We welcome all of our vendors, both returning and new. To make your participation in the Ashland Strawberry Faire go as smoothly and painlessly as possible, we ask you to read all the documentation before you begin the application process. This will avoid permit delays and unnecessary confusion!
We no longer accept paper applications. You must submit your application online and payment will be processed via Paypal. A Paypal account is not required, you may use a credit card within Paypal’s secure gateway.
Vendors may apply starting in early January.
APPLICATIONS can be entered on the website from January until May. After January 1, spaces are reserved on a first come, first served basis. Policy and price changes are made from June until December.
Deadline for Advertising – Applications received after MAY 15th will not be guaranteed printed advertising, booth placement choices will be limited.
APPLICATIONS will be reviewed and approved by the Strawberry Faire Committee when COMPLETED with information and payments; including electrical fees for food groups ONLY. If you do not receive an automated e-mail confirmation immediately after you submit, than we have not received your application. We have a NO REFUND POLICY so please carefully follow the guidelines of the Faire. If for any reason we cannot accept your application, you will be notified at that time and fees may be returned (less the administrative fee). Our goal is to post booth numbers by mid-May.
Booth fees increased April 15. Please ADD $25 per 10×10 to fees below.
|Vendor||10×10 Booth||10×20 Booth||10×30 Booth||10×40 Booth|
|Arts & Crafts||$100||$200||$300||$400|
|Non-Profit (no sales)*||$25||—||—||—|
|Ashland/Hanover Business (ad only)||$100||—||—||—|
|Ashland/Hanover Business (sales)||$125||$250||$375||$500|
|Commercial Food Vendor**||$175||$300||$425||$550|
Arts & Crafts
Arts or crafts vendors selling hand crafted items made by you. Booths located in ARTS ALLEY.
*Non-Profit Organization (no sales)
10×10 Booth: Volunteering for 2 hours (no fee)
10×10 Booth: Not Volunteering ($25)
10×10 Booth: Animal Adoption or Exhibition (no fee)
Non-Profits with 501(c)3 status (number required), providing information only–no selling products or soliciting funds. By volunteering 2 hours of your time to the Faire, your organization will not be charged a fee. If you cannot provide volunteers, you will be charged a $25 processing fee prior to April 15. After April 15, the processing fee is $50. Booths located in ARTS ALLEY.
Non-Profit Organization (sales)
Non-Profits with 501(c)3 status (number required), who are selling products, food or soliciting funds and are staffed by organization volunteers. Booths located in ARTS ALLEY.
Government services providing information only; not selling products or soliciting funds. Limit 1 booth.
Distribution of flyers, promotional materials and such are limited to within the assigned vendor booth space. Staff and volunteers must remain within the approved vendor’s space. Limit 1 booth.
Ashland/Hanover Businesses (advertising only)
Hanover businesses only, who wish to ADVERTISE their product or services. Booths located in ASHLAND ALLEY or the HANOVER HOME-SHOW. Distribution of flyers, promotional materials and such are limited to within the assigned vendor booth space. Staff and volunteers must remain within the approved vendor’s space.
Ashland/Hanover Businesses (sales)
Hanover businesses only, who wish to SELL their product or services. Booths are located in ASHLAND ALLEY or the HANOVER HOME-SHOW parts of the Faire. Distribution of flyers, promotional materials and such are limited to within the assigned vendor booth space. Staff and volunteers must remain within the approved vendor’s space.
COMMERCIAL FOOD Vendor (in partnership with a Non-Profit)
Commercial vendor providing food in partnership with a Non-Profit with 501(c)3 status (number required). Volunteers from the non-profit are required to participate in the work of the booth and a percentage of the profits must be donated to the non-profit organization.
**Larger booth sizes available for COMMERCIAL FOOD Vendors.
VENDOR CHECK LIST – Please read and print for specifics of what vendors need to provide; ie tables, tents, etc.
DUPLICATES – the Faire Committee cannot prevent duplication of Arts and Crafts products. We only permit one of the exact business (i.e., Tupperware and 31 Gifts). Please note your products and we will do our best to keep similar booths separated. The large attendance generally compensates for duplication.
NOT REQUIRED TO SEND IN – Building permits, insurance certificates, tax forms. Each group shall be responsible for the removal of any structure built by the organization for the Faire. Each vendor is responsible for collecting money and taxes themselves. A copy of the ST50VATax form is on our website.
