The 15th annual Stafford County Hartwood Days Festival & Agricultural Fair

HOW TO REGISTER

Registration is now done ONLINE using PayPal Click the Register button below for a Non-Food Vendor, which will take you to our interactive registration MAP, with a layout of the available booth spaces, and donation amounts. As our festival uses these registration donations to pay for Site Support & Marketihng as well as other needed Festival necessities, this donation is non-refundable. We are now in the Standard Registration period!! CLICK HERE to REGISTER (or to see the map layout)

Businesses or organizations that need a Letterhead Invitation/Request can request an official invite letter by contacting vendors @ hartwooddays.org (requires Adobe Reader)

As a last resort, you can Download a mailable Registration form HERE Mailed in registrations will be subject to spaces available in the donation range paid

Not sure whats going on?

Hopefully this page will help answer those and any other questions you may have, but if not you can always contact us with ANY other questions you may have. We'd LOVE for you to help us provide Hartwood Days with great activities, exhibits, games, music, and booths!

This is a GREAT opportunity to get your business or organization out in front, in front of the public. We hope to draw boys, girls, and their families from Northern Virginia, and all over! There are 3 ways your organization could participate, which are listed to the right --->

All types of participants should feel free to use whatever means you'd like, to include handouts, displays, interactive events, or activities (or all if you'd like) to provide the best experience to your audience. Of course, you would be able to decorate your area with promotional material, flyers, etc., as we know this will benefit your organization, and hopefully bring you more business or further your goals. Based on last year, we think that we could possibly expect around 5000 youth and their families.

Opportunities are also available to assist us in SITE SUPPORT if your company specializes in, or would like to assist us by sponsoring a needed service (porta-potties, trash receptacles)

The Stafford County Agricultural Fair & Hartwood Days Festival welcomes vendors who support the community, provides services or products that might be of interest to the Greater Stafford/Fredericksburg & Northern Virginia community. Before registering, please read the following standards regarding our vendor policy. Your registration constitutes your agreement to abide by these policies and the determinations of the staff.

VENDOR POLICIES

• Friday September 18th - 5:00 pm - 10:00 pm
• Saturday September 19th - 9:00 am - 5:00 pm (Vendors may, and are encouraged to stay later, until 10pm if they wish)
• Sunday (upper field ONLY) - 12 pm - 5pm
• There is NO rain-date - and while this is a rain or shine event, because we can NOT control the weather,
  • we are not responsible for the event being shut down due to SEVERE or DEADLY weather and public safety.
  • We are not responsible for any damaged goods due to weather
  • We can not refund vendor registrations due to weather

• Friday September 18th - 5:00 pm - 10:00 pm
• Saturday September 19th - 9:00 am - 10:00 pm
• Sunday 12 PM - 9 PM (Lower Lot is NOT available on Sunday!!)

3) Set up/Tear Down

Times - Friday, 0900 - 1600, Saturday 0130 - 0700 and tear down is ONLY AFTER 5PM on Saturday.
Break Down - Tear Down will require caution and attention to the surroundings if planning to leave PRIOR to Sunday. Vendors are authorized to leave on Saturday, however:

a.) There should be no tear down activity while the event is open to the public or is in progress and the public remains at the venue PRIOR to 5PM on Saturday! Vendors must remain up and attended until the 5:00pm. You may stay longer (rides will be open until 11:00) if you wish, but must stay open until at least 5pm.Vendors that begin tearing down their stations prior to the appointed time allowed on Saturday may not be invited to return next year. Emergency situations will be dealt with on a case by case basis.

b.) Vendors in the Lower Lot (asphalt) must be gone prior to Sunday morning at 8:00 a.m.

c.) IF breaking down between 5PM and 10PM on Saturday, please realize that patrons will still be walking around in the vendor areas, therefore vehicles will not be allowed into the Upper field OR Lower Lot to load equipment. Vendors wishing to load their equipment & product out will need to use the designated Vehicle loading and unloading area. BE ADVISED that this area will NOT be able to handle more than two vehicles at a time.

