WELCOME VENDORS

It is our intent to provide all our vendors with a successful and positive experience, therefore, it is our plan that there will not be multiple vendors who provide the same type of service/products.    We can be reached by email at VaCountryLivingFestival@gmail.com or by calling 540-212-9947.  

Approval:

• The VCLF Coordinators have final authority over vendor approvals.
•  We reserve the right to turn away any vendors that are not a good fit for our Country Living Festival theme.  For example, we envision this being a family-friendly, country-living learning experience and festival, not a political event.  
• Once you submit a completed application you will receive a decision within 7 days. 
• Upon approval you will receive approval notification and a request for payment. Your registration is not complete until payment is processed, and you have received a confirmation number. 

Basics: 

• All vendors are required to attend their booths from the time the gates open until they close each day. 
• This is a two-day event and you must be available to attend your booth both days of the Festival. 
• Each vendor will be issued two “Vendor Badges”. Vendors should wear their badges at all times while at the event.

                                      - If additional badges are needed, those may be requested on 

                                         the application or may be added on at any time before the 

                                         event. 

                                      -Vendor Badges may not be purchased the days of the event. 

• Each vendor will be given a contact number prior to the event to reach someone for problems, questions, concerns, etc. during the event. 
• Vehicles (except food trucks) will not be allowed in the event areas during operating hours. Vehicles will be allowed in during set-up and tear-down times ONLY. 
• We cannot, and will not, guarantee sales or traffic to your booth. Please read the Vendor Tips page to help make your time at the Festival profitable. 

Set-up:   

• All vendors must be finished with set-up prior to 9:30am Saturday. 
• Set-up may be done Friday evening between 6pm and 9pm and/or Saturday morning 6am-8am. 
• Food trucks must in place prior to 8:00am each morning and will not be allowed to move during the operating hours of the Festival. 

Display: 

• Each vendor must furnish all display materials, equipment, products, promo materials, etc. 
• All of your materials, equipment, products, etc must be in your designated area only. If you need additional space, please let the coordinators know immediately. 
• Tables and chairs are available for rent for an additional fee (you must note this on your application). 
• All tables should be covered to the ground to hide storage. 
• Any additional merchandise and items should be stored hidden from view.
• Outside vendors must provide their own tent/covering. Tents should be secured well to avoid injuries and damage. 
• Signage should be professional, clean and wrinkle free. 
• Specific location requests will be considered on a first-come first-served basis. 
• Any vendor displaying signage or items containing profanity or items considered inappropriate for our family-friendly event will be required to remove the offending display or required to leave (without a refund). 
• If selling items that make noise, care should be taken to not disrupt the vendors around you. 
• If electricity is needed, this must be noted on your application.  Booths with available electricity will be issued on a first-come first-served basis. 
• If generators are used, they should be quiet/low noise. 
• Any vendor that is being disorderly or disruptive will be removed from the event (without a refund). 

Security:

• Security officers will be provided by VCLF and will be present during the event, and will also be present overnight Friday and Saturday. 
• No one will be allowed in the event areas after hours. 
• The security provided is for the event and not individual vendors.  

                                      -Cash should not be left unattended in your booth either 

                                        during the event or overnight.

                                      -Event security is not intended as a guarantee against loss of 

                                        personal property or merchandise.   

Cancellation: 

• For all non-food vendors, should you decide to cancel your vendor space after payment is processed and confirmation has been sent, a partial refund will be issued if cancellation is received at least 30 days prior to the festival. ($40 admin fee will be deducted)
• No refund for cancellation within 30 days of the event.
• No refund will be given to food trucks once payment is processed and confirmation has been sent. We are carefully planning how many food trucks to allow at our event, and a food truck cancellation will cause lots of additional work on our end. 

Food Vendors: 

• All applicable regulations regarding food items must be followed including, but not limited to:

                                      -Homemade food items must be labeled “Not created in an 

                                        inspected or commercial kitchen”. 

                                      -Food items (cheese, baked goods, jams, etc.) must be labeled 

                                        with an ingredient list. 

                                      -Food trucks/food vendors that are preparing food on-site 

                                        must submit a copy of their health certificate at least 2 

                                        weeks prior to the Festival. 

                                      -All vendors are responsible for adherence to and 

                                        compliance with VA state law. 

                                      -Any vendor selling food items must provide a copy of proof 

                                       of insurance 2 weeks prior to the Festival. 

Insurance: 

• Each vendor is responsible for their own insurance for your vendor space and business. 
• VCLF and it’s organizers are not responsible for you, your products, your equipment, your materials, etc. 

Clean-up: 

• Vendors are responsible for keeping their booth tidy during the event. 
• At the end of the festival, your space must be left in the condition you found it.  
• Trash should be removed and placed in the proper receptacles. 
• Vendors may be billed a clean-up fee if their area is not cleaned up properly. 

Tear-down: 

• No vendor will be permitted to begin teardown until the end of the Festival – Sunday at 6pm. 

Pets: 

• Crowd-friendly and service animals are allowed if kept under the direct control of their handler at all times.  
• Any animal that shows any aggression or is disruptive must be removed from the festival immediately.  
• Pet owners/handlers are responsible for any damages, accidents, or incidents caused by their pet. 
• You MUST clean up after your pet. 

Farmer's Market Area: 

•  This area is reserved for farm/homestead produced items/products.  
• ALL PRODUCTS SOLD MUST BE RAISED OR MADE BY THE PRODUCER.
•  NO RESALE OF ANY PRODUCT IS ALLOWED. 
• Your items should be grown, harvested, baked, prepared, crafted, or produced by you or an immediate family member.  
• Selling of items purchased from or provided by another producer, wholesaler, or market is not permitted - please call with any questions on this matter.  

Vendors that do not follow the Festival’s Rules and Regulations will not be approved for future events.