VENDOR RULES AND REGULATIONS (revised August 2018)
GENERAL INFORMATION
* Please note the General Vendor Information listed below. For each event, please be aware of the event’s Vendor Rules and Regulations, which apply to that particular event. *
CHECK-IN, SET-UP AND BREAK-DOWN
All vendors must check in at the information tent.
Each vendor is provided with a 10’ x 10’ space which can accommodate a 10×10 tent, or if requested and paid for a larger size booth. If you go outside the assigned space, you will have to pay for additional space! Each vendor can provide its own tent, tables and chairs for displaying the merchandize. Vendors need to provide their own set up, including tent, tables and chairs. Vendors understand that are responsible for all needed display props, including table/chairs/hanging materials/signs/etc.
Volunteers will be present to direct vendors to their assigned area for set-up beginning two hours prior to the event start time. Please do not arrive prior than 2 hours ahead of the start time for set up. Your booth assignment, with the name of your business and booth number, will be displayed on the ground. Due to safety reasons, vendors who arrive after the start of the event, may forfeit pre-assigned booth location and be assigned an alternate location. All vendors must be completely set up 15 minutes prior to the event start and remain set-up and in place until the event end time.
Vendors will be allowed to proudly display company banner and signage to identify their business.
Vendors will be able to sell their merchandize and are responsible for reporting sales tax to the County.
While Event premises are being occupied under this agreement, the Arts and Crafts fairs will provide no insurance; any insurance must be placed and paid by the exhibitor. I hereby relieve the management of the safe keeping of the property while said properties are at this festival.
For electricity needs, please contact us for each event and we can advise you accordingly. Additional charges may apply for electricity requests.
Food Vendors
Permits
First and foremost, it is the Food Vendor’s responsibility to compete and submit the Temporary Food Permit Application from the city/ county the event is taking place – for Silver Spring events is Montgomery County Health Department; for Baltimore events is Baltimore City Health Department; for Leesburg events is Loudoun County Health Department; for Manassas events is Prince William County Health Department; for Fredericksburg events is Fredericksburg City Heath Department; for Richmond events is Richmond City Health Department. Permits will vary depending on where you are selling. Typically you will need to obtain the Temporary Food Permit Application. Keep in mind that you will need a vendor’s permit for each location you service. Requirements may also vary from state to state and county to county, so please make sure you check with the Health Department of each city/ county the event is being hosted; organizer has no saying over the Health Department requirements and it is not responsible for Vendor’s non approval of receiving the one day license to vend in the event. Certificate of Insurance adding Royal Events as an additional insure for the day of the event is a requirement for all Food and Beverage Vendors participating in any of the events.
- Responsible for keeping food area attractive before, during and after the festival.
- Vendor and their employees shall use every measure to protect festival site from all damages. Vendor shall be responsible for damage caused by him or her to buildings and grounds
- Vendors are prohibited from selling any carbonated beverages at the event as Royal Events has exclusive rights to sell same.
- Vendors are prohibited from selling any alcoholic beverages at the event as the International Cultural and Educational Development Fund has exclusive rights to sell same.
- Provide professional and courteous personnel
- Health Inspectors will be on site to inspect the food
- Providing enough food items to cover the entire event (itemized description enclosed)
- Responsible for providing fast service – no longer than a 3 minute wait for each customer
- Food vendor must provide Product Liability Insurance for sale or distribution of any products (i.e. food, beverages, etc.) at the event. Each vendor (an entity in the business of making a profit) must provide a certificate of insurance which provides for $1,000,000 Products Liability Insurance and must name Royal Events as an Additional Insured.
- Comply with all health and fire permits, where applicable, at own expense.
- Responsible for keeping food area attractive before, during and after the festival.
- Responsible for collecting and reporting all sales tax.
- Insure that grease and abrasives will not be disposed of on event property except in designated garbage dumpsters.
- Insure food vendor has prices, including sales tax, posted which will be visible to the public in signage that is professional in appearance and size.
- Insure that food tent/ truck will be staffed and open the entire length of the festival.
- Display a disclaimer with any possible food allergies.
- Vendor and their employees shall use every measure to protect festival site from all damages. Vendor shall be responsible for damage caused by him or her to buildings and grounds.
