The Loudoun County Fair is continuously looking for new vendors and goods to showcase. Do you make a unique food dish or product? Are you interested in being a vendor at the Loudoun Fair? Please contact our Vendor Coordinator, Mrs. Remi Candland, with any questions regarding concession rentals, vendor fees, vendor rules and rental agreements.
2017 Vendor Information
Loudoun 4-H Fairgrounds
17558 Dry Mill Road, Leesburg, VA 20175
(Between Route 9 and Route 7 in Western Loudoun)
- Monday, July 24th through Saturday, July 29th 9 am – 11 pm daily
Vendors Expected to be Open:
- Monday, July 24th 11 am – 8 pm
- Tuesday, July 25th (Senior Citizen’s Day) 11 am – 8 pm
- Wednesday, July 26th (Children’s Day) 11 am – 8 pm
- Thursday, July 27th 11 am – 8 pm
- Friday, July 28th 10 am – 8 pm
- Saturday, July 29th 10 am – 8 pm
In order for the Loudoun County Fair (LCF) to operate in a safe, clean and friendly environment, the following rules and regulations are required by all vendors. Failure to comply with these rules will be grounds for immediate expulsion from the LCF property. In fairness to all, the LCF will not accept requests for exceptions. The following policies and procedures apply to all Loudoun County Fair vendors, including food, arts & crafts, political organizations/candidates, community and civic organizations, multi-level marketers, and commercial businesses.
The Fair Board may alter these rules at any time. If changes are made, notification will be provided on our website and a reminder will be sent to the e-mail address provided on your application.
Questions regarding the vendor application or policies and procedures should be submitted to the Vendor Coordinator via email to vendors@LoudounCountyFair.com for clarification prior to submitting an application.
Vendor Fees: All full-week vendor spaces are $300 per 10×10 space (A 10×20’ space is $575, a 20×20’ space is $1100). Electricity is an additional $100-$200, based on vendor’s electrical needs. Booth fees may be paid by check, money order, or cash and must be received prior to set-up, without exception. If paying by check, fee must be received 1 week before set-up.
All partial-week vendor spaces are $200 per 10×10 space (A 10×20’ space is $375, a 20×20’ space is $700).
Special discounts apply for Loudoun 4H families who own a business and would like to be a vendor at the fair.
How to Apply: Complete the “Request for Vendor Application” Form on the Loudoun County Fair website. This is only an application, not a guaranteed admittance to the fair. The Vendor Coordinator will contact you with further instructions.
Application Confirmation: Your application will be acknowledged via email to the email address provided on your application within 5 business days of receipt. If you do not receive an email in this time frame, please send an email to firstname.lastname@example.org or call 703-898-2542 so that we can check on your application.
Cancellations: Full refunds will be made if you provide written notice of cancellation before July 1st. After this date, no refunds will be permitted. If you do not show up at the Fair, your exhibitor fee will be forfeited. Written notice may be provided by email to email@example.com or by US mail postmarked by the deadlines above to: Loudoun County Fair, PO Box 4100, Leesburg, VA 20177.
Insurance: Vendors must provide their own liability insurance. A Certificate of Insurance or a letter from the vendor’s insurance company evidencing liability insurance coverage in an amount not less than One Million U.S. Dollars ($1,000,000.00) for any single occurrence and naming Loudoun Fair & Associates, Inc. as the additional insured must be furnished to the vendor coordinator prior to set up on the grounds. (Provide this paragraph to your insurance company to ensure proper coverage).
Booth Assignments: All rental locations are assigned by LCF Management and may NOT be changed without the prior approval. Booth assignments are given on a first-come, first-served basis and are not negotiable. Due to limitations on available space, the Fair Board cannot guarantee booth space for all applicants. We also cannot guarantee the same booth location as in prior years.
Booth Sharing: Two organizations may share a booth. You must list both organizations in your application.
Booth Set-up Times/Requirements: All rental spaces are to be set up in full by 3pm on Monday, July 25rd, 2017. Each vendor MUST check in between 11:00am and 2:00pm on Monday, July 25th, 2017 for space assignment. If you would like to set up earlier, please contact the Vendor Coordinator.
NO CARS WILL BE ALLOWED on to the fairgrounds (past ticket booths) while the fair is open. (between 6:00pm and 10:00pm Monday, and between 9:00 am and 11:00pm Tuesday – Saturday). Please make arrangements to have your booth set up outside of these times. Wagons or carts are recommended for transportation of items that cannot be left overnight.
It is the responsibility of the vendor to provide any tenting, tables, and chairs for their own booths. Arrangements can be made through the Vendor Coordinator to have a tent, tables or chairs provided at the vendor’s expense.
Booth Screening: On Monday, July 25th, and throughout the Fair, Fair Board members will screen all booths. The Fair Board reserves the right to request the removal of inappropriate displays or adjustment of booth display/contents in order to comply with these guidelines. Vendors must have all tents anchored down. All vendors must display the name of their booth in a prominent place, either on a backdrop or table. All signage must be clear, neat, and professional in appearance and is subject to approval by the LCF management.
No sexually explicit, racially charged or other materials deemed inconsistent with the mission of the LCF is to be displayed or sold. Failure to comply will result in immediate expulsion.
Booth Breakdown: Breakdown of space will not be permitted until after 8:00 PM, Saturday, July 30th. Vehicles will not be permitted to pull into the Fairgrounds to load items until after 11:00 p.m. Saturday, July 30th. Violators of this rule will not be allowed to return the following year. This rule is mandated due to the heavy pedestrian traffic on the grounds.
Handouts: Vendors are welcomed and encouraged to have literature, products, services, items for sale, raffles, and prizes, available to patrons visiting the Fair. These materials may be distributed from inside your booth space. Balloons are not permitted due to potential danger to the animals on the grounds.
