Hello, and welcome to another exciting year of festivals and events with Newport News Parks & Recreation! A complete listing of our upcoming events, along with important details and information for each, can be found within this application. For each event you wish to be considered for, please ensure that all required materials and applicable fees are included at the end of the application.

Newport News Parks & Recreation must have proof that you have applied for your temporary food permit. For your convenience, we have included the Newport News Health Department’s “Guidelines for Obtaining a Temporary Health Permit.”

Per the Fire Marshal’s Office, all booths must have an ABC fire extinguisher. Booths using grease or other combustible materials must also have a Type K fire extinguisher with current inspection tags. Please note that on-site inspections will be conducted at all events. If you have any questions regarding these requirements, please call (757) 247-8873.

The City will not provide electricity for vendors at events. All vendors are responsible for supplying their own power source to operate their booth for the entire duration of the event and must ensure that all power sources are fully functional prior to the event and capable of lasting for the duration of the entire event.

You will be required to show proof of liability insurance, naming the City of Newport News as additionally insured, and to have a City of Newport News Business License. For information on meeting this requirement, please call the Commissioner of Revenue’s Office directly at (757) 926-8651.

Applications for events held at City Center also require property stakeholders to be listed as additional insureds. In addition to the City of Newport News, the additional insureds must include the Economic Development Authority of the City of Newport News, VA; Newport News Town Center, LLC; Pointe Hope, LLC; and Colliers.

Extra copies of required forms may be downloaded at https://nnparksandrec.org. 

                            

           

Newport News Parks & Recreation strives to provide a diverse, high-quality festival experience. When selecting food vendors, the City considers menu item diversity, pricing, festival atmosphere, food quality, and the goal of minimizing menu duplication while maximizing sales opportunities for all vendors.

Vendor selection will also consider demonstrated leadership and organizational ability, including successful participation in previous festivals or events, proven food quality, and the ability to prepare and serve the quantities required for each event. Vendors will be selected for each event based on these criteria.

The City may remove or modify menu items to ensure variety and avoid duplication. After the application deadline and review process, applicants will be notified of any requested changes.

Applicants may:

• Accept the removal of items
• Propose mutually agreeable substitutions
• Decline the requested changes 

 

If an applicant declines to make requested changes, they may withdraw from the selection process and receive a full refund without penalty.

Newport News Parks & Recreation encourages participation from a wide range of community organizations. Nonprofit and charitable organizations are especially encouraged to apply and must provide documentation verifying their status with their food booth application. Acceptable documentation may include a U.S. Internal Revenue Service tax-exemption letter, nonprofit corporation charter, current certificate of good standing, or other satisfactory documentation certified by an officer or authorized representative of the organization.

Vendors selected to participate must operate their food booth for the entire duration of the festival, based on the estimated attendance.

Booth space allocations are 15’ x 15’ for freestanding booths or tents, and 20’ x 15’ for food trucks or trailers. Vendor tents may not exceed 15’ x 15’ and must be certified flame-retardant (tarps are not permitted). Any equipment used on site, such as grills or ice cream carts, must fit within the assigned booth space. If additional space is required, a double booth fee will be charged (please note that double booths are not permitted for the “Annual Tree Lighting Ceremony” event).

Each vendor is responsible for the design, construction, setup, and breakdown of their booth according to the event schedule, established by City of Newport News event coordinators. New vendors must submit a photo of their booth set up as it will appear at the event. Booths that do not meet size or appearance requirements—including maintaining a clean, safe, and professional presentation suitable for a public event—will not be permitted to participate. Double booth spaces may be available (if space allows) at twice the cost of a single booth. Note: Double booth spaces are not permitted at the Annual Tree Lighting Ceremony. 

Booth identification signs must be made of sturdy materials, properly anchored, and maintain an attractive appearance. Menu boards displaying prices must remain visible throughout the event. All menu items must be sold at the prices listed on the vendor’s approved application.

Vendors are not permitted to actively solicit customers. Hawking, loudly advertising, approaching attendees for sales, or distributing printed advertisements or coupons is prohibited. All signage and staff must remain within the vendor’s designated booth space.

Vendors are responsible for keeping their booth area and surrounding space clean throughout the event. Each vendor must leave their area in the same condition in which it was found. Trash, waste products, gray water, grease, or other materials may not be dumped anywhere on festival grounds. Failure to comply will result in a $250 cleanup fee, and the vendor will no longer be eligible to participate in future events. 

THINGS TO REMEMBER 

Before continuing please, review the following information:

 

Deadlines: You must submit your completed application by each event deadline. 

Agreement: At the end of the application, you must complete the food vendor agreement. The required agreement must be signed by an authorized representative of your business. We reserve the right to reject any applications and offers. Upon acceptance of the agreement by the City of Newport News, evidenced by execution of the agreement by an authorized representative of the City, and return of the agreement (with modifications if applicable), the food booth agreement shall become a binding contract.

