RVA East End Festival: Vendor Application
Applications must be submitted by March 19, 2018

Event Date: May 25 & 26, 2018
Location: 17th Street Market
Festival Hours: Friday 5:00 – 9:00 pm / Saturday 12:00 – 9:00 pm

Applications will be accepted on a first come, first serve basis. By registering for this event vendor(s) agree to all terms listed below. A committee will select vendors based the quality and uniqueness of their craft as well as their relationship with the East End community.

Notification of acceptance will be sent out by EOB March 26, 2018.
Signed contracts and payment must then be received by April 6, 2016.

Participant Fees:

• Food Vendors: $100.00
• Non- Food Vendors: $50.00
• Non-profits: $25.00

Fees include a 10 x 10 space vendors for Friday and Saturday. If you need additional space for your setup, please submit the exact dimensions your business requires at the bottom of the form below. All other items (tables, tent, chairs, etc.) are the vendor’s responsibility. Vendors will supply all materials for set up, display and/or demonstration. Vendors forfeit space if payment is not received by scheduled application deadline.

Taxes and Permits (Required by City of Richmond):
Food vendors are required to obtain the proper permits from the City of Richmond Health Department, the number is 804-205-3912. Virginia Sales Tax collection and payment is solely the responsibility of each vendor. For assistance, check out the Virginia Department of Taxation website: www.tax.virginia.gov

Certificate of Insurance:
All vendors should be prepared to supply the festival with copies of a certificate of insurance coverage listing Enrichmond Foundation as an additional insured, and shall immediately notify Enrichmond Foundation of any lapse, change, or cancellation in coverage.

Vehicles on Site:
For the safety of the Festival’s attendees, vehicles are not allowed to move onto or within the site during operating hours and during the window before and after scheduled Festival events when attendees arrive and depart. All vendors must move their vehicles off site to a designated parking area by 4:00 pm following set up on Friday. Participants will receive 1 parking pass for off-site parking. Vendors must park their vehicles in this lot and may not remove the vehicle from the lot until after operating hours. After 4:00 pm on Friday and 11:00 am on Saturday the festival footprint will become a pedestrian zone only, and no vehicles will be able to enter the footprint.

Utilities:
Limited potable water is available on site. No access to electricity or ice is available.

Security:
Although there will be security on Friday night, all fixtures and materials are left overnight at the vendors’ risk. The Festival’s insurance will not cover personal property, so vendors should obtain their own insurance.

Inclement Weather:
The event will be held rain or shine. Refunds will not be issued for inclement weather.

Cancellations:
Any cancellations must be submitted in writing no later than May 4, 2018 to rvaeastendfest@gmail.com

Hours of Operations:
Festival hours are Friday, 5:00 – 9:00 pm and Saturday: Noon to 9:00 pm. (Times may vary slightly, but will be within the stated time frame.) The festival goes on rain or shine. All food vendors must be set up by 3:00 pm on Friday to clear inspection by the Health Department, and are allowed to arrive beginning at 10:00 am on Saturday to be ready by 12:00 pm festival start. Non-food vendors should arrive no later than 4:00 pm on Friday and 11:00 am on Saturday to begin setting up, with the expectation that their booths will be ready to greet festival attendees at 5:00 pm and 12:00 pm respectively. Vendors arriving after 4:00 pm on Friday and 11:00 am on Saturday will be considered late and might not be able to participate in the event. This decision will be made by the event manager on site.

Booth Set-up:
Booths must be set up and operational for all hours of operation listed above. Vendors must address any special needs to the festival by May 4, 2018. Space is assigned at the discretion of the festival committee. Vendors may not trade or switch spaces, or set up in any other location. Set up must be completed and vehicles removed from festival area prior to event start time.

Booth Clean-up/Trash Removal:
Booths must remain intact and may not be dismantled until the end of the festival on Saturday. Vendors must take home their entire booths and all content. Booths must be dismantled by Saturday at 11:00 pm. Litter generated by your display must be removed from site. We reserve the right to charge an additional fee for any trash, materials or debris not removed by vendors by 11:00 pm on last day of event.

Additional Information:
Spaces must be kept neat and staff looking presentable at all times. The festival is not responsible for any losses in sales or inventory due to weather or other incidents. No pets on property or in vehicles please.

Contact:
If you have questions, please email: rvaeastendfest@gmail.com

Email address *
Vendor Name: *
Vendor Type: *
Contact Person: *
Title:
Address:
Phone: *
Email: *
Website:
Products to be displayed/sold at your booth: *
Food vendors please attach full menu. The festival committee reserves the rights to deny participation without refund to any vendor selling items not listed on this application.
Additional information (extra space required, etc.)
A copy of your responses will be emailed to the address you provided.
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