Exhibitor Rules and Regulations

EXHIBITOR RULES AND REGULATIONS

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

  • 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 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.

No refunds will be made unless the application is not accepted. If for any reason it becomes impossible to have the event, vendors understand this agreement is terminated and will waive any and all claims for damages. 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.

Please be reminded that each vendor is required to fill out and submit the Vendor Registration Form for each one of the events for which you are registered. If you have not submitted it, please fill it out and send it to us. 

Vendors can distribute flyers, business cards, coupons, menus, or other material to patrons within their vendor booth area. Vendor fees are Non-Refundable. All events are outdoors Rain or Shine events.