Trying to figure out how to get your Business or Organization into the event?
Been asked if you'd consider participating?
Wondering how you can fit into all of ths?

WHO's COMMITTED SO FAR?

Booth Business
0VA Department of Fish and Game
0VA Department of Fish and Game
0Stafford Mobile Animal Distaster Shelter
0Stafford County Animal Shelter
0Stafford County Animal Distaster Shelter
0US Army / Army Reserve
0Ronald McDonald House Charity
1Stafford 350th!
2Stafford Parks & Recreation
3Stafford County Parks & Recreation
5Fredericksburg Parent
6Navy Federal Credit Union
7The Gauntlet
8Fredericksburg District UMC
9Grace United Methodist Church
10Stafford Dpt. Public Works
11Sew 'N Sew Sisters
12Fredericksburg Regional SPCA
14Pure Romance
15Silpada Silver Designs
16Prince William Home Improvement
17Empowerhouse
20
21
22Advocare Independent Distributor
24Plexus Worldwide
25YMCA
26YMCA
28The Pampered Chef
33Jamberry Nails
34Petite Retreat
37ACTS Helpline
39Badge - Animal Habitat
40Saving Grace
46Miss Stafford Pageant
48Rappahannock Goodwill Industries
49Rappahannock Goodwill Industries
51Central Rappahannock Regional Library
52Touchstone Crystal by Swarovski
53Norwex
59Badge - Art & Archery
61Badge - Senses & Girl Scout Way
62St. Setons Orphaned Animals
63St. Setons Orphaned Animals
65Habitat for Humanity
67The Home Front Cares
70PSA Custom Creations
72UMFS
73Badge - Making Games & Making Friends
74
77Tastefully Simple
86Stafford Junction
88Gail 'for Rail' Parker Campaign-House
90Empowring The Poor
91Badge - Detective & Special Agent
98Abundant Life Ministries
99Fredericksburg Pregnancy Counselling
100The Wholesome Pet
101ElleBelle Couture
102Badge - Communications Beltloop
106Wildtree
108Y Street
109Badge - Mammal Studies
112Ocean Beach Club LLC, t/a Gold Key Resor
113A Beary Cute Shoppe
118bowsjust4u
121Stafford Search & Rescue
122Stafford Search & Rescue
124Origami Owl
130Neon Nation LLC
202The Hartwood House
203The Hartwood House
206TUPPERWARE
207Longaberger
208Mary Kay Cosmetics
209HPC Preschool
21031 Gifts!
211AIH CLOTHING
212Origami Owl
213Stella & Dot
214Gold Canyon Candles
215Miche
218JK Enterprizes
219JK Enterprizes
220Lagniappe Farm/ It Works Global
221Shabby Chic Rose Bowtique
227Magenta Devi
228Shabby Chic Rose Bowtique
229Challenge Your Perception
230Discovery Toys
231Red Cross
232Lifecare Medical Transports
236The Beadwings
237Healthy Condiments Distribution LLC
239Damsel in Defense
240Blackbear the Pirate
242Coolscentz Wickless Candles by Scentsy
245Rappahannock Model Railroaders
247NextCare
252TJ's Gifts and Collectibles
253TJ's Gifts and Collectibles
259Creative Crafts by Kathy
261Berea Baptist Church
266Salvation Army
267Salvation Army
276USDA Discovery Zone
277USDA Discovery Zone
278USDA Discovery Zone
279USDA Discovery Zone
280Virginia Center for Wind Energy
283Stafford Dog Club
300Rainbow food services
400Hartwood Presbyterian Church
503Appalachian Kettle Korn
508Kona Ice of Fredericksburg
510Islands Smoothies & Coffee Service, LLC-
599S.E.R.V.E.
601TriCounty/City SWCD

 

 

Craft & Vendor Registration

The 15th annual Stafford County Hartwood Days Festival & Agricultural Fair

12-14 September 2014
5:00 P.M.

You asked for it, now
VENDORS & EXHIBITORS are now able to operate for THREE DAYS (depending on site selection)!