- Vendor will remove all trash in immediate food area during set up and breakdown. Trash receptacles in food area cannot be used for discarding food, grease or other waste materials. Garbage dumpsters are provided for your use. No trash is allowed to be left in food area after breakdown.
- Plastic gloves shall be worn by all persons handling food. No contact with money shall be allowed by persons handling food.
- All appropriate Fire Extinguisher equipment must be on site at your booth the entire time period of event.
- Failure to meet requirements may lead to removal from the event and no refunds will be provided.
Please submit COI naming Royal Events Group as additional insured and also please make sure you submit a copy of your Temporary Food License from the Health Department from the County in which the event is taking place at least 2 weeks prior to the event date. These 2 documents are mandatory for your participation in the event (you will not be allowed to vend without them). If the Health Department comes on site and checks your booth, you must be compliant with their rules and regulations. Please note organizer is not responsible for the proper functioning nor the acceptance or denial of your participation in the event based on Health Department’s requirements; you are required to comply and adhere to their standards.
Dessert/ Sweets Vendors
Although you may fall in the cottage food category for which the rules and regulations vary from county to county, it is the vendor’s responsibility to check with the county in which the event is being held and see IF you need a Temporary Food Permit. In this case, it’s Loudoun County. If the Health Department comes on site and checks your booth, you must be compliant with their rules and regulations. Please note that organizer is not responsible for the proper functioning nor the acceptance or denial of your participation in the event based on Health Department’s requirements. You need to meet and satisfy their food safety requirements and you are required to comply and adhere to their standards. Also, you are required to display a disclaimer with any possible food allergies.
ADDITIONAL GUIDELINES
- Vendors may not sell items bearing the event name or likeness.
- Professional behavior and dress is required and will be determined at the sole discretion of Royal Events.
- Small radios are allowed. Amplification equipment is NOT permitted. Vendors are PROHIBITED FROM SMOKING WITHIN THE EVENT SITE.
- Vendors are prohibited from having animals within the confines of the event, except for legitimate service animals as authorized by State Statute and ADA standards.
- “Pushing” sales to passing customers is prohibited.
LOAD IN/ OUT
Depending on the event, you may be allowed to drive on site or close proximity until your assigned booth. Please unload all your merchandise and then drive the vehicle to the parking lot. You are NOT ALLOWED to remain parked for more than 20 minutes. Please be considerate to all other vendors and make sure you do not interfere with someone else’s set up.
Vendors must limit themselves to one vehicle within the event site, unload the equipment/ product
and remove the vehicle prior to set-up.
No vehicles will be allowed on the event’s grounds.
ADDITIONAL GUIDELINES
- Vendors may not sell items bearing the event name or likeness.
- Professional behavior and dress is required and will be determined at the sole discretion of Royal Events.
- Small radios are allowed. Amplification equipment is NOT permitted. Vendors are PROHIBITED FROM SMOKING WITHIN THE EVENT SITE.
- Vendors are prohibited from having animals within the confines of the event, except for legitimate service animals as authorized by State Statute and ADA standards.
- “Pushing” sales to passing customers is prohibited.
Vendor Spaces
Each vendor is provided with a 10’ x 10’ space which can accommodate a 10×10 tent. If you go outside the 10×10 space, you will have to pay for additional space! Vendors need to provide their own set up, including tent, tables and chairs for displaying the merchandize. Vendors understand that are responsible for all needed display props, including table/chairs/hanging materials/signs/etc.
Electrical requirements are limited. Please contact the event organizer for any electrical needs.
Booth Set Up
Volunteers will be present to direct vendors to their assigned area for set-up beginning one hour prior to the event start time. Due to safety reasons, vendors who arrive after the start of the event, may forfeit pre-assigned booth location and be assigned an alternate location. All vendors must be completely set up 15 minutes prior to the event start and remain set-up and in place until the event end time. To prevent accident or injury, any vendor wishing to leave early MUST notify a festival official. With permission, booths can be packed-up and “walked-out” will be allowed to do so. No vehicles will be allowed on the event’s grounds. Vendors will be allowed to proudly display company banner and signage to identify their business. Vendors will be able to sell their merchandize and are responsible for reporting sales tax.
