Non-Profit Expo Application

Promote your non-profit organization to tens of thousands of festival-goers by securing a spot in West Hartford's signature community event. The two-day outdoor annual tradition is an ideal opportunity to increase public awareness about and raise funds for your important work. Sign up today!

Qualifications: Space will be limited to organizations serving West Hartford and possessing a non-profit 501(c)(3) tax number. Final approval of all participants will be at the discretion of the Celebrate! W.H. Committee. Booth sharing is not allowed.Booth Locations: Locations will be determined by the organization's activity at the discretion of the Committee. Serving Food: If you plan to serve or sell food, you must be approved to do so by the Committee. Additionally, you must apply for a Temporary Food Permit with the WH-Bloomfield Health District (860-561-7900) which requires a separate permit fee of $50. Electricity: Electricity is available for a charge on a limited basis. Event staff must be aware of each item drawing electricity to ensure safety and supply. Look on appliances’ tags for required amp/watt usage information and be sure to note it on application form.Insurance: Exhibitors must hold a General Liability policy of $1,000,000 each occurrence and provide a Certificate of Insurance which is endorsed to include the Town of West Hartford as an Additional Insured for the dates of the event. Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law). An Additional Insured Endorsement is also required to participate (Blanket Al Endorsements are acceptable). Insurance documents must be submitted by May 1. Call 860-561-7485 for questions.Payment & Processing Fee: Submission of credit card information is required with this application, but payment will not be charged until after the approval of an organization’s application. A processing fee of approximately 2.9% + $0.30 will be charged by Stripe (the credit card processor) and added to the registration total. Other fees will be absorbed by Celebrate! West Hartford. If you must request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application.Security and Liability: Security will be onsite on Saturday night. Participants may leave their setup overnight, however, goods must be removed or left at the participant's risk. Refer to Liability Waiver.Parking: We are grateful for the sponsorship of Figure Eight Properties which provides two (2) free parking permits for non-profit staff and volunteers in the Town Center Garage at 29 South Main Street. When a shift ends, a vehicle must be moved to make room for replacement staff. Additional passes may be distributed on a limited basis. Rain or Shine: In the event of rain, every effort will be made to proceed as planned. Therefore, special consideration should be made by each participant to prepare for such a circumstance. Event staff will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions.Town Ordinance: Smoking, vaping & alcohol use are NOT ALLOWED on the grounds of West Hartford Town Hall.