HEALTH DEPARTMENT PERMITS – are required for all FOOD SALES. The Faire committee sends a list of the VENDORS SELLING ANY TYPE OF FOODS (honey to hamburgers) to the Health Department prior to the event . If vendors are selling any food products, even if you have an Agricultural Permit, please contact the Health Department and/or call 365-4343 for a temporary permit application. All applications must be submitted to the Health Department 10 WORKING DAYS or 2 WEEKS prior to the Faire. Food vendors must be available for inspection of their equipment by the Health Inspector between 7:00-9:00 am on the day of the Faire.
FIRE MARSHAL INSPECTION – FOR FOOD VENDORS ONLY. Read this important Memo from the Hanover Fire Marshal about requirements for Cooking Tents, Canopies and Membrane Structures. Food vendors must be available for inspection of their site by the Fire Marshal by 7:00 am the day of the Faire, unless otherwise notified by them.
ELECTRICITY – FOR FOOD VENDORS ONLY. Connection can be arranged by the Faire for 120 v/20 amp or 240/30 amp. Vendors are required to pay electrical fees, supply all cords for hook up in our 200 AMP panel (12 gauge wire or more), and grounding prongs on electrical appliances that comply with manufacturers recommendations. NEW-Generators are only allowed in the FOOD AREAS at the Faire–due to noise, smell, cords, and space limitations, per fire and safety requirements.
DIRTY WATER AND OIL – Receptacles are provided; no liquids may poured on the grass, streets, or in the storm drains.
TRASH/RECYCLING – To facilitate cleanup, each vendor shall delegate one person to be responsible for periodic policing of the grounds during and after the Faire hours. Groups will be responsible for providing their own trash cans. Take your trash to the town dumpsters and recycling containers throughout the day. Please remember that we are guests of Randolph-Macon College and help us make this a Green Faire.
NO carnival rides, NO riding bikes, or NO skateboards are permitted on the Faire site.
DOGS are allowed as long as they are short leashed and controlled at all times. Note, there will be large crowds, various other animals, and no public facilities for water. ASPCA and other groups will be on site if you are interested in adoption.
BOOTHS LOCATIONS – shall be determined by the Committee. If you note your preference in your application before April 15th, we can accommodate requests most of the time!
ARTS ALLEYS – The Arts, Crafts, and Non-Profit vendors will be profiled on two full streets, College Avenue and north end of Henry Street.
ASHLAND ALLEY – “Shop Locally,” enjoy a taste of Ashland businesses in one area of the Faire, on the south end of Henry Street. Watch for give-a-ways, coupons, and super sales!
HANOVER HOME-SHOW – Hanover businesses will be located at the entrance by the R-MC gyms and athletic fields on E. Patrick Street. Look for great local entrepreneurs and friendly faces!
SETUP any time Friday after 12:00pm through Saturday 8:00am.
The Faire staff will be available Friday 12:00pm–9:00pm and Saturday 5:00am–8:00am. BOOTH & CAR TAGS must be picked up at the “Vendor Check In” (corner of Henry and Patrick Streets). Posting booth tag is required for Emergency Services. The roads will be closed at 8:00am on Faire Day. The Faire officially opens at 10:00am, but sales usually begin as early as 8:00am. PARKING on or near campus is first come first serve, but it is usually pretty easy because the students are mostly gone! Roads will open for CLEAN UP Saturday from 5:00pm to 7:00pm.
Tents are recommended, due to possible rain and/or heat. Tents will need to be anchored with buckets of sand, cement, or cement blocks. The Vendor Check List and the 2017 Faire Map are available. Please review Faire regulations and applications for additional information.
Times To Remember:
12:00pm–9:00pm – CHECK IN at Vendor Check In (corner of Henry & Patrick Streets). Avoid lines! Check in Friday to pick up BOOTH & CAR TAGS–this serves as “quick entry” on Faire Day.
5:00am-8:00am – CHECK IN at Vendor Check In. Pick up BOOTH & CAR TAGS (required for emergency services)
7:00am–9:00am – Food Vendors: Health Dept/Fire Marshal Inspection. No sales allowed until approved
8:00am – Faire grounds closed to vehicles. Unofficial sales begin at this time–locals come early
10:00am–5:00pm – FAIRE OPEN
10:00am–11:00am – Strawberry Food Judging and Arts & Crafts Booth Judging
5:00pm-7:00pm – Roads OPEN for vendor vehicles
Things to Bring:
- Products, price lists, and prices marked on merchandise (NOTE: Every item does not need a price. For example, “jewelry in this tray”- $5.00).
