Application deadline has passed
Application

Food Concessions Application - 2024 Leesburg Airshow

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Deadline: Sep 06, 2024 11:59 pm (GMT-04:00) Eastern Time (US & Canada)
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2024 Leesburg Airshow
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Date: Sep 28, 2024 11:00 am - Sep 28, 2024 4:00 pm (EDT)
place
Leesburg, Virginia
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$250

About the event

The Leesburg Airshow takes to the skies each September at Leesburg Executive Airport. This free festival features amazing aerial performances overhead, fun activities on the ground, and delicious festival food for all ages.
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Town of Leesburg - Parks and Recreation
Town of Leesburg - Parks and Recreation
Contact Organizer
Town of Leesburg - Parks and Recreation
Town of Leesburg - Parks and Recreation
Contact Organizer

About the application

Submission Deadline: July 5
All applications submitted after this date will automatically be placed on the waitlist.
 
Airshow Date:
Saturday, September 28, 2024
11:00 a.m. - 4:00 p.m.
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The Leesburg Airshow takes to the skies each September at Leesburg Executive Airport.  This free festival features amazing aerial performances overhead, fun activities on the ground, and delicious festival food for all ages.
 
Application Tips and Notes
• Submission of this application does not guarantee acceptance into the festival. All applications will be juried.  
• This application is for food vendors preparing and/or serving food on site.
• Preference may be given to non-cooking tents, food trucks, and food trailers.  These types of food units require less space with fire marshal rules.
• Please read and answer all questions carefully.
• Booth spaces are assigned based on availability and festival needs.  Requested booth locations are not guaranteed even if accepted.
• Please list all menu items you intend to sell. Items not listed will not be permitted at the event.
• Applications received after 7/5/24 will be considered late.
• Late applicants will be placed on a waitlist.
• Vendors on the waitlist will be considered for any vendor spots that may come available.  Selection will be based on festival needs, vendor capabilities/menu, and jury recommendations.  
• Please review everything on this page including the description, Terms and Conditions, and the attached Sample Food Vendor Agreement.  We truly appreciate your attention to these details that allow us to host a safe and successful event.
•THIS IS A RAIN OR SHINE EVENT.
 
Thank you for your interest in the Leesburg Airshow!
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Terms & Conditions

