Artist Application

Please Note:  Applications received after Aug 11, 2025  at 11:59 pm, will be considered late and will go directly to the waitlist.  Should one of these vendors be selected for the show, they will be subject to a $20 late fee.  No fees will be charged unless the vendor is selected for the show.   The Leesburg Holiday Fine Arts & Crafts Show returns for its 35th year and will be held Saturday and Sunday, December 6 & 7, 2025 inside Ida Lee Park Recreation Center.  This holiday tradition draws gift shoppers from across the region.  Vendor booths are spread across two levels of the recreation center; available in the basketball courts, main hallway, fitness room, lower level social hall and lower level lobby.  See attached Craft Show Layout PDF for an event map. APPLICATION PROCESS 

1. Complete this entire online application form.
2. Include photos according to instructions below.
3. On Question 16 you'll indicate all booth types/locations that you would consider if your first choice is not available.  Please review the attached Craft Show Layout PDF.
4. In the Pricing & Payment section you will select only your first choice of booth space.
5. If you have booth request due to a special need, please send us a message.
6. Carefully review the Terms and Conditions.
7. Questions? Email : clemons@leesburgva.gov

*Application Deadline is August 11.  Applications will be accepted after that date only with a $20 late fee.

FINE ARTS & CRAFTS SHOW STANDARDS The Town of Leesburg Parks and Recreation Department is committed to presenting the highest quality vendors at our Fine Arts & Crafts Shows.  Please be aware of the following standards, terms, and conditions.
    

• The Town of Leesburg Fine Arts & Crafts Show is juried. Jurors will make their selections based on product diversity, creativity, workmanship, and booth display.
  • Application submission or vendor history does NOT guarantee acceptance. 
  • Only work representative of the photos and details submitted to be juried may be exhibited. You may not sell other non-related crafts that were not juried. 
  • Examples of eligible items are: Glass, Sculpture, Fiber Art, Jewelry, Wood, Metal, Doll Fashions, Fine Art/Graphics, Photography, Body/Bath Products and Food items: dips, mixes, oils, vinegars, chocolates, jams/jellies and baked goods.

• All vendors MUST BE PRESENT TO DISPLAY AND SELL THEIR OWN ORIGINAL work.
  • The artist/craftsperson who designs and creates the work is required to be at the show.
  • Representatives, including spouses or family members may assist, but may not attend in lieu of the vendor.

• We do not allow imports, kits, items made from kits, items made using commercial patterns or commercial molds, items assembled from pre-manufactured components, commercial T-shirts or sweatshirts. The Town of Leesburg reserves the right to ask vendors who have misrepresented their merchandise to leave the show.

• All merchandise displayed must be for sale and remain at the original price for the entire show. Items cannot be marked down for quick sale, except for baked goods. No commission will be taken on sales.

• All vendors are required to collect and pay Virginia State Sales Tax of 6% on all merchandise sold. Info at: www.tax.virginia.gov.

• A Temporary Food Permit is required for vendors who provide samples of food products (baked goods, candy, jams/jelly, dips, beverage, etc.) The permit must be displayed at the event. 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.

• At least four (4) color photos must be included and should represent work created within the last year.  Please see all the details in the photo submission section below 

• Vendors are invited to donate a $10-$15 item for a door prize.  The door prize drawings bring in customers and often cause them to shop longer.

• Vendors will be responsible for providing their own professional booth set-up.
  • Displays should be eye appealing. Flat table top displays are discouraged.  Please use elements of elevation and multi-level displays.
  • Tent frames may be used as part of display, but canopies or overhead covers are forbidden.
  • All of exhibitors' displays and materials including chairs, signs, and extra merchandise must be placed within the confines of the assigned space.

• Vendors may not tape, tie, secure or hang any signs or part of their display on walls, doors, bleachers, padding, or windows. 

• Vendor booths must remain set up until the close of the show . Vendors who leave early will not be considered for any future shows sponsored by the Town of Leesburg for at least one year. Vendors must remove all trash from their booths at the end of the show.

• Booth placement will be based on special need requirements, variety of crafts, date received, and vendor preferences. See layout and booth size diagrams on Photo Description page. Space requests will be considered but not guaranteed.

• Electricity is available in a limited number of booths and must be requested at the time of application.  Electrical access is NOT guaranteed.  If granted, the vendor will have access to one single plug.  Please make sure to have an extension cord as power may need to run behind neighboring booths.  

• Vendors may park in designated spaces near the building for load in and load out only. During show hours, vendors must park in designated parking lot next to the outdoor pool. Vendors may NOT park in the fire lane in front of the recreation center at any time. 

• Vendors will be notified of their status by September 12, 2025.
  • If accepted, vendor credit cards will be charged for booth fees at time of acceptance.
  • Vendors placed on the waitlist may be considered for future openings at the discretion of the jury and event organizers. 

• No full refunds will be given after a vendor is accepted to the show:
  • 40 or more days written notice - 50% refund
  • 20-39 days written notice - 25%
  • Under 20 days notice - 0%

• Indemnification. Exhibitor and/or Vendor agrees to indemnify, defend and hold harmless the Town, 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 any services/operations of any kind or nature furnished by the Exhibitor and/or Vendor. Vendor acknowledges that it is responsible for any personal injuries or property damage that may occur during the event for any reason and that the Town will not insure the Vendor for any risks associated with the event.

• 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.

• The Town of Leesburg will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to:
  • The enclosure in which the event is held, being before or during the show, being destroyed by fire, or other calamity, or act of God, public enemy, strikes, statutes, ordinances, or legal authority or any other act beyond the control of the Town of Leesburg that make it impossible or impractical to hold the craft show.
  • 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.)