2026 SHF Food Vendor Application

Important Vendor Application Notice

Submitting this application does not guarantee acceptance into this year’s Summer Harvest Festival. All applications will be reviewed by our vendor management team.

If your application is approved, you will be contacted directly with next steps. Once accepted, an invoice will be sent to you. Your vendor space will only be secured once full payment is received.

Please note: In addition to payment, all required permits, licenses, and supporting documentation must also be submitted and approved before your participation is confirmed.

We appreciate your interest in being part of this exciting event and look forward to working with you!

Limited electricity will be available on a first requested basis. You will be responsible for providing your own extension cord(s). Plan on at least 150 ft of cord. Generators are allowed.

Vendor Fee: $150.00 (This fee must be paid before we assign you a space at the event).

Please Remit: Online Payment, Check/ Money Order or Cash (cash can be submitted to the Town of Romney office). All payments must be received before July 15th.

Summer Harvest Festival

PO Box 282

Springfield, WV 26763

Along with fee please send:

• Proof of General Liability Insurance (must have a Certificate of Liability Insurance) Example attached

• Food Handlers Permits for each employee

• Town of Romney Vendor Permit (form is attached)

• Health Department Permit (have Derrick at the Health Dept let me know when your application has been submitted) The form is attached. 16189 North Western Turnpike, Augusta, WV 26704. 304-496-9641

• Picture of setup/menu.

There are guidelines this year that need to be met before assigning you a vendor spot’

1. The Certificate of Liability Insurance must have the Summer Harvest Festival Listed in the Name and Address of Certificate Holder Box) Bottom Left. Your insurance company will know what you are needed.

2. The festival will start on Friday (July 31, 2026) 11AM and runs thru Sunday (August 2, 2025) 4pm. You need to be set up and ready for business at all times. Festival hours are as follows: *July 31, 2026 Friday 11am till 8 pm

   *August 1, 2026 Sat. 9am till 5pm (you have the option to stay open longer if you wish)

   *August 2, 2026 Sun 10am till 4pm

3. All applications and payment must be received on or before July 15th 2025. First come first placed in spaces.

4. All paperwork must be submitted (town vendor permit, health dept, food handler, certificate of liability) Before July 30th 2026. There will be no exception on the certificate of liability insurance this year.

   Liability Insurance is not required for non-profits.

Space for Food Vendors Specifications

• All products/services for sale must be the same products indicated in your application. Any items not listed may be required to be removed.

• An email with an event map, set up time and load in/out logistics will be sent out via email on the Wednesday prior to the event. Early tear down is not allowed. Please wait until 4pm on Sunday.

• Unruly behavior (included but not limited to intoxication, verbal abuse or threatening behavior) will not be tolerated and are cause for immediate removal from the grounds.

• All vendors must provide their own trash receptacle within their space. Festival trash cans are not to be used by Food Vendors. You are responsible for removing all trash at the end of each day and as needed. Please put your trash in the dumpster provided at the back of the food court or the town truck in the parking lot by the fire station. All items must be removed at the end of the event. Anything left behind is subjected to disposal.

• The Event Board will have sole discretion to approve or reject an application. All items to be sold are subjected to approval by the Event Board.

• You must provide your own tent, tables, chairs and any other equipment. Equipment items are not included in space rental.

• All tents must be weighted and all equipment in good working order. If an item could potentially cause a safety hazard you may be asked to disassemble the item and remove it.

• We recommend that you bring a generator. We will do our best to get electricity for you.

• Vendors are responsible for the cleanliness, safety, insurance and security of your property. The event is not responsible or liable for any property.

• You must be present at all times. No leaving your food booth unattended.

• Vehicles are only allowed in the food court area before the event begins or at the end of the day if safe to do so. Please unload and move the vehicle to a parking lot asap.

Vendor fees are non-refundable. The Festival being canceled by the event committee is the only way vendor fees will be refunded.

By signing this contract to participate as a vendor all parties acknowledge that the Hampshire County Summer Harvest Festival, the West Virginia School for the Deaf and Blind, the Town of Romney and/or any persons affiliated with this event will not be held responsible for theft, loss, and/or damage to any property or liable for injury to any participant. Each vendor is responsible for adhering to all rules set forth in this agreement.