- Tent (recommended for heat/precipitation), tables and chairs. Anchor tents with buckets of sand, cement or cement blocks.
- Most booths are accessible from back side. Set up within clearly marked booth numbers.
- Cash box, receipts, and/or business cards.
- Inventory to accommodate a large crowd (estimates 10-40,000).
- Food Groups: bring trashcans, bags, and extension cords.
Required to Post at Booth:
- Official BOOTH TAG with organization name and number(s)
- Food Vendors: Certificate/License/Permit from Health Dept and/or Dept of Agriculture; Menu and Food Prices
Responsibilities – We are guests of Randolph-Macon College:
- Total clean up—trash/recycling placed in dumpsters.
- Total removal of trays, containers, grease, roofing tarps, pallets, etc. at end of Faire. Note: If you or your workers do not clean up your space, you will be assessed a $250 fine.
- The Faire is held rain or shine–plan accordingly to prepare for the elements!
- A security officer will be on duty Friday night. If you set up any aspect of your booth (i.e., tents, poles, signs, and/or merchandise) on Friday, the Ashland Strawberry Faire does not assume responsibility for your possessions.
Our Food Vendor area is officially closed for the June 3, 2017 Faire.
All Food vendors that are cooking, preparing and dispensing food on site in a temporary set up (under a tent) OR has a mobile unit, must fill out the All Vendors Preparing & Selling Food Application” and contact the Health Department by May 1.
- If a food vendor has a mobile unit permitted by the Health Department, please submit a copy of your mobile unit permit to the Health Department. The Health Department may or may not conduct an inspection depending on your inspection status. If the mobile unit is from out of state, the Health Department will conduct an inspection and issue a permit to operate in Virginia.
- For vendors providing samples of products they make or sell, such as dips, spread, baked goods, etc., the Health Department asks that you contact them to discuss your operation, the foods to be sampled and permit and/or inspection status.
HEALTH DEPARTMENT PERMITS are required for ALL FOOD SALES. The Faire committee sends a list of the VENDORS SELLING ANY TYPE OF FOODS (honey to hamburgers) to the Health Department prior to the event . If vendors are selling any food products, even if you have an Agricultural Permit, please contact the Health Department to obtain the Temporary Food Establishment Permit to display on your booth. Mail or e-mail it to Hannah Crew, Food Safety Technical Consultant, Chickahominy Health District, Virginia Department of Health, 12312 Washington Highway, Ashland, VA 23005, Phone: 804-365-4342, Fax: 804-365-4363. All applications must be submitted to the Health Department 10 WORKING DAYS or 2 WEEKS prior to the Faire. Food vendors must be available for inspection of their equipment by the Health Inspector between 7:00 – 9:00am on the day of the Faire.
FIRE MARSHALL REQUIREMENTS – Read this important Memo from the Hanover Fire Marshal about requirements for Cooking Tents, Canopies and Membrane Structures. Food vendors must be available for inspection of their site by the Fire Marshal by 7:00 am the day of the Faire, unless otherwise notified by them.
ELECTRICITY is available for food vendors only. Connection can be arranged by the Faire for 120 v/20 amp or 240/30 amp. Vendors are required to pay electrical fees, supply all cords for hook up in our 200 AMP panel (12 gauge wire or more), and grounding prongs on electrical appliances that comply with manufacturers recommendations. NEW- Generators are only allowed in the FOOD AREAS at the Faire; due to noise, smell, cords, and space limitations, per fire and safety requirements.
STRAWBERRY FOODS AND BEVERAGES are highly recommended and encouraged. If you wish to be judged, please fill out an APPLICATION at the Vendor Check-In. Food judging will take place between 10:00am–11:00pm. Prizes will be awarded on: 1. Strawberry Taste, 2. Taste, 3. Taste, 4. Visual appeal, and 5. Originality.
Cash prizes will be awarded in the following amounts:
- 1st – $75.00
- 2nd – $50.00
- 3rd – $25.00
Vendors must enter the Faire from the North. From Route 1, turn onto Archie Cannon Drive and then take your first left onto Henry Street. Continue on Henry Street to the intersection with Patrick Street.
Questions? Drop us an email or call our vendor information number (804)-614-5655.