Application deadline has passed
Application
2023 Leesburg Flower and Garden Festival Vendor Application
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Deadline: Mar 23, 2023 11:59 pm (GMT-04:00) Eastern Time (US & Canada)
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Date: Apr 15, 2023 10:00 am - Apr 16, 2023 5:00 pm (EDT)
place
Leesburg, Virginia
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$0.00 - $305.00
About the application
Saturday, 10:00 a.m. - 6:00 p.m.
Sunday, 10:00 a.m. - 5:00 p.m. The Leesburg Flower & Garden Festival is held each spring on the streets of historic downtown Leesburg, Virginia. This award winning festival showcases beautiful flowers, plants and landscaping along with the best of gardening and outdoor living products and services. The event draws tens of thousands of visitors each year from near and far. So get your wagon ready and join us at the 33rd Annual Flower and Garden Festival.
Application Tips
• Submission of this application does not guarantee acceptance into the festival. All applications will be juried.
• This application is for vendors selling and promoting products and services. Food vendors preparing and serving food on site must use separate food concessions application to be posted in December 2022.• Booth spaces are assigned based on availability. Vendors may request multiple adjacent spaces. Requested booth quantity, sizes and locations are not guaranteed even if accepted.
• Please list all items you intend to sell. Items not listed will not be permitted at the event.
• Applications received after 1/10/23 will be considered late and a late fee will apply.
• Late applicants will be placed on a waitlist.• Application fee is charged at time of submission and is nonrefundable. Booth fees will be charged on the same card at a later date if vendor is accepted into the festival.
• THIS IS A RAIN OR SHINE EVENT.
How You Can ExhibitThe Leesburg Flower and Garden Festival promotes a theme of landscaping, plants, flowers, gardening, lawn care and outdoor living. Our jury selects vendors selling products and services that fit with this theme and bring something unique to the table.
• Landscaper - This category is for landscape companies. These vendor spaces must be landscaped with live plant material. Landscaped gardens will be entered in our Annual Landscape Garden People’s Choice Award
Competition.
• Live Plant Material - This category is for vendors who are selling primarily live plants, trees, and flowers.• Garden Related Products - This category includes products and services that improve the practices of garden and lawn care
• Outdoor Living Products - This category is for products or services that encourage and enhance outdoor living at home.
• Plant Made Products/Packaged Food - Food packaged off site and sold as retail may fall into this category along with products made from plant-based materials.
About the event
Terms & Conditions
Application deadline: January 10, 2023 TERMS AND CONDITIONS:
PLEASE RETAIN FOR YOUR RECORDS Refund Policy: If you cancel sixty (60) days prior to the event, you will receive a 25% refund for your booth fee. Booth fees are processed once you are accepted into the show. Application fee is charged upon receipt of application. It is not part of the booth space fee and is non-refundable. Booth Operations:
• Booth Set-up: The festival staff will assign specific arrival and load-in times and parking locations to assure orderly set-up. All booths must be set-up and vehicles must be off the street before 9:30am each morning of the festival. Landscapers will be given Friday evening set up times beginning at 6:00pm. Other vendors may be assigned Friday set up times when and if the festival layout allows. Remaining vendors will load in early Saturday morning. • Festival organizers may limit the number of vehicles landscapers or other vendors are permitted to bring on the the street.
• Vendors should consider a tent for coverage in case of rain. “No shows” due to rain will exclude you from next year’s show.
• All tents must be setup against the curb. All boxes and supplies on the ground must be set-up one foot (12”) from the curb to provide room for water to flow freely and may not overstep outlined space. All vendor equipment and other items, including generators (if approved), must be within the booth space and dimensions at all times. • Tents must be properly weighted at all four corners.
• Tent must be fire retardant. No Smoking signs must be posted on tent/canopy.
• Nothing shall be placed on the sidewalks or interfere with nearby buildings, entrances, walkways, or residences.
• Vendor’s booth must not interfere with adjacent exhibits in any way.
• Vendors shall be liable for delivery, handling, erection and removal of their own displays and materials.
• Vendors may not sublet any portion of their space to another vendor.
• Booth Breakdown: The festival staff will assign specific load-out times to assure orderly breakdown. Vehicle access to the street will be allowed only at staff direction. All materials must be completely removed from the streets. All trash and debris needs to be removed by vendor. Mulch used in landscape displays will be removed from street by The Town of Leesburg.
• During Festival Hours: The booth must be open and staffed during regular festival hours. Any vendors arriving late, leaving early, or breaking down during show hours may be refused entrance to future festivals.
