Nonprofit Application - 2025 Leesburg Airshow

Submission Deadline: August 1
All applications submitted after this date will automatically be placed on the waitlist. This application is for qualifying Nonprofit organizations only. 

*Not all applicants will be accepted even if submitted before deadline
 
Airshow Date:
Saturday, September 27, 2025
11:00 a.m. - 4:00 p.m.
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The Leesburg Airshow takes to the skies each September at Leesburg Executive Airport.  This free festival features amazing aerial performances overhead, fun activities on the ground, and delicious festival food for all ages.  More details can be found at www.LeesburgAirshow.com 
Application Tips and Notes • Submission of this application does not guarantee acceptance into the festival. All applications will be juried.
• Please read and answer all questions carefully.
• Booth spaces are assigned based on availability and festival needs.  Requested booth locations are not guaranteed even if accepted.
• Applications received after 8/1/25 will be considered late.
• Late applicants will be placed on a waitlist.
• Exhibitors on the waitlist will be considered for any spots that may come available.  Selection will be based on festival needs, exhibitor proposal, and jury recommendations.  There is no guarantee any waitlisted vendors will be added to the airshow lineup.  

• This application is for potential exhibitors.  Food vendors planning to prepare or serve food on site should use separate Food Concessions Application.

• Booth space for non-aviation exhibitors will be very limited. Preference will be given to interactive exhibitors.
• Please review everything on this page including the description and Terms and Conditions. We truly appreciate your attention to these details that allow us to host a safe and successful event.
•THIS IS A RAIN OR SHINE EVENT.
 
Thank you for your interest in the Leesburg Airshow!

Rules & Regulations

• Event Theme:  Preference will be given to exhibitors whose offerings align with the airshow's aviation theme.  Vendors or exhibitors not related to aviation are unlikely to be accepted.
• Nonprofit Eligibility: Only government entities and IRS 501(c)(3) organizations engaging in activities that support the local community are eligible for a nonprofit booth space.  Please be prepared to provide proof of IRS status if selected. Booths are extremely limited and not all will be accepted.
• Confirmation: You will receive an on-screen confirmation that your application has been received immediately upon submission.  You will receive notification of your status no later than two weeks after the application deadline.  Acceptance or Waitlist notifications may come through Eventeny to the email address on your account.  Please be on the lookout.  Please also remember that submission of application does NOT guarantee acceptance and participation in the festival.
•  Sharing/Sublet:  Accepted exhibitors may not sublet or share their booth space with another business or organization without explicit written approval from event organizers.  
• Communications: Electronic communications may come through Eventeny email or directly from the event organizers.  Please check all of your messages. 
• Required: Vendors are required to adhere to all Terms & Conditions.
• Regulations: Vendors are required to meet all federal, state and local health and fire codes, including inspections when required.  Please contact the Loudoun County Health Department and/or Fire Marshal's Office with questions.
• Taxes: Vendors are required to collect and remit all federal, state, and local taxes as required by law.  This is the sole responsibility of vendor.  Town of Leesburg temporary vendor meals tax form can be found at https://www.leesburgva.gov/home/showdocument?id=37406&t=637806842559933180
• Fire Extinguishers: All food vendors must have fire extinguisher(s) in their booth as required by fire marshal.  Vendors cooking with oil, deep fat fryers or solid fuel must also have a Class K extinguisher on site.  
• Refunds: You may not receive a refund if you withdraw your application AFTER acceptance.
• Items:  Exhibitors must supply all items needed to participate in show including, tents, weights, tables, chairs, lighting or accessories.  Exhibitors must also be able to setup and break down displays in a timely manor.  No assistance will be available from Airshow staff.
• Booth Size: Vendors may not set up any tables, tents, supplies, structures, equipment (including generators), or any other items outside of their booth footprint.  Booth size will be determined based on the length of space requested in this application and on availability.
• Electricity and Water: Electricity and water are NOT available.  If you need electricity, event organizers must approve a generator.  If approved, you must provide your own whisper generator and it must fit in your requested booth space.  
• Tents:  All tents and canopies must have at least 40 lbs. of weight secured to each leg.  All booths are on asphalt.  Tents may not be staked or tied to any are objects.  Tents must be fire retardant and have a properly mounted fire extinguisher.
• Pricing: Pricing must be clear and consistent. 
• Load In:  Exhibitors will be assigned a load in time early Saturday morning.  Please plan to be on time.  Vendors will stage in the airport parking lot and MAY NOT enter event space until cleared by event staff at or after your assigned time. 
• Vehicles: Event staff may limit the number of vehicles allowed into the event space at one time.  Please plan to unload, move vehicle back to parking lot, and then setup if possible.  On-site parking is very limited and each vendor will receive one parking permit.  Vendors may be asked to park additional vehicles in a lot off airport property.  
• Trash and Cleanup: All trash must be bagged and sealed.  Trash must be placed in appropriate receptacles or taken with you.  You may not store garbage in the spaces between or behind vendor booths.
• Load Out: Exact load-out and vehicular access time will be at the discretion of the ramp manager or your section coordinator. The presence of pedestrians or moving aircraft may delay ramp access. We will do our best to get you out in a timely manner. 
• Generators:  All generators must be Whisper Generators.  Generator noise may not exceed 70 decibels
• The Leesburg Airshow takes place on a working airport tarmac.  Extra precautions must be taken at all times.  Exhibitors and vendors must be diligent in looking out for their own safety and that of those around them.  Vehicle access to the tarmac will only be granted when it is safe for the public, aircraft, and staff. 
• Severe Weather:  If the event is closed temporarily or permanently due to severe weather, vendors must cease serving customers.  Vendors are urged to seek safety as quickly as possible.  
• Discrimination:  Vendors may not discriminate against any customer or person on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, sexual orientation, gender identity, marital status, disability, or military status.