HALLOWEEN FEST CARNIVAL GAME APPLICATION & GUIDELINES
Tuesday, October 27, 2026 | 4:00 PM – 8:00 PM
Registration Deadline: Friday, October 16, 2026
Applications will be reviewed and screened to avoid duplication. Applications are accepted on a first come first served bases. Applicants will be notified of their application status via email.
Setup & Booth Requirements
- Game Vendor check-in and setup times will be assigned. All booths must be fully set up and ready for customers by 4:00 PM.
- Game Vendors may unload in the upper parking lot off Lanikaula Entrance. Parking will be in the vacant lot next door to the YMCA.
- Each Game Vendor may setup one (1) pop-up tent (10’–13′) and one promotional banner identifying their business, organization, or team.
- Game Vendor must provide their own tents, tables, chairs, battery-operated lighting, game props, decorations, supplies, prizes, and staffing. No electricity will be provided.
- Signage displaying Business/Team/Vendor Name and carnival game instructions are required.
- Game Vendor is responsible for providing an ample supply of prizes. Inexpensive toys, candy, and promotional items are encouraged.
- Game Vendor is responsible for removing all trash and belongings from YMCA property following the event.
Setup & Specialty Vendor Requirements
- Specialty Vendors include attractions and services such as face painting, photo booths, tarot readings, inflatable rides, inflatable slides, obstacle course, etc.
- Specialty Vendor check in and setup times will be assigned. All vendors must be fully set up and ready for customers by 4:00 PM.
- Specialty Vendor will park in the vacant lot next door to the YMCA.
- Each Specialty Vendor may set up one promotional banner identifying their business.
- Specialty Vendor must provide their own power source or generator.
- Specialty Vendor is responsible for removing all trash and belongings from YMCA property following the event.
- Water inflatables are not allowed
Carnival Ticket Information
- Guests may purchase carnival tickets at the YMCA ticket booth or earn tickets through designated YMCA activities.
- Each official YMCA carnival ticket has a value of $0.50.
- Carnival games must charge a minimum of $1.00 and a maximum of $3.00 per play.
- Game and Specialty Vendors will accept only official YMCA carnival tickets as payment for games or activity.
- No cash transactions may take place at carnival game booths or specialty activity. All cash transactions will be handled through the YMCA ticket booth.
- All carnival tickets shall be placed into a collection bucket assigned to each vendor.
Ticket Collection & Vendor Payment
- At 8:00 PM, collection buckets with carnival tickets shall be collected by YMCA staff.
- Vendor payment will be processed within one week.
- Vendor will be notified via email for check pickup at the Island of Hawaiʻi YMCA office during business hours.
Event Conduct
All Game and Specialty Vendors are expected to conduct themselves in a professional and respectful manner throughout the event.
This is a family-friendly event. The following are strictly prohibited on YMCA property during the event:
- Smoking
- Vaping
- Alcohol
- Illegal drugs or controlled substances
- Unruly behavior
Anyone found in violation of these policies will be asked to leave the premises immediately.
Vendor Fees
Game Vendor Booth: $25.00 (Refundable Commitment Fee)
Specialty Vendor: $50.00 (Non-Refundable)
If approved, a payment link for the vendor fee will be emailed to complete the registration process.
All proceeds benefit YMCA’s Youth Program Scholarship Fund
W9 forms will be required for profits over $500.
Questions?