QualificationsSpace is limited to organizations serving West Hartford and possessing a non-profit 501(c)(3) tax number. Final approval of all participants will be at the discretion of the Celebrate! W.H. Committee. Fees are the same whether you exhibit for one or two days. Booth sharing is not allowed. Approved participants will be placed on the Waitlist until insurance documentation is received and approved by our Risk Manager.
Payment & Processing FeesSubmission of credit card information is required to cover the application fee. Exhibitor fees will not be charged until after the Approval of an organization’s application or when placed on the Waitlist. A processing fee of approximately 2.9% + $0.30 will be charged by Stripe (the credit card processor) and added to the registration total. Other fees will be absorbed by Celebrate! West Hartford. Submit your application by February 1st for the Early Bird Discount. After that exhibitor fees will increase by $25. If you must request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application.
Booth LocationsLocations will be determined by the organization's activity at the discretion of the Committee.
InsuranceApproved exhibitors will be placed on the Waitlist and booth/location assignments will not be made until insurance requirements have been met. A Certificate of Insurance must be submitted to us by May 1 or exhibitor risks forfeiting exhibiting space. Certificate of Insurance Requirements
- Vendors must hold General Liability coverage of at least $1,000,000 each occurrence.
- Exhibitors utilizing a vehicle as part of an exhibit must also carry Auto Liability and Physical Damage coverage of $1,000,000 each occurrence.
- Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law).
- Description of Operations section must include the name and dates of the event - Celebrate! West Hartford, June 8 & 9, 2024.
- Description of Operations section must list: The Town of West Hartford, West Hartford Board of Education, and their respective boards and commissions, officers, officials, agents, representatives, employees, and volunteers as Additional Insured.
- The Certificate Holder must be: The Town of West Hartford, 50 South Main Street, West Hartford, CT 06107.
Contact your insurance provider with this information to issue these documents. Call the Town's Risk Management Office with questions - 860-561-7485.Upload documents to application in Eventeny portal.
Serving Food If your non-profit plans to sell food or drinks, please use the CWH Food Vendor Application - https://www.eventeny.com/events/vendor/?id=11224. Qualified non-profit organizations will receive a $100 discount off Food Vendor fees. Please contact Event Director for Discount Code.
Electricity20 amp duplex outlets are available for $50 per plug on a limited basis. Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amperage, voltage or watt usage. Please refer to the appliance’s tags for this required information. Vendors must provide their own electrical cords (12 gauge extra hard usage weatherproof SOW accepted). Quiet generators may be allowed, but must have prior approval; please check with the office by May 1.
ParkingWe are grateful for the sponsorship of Figure Eight Properties which provides two (2) free parking permits for non-profit staff and volunteers in the Town Center Garage at 29 South Main Street. When a shift ends, a vehicle must be moved to make room for replacement staff. Additional passes may be distributed on a limited basis.
Hours & Weather Celebrate! West Hartford is open to the public on Saturday from 10 a.m. to 6 p.m. and on Sunday from 12 p.m. to 6 p.m. Exhibitors are expected to staff booths for all hours of the event on the days they are exhibiting. In the event of rain, every effort will be made to proceed as planned. Therefore, special consideration should be made by each participant to prepare for such a circumstance. The festival may be cancelled/closed only in the event of extreme and dangerous weather conditions. Event staff will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions.
Security and LiabilityTown staff will be onsite providing security on Saturday night. Participants may leave their setup overnight, however, goods must be removed or left at the participant's risk. Refer to Liability Waiver.
Town OrdinancesSmoking, vaping & alcohol use are prohibited on the grounds of West Hartford Town Hall. Dogs are highly discouraged on festival grounds. For the protection of the environment,
balloons are prohibited. 
