Business Exhibitors

We are welcoming a variety of business exhibitors, from retail brands to service providers (e.g., Avon, Mary Kay, LuLaRoe Clothing), and your business could be a perfect fit! Don’t miss this opportunity to connect with holiday shoppers, spread festive cheer, and showcase your brand in a magical holiday setting.

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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!

Vendor Regulations:

1. Liability Waiver:
   The vendor agrees 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 & Set-Up:

   • Spaces are assigned by PFA.
   • Full payment is required before setup. (A $30 fee will apply for any returned checks.)
   • The event is rain or shine, with no refunds issued.
   • Only one business is allowed per space.
   • Vendors may begin setup two hours before the event and must be completely set up at least 30 minutes before the event's official start time (4:30 PM–11:00 PM).
   • Vendors must provide their own tents, chairs, tables, generators, etc. for electricity. 
   • All vehicles must be moved to the designated parking area once setup is complete.

3. Booth Staffing & Participation:
   All vendors are required to staff their booths until the event closes. We reserve the right to deny participation based on booth display or other concerns.

4. Regulation Updates:
   Event regulations are subject to change, and any updates will take precedence over previous guidelines.

5. Food Vendor Requirements:
   All food vendors must contact the Powhatan Health Department to ensure they have the necessary permits. If required, an on-site inspection must be scheduled with the Health Inspector.

6. Insurance Requirements:
   All vendors must provide a Certificate of Insurance (COI) with at least $1 million in liability coverage. The COI must list both the Powhatan Fair Association (4042 Anderson Highway, Powhatan, VA 23139) and Christmas Decor (13131 Lowery Bluff Way, Midlothian, VA 23112) as additional insureds. The COI must be submitted to PFA no later than November 8, 2024, at 11:59 PM.

7. Agreement & Compliance:
   By submitting the application and payment, vendors agree to comply with all regulations. Any changes to this agreement must be made in writing and approved by all parties. Failure to adhere to these regulations may result in expulsion from the event without a refund.