FoodeesFest Vendor Agreement – Springfield, VA 2027

SPRINGFIELD TOWN CENTER

6791 Springfield Mall
Springfield, Virginia

April 9–11, 2027

Event Hours

Friday: 1:00 PM–9:00 PM
Saturday: 11:00 AM–9:00 PM
Sunday: 11:00 AM–7:00 PM

This will be Foodees Fest’s third event at Springfield Town Center, and vendor demand for this event is consistently high. Applications are reviewed on a rolling basis, and many categories may reach capacity several months before the event.

To maintain a balanced vendor lineup, category availability is strictly limited. Submitting an application does not guarantee acceptance, and applications may close at any time once an event category or the overall event reaches capacity.

Food vendors may not sell lemonade unless specifically approved in writing by Foodees Fest. If lemonade appears on a submitted menu without prior approval, the vendor will be required to remove it before participating.

APPLICATION INFORMATION
Thank you for your interest in participating in Foodees Fest.

Foodees Fest is a large-scale, outdoor, three-day festival celebrating food, culture, entrepreneurship, and small businesses. Our events feature food trucks, food trailers, tented food vendors, prepackaged food vendors, artisans, authors, crafters, and non-food retailers.

This application allows our team to review your business, menu or products, setup requirements, and appropriate vendor category. Submission of an application does not guarantee acceptance.

This application also serves as an electronic agreement. By selecting a booth option and submitting the application, you acknowledge that you have reviewed and electronically agreed to the applicable vendor terms, policies, and requirements.

ACCEPTED VENDOR CATEGORIES
Food trucks and food trailers
Tented food vendors
Prepackaged food vendors
Artisans and crafters
Authors and non-food retailers
Each vendor must apply under the category that accurately reflects its setup, products, and method of operation. Applying under an incorrect category may delay the review process or result in the application being declined.

IMPORTANT EVENT REQUIREMENTS
All vendors must be fully self-sufficient.
Electricity and water are not provided.
Generators must operate at 70 decibels or below.
Straight-leg canopy tents with appropriate weights are required.
Professional signage must be displayed.
Handwritten signage is not permitted.
Beverage sales are restricted unless specifically approved.
Vendors must provide all equipment needed to operate safely and successfully.
All approved vendors must participate for the full three-day event.
MENU AND PRODUCT APPROVAL
All food vendors must submit the following with their application:

A complete menu
Accurate pricing
The correct vendor category
Current photographs of the food truck, trailer, tent, or complete setup
Photographs of the food or menu items being offered
Artisans, crafters, authors, retailers, and prepackaged food vendors must submit accurate product descriptions and current photographs of their products and setup.

Only items approved by Foodees Fest may be sold, displayed, sampled, distributed, or promoted during the event.

Vendors may not add, substitute, or change menu items, products, services, or activities after approval without written authorization from Foodees Fest.

LOAD-IN, SETUP, AND BREAKDOWN
Vendor load-in will take place during assigned times on Thursday and Friday morning.

Vendors must be available during the assigned load-in period and must follow all arrival, check-in, staging, setup, parking, and inspection instructions.

Final load-in schedules, vendor layouts, permit information, inspection requirements, parking instructions, weather updates, breakdown procedures, and operational information will be shared through the official Foodees Vendors and Sponsors Facebook Group.

Joining and monitoring the group is mandatory for participation. Vendors are responsible for reviewing all posted updates and arriving fully prepared.

Late arrival, early breakdown, failure to follow load-in instructions, failure to attend, or failure to comply with event requirements may result in removal without refund and may affect eligibility for future Foodees Fest events.

EVENT PARTICIPATION
All approved vendors must participate for the entire three-day event and remain open, staffed, and operational during all published event hours.

Friday: 1:00 PM–9:00 PM
Saturday: 11:00 AM–9:00 PM
Sunday: 11:00 AM–7:00 PM

Vendors may not close early, pack merchandise early, dismantle their setup, or bring vehicles into the event area until breakdown has been authorized by Foodees Fest.

Please review the available application categories, pricing, requirements, and Terms and Conditions carefully before submitting your application.

TERMS AND CONDITIONS

By submitting this application, accepting approval, and/or completing payment, the applicant acknowledges and agrees to all terms, policies, and requirements listed below.

APPLICATION REVIEW AND ACCEPTANCE
This will be Foodees Fest’s third event at Springfield Town Center. Vendor demand is extremely high, and many categories are expected to reach capacity several months before the event.

