Important Information for Vendors and Groups on Site

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  • Campus police will be notified of our event and invited to attend.
  • Registration and payment deadline is 09/07/2016.
  • You will receive a tax receipt when you check in on the day of the event so you can deduct your booth fees/donations on your 2016 taxes if desired.
  • There are only 55 total booth spaces (10' x 10') available!  There are VERY few spaces than can accommodate canopies that have a footprint larger than 10’0” x 10’0”.  If you did not specifically provide measurements in your registration that indicated your canopy is larger than this, you may not be able to use your canopy.
  • Due to the new space limitations, spaces will be reserved on a first registered and paid basis.
  • We will also be limiting the number of booths in any one craft category (jewelry, wood work, multi media, fiber arts, etc) to no more than 20% of total vendors to ensure maximum variety for our attendees.  If we are unable to accept you as a vendor, you will be notified and refunded no later than 09/07/2016.
  • You will receive an email confirming your registration within one week (often sooner).
  • *BRANDED PRODUCT SELLER NOTICE*
    (includes products like Pampered Chef, doTERRA, Thirty-one, Jamberry,  Tastefully Simple, etc.)
    Please be advised that we only allow one vender per brand of product.  The vendor who completes registration and booth payment first will be confirmed for the event.  Thank you for your understanding.
  • To support our vendors, we will have a trusted staff member available on site who is experienced at vending to relieve vendors as needed for food and restroom breaks.  Ask any staff member for relief if needed.
  • Bathrooms and food are a short walk from the event site on campus.
  • Because there are no old trees on site, there is no shade.  There are no covered pavilions on site.  You will need a canopy if you want shade and/or some rain protection.
  • Check in is between 7:45 AM and 8:45 AM.  All booths must be set up no later than 9:15AM.
  • If you need help with anything or have any questions – ask the closest NoVA PPD Staff member.
 
 
Temporary Structure* Regulation Requirements
*tents / canopies
  • Our venue abides by strict university and Commonwealth of Virginia regulations regarding canopy/tent use and spacing.  
  • Violations of these temporary structure regulations can cause, at minimum, the removal of canopies.  
  • We want to be good guests, so to help us prepare for the event and ensure that we comply with all regulations, please provide accurate information on your registration and abide by all rules and regulations.
  • NoVA PPD staff will do everything we can to accommodate our vendors and groups so long as it doesn’t put us or anyone else in violation of all applicable rules, regulations, and laws.
  • We will be grouping canopies in clusters of 3 or 4 to keep the total footprint under 400 square feet.  Each cluster will be 20 feet or more away from the next cluster.  This will ensure we are in compliance with temporary structure and spacing regulations.
  • Quoting the regulations that apply to our venue, this is what will affect and apply to every canopy on site:
    “For the purpose of calculating size, support ropes, guide wires, water barrels, or any device attached to the tent shall be considered part of the tent.  Tents that are erected side by side must have their individual areas added together for the purposes of these guidelines.  Tents must be separated by at least 20 feet in order to be considered separate tents.”
    “Minimum Requirements: All tents, regardless of size must comply with the following:
    • Be placed at least 20 feet from the exterior of surrounding buildings.
    • Not block:
      • Any means of ingress or egress of other structures,
      • Emergency fire lanes, and
      • Any equipment that pertains or aids in the suppression of a fire (e.g., fire hydrant, fire department connection, or post indicator valve).”
    • Open flames or cooking devices may not be used under tents or within 20 feet of a tent.
    • May not be occupied when local winds are forecasted or known to be greater than 40 miles per hour.
    • All tents are subject to removal by the Event Coordinator (NoVA PPD Staff), EHS, Facilities Management, or vendor due to severe weather.
    • Provide adequate clear paths for egress/exiting.
    • Additional regulations may be stipulated in the permit issued by the Commonwealth.
  • If your erected canopy on the day of the event exceeds the measurements provided on the registration, you may not be able to use your canopy – event staff will advise you on site as needed.
  • While the footprint of my canopy is strictly regulated, I can sit outside my canopy and display product outside my canopy (within reason) as long as these displays are not BOTH touching the ground AND attached (by means of rope, zip ties, clips, etc) to my canopy.  I am permitted to hang items from the frame of my canopy for display purposes without restriction as long as the items do not touch the ground.
  • I must use stakes to secure my canopy for the event. I understand that if I do not have stakes to secure my canopy, I will be unable to use my canopy for the event.
  • Ropes cannot be used to secure canopies as they are typically staked outside the footprint of the canopy frame – this adds to the footprint of the canopy, thereby making it exceed the 10’0” x 10’0” footprint restriction.
  • NoVA PPD staff will strictly enforce all applicable rules, regulations, and laws.  We will defer to local law enforcement if it becomes necessary.