If a Food vendor/concessionaire, do not use this page!
INTERESTED Food Vendors
contact us at food@hartwooddays.org prior to mailing us ANYTHING

 

HOW TO REGISTER

Registration is now done ONLINE using PayPal
Solution Graphics

Click the Register button below for a Non-Food Vendor, which will take you to our interactive registration MAP, with a layout of the available booth spaces, and donation amounts.

As our festival uses these registration donations to pay for Site Support & Marketihng as well as other needed Festival necessities, this donation is non-refundable.

We are now in the Standard Registration period!!

CLICK HERE to REGISTER
(or to see the map layout)

Businesses or organizations that need a Letterhead Invitation/Request can request an official invite letter by contacting vendors @ hartwooddays.org
(requires Adobe Reader)

As a last resort, you can Download a mailable Registration form HERE
Mailed in registrations will be subject to spaces available in the donation range paid

Not sure whats going on?

Hopefully this page will help answer those and any other questions you may have, but if not you can always contact us with ANY other questions you may have. We'd LOVE for you to help us provide Hartwood Days with great activities, exhibits, games, music, and booths!

This is a GREAT opportunity to get your business or organization out in front, in front of the public. We hope to draw boys, girls, and their families from Northern Virginia, and all over! There are 3 ways your organization could participate, which are listed to the right --->

All types of participants should feel free to use whatever means you'd like, to include handouts, displays, interactive events, or activities (or all if you'd like) to provide the best experience to your audience. Of course, you would be able to decorate your area with promotional material, flyers, etc., as we know this will benefit your organization, and hopefully bring you more business or further your goals. Based on last year, we think that we could possibly expect around 5000 youth and their families.

Opportunities are also available to assist us in SITE SUPPORT if your company specializes in, or would like to assist us by sponsoring a needed service (porta-potties, trash receptacles)

Additional Options

The Stafford County Hartwood Days Festival welcomes vendors who support the community, provides services or products that might be of interest to the Greater Stafford/Fredericksburg & Northern Virginia community. Before registering, please read the following standards regarding our vendor policy. Your registration constitutes your agreement to abide by these policies and the determinations of the staff.

VENDOR POLICIES

1) Hours vendors must be available to the public are:

  • Friday September 13th - 5:00 pm - 10:00 pm
  • Saturday September 14th - 9:00 am - 5:00 pm (Vendors may, and are encouraged to stay later, until 10pm if they wish)
  • Sunday (upper field ONLY) - 12 pm - 5pm
  • There is NO rain-date - and while this is a rain or shine event, because we can NOT control the weather,
    • we are not responsible for the event being shut down due to SEVERE or DEADLY weather and public safety.
    • We are not responsible for any damaged goods due to weather
    • We can not refund vendor registrations due to weather

2) Hours of the event are:

  • Friday September 13th - 5:00 pm - 10:00 pm
  • Saturday September 14th - 9:00 am - 10:00 pm
  • Sunday 12 PM - 9 PM (Lower Lot is NOT available on Sunday!!)

3) Set up/Tear Down

Times - Friday, 0900 - 1600, Saturday 0130 - 0700 and tear down is ONLY AFTER 5PM on Saturday.
Break Down - Tear Down will require caution and attention to the surroundings if planning to leave PRIOR to Sunday. Vendors are authorized to leave on Saturday, however:

a.) There should be no tear down activity while the event is open to the public or is in progress and the public remains at the venue PRIOR to 5PM on Saturday! Vendors must remain up and attended until the 5:00pm. You may stay longer (rides will be open until 11:00) if you wish, but must stay open until at least 5pm.Vendors that begin tearing down their stations prior to the appointed time allowed on Saturday may not be invited to return next year. Emergency situations will be dealt with on a case by case basis.

b.) Vendors in the Lower Lot (asphalt) must be gone prior to Sunday morning at 8:00 a.m.

c.) IF breaking down between 5PM and 10PM on Saturday, please realize that patrons will still be walking around in the vendor areas, therefore vehicles will not be allowed into the Upper field OR Lower Lot to load equipment. Vendors wishing to load their equipment & product out will need to use the designated Vehicle loading and unloading area. BE ADVISED that this area will NOT be able to handle more than two vehicles at a time.