Required Form: Complete ONE COPY of the Newport News Health Department’s Temporary Restaurant Permit Form. If you cannot show proof of possessing a Temporary Restaurant Permit, your application will not be approved and you will not be allowed to participate in the event(s). 

Payment Options: 

1. Paypal: Please follow this link to make payments. https://www.paypal.com/ncp/payment/9VTTKDDJY5R88 
2. Phone: Please call Newport News Parks & Recreation at (757) 926-1400.
3. Check: Mail all fees to Special Events, Newport News Parks & Recreation, 700 Town Center Drive, Suite 320, Newport News, VA 23606.

Confirmation: You will receive confirmation from us if chosen as a vendor (usually within the same week as the deadline), along with one signed set of your approved applications and agreements (with modifications, if applicable). Should your application not be accepted, you will be notified. 

Note: You may receive a full refund without a penalty if written notice is received any time prior to acceptance by Newport News Parks & Recreation. You will not receive a refund if you withdraw after acceptance.

 

You may apply for more than one Newport News 2026 event, in advance, using this one form. Simply check the box(es) next to the event(s) for which you are applying and include the appropriate fee(s) along with this application. Questions? Call 757-926-1496 or 757-926-1470.

 

SPECIAL EVENTS 2026 EVENTS:

Event Name:	Vendor Fee:	Location:	Event Date:	Time:	Number of Vendors Permitted:	Expected Attendance:	Application and Fee Deadline:
Juneteenth Freedom Festival	$200	Victory Landing Park	Sat, June 20	5pm-10pm	8-12	10,000	Mon, May 4
Roots and Rhythm Marketplace	$200	Various Locations (See below)	Various Dates (See below)	Various Times (See below)	2-3	1,000	Mon, May 4
Stars in the Sky	$200	Victory Landing Park	Sat, July 4	6pm-9pm	8-10	10,000	Mon, May 25
Denbigh Day Parade	$200	Courthouse Way Community Center	Sat, Sept. 19	10am-2pm	4-5	1,500	Mon, Aug. 3
Fall-O-Ween	$200	Newport News Park	Sat, Oct. 3 Sun, Oct. 4	10am-5pm	20-25	17,000	Mon, Aug. 17
World Arts Celebration	$200	TBD	TBD	TBD	4-6	2,000	TBD
Tree Lighting Ceremony	$200	City Center	Sat, Dec. 5	5pm-8pm	4-6	2,000	Mon, Oct. 12
Holiday Frost	$200	TBD	Fri, Dec. 11	5pm-8pm	3-4	1,500	Mon, Oct. 12

 

ROOTS AND RHYTHM MARKETPLACE:

Date:	Time:	Location:	Fee:	Number of Vendors Permitted:	Expected/Typical Attendance:	Application and Fee Deadline:
Sat, June 13	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, June 27	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, July 11	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, July 18	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, July 25	10am-1pm	King-Lincoln Park	$200	2-3	1,000	Mon, May 4
Sat, August 1	10am-1pm	King-Lincoln Park	$200	2-3	1,000	Mon, May 4
Sat, August 11	5pm-8pm	King-Lincoln Park	$200	2-3	1,000	Mon, May 4

 Please read carefully before signing!

 

1. Formation and Nature of Agreement This Agreement shall become a contract between the Vendor and the City upon execution by authorized representatives of both parties. Upon formation of the contract and subject to the terms and conditions of this Agreement, the City agrees to allow Vendor to operate a food booth, once selected, at community events sponsored under the auspices of the Department of Parks & Recreation for the City of Newport News. The Vendor agrees to operate the booth and to otherwise perform in accordance with this Agreement. Neither this Agreement nor performance by the Vendor under this Agreement shall create any rights in Vendor to operate a food booth at subsequent events.

2. Use of Booth The booth shall be used exclusively for the sale of food and beverage products on the menu described within this application, and at the prices described. Upon written request of the Vendor, submitted to the City not less than 30 days prior to the beginning of the event, the City may, by written consent, approve the sale of goods other than approved menu items. It is the intention of the parties that the sale of goods other than approved menu items be restricted to goods related to the charitable purposes of the Vendor and that such sales are restricted except where compelling circumstances warrant approval by the City. Accordingly, the City reserves the right, in its absolute discretion, to disapprove the sale of any goods at the booth other than approved menu items. Without limitation of the foregoing, the Vendor shall not use the booth for solicitation of funds or for promotion of any other purpose apart from the sale of approved menu items and other approved products.

3. Compliance with Laws Vendor represents and covenants that it now is and shall at all times during the term of this Agreement remain in compliance with applicable federal, state, and local laws, ordinances, and regulations governing the rights, obligations, and performance of Vendor under this Agreement. Without limitation of the foregoing, Vendor shall at all times comply with health and safety requirements and shall obtain necessary licensing or permits for sale of food and beverages at the food booth.