Rules & Regulations
  • Confirmation: You will receive an on-screen confirmation that your application has been received immediately upon submission.  You receive notification of your status no later than two weeks after the application deadline.  Acceptance or Waitlist notifications may come through Eventeny to the email address on your account.  Please be on the lookout.  Please also remember that submission of application does NOT guarantee acceptance and participation in the festival.
  • Application Status: Your application will not be considered complete until we have received a completed Food Concessions Application, Additional Items Required (see below), payment information, and any requested clarifications prior to the deadline.
  • Communications: Electronic communications may come through Eventeny email or directly from the event organizers.  Please check all of your messages. 
  • Required: Vendors are required to adhere to the Terms & Conditions here and in the attached Sample Food Vendor Agreement.  
  • Regulations: Vendors are required to meet all federal, state and local health and fire codes, including inspections when required.  Please contact the Loudoun County Health Department and/or Fire Marshal's Office with questions.
  • Taxes: Vendors are required to collect and remit all federal, state, and local taxes as required by law.  This is the sole responsibility of vendor.  Town of Leesburg temporary vendor meals tax form can be found at https://www.leesburgva.gov/home/showdocument?id=37406&t=637806842559933180
  • Fire Extinguishers: All food vendors must have fire extinguisher(s) in their booth as required by fire marshal.  Vendors cooking with oil, deep fat fryers or solid fuel must also have a Class K extinguisher on site.  
  • Refunds: You may not receive a refund if you withdraw your application AFTER acceptance.
  • Booth Size: Vendors may not set up any tables, tents, supplies, structures, equipment (including generators), or any other items outside of their booth footprint.  Booth size will be determined based on the length of space requested in this Food Concessions Application. 
  • Items:  Exhibityors must supply all items needed to participate in show including, tents, weights, tables, chairs, lighting or accessories.  Exhibitors must also be able to setup and break down displays in a timely manor.  No assistance will be available from Airshow staff.
  • Electricity and Water: Electricity and water are NOT available.  You must provide your own whisper generator and it must fit in your requested booth space.  
  • Food Trucks and Trailers: You must meet all local, state and federal motor vehicle requirements in addition to health department and fire requirements.  Trucks and trailers must have proper fire extinguishers. 
  • Tents:  All tents and canopies must have at least 40 lbs. of weight secured to each leg.  All booths are on asphalt.  Tents may not be staked or tied to any are objects.  Tents must be fire retardant and have a properly mounted fire extinguisher.
  • Pricing: Menu items AND pricing must be prominently displayed and be viewable to a passerby and from back in the line.  Customers should not be surprised by pricing after a long wait to order.  Pricing must be included in application.  Prices may not change between the application and event without organizers' approval.  If pricing is not posted in accordance with these terms, vendors will not be permitted to sell.
  • Load In:  Food vendors will be assigned a load in time early Saturday morning.  Please plan to be on time.  Vendors will stage in the airport parking lot and MAY NOT enter event space until cleared by event staff at or after your assigned time. 
  • Vehicles: Event staff may limit the number of vehicles allowed into the event space at one time.  Please plan to unload, move vehicle back to parking lot, and then setup if possible.  On-site parking is very limited and each vendor will receive one parking permit.  Vendors may be asked to park additional vehicles in a lot off airport property.  
  • Trash and Cleanup: All trash must be bagged and sealed.  Trash must be placed in appropriate receptacles or taken with you.  You may not store garbage in the spaces between vendors. Dumpsters and graywater tanks are provided at the Event. The Town does NOT provide for disposal of grease at the Event; Food Vendor must remove from the premises and properly dispose of all grease.  Food Vendor must pick up ALL trash and leave vendor area as they found it. FAILURE TO COMPLY WITH THIS REQUIREMENT WILL SUBJECT FOOD VENDOR TO A $500 CLEAN UP FEE AND MAY DISQUALIFY FOOD VENDOR FROM PARTICIPATION IN FUTURE LEESBURG EVENTS. 
  • Vendors may not discriminate against any customer or person on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, sexual orientation, gender identity, marital status, disability, or military status.
  • The Leesburg Airshow takes place on a working airport tarmac.  Extra precautions must be taken at all times.  Exhibitors and vendors must be diligent in looking out for their own safety and that of those around them.  Vehicle access to the tarmac will only be granted when it is safe for the public, aircraft, and staff.    
  • Additional Items Required (can be uploaded on application)
    • 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/
    • Notice to Participate required even if business is permitted by Agriculture or other agency.
    • All Food Permits must be submitted to the County BY THE FOOD VENDOR.  Please send a copy to us.
    • Current copy of printed receipt showing that you have paid the $40 Loudoun permit fee for the calendar year.
    • Proof of Insurance: 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.  COI must include endorsement page naming the Town of Leesburg.
 
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Related files

REQUIRED -Temporary Food Vendor and Notice to Participate.pdf

Prices

Food Vendor Booth Space $250 Non-refundable

Questions on the application

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • How do you want your business name displayed in the festival directory and promotional materials?
  • What is your day-of-event phone number?
  • Please list all food and beverage items you plan to sell . Must include prices. You may also upload a menu on the question below .
  • You may upload a copy of your menu here.
  • Do you use a food truck, trailer or tent setup?
  • What is the lenght of your entire booth (in feet)?
  • If you use propane, where is the tank located?
  • If you cook with a fuel source other than propane, please describe below
  • If you use a generator, please specify model and total output (in watts).
  • If you have a food truck or trailer, do you have a commercial hood system?
  • If you have a food truck or trailer, where is the customer window?
  • Please list all vehicles you will bring for load in. Please inlcude the full length of each including any trailers.
  • How long does your setup take from arrival to being ready to welcome guests?
  • Please sign here acknowleging your acceptance of the TERMS AND CONDITIONS listed here and in the attached Sample Food Vendor Agreement.
  • OFFICE USE ONLY: Load In Time

Picture requirements

  • Minimum pictures required: 3
  • Please upload at least three photos. ● One of your whole tent, truck or trailer setup for an event. ● Another of your cooking area and fuel source. ● At least one picture of your food. ● You may also upload additional photos of your food, setup, cooking area and menu. Please include a brief description of each if needed.
Food Concessions Application - 2024 Leesburg Airshow
Food Concessions Application - 2024 Leesburg Airshow
2024 Leesburg Airshow
Application deadline has passed