|General Application Guidelines|
Rules for Participation
Booth (preference, set-up, manning your booth)
You are invited to participate in the 34th Annual Heart of Virginia Festival. The first Saturday in May is an annual celebration of the arts, culture, and music in the heart of Virginia featuring a juried art show, handmade crafts, performances on multiple stages, a variety of quality food and beverages, a classic car cruise-in, live entertainment, educational family activities, a 10 K run / 5 K fun walk, and fireworks. Publicity is widespread and attendance is strong.
The Festival provides equal opportunity to participate in and benefit from all programs, activities, and services without regard to race, color, national origin, age, gender or handicap.
Saturday, May 5, 2012 (always the first Saturday in May!)
10 K Run / 5 K Fun Walk begins at 8:30 a.m. 10K shuttle begins at 7:30 a.m.
Day-Time Festivities occur from 9:00 a.m. - 3:30 p.m.
Evening events at the Farmville Regional Airport begin at 5:00 p.m.
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The Farmville area, known as the “Heart of Virginia,” is located within an easy drive of several metropolitan areas, including Richmond, Washington DC, Lynchburg, Charlottesville, and Roanoke. You can be in the beautiful Blue Ridge Mountains in an hour and visit the popular Virginia beaches in two and one half hours.
Interstates within 60 miles include I-95 (north and south); I-85 (north and south); I-64 (east and west). U.S. Highways 460 and 15 are routed through Farmville and Prince Edward County, and U.S. 60 runs through Cumberland. Virginia Primary Route 45 connects Farmville with Cumberland.
The day-time festivities set up along the 100 through 500 blocks of High Street featuring the beautiful buildings and grounds of Longwood University, the 100 block of North Main Street, and the 200 block of South Main Street. The 10 K Run / 5 K Fun Walk follows a scenic route from Hampden-Sydney College to a historic Farmville neighborhood. The evening wraps up with bands and fireworks at the Farmville Regional Airport, just five miles north of downtown. http://www.flyvirginia.com/airport/FVX/
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We strive each year to improve the Festival by featuring varied media, selection and price-range, and therefore must insist on adherence to the following requirements which apply to each exhibitor at the Festival:
Our rules are intended to help produce and promote a quality event for everyone’s benefit. We take the rules and regulations seriously; therefore failure to comply may result in being asked to leave and not receiving an invitation to participate in future Festivals. If you have any questions, please contact us for advice prior to the Festival.
You will be notified within two weeks of receipt of your application IF there is concern. Otherwise, you should plan to participate and you will receive a confirmation packet (including space assignment and other important information) in early April. Cancelled checks serve as preliminary acceptance as a participant.
Returning exhibitors are able to request the same space as last year; however possible design changes and improvements to the Festival may necessitate changes to the layout or format. We will keep you informed of any such changes. Adjustments may affect the location but not the quality of your display area.
Consideration of requests is honored, but not guaranteed.
Space assignments and confirmation materials will be sent in April and you will be notified when the map is made available on our website.
Early Morning Set-Up
Please refer to the designated entrance routes in the confirmation materials. Street access opens at 6:30 a.m. Saturday morning and will be inaccessible from 8 a.m. until 4 p.m.
In order to ensure safety, exhibitors will be permitted to drive their vehicles (limit 2 vehicles) according to designated routes during set-up and breakdown times ONLY. At all other times, vehicles must remain in parking areas.
Afternoon Clean Up
Please be mindful that the day-time Festival activities officially end at 3:30 p.m. Street access will open at 4 p.m. in order to allow ample time for crowd disbursement. When street access becomes available, the Town will make every effort to be as efficient as possible for you and in order to allow ample time to prepare for the evening of festival events. We ask for your patience and cooperation during afternoon clean up.
Fees will be issued for vendors who do not return booth site to the manner in which they found it. Fees need to be paid in full in order to participate in future festivals.
Manning Your Sales
Acceptance to the Festival requires a full day of exhibit. It is the exhibitor’s responsibility to have his/her booth presided over at all times from 9 a.m. until 3:30 p.m.
All exhibitors must provide their own walls; canopy, stakes and/or weights; tables; and / or chairs to display their work in an outdoor environment. As some booth locations are not level, exhibitors are advised to bring leveling devices.
With the exception of food vendors, no electricity or water will be available nor will loud generators be permitted.
Due to space limitations and in order to be fair, exhibitor’s display (including stakes or poles) can not extend beyond the assigned space(s). All sales, demonstrations, discussions, or other activities (such as the distribution of literature or give-aways of any kind) must be confined to the exhibitors’ assigned space. Inflatable displays are reserved for the Presenting Sponsor(s).
Vending is permitted only from the assigned location (i.e., no roaming sales).
The Heart of Virginia Festival will be held rain or shine. Please arrive prepared for inclement weather. No refunds will be issued.
Insufficient checks will be assessed an additional $35.00 charge and a money order or cashier’s check will be required for Festival entry.
The Festival does not collect a commission from sales. Exhibitors retain all revenues; however each is responsible for their own insurance and the collection and reporting of any applicable taxes. Click here for Commonwealth of Virginia Department of Taxation Temporary Sales Tax Certificate / Return Form.
Any previous fees incurred must be paid in full prior to acceptance.
Any entries postmarked after Wednesday, February 23, 2012 will be considered on a space available basis. Applications received AFTER the postmark deadline will be assessed an additional fee of $35.00. Vendor applications will not be accepted after April 20, 2012.
Acceptance to the Festival is a commitment to be present and to exhibit. Please let us know at least 3 weeks before the festival if you must cancel. Fees cannot be refunded.
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Due to a town ordinance and to ensure the safety and comfort of exhibitors and patrons, no pets (except service animals) are permitted on Festival grounds.
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Overnight accommodations in the Farmville area fill up quickly for the Festival weekend. For planning purposes, the following are some overnight options.
We are happy to answer any questions you have about the Heart of Virginia Festival.
You may contact us in any of the following ways:
Phone: (434) 395-2744
Mail: P.O. Box 35
Farmville, Virginia 23901
We look forward to hearing from you and working with you on the 2009 Heart of Virginia Festival!
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