Licenses, Permits & Insurance (Required)

All vendors must comply with applicable federal, state, and local health regulations concerning the preparation, labeling, and safety of products brought to The Virginia Wine Festival.

• Vendors are responsible for obtaining and paying for any required permits and licenses from Fairfax County and the Commonwealth of Virginia.

• Copies of all relevant production and sales permits must be submitted with your application. This includes any applicable health department approvals from your originating state or county.

• All food vendors must hold a valid Fairfax County Department of Health license. Applications must be submitted no later than May 2, 2025. More info: Health Permits for Mobile Food Service Units | Health

• Vendors must submit all application materials and documentation by the deadline to be eligible to participate.

Insurance Requirements:

All vendors are required to carry general liability insurance, including contractual liability endorsements, and must:

• Maintain coverage throughout the duration of the event.

• Name CoFestCo LLC, its officers, agents, and affiliates as additional insured.

• Submit a Certificate of Insurance to info@cofestco.com by May 2, 2025.

• Incomplete applications will not be considered. Please include all relevant permits for every product you intend to sell.

Fee Structure

Vendors have the option of one of the following fee structures: Vendor payments must be received in full before the vendor can attend the Hops & Harvest Festival. Once your completed application is received, an invoice will be sent to the email address provided via Intuit Quick Books and payment may be made with credit or debit card. Sales Tax - Vendors selling non-edible products that are subject to sales tax should comply with local and state tax regulations. Vendors must provide their sales tax identification number and a copy of their sales tax card. Also, applicants should be aware that the state of Maryland requires sales tax on all retail food sales. Applicants applying for the Hops & Harvest Festival must comply with these requirements as mandated by the state of Maryland.

Payment: Once your complete application is received, an invoice will be sent via Intuit QuickBooks. Payment can be made via credit or debit card. Full payment must be received before your participation is confirmed.

Sales Tax: Vendors selling taxable goods are responsible for complying with all Virginia and Fairfax County tax regulations.

Festival Operations (Required)

The Virginia Wine Festival on-site team manages public safety, booth assignments, and event logistics. Management has final authority on-site.

Festival Hours:

• Saturday, May 31: 4:00 PM – 9:00 PM

• Sunday, June 1: 12:00 PM – 5:00 PM

Vendor Load-In:

• Begins: Saturday at 12:00 PM

• No entry after 2:00 PM without prior approval

• Fire Marshal Inspection: Begins at 3:00 PM. All tents must be set up, properly weighted, and all CO2 tanks secured by this time.

  
  

  Load-Out:

• No early breakdown allowed

• Load-out begins once patrons exit (after 9:00 PM Saturday / 5:00 PM Sunday)

• Vendors are expected to vacate promptly

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Inclement Weather Policy: This is a rain or shine event. In case of a weather emergency, decisions will be made based on public safety protocols, and vendors will be notified via email and phone.

Booth Requirements (Required)

• Fire Safety: All tents/canopies must have an NFPA 701-compliant label or certification.

• Space Assignments: Final booth locations are at the discretion of event management to ensure an optimal layout.

• Vendors are encouraged to create festive, engaging displays that may include signage, vendor stories, product information, and marketing materials.

Sanitation (Required)

• Vendors are responsible for keeping their booth area clean throughout the event.

• Bring your own trash bags and regularly bag up debris.

• Bagged trash should be brought to the roll-off dumpster before leaving the site.

• Festival staff will handle general public area sanitation.

Vendor Conduct (Required)

We aim to create a welcoming and positive experience for all. Vendors and staff must:

• Conduct themselves professionally

• Treat fellow vendors, staff, and guests with respect

• Provide courteous customer service at all times

Product Samples (Required)

Vendors may be asked to submit samples before the event for quality review. Acceptance is subject to approval.

Logo & Trademark Use (Required)

Submit a high-resolution logo to info@thevirginiawinefestival.com upon completing your application. Logos may be used in marketing, signage, and festival promotions. Use of trademarks will be limited to fair, nominative use for referencing your products.

Photo Release (Required)

By participating, you grant CoFestCo LLC permission to use any photographs, video, or audio recordings of your booth, products, or staff for promotional or marketing purposes. This includes advertising and publicity, with or without your name, without expectation of compensation.

Indemnification (Required)

You agree to indemnify and hold harmless CoFestCo LLC and its affiliates from any third-party claims, damages, or losses arising from your participation, including legal costs, due to breach of agreement or misconduct.

Vendor Representation (Required)

By applying, you affirm that:

• You are financially and operationally able to fulfill all vendor requirements.

• You will execute all obligations professionally and in good faith.

• If at any time you anticipate being unable to meet your obligations, you must notify CoFestCo LLC in writing immediately.

Authorization (required)

I hereby certify that the named person(s) is authorized to submit an application on behalf of the organization. Furthermore, I agree that the aforementioned business shall participate in the entirety of the Virginia Wine Festival on May 31 & June 1 of 2025, if the application is approved.