Holiday Treat Station

Event Location: Historic Downtown Leesburg in front of Town Green.

We are in search of a vendor who specializes in providing hot beverages and Holiday treats for our attendees. 

If participating, you must be able to arrive by 4:30pm and be ready to serve attendees by 5:00pm. 

Vendors should be prepared to serve through 7:00pm. 

Keep in mind the following:

• The event is on asphalt.  Tents must be properly weighted. (see terms and conditions)
• Non-potable water not available. Gray water disposal tanks not available.
• No dumpsters or trash recepticles are availble, all trash must be packed out.
• You must include a minimum of four (4) photos total: (2) pictures of your food, (1) picture your booth set-up (truck/trailer/tent), (1) picture of cooking space.
• Applications will be considered incomplete without photos and will not be juried.

Rules & Regulations Application: 

• An application is a commitment to the event, but does not mean you are accepted.
• No full refunds will be given after the acceptance notice is sent. See refund policy.
• You must include a minimum of four (4) photos.

Application Status:

• Your application will not be considered complete unless all relatable questions are answered, and photos are uploaded.
• Your credit card will not be charged until you have been accepted into the event. 

Waitlist:

• Applications received after the deadline may be placed on the Waitlist.

Refunds:

• You may receive a full refund without penalty if written notice is received PRIOR to acceptance by the Town of Leesburg Parks & Recreation.  
• Otherwise, no full refunds will be given after a vendor is accepted to the show:
• 14 or more days with written notice - 50% refund  
• 10 days with written notice - 25% refund
• Under 9 days notice - 0% refund

Food Trucks/trailers:

• You must meet all local, state and federal motor vehicle requirements.  
• Out of state cooking trucks and trailers must be permitted by Virginia State or Loudoun County fire marshal.
• Must submit an application to the Loudoun County Health Department and obtain a Loudoun County Health Permit

Tents:

• All tents and canopies must have at least 40 lbs. of weight secured to each leg.
• Tents must be 10 x 10 in size.
• Must submit an application to the Loudoun County Health Department and obtain a Loudoun County Health Permit.

Generators:

• Generators may not exceed 70 DB in noise level.
• “Whisper” generators are strongly encouraged.
• Electricity will not be provided.

Health Department and Fire Marshal:  

• All vendors must comply with all federal, state and local health department and fire code regulations.
• A Temporary Food Permit is required for food vendors.
• The permit must be displayed at the event.
• Food vendor application deadline to Loudoun County is 10 days prior to the event.
• We recommend submitting your application NO LATER THAN November 20
• You can find the Application / Notice to Participate at https://www.loudoun.gov/DocumentCenter/View/125802/Temporary-Food-Vendor-Application-and-Information-Packet?bidId=.
• Contact Loudoun County Health Department with any questions.
• Food Trucks must meet all local, state and federal motor vehicle requirements.  
• Out of state cooking trucks and trailers must be permitted by Virginia State or Loudoun County fire marshal.
• All Food Permits must be submitted to the County BY THE FOOD VENDOR plus provide a copy of the application to us.      
• Applications must be mailed or dropped off at the Loudoun County Health Department office

Booth Operation:

• The booth must be open and staffed during event hours.
• Anyone arriving late, leaving early, or breaking down during show hours may be refused entrance to future events.
• Nothing shall be placed on the sidewalks or interfere with the buildings, entrances or walkways of downtown buildings and residences.
• Exhibitor’s booth must not interfere with adjacent exhibits in any way.
• All booth items must be setup at least one foot (12 inches) from the curb to provide room for water to flow freely and may not overstep outlined space.
• Exhibitors shall be liable for delivery, handling, erection and removal of their own displays and materials. 

Merchandise:

• Town of Leesburg Event Staff will determine through its selection process whether merchandise/food is acceptable.  
• Exhibitor can display or sell only juried merchandise/food as listed on the accepted application.  
• Stored inventory must be kept from public view, or stored in your vehicle.
• The Town of Leesburg, assumes no responsibility for damages or theft of your booth and merchandise/food.

Menu:

• Food vendors making menu changes outside of original application, must be made in writing with an email to event organizers. 
• Hot beverages is a must as a menu item for this event.

Additional Terms & Conditions:

• Exhibitors and their staff must exhibit professional behavior at all times while on the event site.
• Town of Leesburg Event Staff reserves the right, in its sole discretion, to determine what constitutes professional behavior.
• Violation of this rule will result in the vendor, their helpers and exhibits being excluded from the show site with no refund.  This may impact your acceptance into future shows.
• Exhibitors are not to bring pets to the event.
• Exhibitors are not to bring alcohol to the event, unless an approved beverage vendor by the Town of Leesburg Event Management.
• "No shows" due to weather will exclude you from the coming year's show.
• No Smoking signs must be posted on tent/canopy.
• Tent must be fire retardant. Food & Beverage vendors have the exclusive right to sell their products.
• Exhibitors may not sublet any portion of their space to another exhibitor.
• No microphones or noisemakers may be used at the event without the permission of the Town of Leesburg Event Staff.
• No water source for cooking will be provided.
• All exhibitors are responsible for reporting all applicable Virginia and Town of Leesburg sales tax. www.tax.virginia.gov.

Indemnification:

• Vendors and Exhibitors agree to indemnify, defend and hold harmless, the Town of Leesburg, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the vendor or exhibitor’s participation in the Town of Leesburg Tree Lighting Event.
• This indemnity agreement shall impose liability on the vendor or exhibitor to the fullest extent permitted under the laws of Virginia. Town of Leesburg Tree Lighting Event Management will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons of the enclosure in which the event is to be held, being before or during the show is destroyed by fire, or other calamity, or by an act of God, public enemy, strikes, statutes, ordinances, or legal authority or any other act beyond the control of the Town of Leesburg which makes it impossible or impractical to hold the event.
• The Town of Leesburg will not be liable for any damage done by vendors to public/private property during set-up, tear down and regular operation hours. This includes the operation of any equipment (motorized or non-motorized).  A Certificate of Insurance showing at least $1,000,000 in liability coverage that is valid through the date of the event is  required with the Certificate Holder specified as the Town of Leesburg, 25 W. Market Street, Leesburg, VA 20176.