Vendor Guidelines

Category Descriptions, Space Sizes, and Fees
Confirmation
Important Deciding Facts
Arrival & Departure Guidelines
Refunds
Virginia Department of Taxation
Additional Guidelines

Category Descriptions, Space Sizes, and Fees:

"Handcrafted by YOU" Arts & Crafts - 10' deep by 13' wide for $75.00 (increased booth size for 2010)
All items sold at your booth MUST BE handcrafted by YOU, the applicant/vendor, as well as PRE-APPROVED before the festival. PHOTOS are required along with a detailed description for ALL items that you wish to be considered for the festival. Failure to do so will result in a returned application and payment.
Non-Profit/Business Displays - 10' deep by 10' wide for $75.00 (same booth size as 2009)
A business display is for businesses other than "Handcrafted by You" Arts & Crafts vendors, such as but not limited to: non-profit organizations, churches, home based businesses, and local service or retail businesses. A full description of what your organization or business would like to do during the festival must be attached to your application before approval.

A $25 service fee will be charged for all Returned Checks.

Confirmation:

Applications will not be reviewed without registration fee, detailed description of items and/or what you would like to do, and if applicable, photos.
Applicants will be notified as soon as possible if your application has not been approved.
For approved applicants, a confirmation letter and further details will be mailed to all applicants on September 1st. Until then, your cancelled check will serve as confirmation of your space reservation.

Important Deciding Facts:

(Please see Guideline Information for complete Festival guidelines.)

Rain Policy: The Kiwanis Wilderness Trail Festival will go on rain or shine - there is no rain date. NO REFUNDS will be given for bad weather.
Removal from Festival: If unapproved items are found at your space, you may be removed without a refund.
Cancellation Policy: NO REFUNDS will be given for cancelled reservations.
Other: No electrical outlets, tables, tents, water, VDH regulated dump areas will be provided.

Arrival and Departure Guidelines:

Vendors arriving after 9:00 a.m. will be turned away without refund.
All vendors are required to remain at the show until closing. We have advertised the specific hours of the festival, and it would not be professional or fair to patrons to breakdown before the specific closing time.
Failure to appear or early withdrawal from the festival will jeopardize participation in future shows.

Rain and Wind Policy: There will be NO REFUNDS for rain or wind. A great deal of time and expense is put into the Kiwanis Wilderness Trail Festival over the course of a year therefore it is our policy not to cancel the festival for bad weather. Vendors are responsible for providing their own protection from inclement weather. A one-hour wait period will occur before calling the status of the festival during extreme weather. After that period, if the festival is cancelled, a staff person will notify participants. Only then will vehicles be allowed back onto the festival street.

Cancellation Policy: We do not refund for cancellations.

Virginia Department of Taxation:

Vendors not filing taxes through an established business must submit the tax form provided in the September 1st packet to the Dept. of Taxation. Any questions, please contact Anne Dalton at (540) 380-5064.

Additional Guidelines:

No electrical outlets, tables, tents, ice, or water; VDH regulated dump areas will be provided.
Vendors are responsible for providing their own trash receptacles/bags for their space. There will be dumpsters at the festival for vendors to dispose of their trash afterwards.
A fire extinguisher must be in any booth where food is cooked, candles are lit, or if there is any burning or smoking items.
Locations and street layout are subject to change.
A professional attitude and consideration for co-vendors is expected at all times. Failure to cooperate with the Kiwanis Wilderness Trail Festival Staff may result in removal from the show without refund.
Vendors shall be liable for delivery, handling, erection and removal of their own display and materials.