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
0 Stafford Mobile Animal Distaster Shelter
0 Stafford County Animal Shelter
0 Stafford County Animal Distaster Shelter
1 The Hartwood House
2 The Hartwood House
3 Print Mail Communications, Inc.
4 Fredericksburg Parent
6 The Gauntlet
7 Fredericksburg Optomist Club
8 Fredericksburg District UMC
9 Grace United Methodist Church
10 Stafford Dpt. Public Works
12 Fredericksburg Regional SPCA
13 US Army / Army Reserve
17 Empowerhouse
28 The Pampered Chef
35 Rappahannock Railroaders
36 Rappahannock Railroaders
37 ACTS Helpline
44 Miss Stafford Pageant/Race 4 Grace
47 Central Virginia Justice Initiative
49 Sheppards House
51 Central Rappahannock Regional Library
53  
53  
53 A Beary Cute Shoppe
54 YMCA
55 YMCA
58  
58 Tastefully Simple
63 St. Setons Orphaned Animals
65 Habitat for Humanity
67 The Home Front Cares
72 Faith Baptist Church
83 Rides Area
86 Stafford Junction
90 Empowring The Poor
105 Where We LIV,
121 Stafford Search & Rescue
122 Stafford Search & Rescue
130 Rides Area
200 PNC Bank
201 Hartwood Presbyterian Church
202 Stafford 350th!
203 Stafford Parks & Recreation
209 HPC Preschool
215 Longaberger
222 Shadow Cat
223 Red Cross
231 Red Cross
232 Lifecare Medical Transports
245 Dogs on Deployment
261 Berea Baptist Church
269 Salvation Army
270 Salvation Army
276 NOVEC
277 NOVEC
278 NOVEC
280 Virginia Center for Wind Energy
281 Hydrofracking
283 Stafford Dog Club
287 Junior Detective/Cadette Agent Badge-GS
599 S.E.R.V.E.
601 TriCounty/City SWCD
603 Stafford Farmers Market
604 RVARC
606 This & That Amish Buildings
610 RV Center
611 Quarles Heating
615 Gem Mining Experience

 

Craft & Vendor Registration

Unfortunately this years event has been 

Cancelled

but will return next September with your help

 

You asked for it, 
Now VENDORS & EXHIBITORS are 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!!

REGISTration is closed
(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 Agricultural Fair & 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 18th - 5:00 pm - 10:00 pm
  • Saturday September 19th - 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 18th - 5:00 pm - 10:00 pm
  • Saturday September 19th - 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/will have their own insurance and Vendors must list the Stafford County Ag Fair and Hartwood Days Festival as additional insured on any policy related to their participation in this event. Vendors are responsible 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 18 SEP 2013- Saturday 19 SEP 2015.

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

 
   
This page last updated on 08/22/15 @ 9:46AM.

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