Usually set up starts 2 hours before the event start time and break down occurs within an hour after the event ends. More detailed information regarding each of our events, including the Vendor Layout is emailed at least two weeks before the event date. For any questions, you can always contact our office at 703.889.0202 between normal business hours.
Applications
Every festival or fair that you plan to sell at will have vendor applications and requirements. Be certain that you are planning well in advance. This is particularly true for very large fairs, like state fairs. There may be deadlines several weeks prior to the actual event that you will need to send in your application by. They will also want to verify that you have the necessary permits as well.
No refunds will be made unless the application is not accepted. Refunds will not be made due to cancellation on the part of the exhibitor. Failure to comply with the above stated rules will result in eviction from the event & loss of any money paid.
Vendors can distribute flyers, business cards, coupons, menus, or other material to patrons within their vendor booth area.
Vendor understands that if they miss participating in an already registered event or break down their booth area before the end of the event, they will not be accepted in any of our future events. In case the vendor has been registered for more than 1 event, they understand that their location for future events may be changed to a less favorable area, due to the not favorable attendance history.
Insurance
Certificate of Insurance adding Royal Events Group as an additional insure for the day of the event is a requirement for all Food and Beverage Vendors participating in any of the events. You may also be able to obtain an umbrella coverage if you plan on going to various events. If you only plan on one event, you can obtain temporary coverage for that event. While Event premises are being occupied under this agreement, the organizer will provide no insurance for participating vendors in the events; any insurance must be placed and paid by the exhibitor. Vendors agree to hereby indemnify and hold harmless the event planning company and its subsidiaries, affiliates, officers, directors, shareholders, agents and employees free, clear and harmless, from and against any and all losses, liabilities, costs, expenses (including amounts paid in settlements and reasonable attorney’s fees), claims, penalties, judgments and damages, resulting from or arising out of, by reason of any act, omission or negligence of the client or its representative agents, employees or Vendors in any way connected with or arising out of any accident, injury or damage-and these can include and be detailed-any breach of representation, injury to person or property, any activity conducted or action taken by the organizer, directly or indirectly, in conjunction with the agreement. If for any reason beyond its control, including but not limited to strike, labor dispute, accident, act of war, act of God, fire, flood or other emergency condition, the organizer is unable to perform its obligations under this agreement, such non-performance is excused and the organizer may terminate the agreement without further liability of any nature. In no event shall the organizer be liable for consequential damages of any nature for any reason whatsoever.
Vendor Fees
Vendor fee is Non-Refundable and Non-Transferable. In case the event must be cancelled for reasons out of organizer’s control (i.e. inclement weather as tornadoes and hurricanes, government imposed regulations, Act of God, venue related issues, etc.), event will be rescheduled and the new date will be announced to all registered vendors in the event. Refunds will not be accepted due to already inquired expenses on organizer’s behalf as advertising and promotion, permits and licenses, venue rental fees, etc. In case the organizer must cancel the event with no rescheduled date set, vendor fees will be refunded.
Addendum to Vendor Fees as of February 10, 2020
In special cases as the COVID-19 pandemic, vendor understands that no refunds will be processed as to already inquired expenses on organizer’s behalf as venue rental fees, permits and licenses, advertising and promotion, etc. Organizer will work with vendors to offer credit options towards another festivals and events in the coming year, hence 2021; a tentative schedule of events will be released by mid/ late 2020.
Addendum to Vendor Fees as of September 1, 2020 (revised March 1, 2021)
If vendor has tested positive or has been in contact with someone who has tested positive for COVID-19, vendor is required to report the incident immediately and provide documentation. If you tested positive for covid, you will be contacted by the Health Department which will provide you with a letter stating that you tested positive for COVID-19. If you have been exposed to COVID-19, please take a COVID test 1-2 days prior to the event date and if the test is positive, you will be allowed to switch your registration to another event date. You are required to send us proof of COVID-19 positive test in order to make the event registration change; all information will remain confidential. Tests are free and can be taken at any CVS, Walgreens, etc, pharmacy. Please note that our organization may need to report your situation to the County’s Health Department. For more information on COVID guidelines, please visit CDC’s website – https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/quarantine.html
All events are outdoors Rain or Shine events.
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