3) Set up/Tear Down
  1. Times - Friday, 0900 - 1600, Saturday 0130 - 0700 and tear down is ONLY AFTER 5PM on Saturday.
    Break Down - Tear Down will require caution and attention to the surroundings if planning to leave PRIOR to Sunday. Vendors are authorized to leave on Saturday, however:

    a.) There should be no tear down activity while the event is open to the public or is in progress and the public remains at the venue PRIOR to 5PM on Saturday! Vendors must remain up and attended until the 5:00pm. You may stay longer (rides will be open until 11:00) if you wish, but must stay open until at least 5pm.Vendors that begin tearing down their stations prior to the appointed time allowed on Saturday may not be invited to return next year. Emergency situations will be dealt with on a case by case basis.

    b.) Vendors in the Lower Lot (asphalt) must be gone prior to Sunday morning at 8:00 a.m.

    c.) IF breaking down between 5PM and 10PM on Saturday, please realize that patrons will still be walking around in the vendor areas, therefore vehicles will not be allowed into the Upper field OR Lower Lot to load equipment. Vendors wishing to load their equipment & product out will need to use the designated Vehicle loading and unloading area. BE ADVISED that this area will NOT be able to handle more than two vehicles at a time.


  2. Vehicles / Unloading/Loading
    a. Vehicles which will enter the field for unloading or loading MUST CHECK IN with the operations/registration crew and obtain permission to enter any event field.

    b. During hours we are open to the public we DO NOT WANT MOVING VEHICLES in areas where Patrons are.

    c. WEATHER PERMITTING Vendors may drive a vehicle or trailer next to the vendor area in order to unload. When finished, please park in the designated parking area.

    . . . . i. Vendor Vehicles will NOT be parked in the booth field, unless your vehicle is a part of your booth, and you have enough booth spaces to accommodate it.

    . . . .ii. Vehicles illegally parked in festival areas are subject to being towed at the owners expense.

    d. Prior approval is required for parking vehicles/trailers in the booth field as a part of your exhibit. All vehicles and tents must fit into designated spaces, so if you need 3 spots (2 for a vehicle, 1 for a tent), please plan & register accordingly. Car Dealerships please contact sponsor@hartwooddays.org for multi-car exhibits at the event.

4) Vendor spaces

  • For food concessions - these Vendors apply through a different process. Please e-mail food@hartwooddays.org
  • are either in the Upper Event Field - a grass field,
  • or in the Lower Event Field, on Asphalt.
  • will be marked with numbers corresponding to the map online. Each space is 10ft x 10ft. Due to space limitations, vendors should exceed their allotted space.

5) Vendors must provide their own tables, chairs, and/or display racks. Vendors are encouraged to bring a tent / awning or other items that will help with your display.

  • In the Grass field you SHOULD steak your tent/awning into the ground, and
  • on the asphalt we recommend you bring some sort of dead weight to tie your stake lines to (cinderblock, bricks, pail of sand, etc) to hold down your tent in the event of strong breeze's!

6) Electricity and Water are not available.

7) We encourage you to have an activity for children at your booth, however, as per our contract with our rides provider, all vendors are prohibited from offering similar game items or prizes such as carnival type plastic toys, vinyl inflatable
characters, midway type stuffed animals, novelty poster pictures, etc. are presented for sale or giveaway at this event. The 2 specific games that they will be bringing are

  • "A prize every time dart balloon bust" game
  • and the "Kids Fishing" game

8) Giveaways

  • We allow your group to do giveaways or raffles.
  • In respect of our food concessions, we ask that you do not give out free water, sodas or lunch items. Candy is a great option.
  • The Health department has noted in the past that some vendors had food samples. They would like all vendors to know that if your booth has any food for sampling you are subject to the rules and regulations of the health department and are required to submit to them a permit.