Roaming Solicitations: All participants must be confined to their specific rental space. There will be no soliciting or distribution of literature, products, services, items for sale, raffles, prizes, baked goods, etc. outside of the space that has been leased from the Loudoun County Fair. If individuals are found walking the grounds distributing material or disturbing patrons, you will be asked to stop. Non-compliance with this request will result in immediate removal from the grounds and forfeiture of all vendor fees.
Announcements: The fairgrounds PA system is for Fair Board use only and will include announcements regarding emergencies, notifications to vendors and patrons, and updates on Fair programming. Announcements regarding vendor contests, promotions, and activities are not permitted.
Audio Devices: We welcome the use of audio devices as means of attracting attention. Any exhibitor using audio devices, such as televisions and radios, must ensure that the devices are adjusted so as not to interfere with nearby activities.
Contests, Raffles, Etc.: All vendor contents including, but not limited to raffles, drawings, and contests with prizes to be awarded after the Fair must receive prior approval from the Fair Board. The Fair Board is not responsible for the management and administration of vendor contests. All raffles must comply with State law. Questions should be directed to the Virginia State Gaming Commission.
Electricity: This request will be granted on a first come first served basis. Due to the size of our fairgrounds, the LCF does not guarantee all requests will be granted.
- Electrical needs: 110V service will be provided at a central location. Vendors must provide their own approved heavy duty outdoor extension cords. Electric is provided for lights, fans, and small electrical devices only. Vendors requiring hook-up service must use the Loudoun County Fair electrician. Vendors are not permitted to complete the hook-ups themselves. Please contact the Vendor Coordinator if you require assistance from the LCF electrician.
- Cost: Advance payment is required. A fee of $100.00 will be charged for electrical service during the entire week of the fair. A $150.00 fee is applied for all food vendors requiring electricity. All payments must be made to the Loudoun County Fair and included in your vendor payment. Electric fees for hook up by fair electrician will be handled between the electrician and the vendor.
Tables and Chairs: Vendors may bring their own tables and chairs. Advance payment is required if you would like to rent either from the Fair. All rented tables will be 6’. Please do not remove tables or chairs from other booths.
Vendor Passes: Each vendor will be given two vendor passes per 10×10’ booth space. Additional passes may be purchased for $10 each. Only vendors with an ID badge will be permitted to enter the Fairgrounds. Each day, a representative from your organization should check-in at the UPPER GATE. Extra passes may be left at the upper gate to be used by additional helpers you have coming in during the fair. The Loudoun County Fair is not responsible for the security or protection of your booth or items.
Vendor Parking: Due to limited space, one parking pass will be available to each vendor. This pass allows you access to the vendor parking lot. These passes are provided for working vendors only, and are not to be shared with friends or family attending the fair. Anyone found to be sharing their pass will have their parking privileges immediately revoked. Due to repeated requests from vendors in the past, we have also retained a towing agency who will be working to clear the parking lots of any vehicles found not to have a proper parking pass. Please ensure you display this tag at all times. Additional passes will not be distributed if yours is lost or forgotten. Your Parking Pass must be displayed on the rear view mirror of ANY vehicle parked in the vendor parking area. If the vendor lot is full, there is plenty of parking in the main lots close to the gates. Any car parked in the vendor parking lot without a pass will be towed at the owner’s expense. All vehicles must be moved off the grounds and into the designated parking areas by 9:00am daily.
Ice: Ice will be available on the grounds for purchase several times daily. The coolers are behind Sykes Hall. Contact the vendor coordinator if you have questions. You may run a tab for the week (this will be kept in the Fair office), you will be invoiced for the amount due on Saturday, July 26th, full payment is due before you leave the grounds.
Packaged Food Vendors:
Health permit: Vendors who plan to serve food or drinks, such as baked goods or bottled water, are subject to Loudoun County Environmental Health guidelines and permit requirements. All Food Vendors must complete the Application for a Department of Health Temporary Food Permit and submit it to the vendor coordinator by mail (PO Box 4100, Leesburg, VA 20177) or email (firstname.lastname@example.org) no later than July 1.
The application is available at: http://www.loudoun.gov/DocumentCenter/View/114
Additional Space: If you are in need of ANY additional space to park storage trucks or trailers, campers, additional equipment, etc. The vendor coordinator MUST be made aware of these needs prior to your arrival on the grounds. If arrangements are not made prior to your arrival, the vendor coordinator cannot guarantee there will be space for your unregistered equipment.
Trash: Exhibitors and Concessions must keep rental space clean and free of trash at all times. Keeping the grounds free of debris for safety and sanitation is very important, and vendors are required to use provided dumpsters on grounds to keep their area neat. LCF Management will speak directly to any vendors not complying.
Live Animals: No animals other than 4-H projects, those covered by ADA regulations & and pet show participants will be permitted on the grounds unless pre-registered with the Fair Board.
Security: All items left on the grounds overnight will be the sole responsibility of the vendor. We encourage all vendors to secure any loose items in bins and safely place under your table after each day.
Bicycles: Bicycle riding is not permitted inside the grounds, with the exception of police security. Bicycles must be secured in designated areas.
Smoking Policy: Smoking is not permitted in any buildings or barns.
Alcohol Policy: The Loudoun County Fair is an Alcohol free event.
Firearms Policy: Firearms are not permitted on the grounds unless carried by a sworn officer.
By completing and signing the attached Vendor Confirmation for the 2017 Loudoun County Fair, I hereby acknowledge that I have read and fully understand the above policies, rules and regulations stated by the Loudoun County Fair. Failure to comply with any of the above items may result in immediate removal from the Loudoun County Fairgrounds.