4. Sanitation and Clean-Up Vendor shall maintain the booth and the area surrounding the booth in conformity with all applicable sanitary and health laws and regulations and shall also keep the booth and the surrounding area neat, clean, and free of accumulated refuse and debris. The City shall provide trash receptacles for use by the general public throughout the event area. The Vendor is responsible for disposing of all refuse and debris (gray water, grease, etc.) arising from any of the activities conducted in their booth in accordance with directions given by the City.

NOTE: Unless otherwise provided by the City, Vendor shall provide containers for disposal of cooking oils used. The Vendor is responsible for the off-site removal and disposal of this oil from the event area at the end of each day or the vendor’s security deposit will be forfeited. Vendor shall not dispose of its refuse (gray water, grease, etc.) in receptacles provided by the City for use by the general public. Vendor shall provide adequate workers or volunteers for clean-up of the booth area and the general event grounds in accordance with regulations and directions provided by the City.

5. Other Duties of Vendor In addition to duties specified elsewhere in this Agreement, the Vendor shall perform the following duties:

(a) Deadlines Vendor shall comply with all deadlines for organization and performance of the food booth operation as established by the City.

(b) Cooperation Vendor shall cooperate with the City in planning and conducting the event. The City will evaluate the performance of the Vendor in accordance with regulations and procedures established by the City.

(c) Number of Servings The Vendor shall have and maintain the capability to provide approved menu items to serve the appropriate number of people in attendance during the event period.

(d) Compliance with Regulations and Directions Vendor agrees to comply with all regulations promulgated by the City, including those regulations attached to this Agreement. The City reserves the right to modify such regulations or to promulgate new regulations upon notice to the Vendor. The Vendor shall be bound to all such regulations provided that such regulations are made generally applicable to all other food booth operators similarly situated.

(e) Security Vendor shall maintain adequate security against theft, damage, and disturbance in and about the area of the booth.

6. Equipment and Supplies Water service shall be provided in accordance with directions and regulations provided by the City, if available. Vendor shall provide all necessary propane and other fuel to run electrical power utilized in the preparation of food at the food booth, together with any necessary refrigeration or coolers. The Vendor shall also be responsible for all tents, tables, chairs, cooking equipment, utensils, napkins, cups, food, beverages, and all other equipment or supplies necessary for operating the food booth.

7. Assignment of Booth Space Vendor consents to assignment of booth space by the City at such location(s) as the City may determine. The City reserves the right, for a proper purpose, to reassign booth locations to the operators of food booths at any time prior to the beginning of the event.

8. Application and Other Information Vendor hereby certifies that the application within this Agreement, and all other documentation and information provided by the Vendor to the City in connection with this Agreement, are complete and accurate. Except upon prior written consent of the City, the conduct of the booth by the Vendor shall be in accordance with information and disclosures provided by the Vendor on its application and other documents submitted to the City.

9. Reservation and Processing Fee Upon execution of this Agreement, Vendor shall pay to the City the appropriate sum according to the “Fee Schedule”.

10. License The right given by the City to the Vendor to operate the food booth is a license and shall not create any rights in the Vendor as a tenant.

11. Delegation and Assignment Vendor may not assign any of its rights under this Agreement to any person. Vendor may perform its obligations through delegation to volunteers or members affiliated with Vendor, but such delegation shall not relieve Vendor of its liability for nonperformance of its duties. The City may delegate and assign its duties and rights to such committees for representations as the City shall select. Such right of delegation includes, without limitation, the promulgation of regulations and the issuance of directions to the Vendor. Such delegation shall not relieve the City of its liability for nonperformance of its duties.

12. Relationship of Vendor and City The relationship of Vendor and the City under this Agreement shall be that of independent contractors. The Vendor shall not have the authority to bind the City to any contract or agreement, nor shall Vendor represent to any person that it is the agent or representative to the City.

13. Force Majeure Neither party shall be liable to the other for any delay nor failure of performance due to government action, court order, civil disturbance, inclement weather, act of God, or other cause beyond the reasonable control of the party whose performance is delayed or prevented. Refunds for vendor fees paid will not be issued for any reason as listed earlier as a matter of policy by the City of Newport News.

14. Limitation on Liability Except as otherwise specified in this Agreement, neither party shall be liable to the other party for consequential damages, including lost profit nor revenue, for any breach of this Agreement.

15. Default Upon a material default by one party, the other party may, at any time before such default has been cured, terminate this Agreement by written notice to the breaching party.

16. Joint Vendors If two organizations will be operating a food booth under this Agreement, the term "Vendor" shall mean both of those organizations. All obligations, representations, and warranties of the Vendor shall be the joint and several obligations, representations, and warranties of both such organizations.

