VCBF Vendor Terms and Conditions

Please read the Terms and Conditions listed below:

FESTIVAL DATES

The 2023 dates of the VCBF are October 11-13, 2023.

VCBF INCLEMENT WEATHER POLICY

This festival is a rain or shine event. Every reasonable effort will be made to conduct the VCBF as scheduled. Festival management, in coordination with municipal and weather officials and resources will closely monitor weather conditions before and during events. If circumstances exist or develop that in the opinion of Festival management would present serious hazards to life or property, Festival events (in whole or in part) may be adjusted or cancelled at the sole discretion of Festival management.

ASSIGNED LOCATIONS / FEES

  1. All vendors will be located at the discretion of the VCBF Committee.

  2. If accepted, you must submit full payment within one week of notification.

EXHIBITOR SPACES

Vendors are provided with one 6 ft. round table, and two chairs. Vendors are responsible for providing tablecloths, signage and all other materials needed for an attractive booth space, and must operate only within their assigned space. Free wifi is available, but may be unreliable. Generators are NOT permitted, and electricity and water are not available. Vendors are required to take their trash with them at the end of the event, and will be subject to a fine if trash is left behind.

FIRE REGULATIONS (IF YOU HAVE ANY QUESTIONS CALL: Mike Lonon @ 434-395-2809)
All vendors are required to comply with the fire safety regulations set forth by Longwood University. Questions should be addressed to the Office of Environmental Health and Safety.

LICENSES 

The VCBF does not collect a commission from sales. Exhibitors retain all revenues from the sale of their crafts and products. Each exhibitor is, however, responsible for their own insurance, as well as the collection and reporting of any applicable taxes. The Commonwealth of Virginia Department of Taxation Temporary Sales Tax Certificate/Return Forms are available on their website at https://www.tax.virginia.gov/sites/default/files/taxforms/retail-sales-and-use/any/st-50-any.pdf

PRODUCTS / SERVICES

  1. The Festival reserves the right to deny the sale of certain products and/or merchandise.

  2. The VCBF is committed to providing a safe and welcoming environment for everyone, in which all individuals are accepted and are treated with respect and dignity, and which is free from harassment of all kinds. The VCBF expects all vendors, sponsors, volunteers and participants of any kind in VCBF programs and special events to treat each other and the public with courtesy and respect. The VCBF has adopted a zero-tolerance policy and will not tolerate any level of harassment by program participants of any type.

  3. Political candidates and organizations do not qualify for a vendor space (see Eligible Vendor criteria on application page). Candidates and/or their representatives may walk within the festival to meet and greet people but they cannot carry signs, use amplifiers or impede pedestrians who wish to move around the festival, or post campaign signs or attach stickers to any public property or signage. Designated participation in this event must be of a literary nature therefore, there are no assigned spaces for other types of activities, including an area to post campaign signs. Candidates and/or their representatives may not go on to a stage to speak.

INSURANCE

  1. If your company is selected a Certificate of Insurance indemnifying the Festival and Longwood University is required.

  2. Certificate of Insurance must include the following limits: Combined Bodily Injury and Property Damage Liability limit, including Product Liability of $1,000,000.

  3. The Certificate Holder (as additional insured) should be designated as: ELEVEN PICTURES LTD DBA THE VIRGINIA CHILDREN’S BOOK, AND LONGWOOD UNIVERSITY.

  4. The Certificate must be issued in the same company name as the applicant, as it appears on all applications and forms.

  5. Certificate must be in effect for the dates you exhibit.

SUBCONTRACTING
This application is for the concessionaire identified, and may only be operated by that business, by name. No site subcontracting is authorized for any reason, and evidence that a site has been subcontracted is grounds for immediate removal from the VCBF and forfeiture of all fees.

PHOTOS

Photographs submitted with application maybe used to promote the festival. Also, please note that photographs taken during the event may be used by the VCBF for promotional purposes.

Registration Fees are NONREFUNDABLE