2026 SHF 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!

All spaces are 10' x 12'

10’ x 12’ - Space will be $60 for the entire festival timeframe regardless of attending 2 or 3 days. One day attendance is not allowed. Each additional space is $40. Non-Profit spaces will be free of charge with proof on 501c3 Status and may be smaller areas. Town of Romney fee is not included in the vendor fee. Please fill out and return town form with your application. The town fee is $10 per day or $25 per year. No campaign/political specific booths will be permitted.

Payment accepted: Online, cash, check or money order is accepted. If not completing application online please send payment and signed application to: Hampshire County Summer Harvest Festival PO Box 282 Springfield WV 26763 Only Cash payments can be submitted to the Town of Romney Office and must be turned in at time of application. All other forms of payment must be completed online or mailed to the above address. Checks are to be made out to: Hampshire County Summer Harvest Festival

Hampshire County Summer Harvest Festivals Rules and Guidelines

• All applications an payment MUST be received prior to July 15th for potential participation.

• Booth fees are due during the application process. Any unpaid applications will be deemed incomplete and will not be considered. There will be a $30 returned payment fee for any returned checks.

• 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.

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

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

• You are responsible for removing all trash, displays, equipment, vehicles and the like erected or placed on the premises at the end of an event. Anything left behind is subject to disposal.

• Only one like vendor (i.e. Scentsy, ColorStreet etc.) will be permitted on a first come first served basis. We will do our best to limit like arts and craft vendors and separate locations based on products. Photos are required of products and set-up to assist with this.

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

• This is an all-outdoor festival. No inside vendor spaces will be available. Festival is to be held rain or shine and regardless of temperature. No refunds will be given due to inclement weather.

BOOTH SPECIFICATIONS

• An assigned, single booth space measures 10’ x 12. You may reserve more than one space.

• Tents, tables, chairs and other equipment are NOT INCLUDED in the booth rental fee.

• You must provide your own tents, tables, chairs and other equipment.

• 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.

• If you request power (not guaranteed), you will be responsible for providing your own extension cord(s). We recommend bringing up to 150ft.

• Booth space includes display and storage, which cannot extend beyond the assigned space.

• Vendors are responsible for the cleanliness, safety, insurance and security of their property.

• A person must be present in your booth at all times.

• Loud, amplified music or other sounds, contraband, and dangerous objects are prohibited.

• Vehicles are not permitted in the vendor areas during festival hours. If a vehicle is brought in during unauthorized times the vendor will be asked to leave and not allowed to return for future festivals. We ask that all vendors unload their equipment and products and move their vehicle to a parking lot prior to setting up their booth space. Vehicle Space will be limited and this allows other vendors to be able to unload as well. Vehicles will not be allowed back into the festival area for tear down until 430pm on Sunday or 30 minutes after the completion of entertainment. No Exceptions! If you are removing your products for the evening they must be walked out of the area. Early setup and teardown are not allowed. If you leave early you will not be allowed to return the following year.

By signing this contract to participate as a vendor all parties acknowledge that the Hampshire County 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.