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Sunset Rooftop Market - Vendor Application (September)
Thank you so much for your interest in joining us for the launch of the Sunset Rooftop Market! Perched high above the bustling streets on the beautiful Ka Lewa Lānai (4th Floor of the Royal Hawaiian Center), this curated Wednesday evening gathering is designed to be Waikiki’s premier elevated experience. Inspired by the lively, creative energy of the Waikiki Makers Market, our vision is to blend incredible local flavors, unique retail, and live entertainment under the warm glow of the golden hour sun. Because this hidden gem sits just away from the standard street-level foot traffic, we are hand-picking a tight-knit community of exceptional makers, chefs, and creators to help us transform this rooftop into a must-visit weekly destination. We are so excited about the possibility of collaborating with you to bring this vibrant evening to life—thank you for sharing your talents with us!
VENDOR GUIDELINES & TERMS OF PARTICIPATION
NOTICE: Failure to comply with these guidelines may result in penalties, including fines, immediate removal from the venue without a refund, forfeiture of booth fees/deposits, and/or suspension from future events.
1. General Event Details
Event: Sunset Rooftop Market
Schedule: Every Wednesday, 4:00 PM – 8:00 PM (Vendors must remain fully open during all operational hours).
Location: Royal Hawaiian Center, 2201 Kalakaua Ave, Waikiki — Ka Lewa Lānai (4th Floor).
2. Applicant Eligibility & Product Approval
Eligible Products: Locally crafted finished products made in Hawaii, products modified or embellishing pre-made items, and Hawaii-designed goods. Cooking, serving, and pre-packaged food/beverage vendors are welcome.
Prohibited Items: No raw supplies or crafting materials may be sold.
Approval Process: All products intended for sale must be explicitly listed on your application. Unlisted items cannot be sold without prior approval. New applicants must provide product photos or website/social links. Event management and mall officials reserve final approval authority.
Exclusivity & Placement: We make every effort to avoid placing similar vendors next to each other. Food items are restricted to eliminate direct menu duplication.
3. Reservations, Rates & Payments
Deadline: Applications close the Friday prior to each event date.
Payment Terms: Payment is due within 48 hours of invoice receipt or by 4:00 PM the Sunday prior to the event (whichever comes first).
Payment Methods: Major credit cards, Venmo, electronic check, and paper check (received at least 30 days prior). A $35 fee applies to returned checks. Hawaii Sales Tax applies to all payments.
No Refund Policy: All payments are final, non-refundable, and non-transferable to future dates. No Rollovers or exchanges. The only exception is if the event is cancelled by property management or state emergency mandates. If you cannot make the event, you have the option to sell your space to another approved vendor.
4. Booth Spaces, Tents & Equipment Setup
Uncovered 5×6 spaces include a free standing umbrella. all other spaces are bare and you will need to provide your own tables and chairs
Booth Location Codes:
Standard Numbers: Open-air / full sun (Includes 1 umbrella for 5x6, 5x12, 8x10, and 10x10 spaces).
S-Prefix: Naturally shaded by 4:00 PM (Includes 1 umbrella).
L-Prefix: Covered by a roof or lanai overhang (No umbrella provided).
Tent & Weight Regulations:
Size: Tents are permitted in 10x10 and 10x15 spaces only and must not exceed 10x10 (including eaves). Canopy tops must be solid white or company-branded.
Required Anchors: Each tent leg must be anchored with at least 40 lbs (sandbags, weight plates, concrete blocks, or 5-gallon water buckets). Products, coolers, and display tables are NOT valid weights. Unsecured tents must be taken down immediately.
Rentals: Island Craft Fairs sets up and breaks down all rental tents.
Booth Operations:
Boundaries: All staff, displays, backstock, and signage must remain strictly within your assigned booth footprint ("L" brackets).
On-Site Changes: Day-of requests to relocate your booth or remove an umbrella incur a $50 service fee.
5. Display Standards & Promotional Rules when booths are less than 3 feet apart
Front Displays: Maximum height is 5 feet. Solid wall displays that block visibility into your booth are prohibited (grids and transparent screens are allowed).