1. Times - Friday, 0900 - 1600, Saturday 0130 - 0700 and tear down is ONLY AFTER 5PM on Saturday.
   Break Down - Tear Down will require caution and attention to the surroundings if planning to leave PRIOR to Sunday. Vendors are authorized to leave on Saturday, however:

   a.) There should be no tear down activity while the event is open to the public or is in progress and the public remains at the venue PRIOR to 5PM on Saturday! Vendors must remain up and attended until the 5:00pm. You may stay longer (rides will be open until 11:00) if you wish, but must stay open until at least 5pm.Vendors that begin tearing down their stations prior to the appointed time allowed on Saturday may not be invited to return next year. Emergency situations will be dealt with on a case by case basis.

   b.) Vendors in the Lower Lot (asphalt) must be gone prior to Sunday morning at 8:00 a.m.

   c.) IF breaking down between 5PM and 10PM on Saturday, please realize that patrons will still be walking around in the vendor areas, therefore vehicles will not be allowed into the Upper field OR Lower Lot to load equipment. Vendors wishing to load their equipment & product out will need to use the designated Vehicle loading and unloading area. BE ADVISED that this area will NOT be able to handle more than two vehicles at a time.

2. Vehicles / Unloading/Loading
   a. Vehicles which will enter the field for unloading or loading MUST CHECK IN with the operations/registration crew and obtain permission to enter any event field.
   
   b. During hours we are open to the public we DO NOT WANT MOVING VEHICLES in areas where Patrons are.
   
   c. WEATHER PERMITTING Vendors may drive a vehicle or trailer next to the vendor area in order to unload. When finished, please park in the designated parking area.
   
   . . . . i. Vendor Vehicles will NOT be parked in the booth field, unless your vehicle is a part of your booth, and you have enough booth spaces to accommodate it.
   
   . . . .ii. Vehicles illegally parked in festival areas are subject to being towed at the owners expense.
   
   d. Prior approval is required for parking vehicles/trailers in the booth field as a part of your exhibit. All vehicles and tents must fit into designated spaces, so if you need 3 spots (2 for a vehicle, 1 for a tent), please plan & register accordingly. Car Dealerships please contact sponsor@hartwooddays.org for multi-car exhibits at the event.

4) Vendor spaces

• For food concessions - these Vendors apply through a different process. Please e-mail food@hartwooddays.org
• are either in the Upper Event Field - a grass field,
• or in the Lower Event Field, on Asphalt.
• will be marked with numbers corresponding to the map online. Each space is 10ft x 10ft. Due to space limitations, vendors should exceed their allotted space.

5) Vendors must provide their own tables, chairs, and/or display racks. Vendors are encouraged to bring a tent / awning or other items that will help with your display.

• In the Grass field you SHOULD steak your tent/awning into the ground, and
• on the asphalt we recommend you bring some sort of dead weight to tie your stake lines to (cinderblock, bricks, pail of sand, etc) to hold down your tent in the event of strong breeze's!

6) Electricity and Water are not available.

7) We encourage you to have an activity for children at your booth, however, as per our contract with our rides provider, all vendors are prohibited from offering similar game items or prizes such as carnival type plastic toys, vinyl inflatable
characters, midway type stuffed animals, novelty poster pictures, etc. are presented for sale or giveaway at this event. The 2 specific games that they will be bringing are

• "A prize every time dart balloon bust" game
• and the "Kids Fishing" game

8) Giveaways

• We allow your group to do giveaways or raffles.
• In respect of our food concessions, we ask that you do not give out free water, sodas or lunch items. Candy is a great option.
• The Health department has noted in the past that some vendors had food samples. They would like all vendors to know that if your booth has any food for sampling you are subject to the rules and regulations of the health department and are required to submit to them a permit.

9) Corporate sponsorship opportunities are available for vendors and include one 10×10 vendor space (additional space available). See sponsorship page for details.

10) There will be no live animal sales allowed. This would include but is not limited to guardian livestock dogs, llamas, donkeys, rabbits, etc. You may bring literature/pictures about sales opportunities, but no actual animals can be sold at the event.

11) Vendors are responsible for/will have their own insurance and Vendors must list the Stafford County Ag Fair and Hartwood Days Festival as additional insured on any policy related to their participation in this event. Vendors are responsible for collecting and paying any tax as required by County or State law.

12) All applications are subject to approval by the SCHDF board of directors.

13) Registrations consist of a Non-Refundable booth donation providing a 10'x10' space for a 2 day period of Friday 18 SEP 2013- Saturday 19 SEP 2015.

14) Directions: (From I-95) Exit 133: US-17 N/Warrenton Rd - Continue on Warrenton Rd. for 6 miles - Turn right onto Hartwood Road (light) - Travel ¼ mile. Turn left into parking lot across from school. You can also use our Directions gizmo on the main page!

Map Color Codes

HPC Campus

Stewart Jones Historic Preservation Area

Event Field

Parking

View Hartwood Festival Grounds in a larger map