Food/Beverage Vendor Booth Application

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.

• Electricity is NOT available on-site for this event. If you need electricity for your vendor setup, you must bring your own generator or power source. 
• 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 sidewalks and streets surrounding Court Square / Main Street.
• All Food Trailers will be required to unhitch.

***IMPORTANT!***

Vendors must be willing and able to follow both the arrival and departure schedules, detailed below, in order to participate. Vendors who do not follow these instructions will not be invited back.

VENDOR ARRIVAL

• On the day of the event, Main Street will be closed to vehicular traffic. Vendors will be allowed to drive into the closed event zone, via East Market Street, no earlier than 11:00 AM and no later than 11:45 AM.
• The closed event zone must be clear of vendor vehicles by 12:15 PM.

VENDOR BREAKDOWN & DEPARTURE

• Vendor sales must cease when the event ends at 5:00 PM
• Each vendor is responsible for managing their own breakdown schedule to ensure they meet the 6:30 PM departure deadline.
• The East Market Street vendor entrance to Court Square will be staffed after 5:00 PM, for re-entry and load-out.
• Vendors must complete breakdown and exit the event site by, no later than, 6:30 PM.

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.