Business and Exhibitors

We’re thrilled to invite your business to be part of the Hats Dukes & Boots Western Party, September 27th, to showcase your products or services to thousands of visitors.

We are seeking Business and Exhibitors, from retail to service providers (e.g., Custom Clothing, personal trainer, lawn care service, etc.), and your business could be a perfect fit! Don’t miss this opportunity to showcase your brand.

Application Process: By submitting this application as an electronic agreement, you confirm that you have read and approve this agreement electronically.

Submission of this application does not guarantee a space. All applications will be reviewed. If approved, you will be notified, and the application fee will be processed using the payment information provided.

General Regulations:

1. Vendor understands and agrees to comply with the regulations. All revisions or additions in terms of this agreement must be in writing and approved in writing by all parties. 
2. Vendor understands failure to comply with the regulations may result in expulsion from the event without a refund.
3. Event regulations may be changed as needed and will take precedence over the existing guidelines.

Liability Waiver:

• Vendors agree to hold harmless and waive liability for the Powhatan Fair Association (PFA) and FMN Sounds for any loss, stolen, damage, or destruction of vendor's property, including items or equipment left on the premises.
• Vendor assumes full responsibility for the security and handling of their equipment, inventory, and personal belongings.

Insurance Requirements (after application accepted/approved):

• Vendors must provide a Certificate of Insurance (COI) with $1 million liability coverage.
• Must provide a COI adding Powhatan Fair Association, 4042 Anderson Highway, Powhatan, VA 23139 as "additional insured."  The COIs must be submitted to the PFA by September 22nd, 11:59 PM. 
• Please have your insurance company email the COI to the following: powhataneventcenter@gmail.com

Environmental Health/Safety Requirements:

• Sanitation stations will be available and encourage everyone to observe CDC guidelines.

• Must have required fire extinguishers onsite, if applicable.
• Security will be onsite the entire event.

Space Assignment & Setup:

1. Full payment is required prior to setup ($30 fee for returned checks). The event is rain or shine. No refunds.
2. Grounds are available for setup 2 hours prior to opening.
3. Vendors must check-in prior to setup.
4. Space is assigned. You cannot move without authorization from the Event Coordinator.
5. Must be completely setup 30 minutes prior to opening.
6. Vendors provide their own tents, chairs, tables, generators for electricity, and any other necessary equipment.
7. All vehicles must be moved to the designated parking area once setup is complete.
8. Vendor passes will be provided for re-entry and vehicles.

Booth Guidelines:

1. Only 1 business per space by the original applicant. Subleasing is NOT allowed.
2. Selling will be confined to items listed on application to avoid duplication with other vendors.
3. Booth must be staffed at all times during the event.
4. Organizers reserve the right to deny participation if the booth display or other elements do not meet the required standards.