Applications are reviewed on a rolling, first-come, first-served basis. Category availability is strictly limited to maintain a balanced vendor lineup.

Submission of an application does not guarantee acceptance. Foodees Fest reserves the right to approve, deny, waitlist, or remove an applicant based on category availability, product duplication, event needs, prior participation history, compliance history, setup requirements, or overall event fit.

An application is not considered complete until all requested menus, product lists, photographs, setup details, documentation, and payment information have been submitted.

Vendor placement is determined exclusively by Foodees Fest and is final. Vendors are not guaranteed a particular location, entrance, neighboring vendor, surface type, visibility level, or distance from another vendor.

WITHDRAWING AN APPLICATION
Applicants who no longer wish to participate must formally withdraw their application before it is accepted.

Failing to monitor the application or failing to withdraw before acceptance does not qualify the applicant for a refund.

Once an application is accepted, the vendor is financially responsible for the approved space and all associated charges.

NO REFUNDS, TRANSFERS, OR EVENT CREDITS
All vendor fees, processing fees, taxes, sponsorship fees, and other payments are non-refundable after acceptance.

No refunds will be provided for any reason, including:

• Change of plans
• Scheduling conflicts
• Illness or medical concerns
• Staffing problems
• Travel problems
• Vehicle or equipment problems
• Permit or licensing problems
• Weather concerns
• Reduced operating hours
• Reduced attendance
• Product or inventory shortages
• Failure to obtain required documentation
• Failure to attend
• Early departure
• Removal for noncompliance

Vendor spaces and payments may not be transferred, sold, assigned, substituted, credited, or rolled over to another vendor, business, event, date, or location.

Previously issued credits may not be used toward this event unless Foodees Fest provides written authorization before the application is submitted.

A vendor may not replace its approved business with another business, share its space with an unapproved business, or allow another business to operate under its approval.

The only exception to the no-refund policy is if Foodees Fest completely cancels the event and does not reschedule or relocate it.

PAYMENT AND APPROVAL
Applicants are responsible for reviewing all pricing and application details before submitting.

The payment method provided through the application platform may be charged upon approval. Acceptance and payment are not dependent on whether the applicant reads the approval notification.

Vendor invoices may include the vendor fee, applicable taxes, platform fees, insurance fees, processing fees, or other disclosed charges.

Failure to complete payment by the required deadline may result in the application being canceled and the space being offered to another applicant.

APPROVED BUSINESS, MENU, AND PRODUCTS
Vendors may sell, display, distribute, sample, or promote only the items listed and approved in their application.

Unauthorized menu items, products, substitutions, additions, services, signage, activities, or business representatives are prohibited.

Menu and product changes are not permitted after approval unless Foodees Fest provides written authorization.

Foodees Fest may require an item to be removed if it was not approved, creates a category conflict, violates event policy, causes a safety concern, or does not match the application.

Failure to remove an unauthorized item when directed may result in immediate removal without refund.

LEMONADE AND BEVERAGE SALES
Food vendors are not permitted to sell lemonade.

If lemonade appears on a food vendor’s submitted menu, the vendor will be required to remove it before approval or participation.

Lemonade sales are reserved for separately approved beverage vendors. This restriction applies to fresh-squeezed lemonade, flavored lemonade, specialty lemonade, lemonade-based beverages, and similar products.

Food vendors may not add lemonade or another restricted beverage onsite, even if the item was not listed on the submitted menu.

All beverage sales are subject to prior written approval. Foodees Fest reserves the right to limit beverage categories, flavors, methods of preparation, and the number of approved beverage vendors.

CATEGORY LIMITS AND PRODUCT DUPLICATION
Vendor categories are carefully capped and may close at any time.

Acceptance is based on the vendor’s approved menu or product list. Approval does not grant the vendor unrestricted rights to add products from another category.

Foodees Fest may limit or prohibit products that create direct duplication with another approved vendor, dedicated beverage provider, sponsor, exclusive partner, or protected category.

A vendor may not expand its product selection onsite to include items from a closed or restricted category.

TENTS, SETUP, AND EQUIPMENT
All tented vendors must provide their own professional, commercial-grade straight-leg canopy tent.

Slant-leg tents are not permitted.

Vendors must provide all equipment needed to operate safely and successfully, including:

• Tent
• Tables
• Chairs
• Tent weights
• Professional signage
• Lighting
• Food-service equipment
• Handwashing equipment
• Fire extinguishers
• Extension cords
• Generator
• Weather protection
• Trash containers
• Grease containment equipment

Handwritten signs are not permitted.

