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Food Vendor Concessions - TASTE Leesburg

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Deadline: Aug 09, 2024 11:59 pm (GMT-04:00) Eastern Time (US & Canada)
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2024 TASTE Leesburg
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Date: Aug 10, 2024 5:00 pm - Aug 10, 2024 10:00 pm (EDT)
place
Leesburg, Virginia
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$75-325

About the event

TASTE what Leesburg has to offer! Many of our local restaurants, food trucks, and farmers markets will be offering “tastes” of their best fare. Types of booth spaces: - Restaurants - Food Vendors - Food Trucks Showcase your food. Sampling or tasting sized items are encouraged, but not required. - Farmer’s Market Style foods - Packaged Food - Specialty Food - Producers, bakers, packaged food, and specialty item Shops Merchandise Art Non-Food Local shops or businesses showcase their products and services. Exhibitors can display or sell only juried merchandise and/or information Application deadline: The application deadline is June 30. Vendors may apply after June 30, however a $50 late fee will be added to your booth fee.  Vendor Notification: Vendors will be notified of acceptance via email no later than July 12. If applying after July 12, we will reach out to you as soon as possible. Beer & Wine A separate process to participate is required for wineries and breweries. Please contact Lesley Green at lgreen@leesburgva.gov for details.
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Town of Leesburg - Parks and Recreation
Town of Leesburg - Parks and Recreation
Contact Organizer
Town of Leesburg - Parks and Recreation
Town of Leesburg - Parks and Recreation
Contact Organizer

About the application

Saturday, August 10, 2024
 
THIS  APPLICATION  IS  FOR  FOOD  VENDORS 
 
Event Location: Historic Downtown Leesburg, 2 blocks of Market Street and 2 blocks of King Street.                                  
 
Event Date and Time: Saturday, August 10, 2024, from 5:00 PM to 10:00 PM. You must be able to participate during the entire 5 hour event for acceptance. No part of any exhibit may be dismantled or removed before 10:00 PM on event day.
 
Application deadline:  The application deadline is June 7. 
 
Vendors may apply after June 7, however if accepted a $45 late fee will be added to your booth fee. 
 
Vendor Notification: Vendors will be notified of acceptance via email no later than June 21. 
 
All applications will be juried with the order of acceptance based on Leesburg, Loudoun County, and then surrounding areas. 
 
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 Leesburg Parks and Recreation Department.
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Terms & Conditions

 
Keep in mind the following:
  • This application is for food vendors
  • Application deadline is June 7. All applications received after June 7, and accepted in the event, will be charged a $45 late fee
  • Applicants will be notified of acceptance no later than June 21.
  • The event is on asphalt.  Tents must be properly weighted. (see terms and conditions)
  • Non-potable water 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 and will not be juried.
 
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 June 21, 2024 as to whether or not you have been chosen as a vendor.  Those not selected may be placed on the Waitlist and will receive a waitlist notification.
 
TASTE Leesburg event is juried. Jurors will make their selections based on product diversity,  menu pricing, and booth display.
 
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 June 7, 2024
 
Participation Criteria: All Leesburg food, beer and/or wine companies, and food related retail will take precedence over other applicants when being reviewed by the jury. 
 
Other participants will be selected by the jury based on the event’s need for diversity of product, and the business location (Leesburg and Loudoun County will be considered first, then area surrounding). Special consideration will be given to shops directly affected by the event’s footprint. 
 
 
Refunds: You may receive a full refund without penalty if written notice is received PRIOR to acceptance by the Town of Leesburg Parks & Recreation. 
 
Otherwise, no full refunds will be given after a vendor is accepted to the show:
o   14 or more days with written notice - 50% refund
o   10 days with written notice - 25%
o   Under 9 days notice - 0%
o   Note: late fee is non refundable
 
Food Trucks: 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. 
 
Tents:  All tents and canopies must have at least 40 lbs. of weight secured to each leg.
 
Food Concessions: This application is for Food Concessions; defined as products produced on site for consumption. Food products that are pre-packaged do not fall under Food Concessions and will not be accepted as such.
 
Additional Items Required 
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.  
 
Booth Set-up: The festival staff will assign specific set-up times to assure orderly set-up. All booths must be set-up and vehicles must be off the street by 4 PM on the day of 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.
 
Tents: All tent legs must have properly attached weights as specified here.  40 lb weights are required for each corner of a 10’x10’ tent.  80 lb weights are required for each corner of any canopy bigger than 10’x10’
 
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 July 29
 
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. 
 
Booth Operation: The booth must be open and staffed during regular event hours. Anyone arriving late, leaving early, or breaking down during show hours may be refused entrance to future events. 
 
Nothing shall be placed on the sidewalks or interfere with the buildings, entrances or walkways of downtown buildings and residences. Exhibitor’s 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. 
 
Merchandise: Town of Leesburg TASTE Event Staff will determine through its selection process whether merchandise/food is acceptable. 
 
Exhibitor can display or sell only juried merchandise/food as listed on the accepted application. 
 
Stored inventory must be kept from public view, or stored in your vehicle. The Town of Leesburg, TASTE 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. 
 
Exhibitors: Exhibitors and their staff must exhibit professional behavior at all times while on the event site. Town of Leesburg TASTE Event Staff reserves the right, in its sole discretion, to determine what constitutes professional behavior. Violation of this rule will result in the exhibitor, their helpers and exhibits being excluded from the show site with no refund. 
 
