Call for Vendors

Welcome to the event! Browse through our applications and let us know if you have any questions.This is an electronic agreement and by selecting the booths, you are validating and approving this agreement electronically.

1. Vendor/Artist Requirements

• All vendors and artists must complete the official application and receive confirmation before participating.
• Vendors are responsible for the set-up, operation, and breakdown of their own booths/displays during the designated load-in and load-out times.
• All products, services, and displays must be family-friendly and appropriate for all ages.
• No sales of firearms, weapons, illegal items, or items depicting hate speech or explicit content.

2. Set-Up and Breakdown

• Vendors, artists, and exhibitors may load in between 7:00 AM and 8:30 AM. Booths must be fully set up by 8:45 AM.
• Breakdown begins after 2:00 PM and must be completed by 3:30 PM.
• Vehicles are not permitted in the event area during festival hours except for designated load-in and load-out times.

3. Booth and Display Guidelines

• All booths and displays must remain within the assigned space and not obstruct neighboring vendors or foot traffic.
• Tents, tables, chairs, and other equipment must be secured to withstand weather conditions.
• Vendors must keep their area clean and remove all trash and debris at the end of the event. Trash receptacles will be provided.

4. Insurance & Liability

• Vendors and artists are responsible for their own insurance and assume all liability for their goods, property, and staff.
• WEBS Training Center, Loudoun County Fairgrounds, and event organizers are not responsible for loss, theft, or damage to vendor property or personal injury.

5. Permits, Taxes, and Compliance

• Vendors are responsible for obtaining any necessary sales permits, business licenses, or health department permits required to operate.
• Vendors are responsible for collecting and reporting all applicable taxes.

6. Conduct

• All participants must treat event staff, attendees, and fellow exhibitors with respect and professionalism.
• No smoking, vaping, or consumption of alcohol is allowed at booths or in the event area.
• No pets are permitted, except service animals.

7. Cancellation & Refund Policy

• Cancellations must be submitted in writing. Refunds are not guaranteed and will be considered on a case-by-case basis.
• The event will occur rain or shine. In the event of severe weather or unforeseen circumstances, organizers reserve the right to cancel or reschedule. Fees will not be refunded due to inclement weather.

8. Photography & Promotion

• By participating, vendors and artists grant WEBS Training Center and its partners permission to use event photos, video, and vendor/artist information for promotional purposes.

9. Acceptance of Terms

• By submitting an application and/or participating in the event, vendors, artists, and exhibitors agree to abide by all terms and conditions stated herein.