Vendor Application

Priority for acceptance to the SVFF (and space assignment) is given to 2026 Returning Vendors, provided applications are received within the listed deadlines. The SVFF Board will jury applicants, including Returning Vendors who did not participate in 2026, before acceptance. Photos MUST be submitted of a representation of the goods you plan to sell. Ideally, include a photo of your booth display from another festival. Acceptance will mainly depend on available space and the diversity of products offered compared to existing vendors. Vendors must sell products that support the fiber arts. Please also tell us what other shows you plan to attend as a vendor, and booth location, if known. New Approved Vendors will likely be placed in outdoor, uncovered spaces. Please do not apply to the festival if you are not prepared to bring/rent a tent for your space. In some cases, we can place you in a covered barn/pavilion.

Deadlines:

• March 15, 2027: returning 2026 Vendors who wish to reserve the same spot as 2026.
• Application closes: September 24, 2027 (may remain open for food vendors, or as space allows for new fiber arts vendors)
• June 15, 2027: Vendors for 2027 selected (barring last-minute vendor emergencies and additional food vendors)
• Deadline to pay invoices: 14 days from the invoice date. All payment must be made via Eventeny.
• September 1, 2027: Ad copy deadline

Spaces are each 10'x10'. Prices for each location are as follows (not including Stripe fees): Outdoor (BYO-Tent) - $110, Covered Barn/Pavilion - $130, Indoor Building - $155. Please refer to the 2025 map to see our space arrangement: https://www.eventeny.com/events/map/?id=3740&mid=4970

*Vendors who canceled for 2026 due to emergencies - depending on your specifications, your spaces may have been held for you for 2027, but you MUST meet the above deadlines. Vendors who took over canceled spaces have the right of first refusal on those spaces if they are not taken back. Vendors who took over canceled spaces in 2026 and do not get to keep those spaces are at the top of the waiting list for those types of spaces in 2027. This is called the First Priority Scenario.
 
**Returning Vendors who request a new space - these waitlists are first-come, first-served with some limitations, so please do not wait to apply! We note the date and time of your application.
Second Priority Scenario - waitlist to a different area:
To go outdoors - expected to be able to do this in most, if not all, cases.
To go to a covered barn/pavilion - this can often happen.
To go indoors - rare, but it does happen! These would likely be assigned as single space only.
 
Third Priority Scenario - waitlist to expand current spaces:
Outdoors - expected to be able to do this in most, if not all cases.
Covered barn/pavilion - this can often happen, but possibly in a different location/barn/pavilion.
Indoor spaces - this is VERY RARE.

