2023 RiverFest & Craft Show Application

Vendor Contact Information

Company Name

Name

First

Last

Address

City

State/Province

Zip/Postal

Country

Email

Cell, day of (no dashes or dots, i.e. 5715726761)

Social media handles: IG, FB

Vendor Categories

Artists and Crafters that sell predominantly one medium should choose ONE category that best represents the dominant category of their goods. Crafters that personally handcraft a variety of goods should select “Various” and explain in the notes exactly what that entails. Preference will be given to applicants that present a theme in a creative display. For placement purposes, photos must represent all the type goods sold. Vendors that include resell items in this category will be reclassified as “Commercial.” Commercial vendors, food vendors, and non-profits should check the appropriate box for their business.

Price range of most items

Below $25

$25-$50

$50-$100

$100+

Vendor Parking-NOW FULL

I am interested in in-town parking for this event. I understand these spaces are limited and that I must reserve through payment before these spaces sell out. As of 3/24, these space are SOLD OUT. You may join the waiting list.

Yes

No

Waiting List

Vendor Parking

Vendor Parking Space: $75.00

Number of Spaces

For parking permit, please list the vehicle make, model, tag number and state issued

Vendor Booth Information

Number of booths

One

Two

Crafter/Artist

All work must be original, handmade, and created by the artist. No t-shirts, imported merchandise or any resale items are allowed in this category. Vendors acknowledge the handcrafted nature of their own products by completing this application. Early entrants’ artwork may be featured in promotional materials.

Direct Sales/Commercial

The Direct Sales category is distinguished by a distribution method that relies on self-employed sales people who earn money by buying products from a parent organization and selling them directly to customers. Vendors in this category must submit a specific list of products/services that are to be sold/displayed/promoted/given away. Vendors may include with this application any brochures, handouts, or catalogs that best describe the vendor’s commercial product in lieu of photos.

Food

Food business applications are accepted on a first come basis and are considered on a regular basis until the show is full. Food vendors must submit a specific menu of foods to be offered. The Town reserves the right to select menu items a vendor will not be allowed to sell. A recent photo of your display space is required.

Non-profit

Non-profit organizations may be permitted to exhibit at no cost, but must first apply for booth space. A limited number of spaces will be offered to non-profit organizations and space is not necessarily guaranteed. No spaces will be allotted for political parties.

Booth Rates and Quantities

Crafter/Artist

Number of Booths

Direct Sales/Commercial

Number of Booths

Food Truck

Number of Booths

Food Tent

Number of Booths

Town Business

Number of Booths

Non-Profit

Number of Booths

Total Vendor Fees (including any parking)

Image Upload and Business Description

Upload at least 4 photos that represent the predominance of your work: at least 3 product photos (more if necessary) and one of your booth display. Be sure to first save photos with your business name in the name of the file. By submitting these photos, you agree that the Town of Occoquan may share these on social media and marketing related to this event.

File Upload

Maximum upload size: 516MB

If you having any trouble uploading photos, please send them to Julie Little at jlittle@occoquanva.gov with “Riverfest Photos” in the subject line.

Business Description–Do you use eco-friendly materials or processes? Let us know and we may feature your business!

Procedures and Policies

Event Policies

While vendors may cancel at any time, there are no refunds and no transfers from one show to another.

No booth spaces are ever guaranteed from year to year.

This is an outdoor event and is held rain or shine.

Vendors are responsible for their own power, internet connection, shade, tent, tables, chairs, weights, leveling devices, rain gear, and any other items needed as part of an outdoor event.

All tents must be weighted to prevent them from blowing during a gust.

Only vendors accepted into this show are permitted to participate.  Sharing space with anyone is not permitted.

Vendors may only exhibit the craft medium for which they were selected.

Activities and displays must be appropriately family-friendly and are allowed (or not) at the discretion of the director.

Vendors must participate and have their tables staffed for both days for the full duration of the show.

Vendors may not distribute material outside of their designated booth space and are not permitted to loudly solicit visitors into their exhibit space. Amplified music is not permitted, with the exception of entertainment contracted by the Event Director.

All work and displays must stay within the designated booth space. No boxes, extra merchandise or debris should be visible.

Each exhibitor is expected to clean up and dispose of their own trash throughout the day and each evening before leaving. The Town does not provide trash service for empty vendor boxes and other trash.

No vehicle traffic is permitted in the show area on Saturday between 8:00 a.m. and 6:30 p.m. and on Sunday between 8:00 a.m. and 6:00 p.m.

There is no smoking in tent spaces.  Pets must be leashed within the tent space and must not be a nuisance to other vendors or show patrons.

Rude, aggressive, obscene, or abusive language and/or threatening or actual physical restraint and/or abuse of another vendor, staff, or general public is strictly prohibited and will result in immediate removal and banishment from participation in future shows.

Follow directions of show personnel, clearly identifiable in marked attire and/or vests.

All local laws must be followed.

Payment Policies

Full payment is due April 30, 2023. After April 30, 2023, premium fees will be due. Registration is not complete without submitted photos, full payment, and a signed application.

If paying with credit card, please submit your information at the bottom of this form.

If paying with check or money order, make payable to TOWN OF OCCOQUAN. Mail to PO Box 195, Occoquan VA 22125. Indicate business name on check. Checks will be deposited upon receipt. Please note that a deposited check does not equal acceptance into the show.

In Town parking is available for an extra $75 per show. Spaces are limited; payment secures the space.

Booth fee payments will be returned to vendors not accepted into the show. A $35 fee will be charged each time a check is returned for insufficient funds. Checks will be accepted for payment up to two weeks before the event date. After that, credit card, cash, or cashier’s check are required.

Vendor Signature

By signing this document, I acknowledge that I have read and understand the Policies provided above. If I have applied under the Crafter/Artist category, by completing this application, I acknowledge the handcrafted nature of my own work. I represent and warrant that I own or have a legal right to use any copyrights related to work that I market or sell. I agree to be responsible for the collection and payment of Virginia State Sales Tax. I also understand that while vendors may cancel at any time, there are no refunds once the application has been approved and processed unless the Town of Occoquan cancels this event for health or safety reasons.

Digital Signature

Date

Comments

Payment Method

Credit card (3% service fees)

Check or money order (no service fees); Mail to Town of Occoquan, PO Box 195, Occoquan VA 22125. Postmarked by 4/30/23 to receive Regular Rate

Total Vendor Fees

Convenience Fee

Total Fees (including 3% convenience fee)

Payment by Credit Card

Billing Address

City

State/Province

Zip/Postal