Vendor Application

SVFF 2027 Vendor Application
September 25–26, 2027 · Clarke County Fairgrounds, Berryville, VA

Who we accept
All vendors must sell products that support the fiber arts. The SVFF Board juries every application, except 2026 vendors who apply by March 15 to keep the same spot. Acceptance depends mainly on available space and on how your products add to the variety of vendors we already have.

With your application, please include:

Photos of the goods you plan to sell. A photo of your booth at another festival is ideal.  Include the categories of the items you sell.  This will be used on the website.
Spaces and prices
All spaces are 10' × 10'. Prices don’t include Stripe processing fees.

Location                                                                                        Price
Outdoor (bring your own tent)                      $110
Covered barn or pavilion                                          $130
Indoor building                                                                        $155

New vendors will most likely be placed outdoors in uncovered spaces. Don’t apply unless you can bring or rent a tent. Sometimes we can place new vendors in a covered barn or pavilion.

See our space layout:

https://www.eventeny.com/dashboard/events/event/general/map/builder/v3/?id=29753&mid=21704

Key dates

March 15, 2027: Deadline for 2026 vendors to keep the same space
June 15, 2027: 2027 vendors selected. Later additions are possible for emergencies and food vendors.
September 1, 2027: Ad copy due
September 24, 2027: Applications close. They may stay open for food vendors, or for new fiber arts vendors if space allows.

Payment: Due within 14 days of your invoice, through Eventeny only.

How spaces are assigned:

Previous vendors requesting the same space.

Vendors who canceled 2026 because of an emergency may have had their space held.

Vendors who took over a canceled space in 2026 get first refusal on that space if the original vendor doesn’t reclaim it. If they can’t keep it, they go to the top of the waitlist for that type of space.
Returning vendors moving to a different area:Outdoors: almost always possible
Covered barn or pavilion: often possible
Indoors: rare, and usually a single space only
Returning vendors adding space:Outdoors: almost always possible
Covered barn or pavilion: often possible, though possibly in a different barn or pavilion
Indoors: very rare
New vendors, as space allows.
Waitlists in groups 3 and 4 are first come, first served, and we record the date and time of each application, so apply early!

*To create the best layout for vendors and shoppers, SVFF reserves the right to move a vendor to a comparable space in the same building.

1. Setup

The fairgrounds are open Friday for setup. Your booth must be fully set up by 9:00 AM Saturday. We’ll email setup times before the festival.
Bring everything you need for your space: tent, tarps, extension cords, hoses, staple gun, zip ties, pens for animals, and so on.
Bring garbage bags and leave your space clean. Thank you for helping the Ruritans look after their facility.
Questions: email the Vendor Chair at svffchairman@gmail.com.

2. Vehicles and parking

Pick up your parking pass at the info booth when you check in.
On Saturday and Sunday, all vehicles must be outside the fenced area by 8:30 AM. They can’t come back in until 15 minutes after closing each day.
While unloading or loading, you may park next to a building, but move your vehicle as soon as you’re done. Never fully block an entrance or another vendor’s access.
Accessible (handicap) parking is available.

3. Festival hours

Saturday 10:00 AM–5:00 PM, Sunday 10:00 AM–4:00 PM.
Don’t pack up or leave before closing. Vendors who leave early are in breach of this contract and won’t be invited back.
If you have a medical or personal emergency, contact the Vendor Chair before packing up. The info booth can help you find them.

4. Camping
Campers must be self-contained. There are no water or dump hookups, and only a few electric hookups may be available. Campers park in a designated area outside the fenced festival grounds.

5. Animals

Livestock: We welcome fiber animals for display or sale. All of them must meet Virginia Department of Agriculture and Consumer Services (VDACS) animal health regulations. Bring a Certificate of Veterinary Inspection (CVI) to check-in. Contracted breed-exhibit animals may be health-checked by the festival veterinarian if you schedule it with the Exhibit Chair.Questions:

 VDACS

 Office of Veterinary Services,

 102 Governor Street, Richmond, VA 23219, 804-786-2483, vdacs.virginia.gov

Dogs: No dogs are allowed anywhere on the fairgrounds. That means the whole festival site, including buildings and parking lots, and applies to vendors, exhibitors and visitors. The exceptions are service animals, exhibition dogs, and security dogs. Dogs must be leashed unless they’re working. Anyone with a dog that doesn’t qualify will be asked to remove it.

6. Removal of vendors
SVFF may remove any vendor, and their merchandise, who breaks this contract or sells goods other than those described in their application. No refund will be given, and SVFF isn’t liable for any loss or damage resulting from the removal.

7. Cancellations
To get a refund, send SVFF your cancellation in writing by August 1, and make sure the committee acknowledges receiving it.

8. Security
SVFF will provide reasonable security during setup, festival hours and teardown, and will take reasonable care of vendors’ displays and goods. Beyond that, neither SVFF, the Clarke County Ruritan Fairgrounds, nor any of their officers, directors or members is responsible for the safety of vendors or their property for any reason. Vendors who want coverage should insure their property at their own expense.

9. Insurance and liability

Neither SVFF, the Clarke County Ruritan Fairgrounds, nor any of their officers, directors or members is liable for accidents to vendors on the premises, or for fire, theft or damage to vendors’ equipment.
Vendors must carry their own insurance covering themselves, their equipment, and any damage they cause to fairgrounds buildings or property.
Submit a Certificate of Insurance (COI) [with your application / by date] showing general liability and property damage coverage for the festival dates. The certificate must include:Products and Completed Operations coverage of at least $1,000,000
[Exact legal name] named as an “additional insured.” Your insurance agent can usually add this in the “Description of Operations” section of the certificate.

10. Indemnification
The vendor agrees to indemnify, defend and hold harmless the Shenandoah Valley Fiber Festival and the Clarke County Ruritan Fairgrounds, and their officers, employees, agents and volunteers. This covers all claims, demands, suits and proceedings of any kind, including property damage, personal injury, death, civil claims, workers’ compensation claims, and attorneys’ fees, that result from or arise out of the intentional or negligent acts, errors or omissions of the vendor or its officers, employees or agents, in any way related to the vendor’s obligations under this agreement or its use of a booth at the festival.

Anything not covered by these terms will be decided by the SVFF Committee.