Side Displays: Side displays adjacent to neighbors (under 3 ft away) must not exceed 4 feet in height (up to 8 feet allowed for standard back walls in 10x10s).
Signage: Free-standing signs cannot exceed 4 ft in height along the front or sides. Promotional banners must be hung along the back wall or front table skirt.
Prohibited Signage: Words like "Closeout" or "Prices Slashed" are not permitted. Promotional phrasing like "Show Special" or "Sale" is acceptable.
Venue Protection: Do not staple, pin, tape, write, or nail anything to venue walls, tables, columns, or floors.
6. Food Vendors, COI & Health Regulations
Certificate of Insurance (COI): Required for all vendors selling edibles, skin care, cosmetics, or interactive services (e.g., permanent jewelry, threading). COIs must list the following as additionally insured and be submitted to info@islandcraftfairs.org by 4:00 PM Sunday:
Island Craft Fairs, Inc (91-240 Kuhela St #4, Kapolei, HI 96707)
Trustees of the Estate of Bernice Pauahi Bishop dba Kamehameha Schools (567 S King St, Ste 200, Honolulu, HI 96813)
RHC Property Holdings LLC (270 Park Ave, 7th Floor, New York, NY 10017)
Festival Management Corporation c/o Royal Hawaiian Center (2201 Kalakaua Ave, Ste A500, Honolulu, HI 96815)
Food & Beverage Rules:
Menu Limits: Menus (maximum 10 items) must be submitted by 4:00 PM the Sunday prior to the show. Menus will not be reviewed until your COI is accepted.
Permits: Cooking, temperature-controlled, or sample-serving vendors should hold appropriate DOH Food Event Permits. Cottage/Homemade food items must carry proper ingredient and warning labels per DOH guidelines.
Sampling: Samples must be covered and bite-sized (drinks up to 3 oz). Toothpicks are prohibited. Vendors must provide dedicated sample trash bins. Unwrapped or made-to-order samples require upgrading to a Serving Booth space.
Cooking Safety: Cooking setups require a drip cloth extending 3 ft outside the cooking zone, stanchions/barriers if cooking on booth sides, and active Class K and ABC fire extinguishers.
7. Vendor Conduct, Safety & Compliance
Attendance: If you sell out early, you must remain at your booth with displays intact until 8:00 PM.
Staffing: Booths must be attended at all times. If working alone, floaters can assist with short bathroom breaks.
Selling Tactics: Aggressive sales techniques (shouting, pulling shoppers into booths, forcing samples) are strictly prohibited.
Tax Licenses: Vendors are advised to keep a visible Hawaii GE Tax License on-site, issue receipts, and charge for retail bags per local laws.
Children: Accompanied children must remain inside your booth and supervised at all times.
Trash: Dispose of all personal and business waste in designated receiving area dumpsters. Do NOT use public mall trash cans.
8. Deposit Terms & Penalties
A $50 deposit is required and held on file for all active vendors. Deposits are automatically forfeited for any of the following infractions:
Arriving late or failing to be fully set up by event start time.
Packing up early, removing products, or moving equipment before 8:00 PM.
Failing to check out or sign out with event staff at the end of the evening.
Selling unapproved items or sharing a booth without authorization.
Inadequate tent weights (under 40 lbs per leg).
Leaving your booth space dirty, damaged, or stained.
"No-shows" without at least 24 hours advance notice prior to move-in time.
Improper trash disposal in mall receptacles.
Legal Note: Chargebacks or fraudulent payment disputes for forfeited deposits or no-show fees will be contested in Small Claims Court. Prevailing claims will include administrative inconvenience fees and legal expenses.
9. Event Inclusions & Vendor Perks
Advertising: 7-day targeted social media campaigns, local signage, media outreach, and promotional event posts. Paid applications submitted 7+ days prior are featured on official channels.
Change Cage: Currency exchange is available at the sound booth from 1 hour after opening until 1 hour prior to closing.
Shopper Giveaways: Optional donation items are announced over the PA system with vendor location shoutouts to drive foot traffic to your table.
Click here to download & view full PDF terms
Please see the current map here. When placing your application, please identify your top 3 space requests.
