or for loss of sales. The vendor is solely responsible for the safety, security, and condition of their products, booth, and equipment during the event, including during set-up and tear-down. The City of Harlem, Georgia is not responsible for any theft, loss, damage, or destruction of the vendor’s property.

Harlem Public Safety Personnel, as well as the Columbia County Sheriff’s Office deputies, their Auxiliary, ATV Unit Officers and their Reserve Officers, have the authority to uphold all rules and regulations. 

Teardown: Vendors must stop sales and begin dismantling immediately at the close of the event.
 

Enforcement: Harlem Public Safety, Columbia County Sheriff’s Office, and supporting personnel have full authority to enforce all rules.
 

Pets: No pets are allowed in booth spaces or at the festivals. Service animals are welcome.
 

Space Boundaries: Vendors must not exceed their assigned booth dimensions.
 

Parade Safety: Vendors must remain behind their booths during the Oliver Hardy Festival Parade (10:00 AM).
 

Age-Restricted Items: Alcohol, nicotine or CBD products, pornographic materials, weapons of any kind, stink bombs and poppers, age-restricted items, flea market/yard sale items, and similar items are strictly prohibited. All products for sale must be appropriate for all ages.

The City of Harlem and the Oliver Hardy Festival Steering Committee reserve the right to decline vendor(s) due, but not limited, to: 

#1 – duplication of products

#2 – past concerns or issues with any vendor/exhibitor

#3 – vendors exhibiting/selling items that are not approved or deemed inappropriate for the event.
 

Copyright Notice: Vendors may not sell Laurel & Hardy–themed merchandise without written permission from the Larry Harmon Picture Company (LHPC). Bowler hats, neck ties, bow ties, and other themed items that do not fall under the "likeness" of Laurel & Hardy or the brand are acceptable.

The City of Harlem, Georgia and the Oliver Hardy Festival Steering Committee are not responsible for any copyright violations. Any vendors caught selling copyrighted materials without approval by the copyright holder will be told to leave and may possibly receive a ban from future events.

Vendors using grease are responsible for disposal of it in a safe manner. The dumping of grease or wastewater on the grounds is prohibited.

Harlem Business (Oliver Hardy Festival ONLY): The Harlem Business category is for businesses in Harlem, Georgia along North Louisville Street within the festival. These businesses are allowed one (1) free vendor space per Georgia Business License for a business that is designated along North Louisville Street. The business must be open the day of the event to receive the space. Any additional spaces will need to be paid for according to another category that they may fall under. This rule is enforced by the Oliver Hardy Festival committee. Forfeiture of your space opens up that space to another vendor that applies through the Harlem Museum and Welcome Center. A Harlem Business may not give their space to another business or organization for free without speaking to the museum director beforehand. Harlem businesses must complete an application to secure their space, regardless of if they pay for another space or not. Everyone completes an application.

Attraction Vendors: Vendors that provide a large attraction or set up for festival goers to enjoy at the festival. Includes gem mining, petting zoo, bouncy houses, climbing attractions, etc. Space size is up to the city’s discretion and locations are designated in larger areas to make room for crowds.

Fine Arts and Crafts: Includes any 2D or 3D art the vendor created – to include: paintings, candles, door signs, jewelry, leatherware, photography, drawings and sketches, sculptures, quilting, crochet, needlework, clay (including functional ware and tile), etc.  Prints of vendor fine artwork are permitted. Other fine arts, such as acting, music, and dance performers will need to apply as a stage performer for the Oliver Hardy Festival or Christmas Festival. The Oliver Hardy Festival Parade and the Twilight Parade are also an option. No food items are permitted for sale in this category. 

Resell Vendors: Vendors that purchase from other people and resell the product at events or for a major company. Scentsy, Tupperware, AVON, etc., are Resell Vendor examples. Items in this category include light up novelties, pre-purchased candles, etc.  Resell Vendors are limited to one space only per applicant. Duplicate resell vendor types are not permitted.  Resell vendors do not take priority over arts and crafts vendors.

Civic/Non-Profit Groups: Includes churches, religious groups, Boy Scouts of America, Girl Scouts of America, adult and children’s sports leagues, high school/middle/elementary school groups (chorus, softball, baseball, basketball, football, cheer teams, drama clubs, etc.) All Civic/Non-Profit groups are limited to one space only per applicant and limited to only 10 different groups for this category for the festival, not including the businesses on the main street of the festival. Children's groups take priority in this category. Oliver Hardy Festival Only: No Food items are permitted for sale in this category except for children's groups. All Civic/Non-Profit Groups must be selling something at the event.

Food Vendors: Any vendor providing anything edible to patrons that cooks at the festivals. They usually require a food license through the Columbia County Department of Health. This includes using any type of cooking appliance (grills, fryers, double cookers for boiling with propane) – to include hotdogs, burgers, sausage dogs, chicken, funnel cakes, cotton candy, fries, etc. If a food vendor uses a tent and a truck, they are required to sign up for two (2) spots! If your food truck is too large, then you need to use a tent. Food vendors must be licensed in the State of Georgia. If needed, reach out to the Georgia Department of Health before you apply to our events for a temporary license.

Snack Vendors: This category is for vendors that sell snacks and specialty drinks at events. This includes baked at-home goods, store-bought chips and drinks, dirty sodas, funnel cakes, etc.  If you do not know if you need a license or not, please reach out to the Georgia Department of Health before you apply to our events.

Submission of application and payment that has been processed does NOT guarantee a space in City of Harlem events. You will be refunded the full amount paid if we cannot accept your business as a vendor.

We accept card and cash at the museum if you wish to pay in person. If you are paying with a check or money order, please make them payable to the "City of Harlem" with a memo of the name of the event and vendor type.

You can send payment, along with your completed application, to:

The City of Harlem

ATTN: Oliver Hardy Festival Steering Committee OR Christmas Holiday Market

P.O. Box 99

Harlem, GA 30814

Booth fees are non-refundable after approval except in cases of cancellation before the deadline indicated on the application (subject to a 25% administrative fee).
 

In the event of severe weather or a natural disaster, refund consideration will be made if the festival is officially canceled by the City of Harlem.
 

Sales Tax: Vendors are responsible for collecting and remitting Georgia sales tax.
 

Georgia Department of Revenue
Compliance Division – Augusta Regional Office
G-1, 610 Ronald Reagan Drive,

Augusta, GA 30809
 

A “Miscellaneous Events” form (FS-32) will be included in your vendor packet.

We limit the number of spaces a vendor can request to ensure a diverse, high-quality, and safe event, allowing us to showcase a wide range of artisans rather than a few large vendors. By capping space per vendor, organizers can prevent the oversaturation of a single product type, maximize limited venue space, and maintain a high-end feel, which often leads to higher sales for all participants. 

Space requests are taken under consideration. We recommend you choose an area instead of a specific space number.

Spaces are limited and location requests are taken on a first come first served basis. If you applied after another vendor requested a specific space, then you will not be able to get that space.

We accept payment at the time you submit your application. If you are not accepted, you will be refunded by the City of Harlem, Georgia. Accepting payment then and not after approval makes things easier not only for us, but also for you as a vendor. This also applies to the waiting list. If you have already paid, then you do not have to worry about getting to the museum to pay within a short time period if a space comes available. 

The Events Coordinator will email you to let you know if you have been approved or have not been approved for the event. 

When a vendor that was accepted withdraws from the event. We will not know if someone withdraws until they contact us to let us know.