Harvest and Chill Fest – Vendor Application & Payment

Harvest and Chill Fest – Vendor Application & Payment
📅 Saturday, October 4, 2025 | Fair Oaks Mall, Fairfax VA

Welcome!
We are thrilled you want to be part of Harvest and Chill Fest. 🎉

👉 Please note: All Artisan, Boutique Retail, Kids Activities, and Wellness vendor spots are now SOLD OUT.

We are currently only accepting applications for:

🚚 Food Trucks (20’x10’)
🔥 Street Food Vendors / Caterers (10’x10’ open flame spaces)
🎨 DIY Experience Booths (10’x10’ interactive activities)

Spots are limited and assigned on a first-come basis.

We can’t wait to feature you at the festival!
— The Harvest and Chill Fest Team

Today's Date*

Date

POC Name*

First NameLast Name

Business Name*

Contact Number*

Company Email*

example@example.com

Website URL or Social Media URL

Mailing Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

How did you hear about Harvest and Chill Fest?*

Vendor Categories Now Accepting Applications*

🚚 Food Truck – Street Eats on Wheels(20’×10’ space. For trucks/trailers cooking on board with grills, fryers, or propane.)Great fit for: smash burgers, pizza, chili, BBQ, global comfort food, and signature street eats.🔥 Street Food Vendor / Caterer – Grill, Fry & Flame(10’×10’ and 10' x 20' tent spaces. For chefs cooking on-site with grills, fryers, or propane.)Great fit for: wings, sticky mango rice, chili, BBQ plates, or sizzling festival favorites served hot + fresh.🎨 DIY Experience Booth – Make It, Snap It, Take It(10’×20’ interactive activity booth. Hands-on, family-friendly activities that send guests home with something fun.)Great fit for: cookie decorating, pumpkin painting, fall wreaths, jewelry-making, bath bomb kits.

Top 3 Vendor Booth Preferences*

Vendor space does not include electricity or tents. If your setup requires power, you must bring your own generator. Only quiet, outdoor-rated generators will be permitted and must be placed safely away from guest walkways. Vendors must provide their own extension cords and ensure all cables are secured and covered. All open flame vendors are required to use flame resistant tents.

Products or Services Offered*

How will your booth incorporate a fall-inspired twist? (if you can't think of anything it's ok)

