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2021 CRAFT SHOWS EXHIBITOR GUIDELINES Applications Due March 11, 2021

45th Annual

35th Annual Two of the most popular & craft shows in the greater Metropolitan Washington, D.C. area!

45th Annual Fall Festival 35th Annual Holiday Craft Show October 9, 2021 November 20, 2021 10 am - 5 pm 10 am - 5 pm November 21, 2021 10 am - 3 pm Historic Downtown Fairfax Fairfax High School 3501 Lion Run, Fairfax, VA 22030

Highlights Highlights • Fall Festival, a one-day outdoor event, includes • Holiday Craft Show is a two-day indoor event - over 500 vendors and has a public attendance of includes over 200 vendors and attracts 5,000 25,000 shoppers holiday shoppers . • Juried event - showcasing only the very best . • Juried event - showcasing only the very best . artisans • Event is free to the public • Event is free to the public . • Online registration for crafter’s convenience • Online registration for crafter’s convenience • Event webpage provides up-to-date information • Event webpage provides up-to-date information with a listing of vendors with a listing of vendors • Additional event advertising includes oversize • Additional event advertising includes oversize signage at the city highway entrances, ads on the signage at the city highway entrances, ads on the back of public transportation buses, in local and back of public transportation buses, in local and national newspapers, cables television, local radio national newspapers, cables television, local radio stations and social media stations and social media • Vendor lunch delivery

Visit us online at our official websitewww.FairfaxVA.gov

FFXCityParksRec CityofFairfaxVA To participate, you must complete an application, receipt via email from the City financial program. any application received after the deadline will be The jurying process begins in April and notification waitlisted if all festival criteria are met. Please only of status will be mailed or emailed by late May. include the application fee at this time. Once your Visit our website for answers to frequently asked application has been processed, you will receive a questions: www.fairfaxva.gov

