Food Vendor Concessions - TASTE Leesburg

Saturday, August 10, 2024 THIS  APPLICATION  IS  FOR  FOOD  VENDORS  Event Location: Historic Downtown Leesburg, 2 blocks of Market Street and 2 blocks of King Street.                                  
 
Event Date and Time: Saturday, August 10, 2024, from 5:00 PM to 10:00 PM. You must be able to participate during the entire 5 hour event for acceptance. No part of any exhibit may be dismantled or removed before 10:00 PM on event day.
 
Application deadline:  The application deadline is June 7.  Vendors may apply after June 7, however if accepted a $45 late fee will be added to your booth fee. 
 
Vendor Notification: Vendors will be notified of acceptance via email no later than June 21.  All applications will be juried with the order of acceptance based on Leesburg, Loudoun County, and then surrounding areas.  By signing the application, you acknowledge that you understand the terms and conditions of the event and you agree to adhere to the spirit and intent of the conditions as stated by the Town of Leesburg Parks and Recreation Department.

TASTE what Leesburg has to offer! Many of our local restaurants, food trucks, and farmers markets will be offering “tastes” of their best fare. Types of booth spaces: - Restaurants - Food Vendors - Food Trucks Showcase your food. Sampling or tasting sized items are encouraged, but not required. - Farmer’s Market Style foods - Packaged Food - Specialty Food - Producers, bakers, packaged food, and specialty item Shops Merchandise Art Non-Food Local shops or businesses showcase their products and services. Exhibitors can display or sell only juried merchandise and/or information Application deadline: The application deadline is June 30. Vendors may apply after June 30, however a $50 late fee will be added to your booth fee.  Vendor Notification: Vendors will be notified of acceptance via email no later than July 12. If applying after July 12, we will reach out to you as soon as possible. Beer & Wine A separate process to participate is required for wineries and breweries. Please contact Lesley Green at lgreen@leesburgva.gov for details.

  Keep in mind the following:

• This application is for food vendors
• Application deadline is June 7. All applications received after June 7, and accepted in the event, will be charged a $45 late fee
• Applicants will be notified of acceptance no later than June 21.
• The event is on asphalt.  Tents must be properly weighted. (see terms and conditions)
• Non-potable water available. Gray water disposal tanks available.
• Dumpster available for trash.
• You must include a minimum of four (4) photos total: (2) pictures of your food, (1) picture your booth set-up (truck/trailer/tent), (1) picture of cooking space. 
• Applications will be considered incomplete without photos and will not be juried.

  Rules & Regulations   Application: An application is a commitment to the event, but does not mean you are accepted. No full refunds will be given after the acceptance notice is sent. See refund policy. You must include a minimum of four (4) photos.   Application Status: Your application will not be considered complete unless all relatable questions are answered, and photos are uploaded. Your credit card will not be charged until you have been accepted into the event.    Acceptance Confirmation: 
You will receive confirmation no later than June 21, 2024 as to whether or not you have been chosen as a vendor.  Those not selected may be placed on the Waitlist and will receive a waitlist notification.
 
TASTE Leesburg event is juried. Jurors will make their selections based on product diversity,  menu pricing, and booth display.
 
Your application will not be considered complete unless all relatable questions are answered, and photos are uploaded. Your credit card will not be charged until you have been accepted into the event.    Waitlist: Applications received after the deadline may be placed on the Waitlist. Deadline is June 7, 2024   Participation Criteria: All Leesburg food, beer and/or wine companies, and food related retail will take precedence over other applicants when being reviewed by the jury. 
 
