EVENT DESCRIPTION:
The Hampton Roads Indie Author Book Festival was created by Florenza Denise Lee in 2019 to celebrate independent authors and their work. This indoor event features various independent authors & illustrators of all genres, as well other local vendors for fun day of celebration, literacy, and community.
ELIGIBLE VENDORS:
Primary focus and favor will be given to vendors of a literary, artistry, or entertainment nature. Only authors and illustrators are eligible to sell books, meaning no independent or 3rd party sellers. Vendor selection will be made by the Hampton Roads Indie Author Book Festival Planning Committee. All vendors are responsible for collecting and paying sales tax on items sold. All vendors must be 18+ years of age or accompanied by an adult/organization sponsor. Food vendors please reach out to hriabf@reachreads.org for more information.
POLITICAL CANDIDATES & ORGANIZATIONS:
Limited space is available for political candidates and organizations, as the primary focus of this event is not political in nature. However, our community is only as strong as the individuals we elect to raise our voices. We encourage candidates and/or their representatives to submit their application for review. We do encourage all community leaders to join the day of the festival. Candidates and/or their representatives may walk within the festival to meet and greet people, but cannot carry signs, use amplifiers or impede pedestrians who wish to move around the festival, or post campaign signs or attach stickers to any public property or signage. Candidates and/or their representatives may not go on to a stage to speak unless invited by a Festival official.
APPLICATION AND NOTIFICATION PROCESS:
Applications are reviewed and selected on a rolling basis leading to the festival or until max capicity. Notifications will be sent regarding acceptance no later than one week post submission and will be dependent on eligibility, appeal of activities, and space available. Vendors who are not accepted will receive a full refund. Festival participation information for accepted vendors will be emailed approximately 2 weeks prior to event.
SPACE & EQUIPEMENT:
Vendors are provided with a 10x10 space within Military Circle Mall. Vendors are encouraged to bring their own chairs. Six-foot tables can either be rented for a small fee or vendors can bring their own. Limit one 6ft table per vendor spot, no exceptions. Vendors are responsible for providing tablecloths, signage and all other materials needed for an attractive booth space and must operate only within their assigned space. Free wifi is available but is unreliable. Generators are NOT permitted, and electricity and water are not available. Vendors are required to take their trash with them at the end of the event and will be subject to a fine if trash is left behind.
PHOTOS:
Photographs submitted with application will be used to promote the festival and placed on the website. Also, please note that photographs taken during the event may be used by REACH, Inc. and The Hampton Roads Indie Author Book Festival for promotional purposes.
SET-UP:
Set-up will take place between 9:30am-11:00am the day of the festival. Vendors can use loading lanes at the mall to unload their resources more easily but must be moved and parked in the assigned parking area prior to booth set-up. Unloading areas will be as close as possible to your booth space. Please plan to bring someone with you to watch your belongings, as parking lot areas are not within sight of indoor booth locations. Unloading areas will be closed to traffic at 11:00am. Vehicles arriving after 11:00am will not be allowed access to unloading areas. Vendors can begin to dismantle their booth no earlier than 5:15pm. Early closures prior to 5:15 of vendor booths will be fined, and at worst, not allowed to participate in the next year’s event. Event staff will not be available to help set up or dismantle your booth. Please plan accordingly.
FESTIVAL REGULATIONS:
All vendors are required to arrive, set up and breakdown at the assigned times communicated in the load in information.
No food items or drinks may be sold by any vendor except for festival-approved food vendors preauthorized by the Health Department.
No alcoholic beverages or recreational substances, illegal or legal (including smoking/vaping), pets (with the exception of service animals or approved vendors), skateboards, roller blades, bicycles, weapons (real or facsimile) are permitted for use, consumption, or display during The Hampton Roads Indie Author Book Festival.
Festival staff members reserve the right to have vendors remove unacceptable or inappropriate items, or to relocate or dismiss/remove any participant.
Festival staff members reserve the right to deem a vendor ineligible for participation in future events based on late arrival, early departure, no shows, and inappropriate or uncooperative behavior.