Food Vendor Application

In Lovettsville, Virginia, Oktoberfest isn't just another small-town festival - it's where lederhosen meets Southern charm and beer steins clink with sweet tea glasses.

What started as a tiny German harvest celebration back in 1994 has exploded into a 13,000-person party that would make any Bavarian proud. The festival brings together the unlikely combo of bratwurst and barbecue, polka bands and rockabilly, proving that German-American fusion isn't just about the food - it's about having a darn good time.

Thanks to some passionate locals and a generous gift of equipment from the Washington Saengerbund (America's oldest German singing society), the festival now boasts authentic German bands, traditional folk dancers, and enough wursts to feed an army. When the beer master shouts "O zapft's!" and taps that first keg, this little Virginia town transforms into a slice of Munich - just with better weather and Southern hospitality to boot.

Event Location: Town Green & Walker Pavilion

 
Event Date and Time:

-Friday, September 26 from 6 PM - 11 PM

- Saturday, September 27 from 10 AM – 11 PM

- Sunday, September 28 from 11 AM – 5 PM

-You must be able to participate in both Saturday and Sunday event for acceptance OR Friday Only.

-No part of any exhibit may be dismantled or removed before end of event.
 
Application deadline: The application deadline is August 31.  Vendors may apply after August 31, however if accepted a $50 late fee will be added to your booth fee. 
 
Vendor Notification:

-Vendors will be notified of acceptance via email no later than August 1. 

-By signing the application, you acknowledge that you understand the terms and conditions of the event and you agree to adhere to the spirit and intent of the conditions as stated by the Town of Lovettsville.

Terms & Conditions

 Keep in mind the following:

• This application is for food vendors
• The application deadline is Aug. 31. All applications received after Aug. 31, and accepted in the event, will be charged a $50 late fee
• Applicants will be notified of acceptance no later than Aug. 1.
• The event is on asphalt, with some location in the grass.  Tents must be properly weighted. (see terms and conditions)
• Non-potable water not available. Gray water disposal tanks available.
  Dumpster available for trash.
• You must include a minimum of four (4) photos total: (2) pictures of your food, (1) picture your booth set-up (truck/trailer/tent), (1) picture of cooking space.
• Applications will be considered incomplete without photos.
  
  Rules & Regulations Application: 
• An application is a commitment to the event, but does not mean you are accepted.
• No full refunds will be given after the acceptance notice is sent. See refund policy.
• You must include a minimum of four (4) photos. 
  
  Application Status:
• Your application will not be considered complete unless all relatable questions are answered, and photos are uploaded.
• Your credit card will not be charged until you have been accepted into the event. 
  
  Acceptance Confirmation: 
• You will receive confirmation no later than Aug. 1, 2025 as to whether or not you have been chosen as a vendor.  
• Those not selected will be placed on the Waitlist and will receive a waitlist notification.
• Your application will not be considered complete unless all relatable questions are answered, and photos are uploaded.
• Your credit card will not be charged until you have been accepted into the event. 
  
  Waitlist:
• Applications received after the deadline may be placed on the Waitlist. Deadline is Aug. 31, 2025
  
  Refunds:
• No full refunds will be given after a vendor is accepted to the show:
  • 14 or more days with written notice - 50% refund  
  • 10 days with written notice - 25% refund
  • Under 9 days notice - 0% refund
    Note: late fee is non refundable 
    
    Food Trucks/trailers:
• You must meet all local, state and federal motor vehicle requirements.  
  Out of state cooking trucks and trailers must be permitted by Virginia State or Loudoun County fire marshal.
• Appropriate fire extinguishers must be provided by the vendor
• Must submit an application to the Loudoun County Health Department and obtain a Loudoun County Health Permit
  
  Tents:  
• All tents and canopies must have at least 50 lbs. of weight secured to each leg.
• Appropriate fire extinguishers must be provided by the vendor
  Tents must be 10 x 10 in size
• Must submit an application to the Loudoun County Health Department and obtain a Loudoun County Health Permit
  
  Food Concessions:
• This application is for Food Concessions; defined as products produced on site for consumption.
  
  Additional Items Required:
• You must have a Loudoun County Health Department’s Temporary Food Permit Form/Notice to Participate 
• You must complete and submit a copy of Loudoun County Health Department’s Temporary Food Permit/Notice to Participate Form for each event; found at https://www.loudoun.gov/DocumentCenter/View/125802/
•  All Food Permits must be submitted to the County BY THE FOOD VENDOR.  
• Applications must be mailed or dropped off at the Loudoun County Health Department office
  
  Booth Set-up:
• The festival staff will assign specific set-up times to assure orderly set-up.
  A packet of logistical information will be emailed to you the week prior to the event
  
  Booth Breakdown:
• Event staff will assign specific breakdown times to assure orderly load-out.
• All materials must be completely removed from streets.
• All trash & debris must be removed by vendor; a dumpster will be available.
  You must leave the area as you found it. 
  
