Date: Saturday July 26, 2025 8:30-11:30 AM
Location: Harpers Mill Clubhouse 8600 Pullman Lane
Chesterfield, Virginia 23832

Join us for the Farmers Market at the beautiful Harpers Mill Clubhouse! Vendors will have the opportunity to showcase their offerings in designated outdoor spaces, with food trucks adding to the lively atmosphere. We look forward to creating a welcoming and engaging shopping experience for our community!

VENDOR SETUP INFORMATION:
- Set up begins at 7:30 AM. If you require an earlier set up time, please email us in advance for approval.
- Detailed load-in, market layout, and load-out instructions will be sent at least 48 hours prior to the event. This information is for internal use only.
- The market layout is fully at the discretion of the market coordinator. It is subject to change without notice. Management appreciates vendor flexibility and willingness to adjust where necessary.
- Vendors may park next to their spot as long as there is enough space for both their tent/setup and vehicle. Outdoor spaces are 2 parking spots (about 18 ft). Anyone impeding load-in efforts will be asked to move your car.
- Be prepared that you may need to carry, wagon, or dolly your wares a short distance to the market area.
- Vendors must provide their own tables, chairs, tent, and any additional items required for a successful event.
- Wagon suggested for unloading.
- This venue is wheelchair accessible and handicap parking is available.
-  Tents must be securely weighed down with at least 20 lbs per leg to ensure stability. While this is adequate for mildly breezy conditions, be prepared to increase the weight if windy conditions are expected. Canopy weights should not present a tripping hazard. Weights should be affixed to the lower leg of the tent - no free dangling weights. Absolutely no staking.
- Electricity and Wi-Fi: electricity can be accommodated ahead of time for a limited number of spaces. Please notify us if you require access. Wi-Fi is available throughout the venue.

VENUE ACCESSIBILITY:
 - The venue is wheelchair accessible and handicap parking spots are available on the right side of the parking lot.

The event will proceed rain or shine. However, in the event of severe weather, we reserve the right to cancel for safety reasons. We do not have a scheduled rain date.

ADVERTISING
We will have a banner on Hull Street Road. We will put up flyers around town in libraries and businesses. If you have suggestions for where to put a flyer, please let us know! We have multiple large weighted roadside signs in and around the Harper's Mill neighborhood that we will put up advertising the event. Each event we run will be posted on our Instagram and Facebook accounts. Additionally, a Facebook Event is created to attract customers. Please join our Facebook group - https://www.facebook.com/share/g/14ognEmrQA/?mibextid=wwXIfr - to stay in-the-know about upcoming events! Any and all ideas regarding advertising (or anything else!) are appreciated!

OUR MISSION
We aim to provide financially successful events for free/low cost to local small businesses. We would love to partner with local charities. If you have one in mind, we'd love to connect with them so please send them our way!

VENDOR RULES:
- Absolutely no drinking alcohol, smoking, illegal substances, or weapons are allowed.
- Vendors are responsible for following all local, state, and federal sales tax requirements and laws.
- Vendors must adhere to all local, state, and federal laws, including regulations related to health and safety.
- It is the vendor's responsibility to obtain and display any necessary permits or licenses required for the sale of their goods.
- Harpers Mill HOA or its associates and affiliates are not liable for any vendor or their property. It is required that all vendors carry liability insurance to cover their business.
- Vendors are expected to work amicably with event coordinators, fellow vendors, and customers for the entirety of the market. Uncooperative or contentious vendors will be asked to leave immediately. This includes immediate removal from the event for any harassment, disruptive behavior, or unprofessional conduct.
- Vendors must provide all official business documents upon being approved to participate in the event (i.e. business license, retail sales tax certificate, business insurance, etc.). Vendors may also be required to provide validations of these documents during event check-in.
- All vendors are requested to help promote the market via social media in efforts to assist in its success.
- Vendors are prohibited from selling items that are offensive, discriminatory, or promote hate speech, violence, or any form of intolerance. Items that are sexually explicit, graphic, or inappropriate for a general audience are not allowed. No counterfeit, pirated, or stolen goods may be sold or displayed.
-Vendors must ensure that their set up does not obstruct pathways or neighboring spaces.
- Event organizers reserve the right to deny future participation to vendors who fail to comply with these policies.

LIABILITY DISCLAIMER:
 - Vendors are responsible for the safety and security of their own belongings and equipment. The venue and event organizers are not liable for lost, stolen, or damaged property during the event.
- Vendors must ensure their setup - including tents and displays - does not pose any safety risks to attendees or other vendors.
 - Food vendors must comply with all health and safety regulations applicable in the event location.

ACKNOWLEDGMENT:
By participating in this event, vendors agree to abide by these rules and policies. We appreciate your cooperation in creating a safe and welcoming environment for everyone!

For any questions or concerns, please contact us at
Meet.Me.At.The.Clubhouse.Events@gmail.com

Thank you for your participation! We look forward to hosting you at this free-to-vend event!