Food Vendor Booth Application

One 10'x10' Food Vendor Booth: $100.00 Vendor Fee (invoice sent after approval)

Two 10'x10' Food Vendor Booths: $150 Vendor Fee (invoice sent after approval)

BEFORE BEGINNING YOUR APPLICATION…

To ensure you can meet the expectations of participating as a vendor at this event, please read all of the information below, including the arrival and departure schedules.

• This event will take place rain or shine.
• All vendor spaces are outdoors, and vendors are required to bring their own tent, tent weights, tables, and any other necessary setup materials.
• Vendors will be located on the Courthouse grounds, on the sidewalks and streets surrounding Court Square, and in the Jimmy Madison’s parking lot.
• A map showing your assigned location will be shared no earlier than Wednesday, December 3.

***IMPORTANT!***

• Vendors must be willing and able to follow both the arrival and departure schedules, detailed below, in order to participate.
• PLEASE NOTE: Because of the Holiday Parade, which begins at 7 PM, the departure schedule for Winter Wonderfest differs from other HDR events.

VENDOR ARRIVAL

• On the day of the event, Main Street will close to vehicular traffic at 8:00 AM.
• For setup, vendors will be allowed vehicular access to the closed event zone, via West Market Street, no earlier than 11:00 AM and no later than 12:00 PM.

VENDOR BREAKDOWN & DEPARTURE

• Vendor sales must end before 6:00 PM to allow time for the additional road closures required for the holiday parade.
  • Each vendor is responsible for managing their own breakdown schedule to ensure they meet the 6:30 PM departure deadline.
• The West Market Street vendor entrance to Court Square will be open and staffed from 5:30 PM to 6:30 PM, for re-entry and load-out.
• Vendors must complete breakdown and exit the event site by 6:30 PM.
  • Vendors are allotted a maximum of 60 minutes to pack up and exit the site.

Harrisonburg Downtown Renaissance (HDR) Event Vendor Terms and Conditions:

1.  Setup Requirements and Vendor Responsibilities

• Vendors are responsible for providing their own setup, including tents, tables, chairs, tent weights, and any other equipment needed for an outdoor event.
• All tents must be properly weighted — a minimum of 25 lbs per tent leg is recommended.
• All HDR events are held rain or shine.
• This event is open to the public. Activities and displays must be appropriate for all ages. Vendors who do not adhere to this policy may be asked to leave.
• Vendors must comply with all local, state, and federal laws, including obtaining any necessary permits (e.g., sales tax permits, health permits for food vendors).
• All products sold must be safe, legal, and accurately represented in the application.
• Each vendor is expected to clean up and dispose of their own trash throughout the day and before leaving. Nothing should be left behind in your vendor space.
• Unless you are able to breakdown and exit the event without driving your vehicle onto the closed road surrounding your vendor space, early breakdowns are not permitted.
• Vendors are responsible for containing their grease or oil in appropriate containers and must dispose of them offsite.

2.  Application and Selection Process

• Applications will be reviewed, and applicants will be notified of their acceptance status on the Friday following their submission date.
• Please keep in mind that the mission of our organization centers around supporting small businesses located in Downtown Harrisonburg. If upon review of your application, we find that your business is in direct, obvious competition with a business already located downtown, we may not be able to accept you as a vendor at our festivals.
• Submission of an application does not guarantee acceptance.

3.  Vendor Fee: Invoicing, Payment, & Refund Policy

• Eventeny requires all vendor applicants to provide a credit card with their application; this card will not be charged.
• If your application is accepted, you will receive an invoice in the eventeny portal. Invoices can be paid via credit card or check.
• Vendor fees must be paid before the event date – unless the vendor makes prior arrangements with HDR to hand-deliver a check on the day of the event.
• In order to be refunded their vendor fee, vendors must notify HDR that they need to cancel their vendor space no less than 5 business days prior to the event date. Cancellation requests made after the 5 business day deadline will not be refunded. 

4.  Liability and Insurance

• HDR is not responsible for any damage, theft, or loss of Vendor property or merchandise.
• Vendors agree to indemnify and hold harmless Harrisonburg Downtown Renaissance, its employees, agents, and volunteers from any claims or liability arising from participation in the event.
• Vendors are encouraged to carry their own liability insurance.

5.  Scam Alert

• Vendor fee payments will only be processed through invoices issued via Eventeny.
• HDR is not responsible for any transactions conducted outside of this platform.

6.  Acceptance of Terms

By submitting an application, the Vendor acknowledges and agrees to these Terms and Conditions. Failure to comply may result in disqualification from participation in future HDR events.