Application Procedures & Timeline Jury Process Two Ways to Apply: • Jury selection criteria are based on quality, originality, 1. Application: For Craft and Gourmet Food Vendors uniqueness and popularity of times. • After reading through this brochure, complete the • Photographs must be of good quality and provide current enclosed application form in its entirety. Be sure to include close-up shots. a minimum of five (5) color photographs (no Polaroids) • All images must be labeled with vendor name if submitting with images of your work and one (1) image of your booth a paper application. display (booth display photograph required). Photos are • Polaroids are not acceptable required for new and returning vendors. Photographs will • Only crafts in the categories juried may be sold at the not be returned. Gourmet food vendors must indicate on show. application form a request for proposal (proposal will be • Images should accurately represent the work that will be submitted either at the same time or after application sold/displayed. is received). These items along with the application and application fee of $15 per show, are necessary before our panel of judges will consider you for acceptance. Accepted Categories Applications must be received after the deadline will be (Categories have changes slightly from previous years) waitlisted if all festival criteria are met. Application fee may Apparel, Baskets, Brewery/Winemaking*, Business Expo*, be made by check, cashier’s check, money order or by Children’s Activities, Digital Art, Dolls/Accessories, Fabric/ Visa, MasterCard, Discover or American Express. Needlework, Floral, Gourmet Food, , Information*, • Applications will be juried in April by our panel of judges. Jewelry, Miscellaneous, Multi-Media, /. Notification as to acceptance in the will be sent in Personal Care/Home Fragrance, , /Clay/ late May. The booth fee will be required within 30 days Ceramics, Soft-, . after notification of acceptance into show. Indemnification forms will be sent out with acceptance letters. *Fall Festival only 2. Online Application – For Craft Vendors ONLY NOTE: • After reading through this brochure, go to the Juried Art • ‘Gourmet Food’ consists of bake sale items, herbs, Services website www.juriedartservices.com. Once on the dressings, dips, honey, nuts, etc. and requires a submitted site, click the Register Now . proposal from the vendors. • Complete the 3 easy steps of membership registration. • ‘Miscellaneous’ are products that do not fit into other • Create a portfolio, upload images of your artwork and categories. ‘Multi-Media’ are products that are a apply to our event(s). combination of categories – two or more (jewelry not NOTE: Images must be between 1400 and 2000 pixels. included). Why you ask? The JAS site states “This pixel size is to • ‘Jewelry’ consists of ANY type of jewelry made from any accommodate the show’s need to have ‘print-ready’ medium. If any type of jewelry is sold it falls under the images for their show catalogs, etc. The JAS system also jewelry category. accepts 1920 x1920. It is important to remember you are not limited to the orientation of your images: they can be square, wide (landscape), or tall (portrait). Your images should reflect how your work is best portrayed.” • If you have previously set-up a portfolio with Juried Art Services, you do not need to set up a new one in order to apply. Simply create a NEW APPLCIATION within the existing portfolio. • Applications will be juried in April by our panel of judges. Notification as to acceptance in the shows will be sent in late May. The booth fee will be required within 30 days after notification of acceptance. Eligibility Requirements Exhibitor Set-up and Take-down All work must be original, handcrafted art and craft items Set-up is scheduled to take place the morning of the produced by the vendor (United States-based ) and events. Detailed times will be provided upon notification of must be representative of items juried. Parks and acceptance. For the Fall Festival, vehicles will be able to drive reserves the right to request an inventory of items to be sold up to the vendor space location. For the Holiday Craft Show, by vendors and to disallow any entry based on the guidelines dollies are highly encouraged to transport items from vehicles and decisions of the Selection Committee. Requirements to inside the school. Each exhibitor is responsible for his/her for food or gourmet food is dependent upon application assist with set-up or take-down as staff is not authorized to submitted. assist. Canopies, tables or chairs will not be provided. Set-up the day before is not allowed for either events. For the Holiday The following exhibits are not allowed in the shows: Craft Show, canopy frames are allowed without top cover. • IMPORTED MERCHANDISE • Copyright and/or trademark images, names and products may not be sold unless vendor has written permission “To Exhibitor Insurance Sell” by holder of copyright or trademark. Examples are It is strongly recommended that vendors carry their own ‘Disney’, ‘Warner Bros’, ‘Precious Moments’, professional insurance policy to cover their actions. The City is not and college sports teams, etc. responsible for loss or damage to exhibitors or vendors. • Kits & commercially manufactured merchandise • Affiliates of companies (Holiday Craft Show only) NOTE: By applying to exhibit at the Fall Festival and/or Holiday • Buy/Sell items Crafts Show, all exhibitors and their personnel waive any claim • Novelty sale items including inflatable toys against and agree to hold harmless the City of Fairfax and the Parks and Recreation Department and their employees Logistical Information and volunteers, from any and all liability for damages or injury incurred during participation in the Fall Festival and/or Holiday • Canopies, tables or chairs will not be provided. It is highly Craft Show. recommended, though not required, that vendors bring canopies to the Fall Festival. Vendors must provide tie- downs, weights (such as sandbags), and any other sturdy State, County & City Regulations equipment necessary to stabilize canopies, displays and Vendors must comply with: artwork. • State of Virginia Tax Laws - (804) 367-8037 or • Electricity available for the Holiday Show (designated • www.tax.virginia.gov/laws-rules-decisions areas). • Fairfax County Health Department - (703) 246-2444 or • Vendors who participated in shows the previous year www.fairfaxcounty.gov/hd/food can request the same space location for the upcoming • City of Fairfax Fire Marshal requirements - (703) 385- year. We will try to accommodate but cannot guarantee assignment of the same space. 7830 • Photographs taken by staff of a vendor’s display may be used in future programs or advertisements. Exhibitor Cancellation In the event of a cancellation by a vendor prior to August Exhibitor Rules 6, 2021, a full refund of the participant fee paid will be • Only work in the style and medium stated on the made to the vendor. After August 6, the Parks & Recreation application may be exhibited. Department will retain all fees paid. • Vendors: • are required to conduct all activities within their contracted space • may not switch, sublet or apportion spaces to other vendors or be affiliates of companies • must keep booth open during the ENTIRE event • are prohibited from using amplifying devices • may not use generators (exception for food vendors) • Failure to comply with regulations will result in removal of work that is not compliant and vendor being prohibited from future participation in Fairfax City craft shows. • If you are a city resident and your business is located in Fairfax City, you must have a current business license. Contact the Commissioner of Revenue’s office at (703) 385-7880. All Groups Below Are Fall Festival ONLY Fees (except for Gourmet Food) Application Fee: $15 per show ($30 if applying to both shows)