Thank you so much for your interest in joining us for the launch of the Sunset Rooftop Market! Perched high above the bustling streets on the beautiful Ka Lewa Lānai (4th Floor of the Royal Hawaiian Center), this curated Wednesday evening gathering is designed to be Waikiki’s premier elevated experience. Inspired by the lively, creative energy of the Waikiki Makers Market, our vision is to blend incredible local flavors, unique retail, and live entertainment under the warm glow of the golden hour sun. Because this hidden gem sits just away from the standard street-level foot traffic, we are hand-picking a tight-knit community of exceptional makers, chefs, and creators to help us transform this rooftop into a must-visit weekly destination. We are so excited about the possibility of collaborating with you to bring this vibrant evening to life—thank you for sharing your talents with us!
VENDOR GUIDELINES & TERMS OF PARTICIPATION
NOTICE: Failure to comply with these guidelines may result in penalties, including fines, immediate removal from the venue without a refund, forfeiture of booth fees/deposits, and/or suspension from future events.
1. General Event Details
Event: Sunset Rooftop Market
Schedule: Every Wednesday, 4:00 PM – 8:00 PM (Vendors must remain fully open during all operational hours).
Location: Royal Hawaiian Center, 2201 Kalakaua Ave, Waikiki — Ka Lewa Lānai (4th Floor).
2. Applicant Eligibility & Product Approval
Eligible Products: Locally crafted finished products made in Hawaii, products modified or embellishing pre-made items, and Hawaii-designed goods. Cooking, serving, and pre-packaged food/beverage vendors are welcome.
Prohibited Items: No raw supplies or crafting materials may be sold.
Approval Process: All products intended for sale must be explicitly listed on your application. Unlisted items cannot be sold without prior approval. New applicants must provide product photos or website/social links. Event management and mall officials reserve final approval authority.
Exclusivity & Placement: We make every effort to avoid placing similar vendors next to each other. Food items are restricted to eliminate direct menu duplication.
3. Reservations, Rates & Payments
Deadline: Applications close the Friday prior to each event date.
Payment Terms: Payment is due within 48 hours of invoice receipt or by 4:00 PM the Sunday prior to the event (whichever comes first).
Payment Methods: Major credit cards, Venmo, electronic check, and paper check (received at least 30 days prior). A $35 fee applies to returned checks. Hawaii Sales Tax applies to all payments.
No Refund Policy: All payments are final, non-refundable, and non-transferable to future dates. No Rollovers or exchanges. The only exception is if the event is cancelled by property management or state emergency mandates. If you cannot make the event, you have the option to sell your space to another approved vendor.
4. Booth Spaces, Tents & Equipment Setup
Uncovered 5×6 spaces include a free standing umbrella. all other spaces are bare and you will need to provide your own tables and chairs
Booth Location Codes:
Standard Numbers: Open-air / full sun (Includes 1 umbrella for 5x6, 5x12, 8x10, and 10x10 spaces).
S-Prefix: Naturally shaded by 4:00 PM (Includes 1 umbrella).
L-Prefix: Covered by a roof or lanai overhang (No umbrella provided).
Tent & Weight Regulations:
Size: Tents are permitted in 10x10 and 10x15 spaces only and must not exceed 10x10 (including eaves). Canopy tops must be solid white or company-branded.
Required Anchors: Each tent leg must be anchored with at least 40 lbs (sandbags, weight plates, concrete blocks, or 5-gallon water buckets). Products, coolers, and display tables are NOT valid weights. Unsecured tents must be taken down immediately.
Rentals: Island Craft Fairs sets up and breaks down all rental tents.
Booth Operations:
Boundaries: All staff, displays, backstock, and signage must remain strictly within your assigned booth footprint ("L" brackets).
On-Site Changes: Day-of requests to relocate your booth or remove an umbrella incur a $50 service fee.
5. Display Standards & Promotional Rules when booths are less than 3 feet apart
Front Displays: Maximum height is 5 feet. Solid wall displays that block visibility into your booth are prohibited (grids and transparent screens are allowed).
