Vendor Guidelines

Thank you for your interest in being a part of The Heart of Virginia Festival! Below are general guidelines for our vendors. Please read over these at your leisure and if you have any further questions please do not hesitate to contact us!

Rules for Participation

The volunteer staff of the Heart of Virginia Festival strives each year to improve the Festival by featuring varied media, selection, and price range. Therefore, we must insist on adherence to the following requirements which apply to each exhibitor at the Festival:

  • The criteria for selection are: quality, originality, diversity, and presentation.
  • Any and all work you plan to exhibit should be represented in photos and/or listed on your application.
  • The Heart of Virginia Festival has the right to exclude any product, media, or on-site exhibit that is not consistent with Festival Guidelines.
  • The Heart of Virginia Festival is only open to original, handmade/homemade arts and crafts. All work displayed for sale must be of the vendor’s design and handcrafted by the exhibitor or designated proxy. For example, objects assembled from kits, pre-carved or pre-molded reproductions, mass-produced work, commercial displays, buy-and-sell items, or imported arts and goods are not accepted for admission to the Festival.
  • Exhibitors must maintain an active display from 9 AM to 4:00 PM.

Our rules are intended to help produce and promote a quality event for the benefit and enjoyment of everyone. 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 any future events. If you have any questions, please contact us for advice prior to the Festival.

Acceptance & Space Placement

You will be notified via email if there is an issue or concern with your application.

You will receive an email confirmation (including space assignment and other important information) in mid to late August.

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.

Note: Requesting the same space as the previous year is not guaranteed, although we will do our best to accommodate your request.

Early Morning Set Up

Please refer to the designated entrance routes in your confirmation packet that you will receive in August. Street access opens at 6:30 AM the day of the Festival and will be inaccessible from 8 AM to 4 PM.

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.

Note: The vendor/artist will not receive an invitation to participate in any future events if they are not set up and ready to show at 9:00 PM.

Afternoon Break Down & Clean Up

Please be mindful that the daytime activities officially end at 4:00 PM. Street access will open at 4:30 PM in order to allow plenty of time for crowd disbursement. When street access becomes available, the Town of Farmville will make every effort to be as efficient as possible for you. 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 events.

Note: Breaking down your booth before 4:00 will result in the exclusion of the vendor/artist from participating in any future events.

Sales & Space Management

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 AM to 4:00 PM.

All exhibitors must provide their own walls, canopy, weights, tables, chairs, or any other materials required to display their work in an outside 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 poles) cannot extend beyond their assigned area. All sales, demonstrations, discussions, or other activities (such as the distribution of literature or giveaways of any kind) must be confined to the exhibitor’s assigned space. Inflatable displays are reserved for the Presenting Sponsor(s). Vending is permitted only from the assigned location.

Note: No roaming sales or passing of literature is allowed at the Heart of Virginia Festival from attendees or vendors.

Note: All empty boxes and storage containers must be stored out of sight for the duration of the show. This includes walkways and areas behind/around your booth.

Money Matters

The Heart of Virginia Festival will be held rain or shine. Please arrive prepared for any and all weather conditions. No refunds will be issued due to inclement weather.

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 Heart of Virginia Festival 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

Any previous unpaid fees incurred must be paid in full prior to acceptance to the Heart of Virginia Festival.

All entries will be considered on a space-available basis.

Cancellations

Acceptance to the Festival is a commitment to be present and to exhibit.

PLEASE LET US KNOW AT LEAST THREE WEEKS BEFORE THE EVENT IF YOU MUST CANCEL.

Registration fees are NONREFUNDABLE.