  Generators:
• Generators may not exceed 70 DB in noise level.
• “Whisper” generators are strongly encouraged.
• Electricity will not be provided.
  
   Health Department and Fire Marshal:  
• All vendors must comply with all federal, state and local health department and fire code regulations.
• A Temporary Food Permit is required for food vendors.
  The permit must be displayed at the event.
• Food vendor application deadline to Loudoun County is 10 days prior to the event.
• We recommend submitting your application NO LATER THAN September 10
  You can find the Application / Notice to Participate at https://www.loudoun.gov/DocumentCenter/View/125802/Temporary-Food-Vendor-Application-and-Information-Packet?bidId=.
• Contact Loudoun County Health Department with any questions.
• Food Trucks must meet all local, state and federal motor vehicle requirements.
• Out of state cooking trucks and trailers must be permitted by Virginia State or Loudoun County fire marshal.
• All cooking tents must have appropriate fire extinguishers
• All Food Permits must be submitted to the County BY THE FOOD VENDOR.  
  Applications must be mailed or dropped off at the Loudoun County Health Department office
  
  Booth Operation:
• The booth must be open and staffed during event hours.
• Anyone arriving late, leaving early, or breaking down during event hours may be refused entrance to future events.
• Nothing shall be placed on the sidewalks or interfere with the buildings, entrances or walkways of buildings and residences.
• Booth must not interfere with adjacent exhibits in any way.
• All booth items must be setup at least one foot (12 inches) from the curb to provide room for water to flow freely and may not overstep outlined space.
  Exhibitors shall be liable for delivery, handling, erection and removal of their own displays and materials.
• The Town of Lovettsville, the event, and sponsors assume no responsibility for damages or theft of your booth and merchandise/food.
  
  Menu:
• Food vendors making menu changes outside of original application, must be made in writing with an email to event organizers.
• All approved menu items and pricing must be included in application and posted at booth during event hours.
  
  Additional Terms & Conditions:
• Vendors and their staff must exhibit professional behavior at all times while on the event site.
• Event Staff reserves the right, in its sole discretion, to determine what constitutes professional behavior.
• Violation of this rule will result in the vendor, their helpers and exhibits being excluded from the event site with no refund.  This may impact your acceptance into future shows.
• Vendors are not to bring pets to the event.
  Vendor are not to bring alcohol to the event, unless an approved beverage vendor by the Event Management.
• "No shows" due to rain will exclude you from the coming year's event.
• No Smoking signs must be posted on tent/canopy.
• Tent must be fire retardant. Food & Beverage vendors have the exclusive right to sell their products.
• Food and beverage may not be sold or distributed by other exhibitors. 
• Vendors may not sublet any portion of their space to another exhibitor.
• No microphones or noisemakers may be used at the event
• No water source for cooking will be provided.
• All exhibitors are responsible for reporting all applicable Virginia and Town of Lovettsville sales tax. www.tax.virginia.gov.
  
  Indemnification:
• Vendors agree to indemnify, defend and hold harmless, the Town of Lovettsville, mb logistics, llc, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the vendor or exhibitor’s participation in the Event.
• This indemnity agreement shall impose liability on the vendor or exhibitor to the fullest extent permitted under the laws of Virginia. Town of Lovettsville’s Event Management will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons of the enclosure in which the event is to be held, being before or during the event is destroyed by fire, or other calamity, or by an act of God, public enemy, strikes, statutes, ordinances, or legal authority or any other act beyond the control of the Town of Lovettsville which makes it impossible or impractical to hold the event.
• The Town of Lovettsville, and mb logistics, llc will not be liable for any damage done by vendors to public/private property during set-up, tear down and regular operation hours. This includes the operation of any equipment (motorized or non-motorized).  
• Vendors must have liability insurance for a combined single limit of at least $1,000,000 for each occurrence of bodily injury and property damage. The vendor must email a copy of the endorsement to event organizers prior Sept. 1 at the email address listed below. All endorsements must have the date(s) and location of the event and include the Town of Lovettsville (Lovettsville Town Green, 11 Spring Farm Drive, Lovettsville, VA 20180) as an additional insured party as well as mb logistics, llc (21000 Southbank St Potomac Falls, VA 20165).