Event Participation Guidelines:
1. Activity Requirements
a. Provide an engaging activity suitable for children and families. Vendors are not required to participate in this unless they choose to. Small businesses and Non-Profits are required.
b. Bring all necessary supplies for your space – including tents/tables/chairs, and supplies needed for your activity.
c. No water activities are allowed (you will be located on a turf field)
d. Activities can include but are not limited to - face painting, coloring, sports, crafts, games. This is a great way to draw families to your tent! Be creative and have fun.
2. Set up
a. Set begins at 2:00 PM on the day of the event
b. Be fully set up and ready by 4:00 PM
c. A designated area will be available for drop off of supplies/equipment in the parking lot closest to your designated space. After you drop off your supplies, you must park your car in the Vendor Parking Lot and walk back to your space.
3. Event Space Details
a. Each participant is assigned a 10x10 space.
b. Bring your own tent, table, chairs.
c. Tents must be weighed down with sandbags or weights (stakes are not permitted!)
d. All setups will be on turf.
e. You must be on site until the end of the event. Break down can occur after the fireworks show at 9:45 PM.
4. Insurance Requirements
a. A COI must be obtained in order to be on Loudoun PRCS property.
b. Details for the COI: LCPR: Hal and Berni Hanson Regional Park
· General liability coverage of $1,000,000
· Date of event included in the date of policy.
County of Loudoun
1 Harrison Street, SE
Leesburg, VA 20175
5. Application Process
a. Fill out the application here.
b. Attach all required documents.
c. Upon review, you will receive a follow-up email confirming approval for the event.
6. Fees and Responsibilities
a. Payment will be processed after approval.
7. Additional Notes
a. No water source will be provided
b. No electricity will be provided.
All vendors, small businesses and non-profits will be located on the turf fields at Hal and Berni Hanson Regional Park. These fields will also be the fireworks viewing area; you will be in an extremely high traffic area with exposure to all attendees.