• Vendors and their staff must exhibit professional behavior at all times while on the festival site. Town of Leesburg Flower & Garden Festival Management 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.
• Service Animals are welcome but other animals/pets are not permitted.
• No microphones or noisemakers may be used at the festival without the permission of the Festival Management.
• All electrical extension cords and electrical plugs must be the 3-wire, heavy-duty type and U.L. approved. There must also be a ground fault circuit. • Electricity may be requested but is not guaranteed. All generators must be approved by event staff.
• Vendors are responsible for reporting all applicable Virginia and Town of Leesburg sales tax.
• Food & Beverage vendors have the exclusive right to sell prepared food and beverages of all kinds. Food and beverage may not be sold or distributed by other vendors unless prepackaged and specifically approved by event management. • Food vendors preparing and/or serving food on site must use separate food concessions application which will be posted in December 2022.
• Packaged food vendors that intend to distribute samples will require a Temporary Food Permit from Loudoun County Health Department. Merchandise: Festival Management will determine through its selection process whether merchandise is acceptable. Vendor can display or sell only juried merchandise as listed on the accepted application. Stored inventory must be kept from public view or stored in your vehicle. Merchandise may be left set-up each evening. The Town of Leesburg Police Department will patrol the festival area during non-show hours. The Town of Leesburg, event, or sponsors assume no responsibility for damages or theft of your booth and merchandise. Event Insurance Requirements:
• The Town does not insure vendors of any type.
• The Town of Leesburg requires Landscape Display Vendors to have Liability Insurance written for a combined single limit of at least $1,000,000 each occurrence for bodily injury and property damage. Landscape Display Vendors shall furnish an endorsement to the Town prior to the event. The endorsement shall include the date and location of the event, and must include the Town of Leesburg as an additional insured.
Related files
Prices
| Application Fee - After January 10, 2023 (nonrefundable) | $75.00 | Non-refundable | The nonrefundable application fee increases to $75.00 beginning January 11, 2023. |
| Landscaped Garden (24'x15') - Landscapers Only | $0.00 | Non-refundable | This 24'x15' booth is available for landscape displays by landscape companies only. The space must be landscaped with live plant material. Landscaped gardens will be entered in our Annual Landscape Garden People’s Choice Award. |
| Full Size (10'x15') - Product or Plant Displays/Retail Sales | $305.00 | Non-refundable | These spots are 10' wide x 15' deep and located on King and Market Streets or in the Lightfoot Lot. Tents or other temporary structures may not extend more than 10 feet from the curb. Vendors may request multiple adjacent spots by selecting a quantity up to three. Multiple spots not guaranteed even if accepted. |
| Prime Junior Sized (10'x10') - Product or Plant Displays/Retail Sales | $255.00 | Non-refundable | These 10'x10' spaces are located on the most requested block of South King Street. Please note that no product or setup may extend beyond the booth dimensions. Vendors may request multiple adjacent spots by selecting a quantity up to three. Multiple spots not guaranteed even if accepted. |
| Electricity - Not Guaranteed | $75.00 | Non-refundable | Electricity is NOT available on Upper North King Street and Cornwall Street. Electricity access is limited and not guaranteed. Please be prepared to provide information about your power needs. |
| Standard Junior Size (10'x10') - Product or Plant Displays/Retail Sales | $200.00 | Non-refundable | These 10'x10' spaces are located on Cornwall Street or in the Lightfoot Lot. Please see the location on the festival map. Please also note that no product or setup may extend beyond the booth dimensions. Vendors may request multiple adjacent spots by selecting a quantity up to three. Multiple spots not guaranteed even if accepted. |
Questions on the application
Business information
- Business name
- Legal business name
- Contact name
- Address
- Phone
- Website (Optional)
- Logo (Optional)
Additional information
- Event Day Phone Number
- Business name as you want it displayed in event program.
- Products that will be sold with prices.
- Will you be offering samples of any kind of food product?
- Will you be using a tent?
- If using a tent, what is the size?
- How many vehicles will you bring for your setup?
- Please describe the type and length of each vehicle
- Will you be using a trailer?
- If using a trailer, what is the length?
- What is your preferred load-in time frame? (not guaranteed)
- Are you able to unload and move your vehicle before setting up?
- Will you be using a generator in your booth space?
- If using a generator, what is the type and wattage?
- Approximately how long does your setup take?
- Please sign here acknowleging your acceptance of the TERMS AND CONDITIONS.
Picture requirements
- Minimum pictures required: 3
2023 Leesburg Flower and Garden Festival Vendor Application
2023 Leesburg Flower and Garden Festival
Application deadline has passed