Terms & Conditions

1. LIABILITY & INDEMNIFICATION  &#13;&#10;Vendor agrees to release, indemnify, defend, and hold harmless Harvest and Chill Fest, Fairfax Company of Virginia, LLC c/o Olshan Properties, Fairfax County Government, Luxy Balloons, LLC, all event sponsors, volunteers, and affiliated parties from any and all claims, damages, liabilities, losses, costs, or expenses—including attorney’s fees—arising out of or related to Vendor’s participation in the event. This includes, but is not limited to, injury to persons, loss or damage to property, theft, or failure to comply with any applicable laws, ordinances, or regulations.  &#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;2. INSURANCE (REQUIRED FOR FOOD VENDORS)  &#13;&#10;All food and beverage vendors must carry general liability insurance and submit a Certificate of Insurance (COI) listing:  &#13;&#10;- Harvest and Chill Fest  &#13;&#10;- Fairfax Company of Virginia, LLC c/o Olshan Properties  &#13;&#10;- Fairfax County Government  &#13;&#10;- Luxy Balloons, LLC  &#13;&#10;&#13;&#10;Coverage must be $1,000,000 per occurrence. COIs are due by September 15, 2025.  &#13;&#10;Non-food vendors are encouraged but not required to submit a COI.  &#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;3. FORCE MAJEURE  &#13;&#10;Harvest and Chill Fest is not liable for cancellations or delays due to inclement weather, venue restrictions, acts of God, government mandates, health emergencies, or labor disputes. All vendor fees are non-refundable.&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;4. BOOTH RESPONSIBILITY, SAFETY & CLEAN-UP  &#13;&#10;Vendors are responsible for setup, staffing, teardown, and safety of their booths.&#13;&#10;&#13;&#10;SAFETY REQUIREMENTS:  &#13;&#10;- Food/beer vendors must comply with county permits and codes  &#13;&#10;- Tents must be flame resistant and weighted  &#13;&#10;- No staking in pavement or asphalt  &#13;&#10;- Quiet generators only (if power needed)  &#13;&#10;- No microphones or loudspeakers  &#13;&#10;- No early teardown without approval  &#13;&#10;- Prepare for all weather&#13;&#10;&#13;&#10;BOOTH EXPECTATIONS:  &#13;&#10;- Booth must fit within assigned space (10’x10’ or 10’x20’)  &#13;&#10;- Setup must be clean, family-friendly, and professional  &#13;&#10;- No aggressive or disruptive behavior&#13;&#10;&#13;&#10;CLEAN-UP POLICY:  &#13;&#10;- All trash and debris must be removed  &#13;&#10;- Trash must be placed in designated areas  &#13;&#10;- $75 fee for abandoned trash or damaged booth areas&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;5. LOAD-IN / LOAD-OUT  &#13;&#10;- Arrival: 7:30 AM – 9:30 AM  &#13;&#10;- Fully set up by: 10:30 AM  &#13;&#10;- Event: 11:00 AM – 7:00 PM  &#13;&#10;- Tear-down begins: 7:00 PM sharp  &#13;&#10;- Vendors must bring their own carts and setup crew&#13;&#10;&#13;&#10;NO-SHOW & LATE SETUP POLICY:  &#13;&#10;No-shows or late arrivals may lose their space with no refund.&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;6. EMERGENCY CONTACT  &#13;&#10;For emergencies day-of, call the Harvest and Chill Fest Hotline: (571) 781-4770&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;7. REFUND POLICY  &#13;&#10;Vendor fees are non-refundable for any reason, including:  &#13;&#10;- Cancellations or no-shows  &#13;&#10;- Inclement weather  &#13;&#10;- Conflicts  &#13;&#10;- Inability to attend the rain date (Oct 25, 2025)&#13;&#10;&#13;&#10;If postponed, registration transfers to new date.&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;8. CODE OF CONDUCT  &#13;&#10;Vendors must maintain a respectful, professional environment.  &#13;&#10;Unsafe, offensive, or disruptive behavior may result in removal without refund.&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;9. AGREEMENT CONFIRMATION  &#13;&#10;By submitting payment, you agree to all terms listed in this agreement.&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;10. PHOTOGRAPHY & MEDIA CONSENT  &#13;&#10;Vendors grant permission for event photos or videos to be used in marketing and promotion.&#13;&#10;&#13;&#10;---&#13;&#10;&#13;&#10;11. SALES & TAX COMPLIANCE  &#13;&#10;Vendors are responsible for collecting and remitting their own sales tax per Virginia and Fairfax County regulations.&#13;&#10;

(Food Vendors Only) Upload Your Certificate of Insurance

Must include $1M generally liability coverage and list all Additional Insureds as noted above.

Upload a recent photo of your booth setup, food truck, table layout, or vendor display.*

Accepted formats: JPG, PNG,. Max file size: 10MB

Upload a product or menu photo you'd love us to feature in vendor spotlights.

Accepted formats: JPG, PNG,. Max file size: 10MB

Logo File

Accepted formats: JPG, PNG,. Max file size: 10MB

Vendor's Representative Name*

First NameLast Name

My Products*

Market Vendor Standard

$250.00 Quantity

DIY Experience Booth 10×20 – Cookie Decorating, Crafts & Fall ActivitiesInteractive booth where guests create & take home something fun. Featured on the festival schedule + IG Stories.

$250.00 Quantity

Street Food Vendor 10×10 Wings, Chili, Sticky Rice, BBQ Plates

$350.00 Quantity

Street Food Vendor 10 X 20Wings, Chili, Sticky Rice, BBQ Plates

$400.00 Quantity

🚚 Food Truck 20×10 Smash Burgers, Pizza, BBQ & Comfort Eats

$450.00 Quantity

Enter coupon

Total

$0.00

Vendor's Representative Signature*

Date Signed*

Date

Payment Methods

Debit or Credit Card

Choose from one of the PayPal options to make your payment.