Food & Drink Merchants
About the application
Join the Menu at the 82nd Annual Waterford Fair
We are on the hunt for exceptional food and drink purveyors to help make the Waterford Fair a true culinary destination. Whether you’re bringing a food truck, a tent, or a vintage cart, we want to hear from you! Our goal is a vibrant mix of savory and sweet, from gourmet bites to the classic fair favorites that keep our crowds happy.
Why Partner With Us?
Waterford isn’t just a beautiful backdrop; it’s a unique business opportunity.
- A High-Value Audience: Located in the heart of DC’s wine country, Loudoun County remains the #1 wealthiest county in America ($173,655 median income). Our neighbor, Fairfax, isn't far behind.
- Serious Foot Traffic: We host approximately 15,000 visitors over our three-day event.
- Flexibility: You are welcome to join us for 1, 2, or all 3 days of the Fair.
- Support a Mission: As a 501(c)(3), the Waterford Foundation uses the funds raised at the Fair to preserve our National Historic Landmark village and share the story of early American rural life.
Our fees are based on a percentage of your sales, paid after the Fair (less your initial deposit). Final payments are due by the end of October.
See the "Related Files" section of this application for important documents. Read the Prospectus before completing the application.
One quick tip: Please save your login and password! You can return to this application at any time to edit your details or upload your documents.
About the event
Terms & Conditions
By submitting an application, the merchant agrees to the following binding terms:
General Compliance: Merchants agree to abide by all rules, regulations, and requirements outlined in this Prospectus. Failure to comply with any section, including health and fire safety, setup/breakdown times, or waste management, may result in immediate removal and exclusion from future Waterford Fairs.
Weather: The Waterford Fair is a rain-or-shine event. No refunds will be issued due to inclement weather.
Force Majeure: Neither the Waterford Foundation nor the Merchant shall be liable for failure or delay in performing obligations under this agreement if such failure or delay is caused by circumstances beyond reasonable control, including but not limited to natural disasters, pandemics, or government mandates.
Insurance Requirements: All merchants must submit a Certificate of Insurance (COI) listing the certificate holder as: The Waterford Foundation, PO Box 142, 40222 Fairfax St. Waterford, VA 20197. Submissions are accepted via Eventeny, mail, or email to fairadmin@waterfordfoundation.org. Liability options are available through FLIP at fliprogram.com.
Cancellations & Fees:
- Merchant Cancellation: Agreements may be canceled in writing up to 30 days prior to the event; refunds will be issued minus a $50 processing fee.
- Foundation Cancellation: The Foundation reserves the right to cancel 30 days prior to the event with a full refund to the merchant.
- Returned Checks: Any check returned by the bank results in automatic forfeit of booth space, a $50 penalty fee, and exclusion from future Foundation events.
Sales Tax: It is the merchant’s sole responsibility to determine their obligation to collect and remit Virginia Sales Tax.
Please see the Fair prospectus for full terms and conditions.
Related files
Prices
| Application fees | $250.00 | The $250 deposit is refundable per the Fair Prospectus which can be found in the "related files" section of the application. When you submit your final payment after the Fair, you will deduct the deposit from that payment. |
Questions on the application
Business information
- Business name
- Legal business name
- Contact name
- Address
- Phone
- Website (Optional)
- Logo (Optional)
Additional information
- We are a non-profit organization.
- We would like to participate (select one):
- Yes, I have uploaded my set up photo (tent, cart, truck, trailer, building, etc.)
- Merchant type.
- Size of tent/truck/trailer/cart.
- Please provide a short description of your set up.
- Menu type.
- Please upload a copy of your menu here.
- Graywater disposal is available. Please enter your estimated daily disposal in gallons. Mark "n/a" if you will not need to dispose of graywater.
- Will you have an additional trailer, storage containers or truck that you will need to be able to access during the Fair.
- Select your required electricity service:
- High-Draw Appliance Audit: List Appliance Name | Quantity | Wattage (if known). If using a generator or no electricity, enter N/A.
- Are you using a generator or do you not need electricity?
- Upload your certificate of insurance here. See description for further instructions
- Upload your Loudoun County Temporary Food Application here.
- Upload your copy of the 2026 VA Department of Health License or a copy of the $40 check here.
- Upload your tent Fire-Retardant Certificate here, if applicable.
- I will follow the guidelines listed in the GreenFair Agreement.
- Preferred days?
- Preferred day?
- I acknowledge that my application is not secured until all of the items listed under the description in this question are completed/supplied.
Picture requirements
- Minimum pictures required: 1
