2021 CRAFT SHOWS EXHIBITOR GUIDELINES - Annual 45th - City of Fairfax
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2021 CRAFT SHOWS
EXHIBITOR GUIDELINES
Applications Due March 11, 2021
45th
Annual
35th Annual
Two of the most popular art & 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 . 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 website www.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. Paper 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, Glass, Information*,
• Applications will be juried in April by our panel of judges. Jewelry, Miscellaneous, Multi-Media, Paintings/Drawings.
Notification as to acceptance in the shoes will be sent in Personal Care/Home Fragrance, Photography, Pottery/Clay/
late May. The booth fee will be required within 30 days Ceramics, Soft-Sculpture, Wood.
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 button. 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 artists) and events. Detailed times will be provided upon notification of
must be representative of items juried. Parks and Recreation 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
and volunteers, from any and all liability for damages or injury
Logistical Information 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’)
$160 Crafter
Fairfax City Certified Nonprofits
$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
SpecialEvents@fairfaxva.govBooth Fee Paid
Fairfax City 2021 OFFICE USE ONLY Application Fee Paid
FF FF Put in Access
Rec#
Craft Show Application Form Date Received HCS HCS Indem Received
Use this form to apply for either or both shows. Application must be postmarked by March 11, 2021 (any application received after the deadline will be waitlisted
if all festival criteria are met). The same submitted photos may be used for both shows. No Polaroids or slides are accepted. Please fill out completely and
comply with all requests (including application fee) or the application will not be considered. Application fee does not guarantee admittance. Do not send booth
fees with application, booth fee(s) are to be sent after notification of acceptance.
MAIL APPLICATION & APPLICATION FEE ONLY TO: Fairfax City Parks & Recreation Dept., Attn: Special Events, 10455 Armstrong Street, Suite 123 Fairfax, VA 22030
Contact Name Business Name
Business name as it is to appear in public information — Maximum 36
characters, including punctuation, capitalization and spaces
Address
City/State/Zip Telephone (Best contact #)
Website Email Address
FALL FESTIVAL October 9, 2021 Downtown Fairfax HOLIDAY CRAFT SHOW November 20 - 21, 2021
Check all that apply All spaces are 10’ x 10’ Fairfax High School 3501 Lion Run, Fairfax VA
Check all that apply
$15 Application Fee
Crafter - $160. Number of spaces
Gourmet Food -$160. Number of spaces $15 Application Fee Gourmet Food
(no electricty available and no generators allowed)
Fairfax City Historic District Business - 1 free space Hallway 10’ x 6’ - $195 Request a double space
(Each additional space $80). Number of spaces (if available)
Gym 10’ x 10’ - $270
Fairfax City Certified NonProfit Group - 1 free space (spaces have electricity) Request same spaces as
(Each additional space $80). Number of spaces previous year (if available)
Non-Fairfax City Certified NonProfit Group - $80 Aux Gym 10’ x 10’ - $245 Space #
(Each additional space $160). Number of spaces
Cafeteria 11’ x 9’ - $245 Number of vendor parking
City Business Expo - $250. Number of spaces passes needed
(spaces have electricty)
Non-City Business Expo - $500. Number of spaces
Consultant Business Expo - $250. Number of spaces
Request same space as previous year (if available). Space # Please note that this is a request for a specific area, it is not
guaranteed that you will be placed in this area if accepted.
*Major/Minor Food Vendors have a NEW separate application available
CATEGORY LISTING (Check One Only)
Apparel Children’s Activities * Gourmet Food Multi-Media Soft-Sculpture
Baskets Digital Art Glass Painting/Drawing Wood
Brewery/Wine Making* * Dolls & Accessories Information*
* Personal Care/ Home Fragrances
City Business Expo Fabric/Needlework Jewelry Photography * Fall Festival Only
Non-City Business Expo Floral Miscellaneous Pottery/Clay/Ceramics
List the items shown in submitted photos, including media used in composition (Gourmet Food vendors—in addition to photos, send a food items list with prices).
Descriptions will be used by the selection committee to evaluate your photos, so please write clearly (you may submit additional written information for assisting
the selection committee in evaluation). A minimum of 5 close-up photos and one booth display photo are required.Photos must be sent by both new and
returning vendors. Photos will not be returned.
1. 4.
2. 5.
3. 6.
WAVIER: I have read all regulations and information pertaining to participation in the FALL FESTIVAL and HOLIDAY CRAFT SHOW and hereby waive any claim
against, and agree to hold harmless Fairfax City and the Parks & Recreation Department, their employees and volunteers, from any and all liability for damages
or injury incurred during participation in the FALL FESTIVAL or HOLIDAY CRAFT SHOW.
Signature Date
This application will not be processed unless the disclaimer is signed, application fee sent and a minimun of six (6) required photos are enclosed.
APPLICATION FEE $15.00 per show ($30 for both shows) must be enclosed with this application and will be processed immediately. Do not send booth fee(s)
until after an acceptance letter is received.
If accepted into the event(s), I authorize the use of my credit card (if supplied below) for payment of booth fee(s).
Credit Card Check
Visa Discover American Express MasterCard Check/Money Order #
Credit Card # CV Code Make checks payable to
Exp Date
“City of Fairfax”
Signature Date
Questions? Please contact us at SpecialEvents@fairfaxva.gov or 703-385-1710You can also read