This may impact your acceptance into future shows. Exhibitors are not to bring pets to the event. Exhibitors are not to bring alcohol to the event, unless an approved beverage vendor by the Town of Leesburg Event Management. "No shows" due to rain will exclude you from the coming year's show.
 
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. 
 
Exhibitors may not sublet any portion of their space to another exhibitor.
 
No microphones or noisemakers may be used at the event without the permission of the Town of Leesburg TASTE Event Staff.
 
No water source for cooking will be provided.
 
All exhibitors are responsible for reporting all applicable Virginia and Town of Leesburg sales tax. www.tax.virginia.gov.
 
Indemnification: Vendors and Exhibitors agree to indemnify, defend and hold harmless, the Town of Leesburg, 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 TASTE Leesburg Event. This indemnity agreement shall impose liability on the vendor or exhibitor to the fullest extent permitted under the laws of Virginia. Town of Leesburg TASTE 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 show 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 Leesburg which makes it impossible or impractical to hold the event. The Town of Leesburg 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).
 
 A Certificate of Insurance showing at least $1,000,000 in liability coverage that is valid through the date of the event is  required with the Certificate Holder specified as the Town of Leesburg, 25 W. Market Street, Leesburg, VA 20176.
 
 
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Prices

Late Fee (all applications received after June 7 will be charged at $45 late fee if accepted. $45 Non-refundable A $45 non refundable late fee will be charged to all applications received after June 7th if accepted .
Town of Leesburg Business - Food Vendor Booth Space $250 Non-refundable Food vendor price is for 10 x 10 tent space or for food truck/trailer up to 20 feet. If your set up requires more booth space. Additional space available: 10 additional feet: $150, 5 additional feet $75 All vendors accepted to the event will be assigned a space within the downtown Leesburg street footprint.
Outside of Town of Leesburg - Food Vendor Booth $325 Non-refundable Food vendor price is for 10 x 10 tent space or for food truck/trailer up to 20 feet. If your set up requires more booth space. Additional space available: 10 additional feet: $150, 5 additional feet $75 All applications received after June 7, 2024 will be charged at $45 late fee if accepted.
10 feet additional space for cooking, food prep, storage, etc. $150 Non-refundable All items will need to remain within your allotted 10 x 10 (for tents) booth space. Will you need additional space outside of your food truck, trailer or tent for cooking, food prep, storage, etc.?
5 feet additional space for cooking, food prep, storage, etc $75 Non-refundable All items will need to remain within your allotted 10 x 10 (for tents) booth space. Will you need additional space outside of your food truck, trailer or tent for cooking, food prep, storage, etc.?

Questions on the application

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • List your menu WITH pricing for each item here:
  • How would you categorize your menu?
  • Event day contact cell phone
  • Have you participated in this event in the past?
  • If so, what year(s) did you participate?
  • Event day contact FIRST name
  • Event day contact LAST name
  • How many vehicles will you have to unload for set up and break down?
  • Will you be pulling a trailer for unloading to set up and break down?
  • Approximately how long does it take to set up your booth?
  • What is the type of vehicle will you be using for set up and breakdown?
  • Are you able to unload and then move your vehicle before setting up?
  • Will your booth be a food truck, trailer, or tent?
  • Food Truck: What is the lengh/ dimentions of your food truck? (bumper to bumper and height)
  • Food Truck: What side of your vehicle has the service window?
  • Food Truck: Does your truck have a generator?
  • Food Truck: What is the model of your generator?
  • Food Truck: What are the max outputt (watts) of your generator?
  • Food Truck: Where is your generator located on your truck?
  • Food Truck: Does your truck use propane?
  • Food Truck: If you are using propane, what will it be used for?
  • Food Truck: Where is your propane tank located?
  • Food Truck: Dooes your truck have a Commercial Grade Hood System?
  • Food Truck: Do you have a fire extinguisher on your truck?
  • Trailer: What is the length of your trailer bumper to bumper (include hitch)?
  • Trailer: What side of your trailer has the service window?
  • Trailer: Does your trailer use propane?
  • Trailer: If you are using propane, what will it be used for?
  • Trailer: Does your trailer have a generator?
  • Trailer: What is the model of your generator?
  • Trailer: Where is your generator located on your trailer?
  • Trailer: What is the max output (watts) of your generator?
  • Trailer: Dooes your trailer have a Commercial Grade Hood System?
  • Trailer: Do you have a fire extinguisher on your trailer?
  • Tent: What is the size of your tent?
  • Tent: Will you be cooking at your tent booth location?
  • Tent: If you are not cooking at your tent, how will you keep your food at the appropriate temperature?
  • Tent: What size booth space do you need to accomadate your tent and cooking space?
  • Tent: Will you need to use a generator at your booth?
  • Tent: What is the model of your generator?
  • Tent: What are the max outputt (watts) of your generator?
  • Tent: Will you use propane at your booth?
  • Tent: If you are using propane, what will it be used for?
  • Tent: Do you have a fire extinguisher for your tent?
  • By signing this form you state that you have read and agree to all rules, regulations, terms and conditions in the Leesburg Independence Day Celebration Food Vendor Application.

Picture requirements

  • Minimum pictures required: 4
  • Please upload at least 4 photos. Photos should be of - your food truck/trailer/tent - your cooking area - two pictures of your product (food listed on your menu). Please provide a description of what's in each photo and pricing if applicable. These pictures will presented to the jury and will help determine acceptance into the event.
Food Vendor Concessions - TASTE Leesburg
Food Vendor Concessions - TASTE Leesburg
2024 TASTE Leesburg
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