Food Vendors

We are seeking food vendors who prepare and sell ready-to-eat food and/or pre-packaged food. This is an excellent chance to showcase your culinary offerings at the Powhatan Festival of Lights and Holiday Village. Whether your specialty is hot meals, snacks, desserts, or beverages, your food will play a key role in creating a festive and delicious experience for our attendees.

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We’re thrilled to invite your business to be part of the inaugural Powhatan Festival of Lights and Holiday Village, presented by Christmas Decor! This enchanting outdoor event will take place every weekend from November 22nd to January 5th (Friday to Sunday), offering a prime opportunity for your company to showcase its products or services to thousands of festive visitors.

The festival will feature dazzling holiday light displays, delicious food options, and a variety of family-friendly activities, creating a magical atmosphere that draws in families and couples alike. With glowing tunnels, twinkling displays, and countless photo opportunities, this event promises to be a holiday highlight for the entire community.

Event Details:

• Dates: Every weekend from November 22nd to January 5th
• Time: 4:30 PM to 11:00 PM
• Available weekends:
  • November 22nd – November 24th
  • November 29th – December 1st
  • December 6th – December 8th
  • December 13th – December 15th
  • December 20th – December 22nd
  • December 27th – December 29th
  • January 3rd – January 5th

Vendor Benefits:

• Showcase your products or services to a large, festive crowd in an outdoor setting.
• Participate in one or more weekends for maximum flexibility.
• Decorate your booth with a Christmas-themed tent to enhance the holiday spirit and draw attention to your business.
• Be part of a high-traffic event featuring attractions like Santa photos, ice skating, walking light displays, hot cocoa stations, fire pits for s’mores, and much more!

Requirements:

• Vendors must be in compliance with all state and local ordinances, both for food preparation and equipment.
• Please include the following with your application:
  • A copy of your menu.
  • Dimensions of your unit, including the hitch.
  • Food license.
  • Mobile unit permit (or sticker).
• The Health Department may still require an inspection of your setup.

All food vendors must provide their own generators for electricity and are encouraged to decorate their booths with a festive, Christmas-themed setup to align with the holiday atmosphere.

Application Process: By submitting this application electronically, you confirm that you have read and agreed to all the information on this page. Please note, submission of this application does not guarantee a space. All applications will be reviewed, and only fully completed applications will be considered. If accepted, we will notify you and process the application fee using the payment information provided.

Terms & Conditions Apply

Vendor Regulations:

1. Liability Waiver:
   Vendors agree to hold harmless and waive liability for the Powhatan Fair Association (PFA) and Christmas Decor for any loss, damage, or destruction of personal property, including items or equipment left on the premises.

2. Space Assignment & Setup:

   • Spaces will be assigned by the event organizers.
   • Full payment is required prior to setup (a $30 fee applies for returned checks).
   • The event will proceed rain or shine, and no refunds will be issued.
   • Only one business is permitted per space.
   • Vendors may begin setup two hours before the event and must be fully set up at least 30 minutes before the official start time (4:30 PM–11:00 PM).
   • Vendors are responsible for providing their own tents, chairs, tables, generators for electricity, and any other necessary equipment.
   • All vehicles must be moved to the designated parking area once setup is complete.

3. Booth Staffing & Participation:
   Vendors are required to staff their booths until the event concludes. The event organizers reserve the right to deny participation if the booth display or other elements do not meet the required standards.

4. Regulation Updates:
   Event regulations may be updated as needed, and any changes will take precedence over previous guidelines.

1. The Organizer shall not be held responsible for any lost, stolen, or damaged items belonging to the Vendor during the event. 
2. The Vendor assumes full responsibility for the security and handling of their equipment, inventory, and personal belongings.

3. The Vendor releases the Organizer from any claims or liabilities that may arise from the loss or damage of Vendor's property during the event.

1. Food Vendor Requirements:
   Food vendors must contact the Powhatan Health Department to ensure they have the proper permits. If required, vendors must arrange for an on-site inspection by the Health Inspector.

2. Insurance Requirements:
   All vendors must provide a Certificate of Insurance (COI) with a $1 million liability coverage, naming both the Powhatan Fair Association (4042 Anderson Highway, Powhatan, VA 23139) and Christmas Decor (13131 Lowery Bluff Way,, VA 23112) as additional insureds. The COI must be submitted to the PFA by November 8, 2024, 11:59 PM.

3. Agreement & Compliance:
   By submitting the application and payment, vendors acknowledge that they have read and agreed to comply with all regulations. Any revisions or changes to this agreement must be in writing and approved by all parties involved. Failure to comply with these regulations may result in expulsion from the event without a refund.