Non Profit Food & Drink Merchants

Deadline: Aug 15, 2023 5:00 pm (GMT-04:00) Eastern Time (US & Canada)
Date: Oct 06, 2023 10:00 am - Oct 08, 2023 5:00 pm
Waterford, Virginia

About the event

Come shop, play, tour and make memories during this 79-year-old tradition -- the Waterford Foundation's "Waterford Fair"! The Fair is the mid-Atlantic's quintessential fall festival with demonstrating fine heritage & contemporary craft artisans, living historians, a juried art show, historic properties tour, local libations, Waterford Craft School talks & workshops, and entertainment for all ages. Located in the National Historic Landmark of Waterford (f. 1733), this unique village is situated in Western Loudoun County, Virginia. Noted as "DC's Wine Country", we are only 50 minutes from the District of Columbia. Tickets go on sale in August. Children (12 & under) & Foundation members FREE! Ticket types: early bird (Fri only), youth, single day, 3-day passes and seniors (over 65). Event proceeds support the preservation and education efforts of the Waterford Foundation, a 501(c)(3). Join the Waterford Foundation at Day/time: 10/6, 10a-5p (9 am early bird shopping Demonstrating Artisans only) 10/7 10a-5p, & 10/8, 10a-5p
Waterford Foundation
Waterford Foundation
Waterford Foundation
Waterford Foundation

About the application

We are looking for exceptional food and drink purveyors and accept food trucks, stands, trailers and carts, all with the goal of making the Waterford Fair a delicious destination.
We would like savory and sweet offerings, traditional fair and gourmet options, as well as coffee, tea, and other refreshing, non-alcoholic drinks to keep our crowds fed and happy! You are welcome to participate in 1, 2 or all 3 days of the Fair. Our fees are based on a percentage of your sales paid after the Fair, less the deposit required with the application fee. 
The 79th Annual Waterford Fair takes place in the National Historic Landmark village of Waterford, Virginia and attracts approximately 10,000 visitors over three days. Founded in 1733, Waterford is situated in western Loudoun County – DC’s wine country. For the past 14 years Loudoun County, Virginia, has been named the No.1 county in America for the highest median household income. In 2018 income was reported to be $139,464.00 according to U.S. Census Bureau reports. The second highest rated county, Fairfax, is our easterly neighbor.
The funds raised by the Waterford Fair support the preservation and education efforts of the Waterford Foundation, a 501(c)(3), to increase the public’s knowledge of life and work in an early American rural community.

Terms & Conditions

The merchant will adhere to Loudoun County health safety guidelines. Merchants found not to be complying with these regulations will be shut down until they can rectify the issue(s). If they do not make the necessary correction(s), they will be asked to vacate the event after closing at 5 pm.
Merchant may cancel agreement 30 days prior to the starting day of the event. Cancellation must be in writing (email is acceptable). The deposit will be refunded less a $50 processing fee. The Foundation also reserves the right to cancel 30 days prior to the starting day of the event and a full refund will be made to the merchant.
Applications will not be approved until all required documents are received by the office. 
This is a rain or shine event. Merchant can participate 1, 2 or 3 days and will be onsite and open for business each day from 9 am – 5 pm. 
The Waterford Foundation reserves the right to refuse any merchant admission to the event.
Merchant’s paid deposit constitutes an agreement to abide by the prospectus guidelines. Final payment is due by October 31st. Please see the Fair prospectus for full terms and conditions.


Application fees $250 The $250 deposit is refundable as laid out in the Fair Prospectus. Please refer to it for details. The $250 deposit is refundable per the Fair Prospectus which can be found in the "related files" section of the application. When you submit your final payment after the Fair, you will deduct the deposit from that payment.

Questions on the application

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • We are a non-profit organization.
  • We would like to participate (select one):
  • Yes, I have uploaded my booth photo(s).
  • Merchant type.
  • Size of tent/truck/trailer/cart.
  • Please provide a short description of your set up.
  • Menu type.
  • Please upload a copy of your menu here.
  • Graywater disposal is available. Please enter your estimated daily disposal in gallons. Mark "n/a" if you will not need to dispose of graywater.
  • If you require electricity, please indicate total watts, number of connections and connection types (20, 30, 50 amp). If you do not require electric, please mark "n/a" in the answer box.
  • List the quantity of each of the different appliances you are bringing. Include the applicance, quantity and and wattage for each. If you do not need electric, please mark "n/a" in the answer box.
  • Upload your certificate of insurance here. See description for further instructions
  • Upload your Loudoun County Temporary Food Application here.
  • Upload your copy of the 2023 VA Department of Health License.
  • Upload your tent Fire-Retardant Certificate here, if applicable.
  • Upload the GreenFair Agreement here.
  • Will you have an additional trailer, storage containers or truck that you will need to be able to access during the Fair.
  • I acknowledge that my application is not secured until all of the following are submitted: certificate of insurance, menu with prices, $250 deposit, Loudoun County Temporary Food Application, GreenFair Agreement (optional), and photo of your set up.

Picture requirements

  • Minimum pictures required: 1
  • Please read our tent/trailer/cart requirements before uploading your image(s) to make sure you comply with our aesthetics and signage regulations.

2023 Waterford Fair (general areas)

This map shows the general Fair layout. Event addresses for GPS: Red Lot, 15513 Loyalty Rd. (Waterford Elem. School) Yellow Lot, 40024 Old Wheatland Rd. (parking enterence on Old Wheatland just west of intersection of Old Wheatland & Milltown Rds.)
Non Profit Food & Drink Merchants
Non Profit Food & Drink Merchants
79th Waterford Fair, A Celebration of Americana