All pricing must be clearly displayed using professionally printed signage.

Vendor tents, trailers, trucks, displays, signs, merchandise, equipment, and storage must remain within the approved space unless otherwise authorized.

Staking into pavement, concrete, grass, landscaping, or venue property is prohibited unless specifically approved.

POWER AND WATER
Electricity and water are not provided.

Vendors must be completely self-sufficient.

Generators must be quiet or silent-running and operate at 70 decibels or below.

Generators must be maintained in safe operating condition and positioned according to event, venue, and fire department requirements.

Excessively loud, leaking, smoking, unsafe, or improperly placed generators may be shut down.

Wastewater, ice water, handwashing water, grease, oil, or other liquids may not be emptied onto the ground, pavement, grass, landscaping, storm drains, or venue property.

NO CHARCOAL
Charcoal grills, charcoal smokers, charcoal cookers, and charcoal-burning equipment are strictly prohibited.

No charcoal may be brought onto the event property.

Only equipment and fuel sources approved by the venue, fire department, health department, and Foodees Fest may be used.

LOAD-IN AND SETUP
Vendor load-in will take place during assigned times on Thursday and Friday.

Each vendor must follow the specific arrival date, check-in time, entrance, route, staging procedure, and setup instructions provided by Foodees Fest.

Vendors may not arrive outside their assigned load-in window without written authorization.

Late arrivals may be delayed, relocated, or denied entry without refund.

Vendors must arrive with sufficient staff and equipment to complete setup within the assigned timeframe.

Vehicles must be removed from the event area when directed. Vehicles may not remain behind booths unless specifically approved.

All vendors must be fully set up, inspected, and ready to operate before the event opens.

REQUIRED FACEBOOK GROUP
All approved vendors must join the official Foodees Vendors and Sponsors Facebook Group.

Joining and monitoring the group is mandatory for participation.

Final information will be shared through the group, including:

• Load-in schedules
• Vendor layouts
• Parking instructions
• Permit information
• Fire inspection requirements
• Health department requirements
• Weather updates
• Operational changes
• Breakdown procedures
• Emergency instructions

Vendors are responsible for reviewing all posted information.

Failure to join the group, missed posts, unread announcements, disabled notifications, or failure to check for updates will not excuse noncompliance.

ATTENDANCE AND OPERATING HOURS
Vendors are required to participate for the entire three-day event.

Vendors must arrive on time, open on time, remain staffed, and continue operating during all published event hours unless Foodees Fest directs otherwise.

Late opening, closing early, leaving the booth unattended, packing merchandise early, or departing before authorized breakdown is prohibited.

Vendors may not dismantle their setup or bring vehicles into the event area until Foodees Fest authorizes breakdown.

A vendor who arrives late, leaves early, fails to attend, or abandons its space will forfeit its deposit and may be permanently disqualified from future Foodees Fest events.

PERMITS, LICENSES, AND COMPLIANCE
Vendors are solely responsible for identifying, obtaining, maintaining, and displaying every license, permit, certificate, registration, inspection, and insurance document required for their operation.

This may include:

• Business licenses
• Temporary-event permits
• Health department permits
• Mobile food permits
• Fire inspections
• Propane permits
• Sales tax registrations
• Food-safety certifications
• Vehicle registrations
• Product-specific licenses
• Certificates of insurance

All compliance requirements must be completed by the stated deadlines.

There are no exceptions for missed deadlines, incomplete applications, unavailable appointments, delayed inspections, employee changes, misunderstandings, or failure to contact the appropriate agency.

Foodees Fest assistance does not transfer responsibility from the vendor. Each vendor remains fully responsible for confirming and completing its own requirements.

A vendor who does not have all required approvals and documentation may not operate and will not receive a refund.

FOOD SAFETY AND SANITATION
Food vendors must comply with all applicable food-safety laws, health department requirements, and onsite instructions.

All food must be stored, prepared, cooked, held, transported, and served safely.

Vendors must maintain proper temperature control, sanitation, handwashing, utensil storage, food protection, employee hygiene, and contamination-prevention procedures.

Food must be obtained from approved and lawful sources.

Seafood and other temperature-controlled foods must remain under proper refrigeration or approved hot-holding conditions at all times.

Seafood may not be served if it is spoiled, improperly stored, improperly transported, contaminated, held outside approved temperatures, or obtained from an unapproved source.

Raw foods must be separated from ready-to-eat foods. Vendors must take appropriate steps to prevent cross-contamination, allergen exposure, pest activity, and unsafe food handling.