Other participants will be selected by the jury based on the event’s need for diversity of product, and the business location (Leesburg and Loudoun County will be considered first, then area surrounding). Special consideration will be given to shops directly affected by the event’s footprint.      Refunds: You may receive a full refund without penalty if written notice is received PRIOR to acceptance by the Town of Leesburg Parks & Recreation.    Otherwise, no full refunds will be given after a vendor is accepted to the show: o   14 or more days with written notice - 50% refund o   10 days with written notice - 25% o   Under 9 days notice - 0% o   Note: late fee is non refundable   Food Trucks: You must meet all local, state and federal motor vehicle requirements.  Out of state cooking trucks and trailers must be permitted by Virginia State or Loudoun County fire marshal.    Tents:  All tents and canopies must have at least 40 lbs. of weight secured to each leg.   Food Concessions: This application is for Food Concessions; defined as products produced on site for consumption. Food products that are pre-packaged do not fall under Food Concessions and will not be accepted as such.   Additional Items Required  Loudoun County Health Department’s Temporary Food Permit Form/Notice to Participate       You must complete and submit a copy of Loudoun County Health Department’s Temporary Food Permit/Notice to  Participate Form for each event; found at https://www.loudoun.gov/DocumentCenter/View/125802/   All Food Permits must be submitted to the County BY THE FOOD VENDOR.     Booth Set-up: The festival staff will assign specific set-up times to assure orderly set-up. All booths must be set-up and vehicles must be off the street by 4 PM on the day of the event.   Booth Breakdown: Event staff will assign specific breakdown times to assure orderly load-out. All materials must be completely removed from streets. All trash & debris must be removed by vendor; a dumpster will be available. You must leave the area as you found it.   Generators: Generators may not exceed 70 DB in noise level.  “Whisper” generators are strongly encouraged. Electricity will not be provided.   Tents: All tent legs must have properly attached weights as specified here.  40 lb weights are required for each corner of a 10’x10’ tent.  80 lb weights are required for each corner of any canopy bigger than 10’x10’   Health Department and Fire Marshal:  All vendors must comply with all federal, state and local health department and fire code regulations.   A Temporary Food Permit is required for food vendors. The permit must be displayed at the event. Food vendor application deadline to Loudoun County is 10 days prior to the event.    We recommend submitting your application NO LATER THAN July 29   You can find the Application / Notice to Participate at https://www.loudoun.gov/DocumentCenter/View/125802/Temporary-Food-Vendor-Application-and-Information-Packet?bidId=. Contact Loudoun County Health Department with any questions.   Food Trucks must meet all local, state and federal motor vehicle requirements.  Out of state cooking trucks and trailers must be permitted by Virginia State or Loudoun County fire marshal.    Booth Operation: The booth must be open and staffed during regular event hours. Anyone arriving late, leaving early, or breaking down during show hours may be refused entrance to future events.    Nothing shall be placed on the sidewalks or interfere with the buildings, entrances or walkways of downtown buildings and residences. Exhibitor’s booth must not interfere with adjacent exhibits in any way. All booth items must be setup at least one foot (12 inches) from the curb to provide room for water to flow freely and may not overstep outlined space. Exhibitors shall be liable for delivery, handling, erection and removal of their own displays and materials.    Merchandise: Town of Leesburg TASTE Event Staff will determine through its selection process whether merchandise/food is acceptable.    Exhibitor can display or sell only juried merchandise/food as listed on the accepted application.    Stored inventory must be kept from public view, or stored in your vehicle. The Town of Leesburg, TASTE event, and sponsors assume no responsibility for damages or theft of your booth and merchandise/food.   Menu: food vendors making menu changes outside of original application, must be made in writing with an email to event organizers.    Exhibitors: Exhibitors and their staff must exhibit professional behavior at all times while on the event site. Town of Leesburg TASTE Event Staff reserves the right, in its sole discretion, to determine what constitutes professional behavior. Violation of this rule will result in the exhibitor, their helpers and exhibits being excluded from the show site with no refund.    This may impact your acceptance into future shows. Exhibitors are not to bring pets to the event. Exhibitors are not to bring alcohol to the event, unless an approved beverage vendor by the Town of Leesburg Event Management. "No shows" due to rain will exclude you from the coming year's show.   No Smoking signs must be posted on tent/canopy. Tent must be fire retardant.   Food & Beverage vendors have the exclusive right to sell their products. Food and beverage may not be sold or distributed by other exhibitors.    Exhibitors may not sublet any portion of their space to another exhibitor.   No microphones or noisemakers may be used at the event without the permission of the Town of Leesburg TASTE Event Staff.   No water source for cooking will be provided.   All exhibitors are responsible for reporting all applicable Virginia and Town of Leesburg sales tax. www.tax.virginia.gov.   Indemnification: Vendors and Exhibitors agree to indemnify, defend and hold harmless, the Town of Leesburg, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the vendor or exhibitor’s participation in the TASTE Leesburg Event. This indemnity agreement shall impose liability on the vendor or exhibitor to the fullest extent permitted under the laws of Virginia. Town of Leesburg TASTE Event Management will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons of the enclosure in which the event is to be held, being before or during the show is destroyed by fire, or other calamity, or by an act of God, public enemy, strikes, statutes, ordinances, or legal authority or any other act beyond the control of the Town of Leesburg which makes it impossible or impractical to hold the event. The Town of Leesburg will not be liable for any damage done by vendors to public/private property during set-up, tear down and regular operation hours. This includes the operation of any equipment (motorized or non-motorized).    A Certificate of Insurance showing at least $1,000,000 in liability coverage that is valid through the date of the event is  required with the Certificate Holder specified as the Town of Leesburg, 25 W. Market Street, Leesburg, VA 20176.