17. Waiver of Liability The sponsoring organization or business shall indemnify and hold the City of Newport News, and for events held at City Center, the City of Newport News Parks & Recreation Dept., Colliers, the Economic Development Authority, Newport News Town Center, LLC, and Pointe Hope, harmless from all claims which may be brought by its workers against the City of Newport News, arising out of the vendor’s activities in this event.

18. Insurance Prior to performance under this agreement, the Vendor shall provide certificates of insurance to the City Attorney’s Office or the Office of Risk Management and the representative of the City handling the contract. Such certificates of insurance shall evidence that the insurer shall provide at least 30 days’ written notice of cancellation or non-renewal of insurance to the City of Newport News (at least 10 days’ for cancellation due to non-payment of premium.)

GUIDELINES FOR OBTAINING A TEMPORARY FOOD PERMIT

This must be done at least one month (30 days) prior to the event.

The procedure to obtain a Temporary Food Sale Permit is as follows:

1. It is the responsibility of the Vendor to obtain a Virginia Department of Health Temporary Food Sale Permit prior to the event. Last minute applications can be a problem for everyone and your planning in advance is appreciated.

2. The Vendor must contact the Environmental Health Office at the Health Department at (757) 594-7340 with questions regarding the Temporary Food Sale Permit application or any other Environmental Health questions. Regular business hours are 8:00 a.m. – 5:00 p.m. Monday – Friday, except 12:00 noon – 1:00 p.m. daily.

3. Vendor must complete the Temporary Food Permit application in its entirety.

4. The Vendor must pay the Health Department fee after completing the application. Fees are made payable to the Peninsula Health Center. Any Vendor that is exempt under the Code of Virginia need not pay the fee.

5. Vendor must obtain the Temporary Food Permit from the Health Department and openly display it during the event.

6. For each additional Newport News event, Vendors must submit a new Temporary Food Sale Permit application and the $10.00 fee (payable to the Peninsula Health Center). 

If you need assistance with applying for the Temporary Food Permit, please contact the Health Department at (757) 594-7340. The City of Newport News Parks and Recreation Department cannot assist with obtaining a Temporary Food Permit beyond providing the required paperwork.

 You may pay three different ways. We offer payment online through Paypal, you can call to make a payment over the phone, or you can write one check payable to the City of Newport News for the event fee(s). 

Paypal: Follow this link to make payment(s).  https://www.paypal.com/ncp/payment/9VTTKDDJY5R88 

 
Phone: Please call Newport News Parks & Recreation at (757) 926-1400 and request to pay for your food vendor fees for your event(s).

Check: Mail all fees to Special Events, Newport News Parks & Recreation, 700 Town Center Drive, Suite 320, Newport News, VA 23606.

 

SPECIAL EVENTS 2026 EVENTS

 

Event Name:	Vendor Fee:	Location:	Event Date and Time:	Number of Vendors Permited:	Expected Attedance:	Application and Fee Deadline:
Juneteenth Freedom Festival	$200	Victory Landing Park	Sat, June 20 5pm-10pm	8-12	10,000	Mon, May 4
Roots and Rhythm Marketplace	$200	Various Locations (See Below)	Various Dates and Times (See Below)	2-3	1,000	Mon, May 4
Stars in the Sky	$200	Victory Landing Park	Sat, July 4  6pm-9pm	8-10	10,000	Mon, May 25
Denbigh Day Parade	$200	Courthouse Way Community Center	Sat, Sept. 19 10am-2pm	4-5	1,500	Mon, Aug. 3
Fall-O-Ween	$200	Newport News Park	Sat, Oct. 3 and Sun, Oct. 4  10am-5pm	20-25	17,000	Mon, Aug. 17
World Arts Celebration	$200	TBD	TBD	4-6	2,000	TBD
Tree Lighting Cermony	$200	City Center at Oyster Point	Sat, Dec. 5 5pm-8pm	4-6	2,000	Mon, Oct. 12
Holiday Frost	$200	TBD	Fri, Dec. 11  5pm-8pm	3-4	1,500	Mon, Oct. 12

 

ROOTS & RHYTHM MARKETPLACE:

Date:	Time:	Location:	Fee:	Number of Vendors Permitted:	Expected/Typical Attendance:	Application and Fee Deadline:
Sat, June 13	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, June 27	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, July 11	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, July 18	10am-1pm	Denbigh Community Center	$200	2-3	1,000	Mon, May 4
Sat, July 25	10am-1pm	King-Lincoln Park	$200	2-3	1,000	Mon, May 4
Sat, August 1	10am-1pm	King-Lincoln Park	$200	2-3	1,000	Mon, May 4
Sat, August 11	5pm-8pm	King-Lincoln Park	$200	2-3	1,000	Mon, May 4