General Terms and Conditions
• Sponsorship registration will be considered incomplete until this complete application, your high-resolution logo, and payment have
been submitted and approved.
• Sponsors with a booth space must read and agree to the Booth terms below.
• Neither this application nor any sponsorship agreement constitute a partnership, joint venture or principal-agent relationship between
the Town of Leesburg and the sponsor.
• Marketing inclusion varies by tier. Airshow marketing begins early. Sponsors
committing after 7/15/2024 may not be included in all marketing placements.
Please consult sponsorship coordinator with questions.
Booth Space Terms and Conditions
• Not All Sponsorship Tiers Include Booth Space. Please consult with sponsorship coordinator to be sure.
• Sponsors must make anyone staffing their booth aware of all included terms.
• Booth Load In & Set-up: The festival staff will assign specific arrival and load-in times, staging locations, and parking locations to ensure orderly set-up. Sponsors and vendors must follow instructions as sent in pre-event packet
▪ All booths must be set up and vehicles must be off the tarmac before 10:30 AM on the morning of the airshow.
• Vehicles: Festival organizers may limit the number of vehicles sponsors, vendors and exhibitors are permitted to bring on the airport. Please plan to load in and out with the minimum number of necessary vehicles.
• The Leesburg Airshow is rain or shine.
• Tents & Booth Space: Sponsors and vendors should consider a tent for coverage in case of rain.
▪ All sponsor or vendor equipment and other items, including generators (if
approved), must remain within the booth space and dimensions at all times.
▪ Tents may not exceed 10 feet in width.
▪ All tents will be set up on asphalt or other hard surface and may not be -
staked.
▪ Tents must be properly weighted at all four corners.
▪ Tent must be fire retardant. No Smoking signs(provided by event staff) must be posted on
tent/canopy.
▪ Sponsor's or vendor’s booth must not interfere with or intrude upon
adjacent exhibits or open buffers in any way.
▪ Sponsors or vendors shall be fully responsible for delivery, handling,
erection and removal of their own displays and materials. Event
staff WILL NOT be able to carry or set up any part of a booth.
▪ Excess inventory or supplies should be kept from public view or stored in
your vehicle.
• Sharing Space: Sponsors may NOT sublet any portion of their space or share space with another vendor or organization.
• Booth Breakdown & Load Out: Festival staff will assign specific load-out
times to ensure orderly breakdown. Vehicle access to the tarmac will be
allowed only at staff direction.
▪ All materials must be completely removed from the airport. All trash and
debris needs to be removed by sponsor.
• During Airshow Hours: Sponsor booth must be open and staffed during
regular festival hours.
• Sponsors and vendors may not leave their booth space to approach or solicit
event attendees.
• Conduct: Sponsors and their staff must exhibit professional behavior at all
times while on the airshow site.
• Service Animals who are trained to do work or perform tasks for an individual
with a disability are welcome. Other animals/pets are not permitted.
• Sound: No microphones, amplified sound, or noisemakers may be used at the
festival without the permission of the Airshow Management.
• Electricity: Electricity access is NOT available. All generators must be approved by event staff.
▪ All electrical extension cords and electrical plugs must be the 3-wire,
heavy-duty type and U.L. approved. There must also be a ground fault
circuit.
▪ Generators must be disclosed to and approved by festival management.
- Must be placed within your assigned booth space.
- Only invertor or "whisper" generators will be approved for sponsors,
vendors and exhibitors.
• Privacy: Sponsors may not share personal/contact information gathered
during the event.
• Trash and Cleanup: Trash must be placed in appropriate receptacles or taken
with you. You may not store garbage in the spaces between
or behind vendor booths.
• Tax: Sponsors and vendors are responsible for reporting all applicable
Virginia and Town of Leesburg sales tax.
• Food & Beverage vendors have the exclusive right to sell prepared food and
beverages of all kinds. Food and beverage may not be sold or distributed by
other sponsors or vendors unless prepackaged and specifically approved by
event management.
• Packaged food sponsors and vendors that intend to distribute samples will
require a Temporary Food Permit from Loudoun County
Health Department.
• Discrimination: Vendors and sponsors may not discriminate against any customer or
person on the basis of race, color, religion, national origin, sex,
pregnancy, or related medical conditions, age, sexual orientation,
gender identity, marital status, disability, or military status.
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