Nonprofit Expo Application

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

Important Dates:

February 1 - Space prices increase by $25.

After April 15 - A $50 late fee will be applied.

Qualifications

Space is 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. Fees are the same whether you exhibit for one or two days. Booth sharing is not allowed. Approved participants will be placed on the Waitlist until insurance documentation is received and approved by our Risk Manager. 

Payment & Processing Fees

Submission of credit card information is required to cover the application fee. Exhibitor fees will not be charged until after the Approval of an organization’s application or when placed on the Waitlist. 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.

Booth Locations
Locations will be determined by the organization's activity at the discretion of the Committee. 

Insurance

As of Feb. 18 2025, non-profit exhibitors are no longer required to produce a Certificate of Insurance for this event.

Serving Food 

If your organization plans to serve food in any capacity (give away or sell), you must submit a Temporary Food Event Application through the West Hartford/Bloomfield Health District. https://www.westhartfordct.gov/town-departments/health-district/online-forms.

If your nonprofit plans to sell food or drinks, please use the CWH Food Vendor Application which can be found on our website. A $100 discount will apply. 

Electricity

20 amp duplex outlets are available for $50 per plug on a limited basis.

Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amperage, voltage or watt usage. Please refer to the appliance’s tags for this required information.

Vendors must provide their own electrical cords (12 gauge extra hard usage weatherproof SOW accepted). Quiet generators may be allowed, but must have prior approval; please check with the office by May 1.

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. 

Hours & Weather 

Celebrate! West Hartford is open to the public on Saturday from 10 a.m. to 6 p.m. and on Sunday from 12 p.m. to 6 p.m. Exhibitors are expected to staff booths for all hours of the event on the days they are exhibiting.

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. The festival may be cancelled/closed only in the event of extreme and dangerous weather conditions. Event staff/local authorities will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions.

Security and Liability

Town staff will be onsite providing security 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.

Town Ordinances

• Smoking, vaping & alcohol use are prohibited on the grounds of West Hartford Town Hall.
• Dogs are highly discouraged on festival grounds. 
• For the protection of the environment, balloons are prohibited.