1. Setup: All vendors must be set up no later than 9:00 am on Saturday. The fairgrounds will be open on Friday for setup only; please contact the vendor chair at svffvendors@gmail.com for questions. An information email will be sent out prior to the festival with setup times. You are responsible for bringing tents, extension cords, water hoses, tarps, cords, staple guns, tie wraps, portable pens, etc., if needed. Please bring garbage bags for cleaning up your area. Thank you for your cooperation in helping the Ruritans maintain their facility.
2. Vehicles: All vehicles must be parked outside the fenced area of the fairgrounds by 8:30 AM on Saturday and Sunday. Vehicles cannot enter the fenced area of the fairgrounds until 15 minutes after the festival ends each day. When vehicles are allowed inside the fenced area, vendors may park next to buildings to unload but must move their vehicles as soon as possible. Please do not completely block entrances for safety or prevent other vendors from unloading. Vendors should pick up parking passes upon check-in at the info booth.
3. Festival Hours: Festival hours are 10:00 am to 5:00 pm on Saturday and 10:00 am to 4:00 pm on Sunday. Vendors may not pack up and/or leave before the end of the festival; if they do, they are considered in breach of contract and will not be invited back to the festival. If you have a medical or personal emergency, you must contact the vendor coordinator prior to packing up and leaving. The info tent can help locate the vendor coordinator.
4. Camping: All Campers must be Self-Contained. No hookups are available for water or dumping. A limited number of electrical hookups may be available. Campers will be situated outside the immediate fenced area of the festival in a designated parking area.
5. Animals: Display/Exhibition fiber-related livestock is encouraged; however, all animals brought onto the fairgrounds for sale or display/exhibition must comply with Virginia Department of Agriculture health regulations. For further information, contact the State Veterinarian at the Virginia Department of Agriculture and Consumer Services, 102 Governor Street, Richmond, Virginia 23219, 804.786.2373, FAX: 804.371.6097 Hearing Impaired: 800.828.1120 or go to http://www.vdacs.virginia.gov/animals/regulations.shtml (new regulations took effect in 2012: 2VAC5-141: most animals require permanent ID and a CVI only) Virginia Health regulations apply to all exhibition animals allowed on fairgrounds. Certificate of Veterinary Inspection must be presented at the time of check-in. Festival-contracted Breed Exhibit animals may be health checked by an attending veterinarian if scheduled with the Exhibit Chair. No dogs and/or puppies will be allowed to accompany exhibitors, vendors, or the public onto the fairgrounds. The term “fairgrounds” is defined as the entire festival site, including all buildings and parking areas. Only certified service dogs, exhibition dogs, and dogs accompanying security are allowed on the fairgrounds. All dogs should be leashed unless working. Anyone not complying with this policy will be required to remove their dog(s) from the fairgrounds.
6. Parking: All vehicles must be parked outside the fenced area of the fairgrounds. Vendors may park next to buildings to unload but must move their vehicles as soon as possible. Handicap parking areas are available.
7. Participation: Shenandoah Valley Fiber Festival reserves the right to order the removal of any vendor and their merchandise who violates the contract or whose merchandise for sale is not that which was represented by this contract, with no refund or allotment to the vendor. The Festival will not be liable for any monies or damages incurred by exercising this right.
8. Cancellations: Vendor’s cancellation notification must be received in writing and acknowledged by SVFF committee by August 1 of the current year to receive reimbursement.
9. Security: The Shenandoah Valley Fiber Festival shall provide a reasonable level of security service throughout the hours of installation, exhibit hours and dismantling, and shall exercise reasonable care for the protection of the exhibitor’s materials and displays. Beyond this, neither the Shenandoah Valley Fiber Festival, the Clarke County Ruritan Fairgrounds facility, nor any officer, director or member thereof will be responsible for the safely of the property or the exhibitor from any cause. If desired, exhibitor should obtain, at their own expense, appropriate insurance to cover against said losses.
10. Insurance Coverage and Liability: Neither the Shenandoah Valley Fiber Festival, the Clarke County Ruritan Fairgrounds facility, nor any officer, director or member thereof will be responsible or liable for accidents to any exhibitor while on the premises or in case of fire, theft, or damage to any exhibitor’s equipment on the premises. Exhibitors must provide their own insurance coverage to protect themselves, their equipment, and to cover damages that may be inflicted to the building and/or property of the Clarke County Ruritan Fairgrounds. Vendors must include a certificate of insurance in force evidencing a general liability and property damage policy covering your participation during the dates of the SVFF with your application. Your certificate of insurance must include coverage for:• “Products and Completed Operations” for at least $1,000,000• SVFF must be named on the policy as an “additional insured”. Note: This can generally be included in the “Description of Operations, Locations, Vehicles, Exclusions Added by Endorsement, Special Provisions” section of your policy — please check with your policyholder.11. Indemnification: The Exhibitor agrees to indemnify, defend, and hold harmless the Shenandoah Valley Fiber Festival, The Clarke County Ruritan Fairgrounds, and their officers, employees, agents and volunteers, from and against any and all damages to property or injuries to or death of any person or persons, including attorneys’ fees; and shall defend, indemnify, save and hold harmless Shenandoah Valley Fiber Festival, its officers, employees, agents and volunteers, from any and all claims, demands, suits, actions or proceedings of any kind or nature including but not by way of limitation, all civil claims, workers’ compensation claims, and all other claims resulting from or arising out of the intentional or negligent acts, errors or omissions of the Exhibitor, its officers, employees, agents, in any way related to Exhibitors duties and obligations under this Agreement and/or its use of a booth at the Festival. All points not covered herein are subject to the decision of the Shenandoah Valley Fiber Festival Committee.