Please read all information carefully and be sure that you agree to the terms before applying.

Festival Location

Historic Downtown Leesburg, 2 blocks of Market Street, 3 blocks of King Street, and 1 block of Cornwall Street, Leesburg, Virginia.

Festival Exhibition Dates & Times

Saturday, April 22nd, 10:00 AM to 6:00 PM; Sunday, April 23rd, 10:00 AM to 5:00 PM. No part of any exhibit may be dismantled or removed before 5:00 PM on Sunday, April 23rd.

Application

An application is a commitment to the festival, but does not mean you are accepted in the show. No full refunds will be given after the acceptance notice is sent. See refund policy. You must include a minimum of three (3) photos: two of your work and one of your booth set-up. Your photos will be returned by mail after show if requested. Your application is considered incomplete if pictures are not included. Please remember to include a separate $25 application fee along with booth fee.

Refund Policy

If you cancel sixty (60) days prior to the event, you will receive a 25% refund of your booth fee. If not accepted to participate in the show, your booth space check will be returned within 30 days of end of show.

Note: Application fee is not part of booth space fee and is non-refundable.

Booth Setup

The festival staff will assign specific set-up times to assure orderly set-up. All booths must be set-up and vehicles must be off the street by 9:30 AM each morning of the festival. Larger booths, such as landscapers, will be given VERY LIMITED Friday evening set up times that begin after 6:00 pm . There will be a limit to the number of trucks per landscaper allowed on the street.

Booth Breakdown

The festival staff will assign specific breakdown times to assure orderly breakdown. All materials must be completely removed from the streets. Only mulch will be removed from street, all other debris needs to be removed by vendor.

Booth Operation

The booth must be open and staffed during regular festival hours. Anyone arriving late, leaving early, or breaking down during show hours may be refused entrance to future festivals. Nothing shall be placed on the sidewalks or interfere with the buildings, entrances or walkways of downtown buildings and residences. Exhibitor’s booth must not interfere with adjacent exhibits in any way. All booths must be setup at least one foot (12 inches) from the curb to provide room for water to flow freely and may not overstep outlined space. Exhibitors shall be liable for delivery, handling, erection and removal of their own displays and materials. The Town of Leesburg will remove any leftover mulch.

Merchandise

Festival Management will determine through its selection process whether merchandise is acceptable. Exhibitor can display or sell only juried merchandise as listed on the accepted application. Stored inventory must be covered and kept from public view, otherwise you will need to store your merchandise in your vehicle. Merchandise may be left set-up each evening. There will be a Town of Leesburg Police Officer patrolling the festival area, but the Town of Leesburg event or sponsors assume no responsibility for damages or theft of your booth and merchandise.

Event Insurance Requirements

The Town of Leesburg requires Landscape Display Vendors to have Liability Insurance written for a combined single limit of at least $1,000,000 each occurrence for bodily injury and property damage. Landscape Display Vendors shall furnish an endorsement to the Town prior to the event. The endorsement shall include the date and location of the event, and must include the Town of Leesburg as an additional insured.

Exhibitors and their staff must exhibit professional behavior at all times while on the festival site. Town of Leesburg Flower & Garden Festival Management reserves the right, in its sole discretion, to determine what constitutes professional behavior. Violation of this rule will result in the exhibitor, their helpers and exhibits being excluded from the show site with no refund. This may impact your acceptance into future shows.

Exhibitors are not to bring alcohol or pets to the festival.

Food & Beverage vendors have the exclusive right to sell these items and distribute samples. Food and Beverage may not be sold or distributed by other exhibitors.

Exhibitors should consider a tent or coverage in case of rain. “No shows” due to rain will exclude you from the coming year’s show.

Exhibitors may not sublet any portion of their space to another exhibitor.

No microphones or noisemakers may be used at the festival without the permission of the Festival Management.

All electrical extension cords and electrical plugs must be the 3-wire, heavy-duty type and U.L. approved. There must also be a ground fault circuit.

All vendors are responsible for reporting all applicable Virginia and Town of Leesburg sales tax.

Indemnification

Vendors and Exhibitors agree to indemnify, defend and hold harmless, the Town of Leesburg, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the vendor or exhibitor’s participation in the Leesburg Flower & Garden Festival. This indemnity agreement shall impose liability on the vendor or exhibitor to the fullest extent permitted under the laws of Virginia.

Town of Leesburg Flower & Garden Festival Management will not be liable for refunds or any other liabilities whatsoever for the failure to fulfill this contract due to reasons of the enclosure in which the festival is to be held, being before or during the show is destroyed by fire, or other calamity, or by an act of God, public enemy, strikes, statutes, ordinances, or legal authority or any other act beyond the control of the Town of Leesburg which makes it impossible or impractical to hold the festival. The Town of Leesburg will not be liable for any damage done by vendors to public/private property during setup, tear down and regular operation hours. This includes the operation of any equipment (motorized or non-motorized).