Non-Profit Expo Application

Promote your non-profit organization to tens of thousands of festival-goers by securing a spot in West Hartford's signature community event. The two-day outdoor annual tradition is an ideal opportunity to increase public awareness about and raise funds for your important work. Sign up today!

Celebrate! West Hartford (CWH) is an annual, family-oriented two-day community festival which attracts nearly 40,000 guests to the grounds of Town Hall. Event highlights include over 120 sponsor and non-profit exhibitors, an award-winning arts and crafts festival featuring 150 artists from across the Northeast, an international food court, live music performances from renowned local performers and West Hartford students, carnival games and rides, and a 5K FUNd Run & Kids' K Dash!

Qualifications: Space 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. Booth Locations:
Locations will be determined by the organization's activity at the discretion of the Committee. Serving Food: NEW IN 2023 - If you plan to sell food or drinks, please use the Food Vendor Application. Qualified non-profit organizations will receive a $100 discount off Food Vendor Fees. Please contact Event Director for Discount Code. Insurance:The following two documents must be submitted by May 1.
 
1) Certificate of Insurance

• Exhibitors must hold a General Liability policy of $1,000,000 each occurrence.
• Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law).  
• Certificate must be endorsed to include the Town of West Hartford as an Additional Insured and note the dates of the event. 

2) Additional Insured Endorsement
Blanket Al Endorsements are acceptable.
Contact your insurance provider to issue these documents.
Upload documents to application in Eventeny portal.
Call the Town's Risk Management Office with questions - 860-561-7485. Electricity:
CWH can supply 20 amp duplex outlets for $50 per plug on a limited basis. Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amp, 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. Payment & Processing Fees: 
Submission of credit card information is required with this application, but payment will not be charged until after the approval of an organization’s application. 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. If you must request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application. Security and Liability:Town 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. Parking:
We 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. Town Ordinances:Smoking, vaping & alcohol use are NOT ALLOWED on the grounds of West Hartford Town Hall. Dogs are highly discouraged on festival grounds. For the protection of the environment, balloons are prohibited.