9) Corporate sponsorship opportunities are available for vendors and include one 10×10 vendor space (additional space available). See sponsorship page for details.

10) There will be no live animal sales allowed. This would include but is not limited to guardian livestock dogs, llamas, donkeys, rabbits, etc. You may bring literature/pictures about sales opportunities, but no actual animals can be sold at the event.

11) Vendors are responsible for their own insurance and for collecting and paying any tax as required by County or State law.

12) All applications are subject to approval by the SCHDF board of directors.

13) Registrations consist of a Non-Refundable booth donation providing a 10'x10' space for a 2 day period of Friday 13 SEP 2013- Saturday 14 SEP 2013.

14) Directions: (From I-95) Exit 133: US-17 N/Warrenton Rd - Continue on Warrenton Rd. for 6 miles - Turn right onto Hartwood Road (light) - Travel ¼ mile. Turn left into parking lot across from school. You can also use our Directions gizmo on the main page!

 

For further information contact:vendor@hartwooddays.org
or call (540) 270-7914

Featured on EventLister.com

Help Promote the event,

Download one of our POSTERS and help get the word out!
(Posters are in .pdf format)

Scouts . General Poster
Trailblazer Flyer

Our address is actually considered Fredericksburg, VA.


MapQuest
FROM:
Address or Intersection:
City:
State: ZIP Code:
Country:

Rain or Shine

An 10' X 10' outdoor space is available for a non-refundable donation based on the new registration map (TBA)

Registration Deadline: September 1st
($10.00 late fee after September 1st)
Register early for best location

We have several Vendor Spots this Year!

VENDOR

As a vendor you are allowed to operate "for profit" at the festival. If your business (home or storefront) would like to set up a booth, a 10' X 10' outdoor space is available for a nonrefundable donation (more than one spot can be obtained), and spots are reserved in the order that registrations are received. Registration Deadline: September 1st ($10.00 late fee after September 1st). Basicly, if you're selling something, or marketing your business, you're a Vendor. We plan to allow one vendor for each home business (Avon, Pampered Chef, ect.), so first come, first served in that arena. More than one Craft Vendor or business is allowed.

EXHIBITOR (FREE)

Your business or organization would bring an event / demonstration booth / presence to Hartwood Days to educate/provide an activity/service for those attending. In doing so, you would also be showcasing your organization. Just about anything that your organization would like to bring/do would be welcome. We're providing you with a time to put out whatever message you'd like to the youth and Scouts, which will range in age from Kindergarten - Adult. A great aspect of participating as an Exhibitor is that there is no cost to your organization for your involvement, and you could potentially write off your participation as an advertising venture. This booth is not a 'for profit' booth.
Examples might be - a band performing, a United Way Booth, an EMS demonstration of the Jaws of Life, etc. etc.

 

EXHIBITOR INSTRUCTOR (FREE)

Your business or organization would establish a booth as above for general youth and community education/participation, but your organization would also assist us in providing a Cub Scout, Girl Scout, or Boy Scout badge during this event. As above, just about anything that your organization would like to bring/do would be welcome. There is no cost to your organization for your involvement, and by participating as an Exhibitor/Instructor you could potentially write off your participation as either an advertising venture, or as a charitable contribution to scouting (whichever works best for your company/organization). Again, this booth is not a 'for profit' booth.

Examples might be - a ceramics studio, also running a ceramics Girl Scout badge; an Electrical Contractor, also running the Electricity Merit Badge; a veteranarian, also doing the a GS/BS badge.



PLEASE NOTE:

Register early !

Booth Donations are Non-Refundable

We only allow one vendor for each home business (Avon, Pampered Chef, ect.).   

We reserve the right to deny registration.

Upon receipt of your payment, you will receive a confirmation and spot number.

Please e-mail us for details on participation.

AG Area Booths will be handled seperately, contact agriculture@hartwooddays.org

 

Map Color Codes

HPC Campus

Stewart Jones Historic Preservation Area

Event Field

Parking

 


View Hartwood Festival Grounds in a larger map