Each food vendor must have all required thermometers, sanitizer, test strips, handwashing supplies, gloves, utensils, potable water, wastewater containers, and food-protection equipment.

Foodees Fest, the health department, the fire department, the venue, or another authorized official may require a vendor to:

• Stop preparing or selling an item
• Discard unsafe food
• Correct an unsafe condition
• Close temporarily
• Cease operations
• Leave the event

Any vendor whose food handling creates a health or safety risk may be removed immediately without refund.

FIRE AND COOKING SAFETY
Cooking equipment must be commercially appropriate, properly maintained, and used according to fire department and manufacturer requirements.

Open flames, propane, fryers, grills, generators, electrical equipment, and fuel containers must be secured and protected from public access.

Required fire extinguishers must be current, properly rated, tagged when required, and easily accessible.

Propane tanks must be secured upright and located according to fire department instructions.

Cooking under or near tents must comply with all required flame-resistance, spacing, ventilation, and fire-safety rules.

Unsafe cooking equipment or fuel storage may result in immediate shutdown or removal without refund.

PROFESSIONAL PRICING AND SIGNAGE
All prices must be submitted accurately and clearly displayed onsite.

Professional printed signage is required. Handwritten pricing, handwritten menu boards, taped paper signs, or misleading pricing displays are prohibited.

Prices charged onsite must match the approved and displayed prices.

Price gouging, hidden fees, inconsistent pricing, misleading portion descriptions, or charging different customers different prices may result in removal and permanent disqualification.

PETS AND ANIMALS
Vendor pets must be permitted by the venue and applicable health regulations.

Any permitted pet must remain leashed, secured, supervised, and under the handler’s control at all times.

Pets may not enter food-preparation, cooking, storage, serving, or sanitation areas.

Vendors are responsible for immediately cleaning up after their animals and for any injury, property damage, disruption, contamination, or complaint caused by the animal.

Aggressive, disruptive, uncontrolled, or unsafe animals may be required to leave the event.

Service animals will be accommodated as required by applicable law.

WASTE MANAGEMENT AND CLEANUP
Vendors must keep their space clean and orderly throughout the event.

Each vendor must leave its space in the same or better condition than it was upon arrival.

All trash and food waste must be placed in designated dumpsters.

Cardboard boxes must be broken down before disposal.

Grease, oil, sauces, food residue, wastewater, ice water, beverages, chemicals, or other liquids may not be dumped, rinsed, spilled, or poured onto:

• Pavement
• Concrete
• Grass
• Landscaping
• Storm drains
• Parking lots
• Venue property
• Surrounding property

Food vendors must use grease mats, drip protection, and containment trays beneath cooking and food-preparation equipment.

Tarps must be laid down on the entire tented/food/prep/cooking area to prevent spillage.

Spills must be stopped, contained, and cleaned immediately using proper absorbent materials.

Vendors may not leave trash, grease, oil, food, equipment, pallets, broken tents, packaging, or abandoned property behind.

A Foodees Fest representative must inspect and approve the vendor’s space before the vendor leaves Sunday night.

DEPOSITS
A cash-only cleanup and compliance deposit is required at check-in:

• $100 for food trucks, food trailers, and tented food vendors
• $50 for artisans, crafters, authors, pre-packaged vendors, and non-food retailers

Sponsors are not required to pay a deposit unless otherwise stated in their agreement.

Deposits are returned only after the vendor:

• Participates for the full event
• Follows all operating requirements
• Completes authorized breakdown
• Properly cleans the assigned space
• Removes all equipment and waste
• Receives final approval from Foodees Fest

Leaving early, failing to attend, violating event rules, failing inspection, leaving waste behind, or damaging the property will result in forfeiture of the deposit.

REMEDIATION FEES AND PROPERTY DAMAGE
Deposit forfeiture does not limit the vendor’s financial responsibility.

A vendor may be assessed a remediation fee starting at $500 for cleanup, grease stains, food residue, liquid spills, abandoned waste, property damage, landscaping damage, pavement damage, drain contamination, or other violations.

The vendor will be responsible for the full documented cost when cleanup, repairs, venue charges, professional services, fines, or damages exceed $500.

Foodees Fest may invoice the vendor for remediation costs after the event.

Failure to pay remediation charges may result in collection activity and permanent disqualification from future events.

WEATHER, RESCHEDULING, AND OPERATIONAL CHANGES
The event is scheduled to operate rain or shine.

Weather conditions, attendance, heat, cold, wind, rain, traffic, or other conditions do not qualify a vendor for a refund.

