Stanardsville Oktoberfest Vendor Application:
Please read all of the following information regarding application, registration, set-up, times, fees, and regulations
Application Deadline: Monday, October 7, 2019
Event Date: Saturday, October 12th
Time of Event: 1:00 PM- 6:00 PM
Available Spaces & Set-up
Approximate size for each vendor space is 10’ x 10’. Vendors whose needs exceed 10’ x 10’ must apply for additional space(s). No electricity or water is provided. Generators are not allowed without prior written approval and then must be sound insulated. Vendor must provide their own tent, tables and chairs if desired.
This event will be located at the new STANARDSVILLE PAVILLION on 40 Celt Rd. in Stanardsville.
TIME: The event is open to the public from 1:00 PM - 6:00 PM. Vendor set-up can begin at noon (12:00 PM). Vendors must be set-up and their vehicles moved to designated parking areas no later than 1:00 PM.
** Vendors are not permitted to break down prior to stated time (6:00 PM). Vendors breaking down early may be excluded from future events.
No-Show & Cancellation Policy
This is a rain or shine event held outdoors. Severe weather may cause delay or cancellation of some event functions. In the event that either the entire morning or the entire evening or both time slots are canceled owing to weather, the primary contact named by the vendor in their application will be notified by a member of the organizing committee. If this should occur, the vendor will be refunded their fee(s) for the canceled time slot(s) of the event. Fees will not be returned or prorated if event time slot(s) continue but some event functions are delayed or canceled. Vendors who elect not to show will forfeit space fee(s) paid.
Guidelines to Participate
Each vendor/organization interested in setting up an information booth or selling general merchandise must submit a complete application along with any pertinent fees by the application deadline stated above. Applicant must adhere to licensing, registration, tax and general guidelines of the Town of Stanardsville, County of Greene, Commonwealth of Virginia and such of their departments as may be required. Applicant must be compliant with all requirements established by the same for the safe provision of food at temporary events. Failure to adhere to these guidelines or instructions given by the event organizer will result in expulsion from the event and forfeiture of space fee(s) paid.
Criteria for Selection
Criteria for selection and approval of application include but are not limited to charity status, type of item(s) sold and their similarity to other items already committed to being sold, participation in previous Stanardsville Independence Day events, event sponsorship, dollar amount proposed for menu items, completed application, and fees paid.
** PLEASE NOTE: APPLICATION DOES NOT GUARANTEE ACCEPTANCE
Pricing & Fees
** Certified charitable organizations with valid tax ID’s will not be assessed space fees for this event.
All other general merchandise vendors or information booths shall be assessed a FEE of $40 per space. Space fees are non-refundable unless the event is canceled by event organizer—see No Show and Cancellation Policy, above.
If a vendor is not selected to participate, fee(s) will be returned
PAYMENTS MUST BE RECEIVED NO LATER THAN Friday, October 4, 2019.
Please Make Checks Payable To:
Make all checks payable to, “Town of Stanardsville."
Please write “SIDC Vendor Fee” in the memo line.
Mail checks to:
Stanardsville Town Hall
19 Celt RD, P.O. Box 152
Stanardsville, VA 22973
PAYMENTS MUST BE RECEIVED NO LATER THAN Friday, October 4, 2019
Or Pay Via PayPal
Please visit the following link to access the Town of Stanardsville PayPal account:
Please enter the amount based on the number of spaces you wish to reserve.
*** PLEASE NOTE: There will be a $2.50 CONVENIENCE CHARGE for using PayPal. Please add $2.50 to the total amount of your payment.
PAYMENT MUST BE RECEIVED NO LATER THAN Friday, October 4, 2019.
The vendor shall at all times save, relieve, indemnify, protect and keep harmless the Town of Stanardsville, County of Greene, all of its officers, agents, employees, and volunteers from any and all claims and liability, from all damages, cost or expenses in law or equity (including costs of suits and expenses for legal services) that may at any time arise or be set up because of damage to property or death or injury to persons received or suffered by reason of the operations of the lessee hereunder, or which may be occasioned by any act or omission to act which amounts to negligence on the part of said vendor its agents or employees or volunteers which results in a dangerous or defective condition of the property.
Questions & Contact Information
QUESTIONS: Please contact
To Apply, Please Complete the Following Form & Submit
If you are a certified charitable organization, please provide your valid tax ID number
Are you an event sponsor?
I am interested in becoming an event sponsor
Primary Contact Name (this person will be contacted regarding application status, event coordination & information)
Please describe the Primary Contact's relationship to the business (for example: owner, manager, employee, etc.)
Contact E-mail (this e-mail will be contacted regarding application status, event coordination & information.
Primary phone number (this phone number will be contacted regarding application status, event coordination & information)
Alternate phone number
Number of spaces requested (please note: each 10x10 space is $40, unless vendor is a valid charitable organization)
I would like to request more than 4 spaces
17.) Please list each type of item you desire to sell or distribute and the price of each item. If more than space will allow, a list or attachment may emailed to
Payment is due no later than October 4th. I will pay using
I have read the rules and guidelines and agree to abide by all rules set forth within this document.
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