Service Clubs & Organizations Fall Festival – per space (all spaces are 10’x 10’) Fairfax City Certified Nonprofits $160 Crafter $160 Gourmet Food Vendor Recognized Fairfax City nonprofit groups are eligible to $300 Major Food Vendor (separate application) participate (Limited number of spaces available) with the $160 Minor Food Vendor (separate application) following guidelines. Political groups are not civic organizations $250 Fairfax City Business Expo and therefore must pay full rates. $500 Non-Fairfax City Business Expo - Vendor Cost (non-food): 1 free vendor space $250 Consultant Business Expo - Fall Festival Food Vendor: 1 free vendor space, all $80 Non-Fairfax City Certified Non-Profit Organization additional spaces will be at a fee of $80 (Each additional Space $80) $0 Fairfax City Certified Non-Profit Organization Non-Fairfax City Nonprofits (Each additional Space $80) Certified nonprofits organizations located outside of the Fairfax $0 Fairfax City Historic District Business City are eligible to participate at 50% of the cost of a vendor space fee. Holiday Craft Show – per space $195 Hallway (10’ x 6’) Fairfax City Businesses $270 Gym (10’ x 10’) $245 Aux Gym (10’ x 10’) *NEW* Only businesses physically located on the immediate festival $245 Cafeteria (11’ x 9’) route will be assigned an appropriate space within locality of their business at the festival –no fee for one (1) space. Businesses within the city but not along the festival route Fee Payment are eligible to participate for a fee of $250 and will be given A. If submitting a paper application, photographs must a 10’x10’ space. Businesses will be responsible for tables, accompany your application. You may pay by check, Visa, chairs and canopy. MasterCard, Discover, American Express, cashier’s check or money order. Do not send cash. Make checks payable Non-Fairfax City Business Expo to: “City of Fairfax”. Non-Fairfax City businesses are eligible to participate for a fee If accepted to a show and a credit card number was of $500 and will be given a 10’x10’ space. Businesses will be provided for payment of the application fee, the same responsible for tables, chairs and canopy. credit card will be charged for payment of the booth fee. Credit cards will be charged immediately for the Consultant Business Expo Spaces application fee of $15 per show and the same card will be charged for the booth fee on acceptance date (May). Business consultants (ex. Tupperware, Mary Kay, LuLaRoe) are invited to participate as a part of the business expo. No jewelry B. If submitting an online application, application fee(s) or handbag consultants allowed, other stipulations may apply are payable through the Juried Art Services registration to applicants. Limited spaces available. Cost of spaces will be process via Visa, MasterCard, Discover & American $250 for a 10’x10’ space. Businesses will be responsible for Express. If accepted to the shows, the booth fee will be their own tables, chairs and canopy. required within 30 days after notification of acceptance directly to Fairfax City. Gourmet Food Vendors (Fall Festival & Holiday Craft Show) Fairfax City Parks & Recreation Gourmet Food Vendors consists of a bake sale items, herbs, Attn: Special Events dressings, dips, honey, chocolate, nuts, etc. Space for the Fall 10455 Armstrong Street, Suite 123 Festival will be 10’x10’, however space at the Holiday Craft Fairfax, VA 22030 Show varies. Application/Postmark Deadline: March 11, 2021 Major and Minor Food Vendors Applicants will be notified of jury results in late May. NEW this year - All major and minor Food Vendors for Fall Festival will now apply separately using the Food Vendor Visit our website for answers to frequently asked questions Application, which can be found at www.fairfaxva.gov/ at www.fairfaxva.gov government/parks-recreation/special-events/-fsiteid-1 Questions? Contact Special Events at [email protected]