Vendors are responsible for tent weights and all of their items and foodees accepts no liability if there is any damage due to any weather issues. 

Foodees Fest may modify operating hours, delay opening, close early, pause operations, relocate vendors, change the layout, alter entrances, adjust load-in procedures, or take other actions for safety, venue, governmental, or operational reasons.

A rescheduled, shortened, relocated, delayed, or modified event is not considered a cancellation.

Venue, layout, placement, parking, or operational changes are not grounds for a refund, transfer, or credit.

SECURITY AND PERSONAL PROPERTY
Vendors are responsible for securing their property, equipment, inventory, cash, vehicles, tents, trailers, and personal belongings.

Foodees Fest does not provide overnight security for individual vendor property and is not responsible for loss, theft, vandalism, weather damage, equipment failure, or damage caused by another person.

Vendors should remove valuables and secure all equipment when the event is closed.

INSURANCE
ALL Vendors must maintain general liability insurance with a minimum limit of $1,000,000 per occurrence.

Foodees, LLC must be listed as an additional insured when required.

The certificate must be current and must cover the complete event period, including load-in and breakdown.

Insurance may be purchased through Eventeny’s insurance partner after approval when available.

Failure to provide valid insurance by the stated deadline may result in removal without refund.

STAFF AND REPRESENTATIVES
Vendors are responsible for the actions, appearance, conduct, and compliance of all owners, employees, contractors, family members, volunteers, and representatives working in their space.

Vendor staff must behave professionally and follow all instructions from Foodees Fest, venue management, security, fire officials, health officials, law enforcement, and other authorized personnel.

Threatening, abusive, discriminatory, intoxicated, disruptive, aggressive, or unsafe behavior will not be tolerated.

Foodees Fest may remove any individual whose behavior creates a safety, operational, or reputational concern.

CHARGEBACKS AND PAYMENT DISPUTES
Vendors agree to contact Foodees Fest directly regarding payment questions before initiating a chargeback or payment dispute.

Initiating a chargeback does not override the terms accepted through the application.

Foodees Fest may provide the signed application, approval record, payment record, communication history, event records, photographs, attendance documentation, and these terms in response to a payment dispute.

An improper chargeback or unresolved payment balance may result in permanent removal from all future Foodees Fest events and collection of the outstanding amount.

MEDIA RELEASE
Vendors authorize Foodees Fest and its representatives to photograph, film, record, livestream, edit, publish, and use the vendor’s business name, logo, setup, products, staff, and event participation for lawful marketing, advertising, promotional, public-relations, documentary, and social-media purposes.

No additional payment or approval is required.

Vendors may not interfere with authorized event photography or media coverage.

ASSUMPTION OF RISK AND LIABILITY
Vendors participate at their own risk and are responsible for their property, staff, products, food, equipment, business operations, customer interactions, and compliance.

Foodees Fest is not responsible for lost, stolen, damaged, spoiled, or destroyed inventory, equipment, merchandise, tents, vehicles, trailers, food, or personal property.

The vendor is responsible for injuries, claims, damages, illnesses, losses, violations, fines, or expenses arising from the vendor’s products, food, equipment, staff, animals, setup, conduct, or operations.

COMMUNICATION CONSENT
Vendors consent to receive event-related email, telephone, and SMS communications from Foodees Fest and its authorized service providers.

These communications may include application updates, payment reminders, permit instructions, load-in information, weather notifications, compliance deadlines, operational changes, and emergency instructions.

Vendors are responsible for providing accurate contact information and monitoring all communications.

REMOVAL AND FUTURE ELIGIBILITY
Foodees Fest may deny entry, stop sales, suspend operations, remove a vendor, or prohibit future participation for violations of these terms or any behavior that creates a safety, compliance, operational, financial, or reputational concern.

Removal from the event does not qualify the vendor for a refund, transfer, or credit.

Serious or repeated violations may result in permanent disqualification from all Foodees Fest events.

ELECTRONIC AGREEMENT
This application is an electronic agreement.

By submitting the application, selecting a booth, accepting approval, and/or completing payment, the applicant confirms that they:

• Have reviewed these terms
• Understand the event requirements
• Are authorized to agree on behalf of the business
• Accept financial responsibility for the approved space
• Agree to comply with all Foodees Fest, venue, fire, health, and governmental requirements
• Understand that all payments are non-refundable, non-transferable, and not eligible for event credit

The applicant’s electronic submission and payment constitute acceptance of this agreement