Side Displays: Side displays adjacent to neighbors (under 3 ft away) must not exceed 4 feet in height (up to 8 feet allowed for standard back walls in 10x10s).
Signage: Free-standing signs cannot exceed 4 ft in height along the front or sides. Promotional banners must be hung along the back wall or front table skirt.
Prohibited Signage: Words like "Closeout" or "Prices Slashed" are not permitted. Promotional phrasing like "Show Special" or "Sale" is acceptable.
Venue Protection: Do not staple, pin, tape, write, or nail anything to venue walls, tables, columns, or floors.
6. Food Vendors, COI & Health Regulations
Certificate of Insurance (COI): Required for all vendors selling edibles, skin care, cosmetics, or interactive services (e.g., permanent jewelry, threading). COIs must list the following as additionally insured and be submitted to info@islandcraftfairs.org by 4:00 PM Sunday:
Island Craft Fairs, Inc (91-240 Kuhela St #4, Kapolei, HI 96707)
Trustees of the Estate of Bernice Pauahi Bishop dba Kamehameha Schools (567 S King St, Ste 200, Honolulu, HI 96813)
RHC Property Holdings LLC (270 Park Ave, 7th Floor, New York, NY 10017)
Festival Management Corporation c/o Royal Hawaiian Center (2201 Kalakaua Ave, Ste A500, Honolulu, HI 96815)
Food & Beverage Rules:
Menu Limits: Menus (maximum 10 items) must be submitted by 4:00 PM the Sunday prior to the show. Menus will not be reviewed until your COI is accepted.
Permits: Cooking, temperature-controlled, or sample-serving vendors should hold appropriate DOH Food Event Permits. Cottage/Homemade food items must carry proper ingredient and warning labels per DOH guidelines.
Sampling: Samples must be covered and bite-sized (drinks up to 3 oz). Toothpicks are prohibited. Vendors must provide dedicated sample trash bins. Unwrapped or made-to-order samples require upgrading to a Serving Booth space.
Cooking Safety: Cooking setups require a drip cloth extending 3 ft outside the cooking zone, stanchions/barriers if cooking on booth sides, and active Class K and ABC fire extinguishers.
7. Vendor Conduct, Safety & Compliance
Attendance: If you sell out early, you must remain at your booth with displays intact until 8:00 PM.
Staffing: Booths must be attended at all times. If working alone, floaters can assist with short bathroom breaks.
Selling Tactics: Aggressive sales techniques (shouting, pulling shoppers into booths, forcing samples) are strictly prohibited.
Tax Licenses: Vendors are advised to keep a visible Hawaii GE Tax License on-site, issue receipts, and charge for retail bags per local laws.
Children: Accompanied children must remain inside your booth and supervised at all times.
Trash: Dispose of all personal and business waste in designated receiving area dumpsters. Do NOT use public mall trash cans.
8. Deposit Terms & Penalties
A $50 deposit is required and held on file for all active vendors. Deposits are automatically forfeited for any of the following infractions:
Arriving late or failing to be fully set up by event start time.
Packing up early, removing products, or moving equipment before 8:00 PM.
Failing to check out or sign out with event staff at the end of the evening.
Selling unapproved items or sharing a booth without authorization.
Inadequate tent weights (under 40 lbs per leg).
Leaving your booth space dirty, damaged, or stained.
"No-shows" without at least 24 hours advance notice prior to move-in time.
Improper trash disposal in mall receptacles.
Legal Note: Chargebacks or fraudulent payment disputes for forfeited deposits or no-show fees will be contested in Small Claims Court. Prevailing claims will include administrative inconvenience fees and legal expenses.
9. Event Inclusions & Vendor Perks
Advertising: 7-day targeted social media campaigns, local signage, media outreach, and promotional event posts. Paid applications submitted 7+ days prior are featured on official channels.
Change Cage: Currency exchange is available at the sound booth from 1 hour after opening until 1 hour prior to closing.
Shopper Giveaways: Optional donation items are announced over the PA system with vendor location shoutouts to drive foot traffic to your table.
Click here to download & view full PDF terms
Please see the current map here. When placing your application, please identify your top 3 space requests.