Vendor Information & Guidelines
(For All Fil-Am FEST Inc. Events)
Welcome! This page provides general vendor requirements, permits, timelines, FAQs, and responsibilities for all events hosted by Fil-Am FEST Inc., including Fil-Am Spring Fest.
This page is intended to help you understand expectations before applying.
Approved vendors will still be required to review and sign the official Vendor Agreement.
Who Can Apply
We welcome applications from:
- Artisan & retail businesses
- Food vendors & food trucks
- Nonprofit organizations
- Community partners
All vendors must align with our family-friendly, community-focused, and culturally respectful events.
Vendor Categories & Fees
Vendor fees vary by category and setup:
- Artisan / Retail Vendors – based on booth type
- Food Vendors / Food Trucks – based on truck size and setup
- Nonprofit Vendors – discounted nonprofit rates may apply
👉 Exact pricing is shown inside each event’s application form based on your selections.
Booth Space & What to Expect
- Standard booth size is 10 ft × 10 ft unless approved otherwise
- Vendors must bring their own tent, tables, chairs, and displays unless stated in writing
- Electricity, water, or special access is not guaranteed
- Booth locations are assigned by the event team and may change for safety or venue needs
- Booth sharing or subletting is not allowed without written approval
Food Vendors – Permits, Insurance & Compliance
Food vendors are responsible for all food-related compliance.
Food vendors must:
- Follow all local and state health regulations
- Obtain all required food permits and approvals
- Carry required liability insurance
- Submit a Certificate of Insurance (COI) if approved
📌 If approved, food vendors must submit a current COI naming:
- Fil-Am FEST Inc.
- The event venue (as instructed)
⚠️ Vendors are responsible for tracking permit and insurance deadlines.
Failure to submit required documents by the deadline may result in removal without refund.
Permit & Compliance Resources (General Guidance)
Permit requirements vary by location and event. Vendors are responsible for confirming requirements.
Common agencies include:
- Local or County Health Department (temporary food permits)
- Fire Marshal (cooking equipment, generators)
- City or County Business Licensing Office
📌 Event-specific instructions and links will be shared with approved vendors when available.
For more information on temporary food permit, visit or click: Fairfax County Website
Fairfax County Health Department – Food Permit Requirements
Product, Sales & Display Guidelines
To maintain quality and fairness:
- Products must be accurately represented
- Stock photos are not accepted for applications
- Real product, food, or booth photos are required
- No counterfeit, infringing, unsafe, or illegal items
- All displays and messaging must be family-friendly
Vendors are responsible for ensuring compliance with copyright, trademark, and sales tax laws.
Application, Approval & Payment Process
- Submit the vendor application online
- A required application deposit is submitted before review
- Applications are reviewed by the event team
- Approved vendors receive confirmation and payment instructions
- Remaining booth fees must be paid by the stated deadline
📌 Your spot is not secured until payment is received.
⚠️ Submitting an application does not guarantee acceptance.
Deposits, Cleanup & Site Responsibility
- A Clean-Up Compliance Deposit is required
- Vendors must leave their booth area clean, broom-clean, and free of waste
- Vendors must remove all trash, grease, liquids, and materials off-site
- Venue trash receptacles are not for vendor waste
📌 Deposit refunds are issued after post-event inspection if cleanup standards are met.
Failure to comply may result in deposit forfeiture and additional charges.
Setup, Event Hours & Breakdown
- Setup: Morning of the event (time provided to approved vendors)
- Event Hours: Must remain open for the full event duration
- Breakdown: Begins after the event ends
⚠️ Early teardown is not allowed.
Failure to check in or stay through the event may result in forfeiture of fees.
Vendor Conduct & Expectations
Vendors must:
- Maintain a clean, professional booth
- Be respectful to attendees, staff, volunteers, and other vendors
- Keep music and sound at reasonable levels
- Follow all event staff and venue instructions
The Organizer may require immediate correction of violations.
Serious or repeated violations may result in removal without refund.
Refunds & Cancellations (Summary)
- Vendor fees are non-refundable unless stated otherwise
- Refunds may be reduced or denied if promotional work has already occurred
- Late cancellations are typically non-refundable
- Replacement options may be considered at the Organizer’s discretion
📌 Full refund terms are detailed in the Vendor Agreement.
FAQs
Can I choose my booth location?
You may request preferences, but final placement is assigned.
Does submitting an application guarantee acceptance?
No. Submitting an application does not guarantee approval.
Applications are reviewed to ensure category balance, safety, compliance, and fit with the event.
How long does application review take?
Applications are typically reviewed within 7–10 business days after the required deposit is received and verified.
We may contact you if clarification is needed.
Is there a fee to apply?
Yes. A $50 application deposit is required to submit your application.
- If not approved, the $50 deposit is refunded
- If approved, the $50 becomes your Clean-Up Compliance Deposit
📌 Applications are reviewed only after deposit payment is received.
What is the Clean-Up Compliance Deposit?
The Clean-Up Compliance Deposit helps ensure vendor areas are left clean.
The deposit is refunded after the event if your booth area is:
- Clean
- Trash-free
- Undamaged
Refunds are processed within 10–15 business days after the event, if cleanup standards are met.
How much is the vendor booth fee?
Vendor booth fees vary based on:
- What you sell or provide
- Your setup type
- Safety and operational requirements
👉 Exact pricing is shown inside the application based on your selected category.
When is the booth fee due?
If approved, booth fees are due within 7 days of approval, unless stated otherwise.
📌 Your spot is not secured until payment is received.
Can vendor categories close early?
Yes. Some vendor categories may be limited or closed early to prevent oversaturation and maintain balance.