Rules and Regulations

EVENT INFORMATION

  • Hanover County reserves the right to refuse the approval of a vendor application.
  • The Hanover Tomato Festival is a rain or shine event. NO REFUNDS will be made in the event of rain. If weather is severe, Hanover County will make the decision whether or not to continue the Festival.
  • NO REFUNDS will be issued after June 1, 2019. 
  • The Festival assumes no responsibility for loss of product during the Festival or if the vendor chooses to set up their booth the night before the event. The Hanover Sheriff’s Office will close access and monitor the event area from 8:00 PM on Friday until 5:30AM on Saturday.
  • A maximum of 3 parking passes per booth space will be issued. Passes must be displayed to access the designated vendor parking areas. Failure to display your parking pass will result in being directed to the general parking area. Please note: If you have individuals dropping items off for you, they will need to have a parking pass to access the vendor parking areas as well. (No exceptions)
  • Vehicular field access for booth supply drop off/unloading and loading is prohibited.
Friday, July 12:
▪  There will be designated “load in zones” on the perimeter of the event field.
▪  Vendors are responsible for carting items from these zones to your booth space. (Approximate distance is 250-300 ft.)
Access to cart service is included in the Premium Booth rental 
Saturday, July 13:
▪  "Load In" zones are NOT open
▪  Vendors will be required to park in the designated parking areas and cart items to your vendor space. (Approximate distance is 475-750 ft.)
▪  “Load out" zones on the perimeter of the event field will be made available for vehicle access starting at approximately 4:30 p.m. (Time subject to change based on event crowd.)
Access to cart service is provided to Premium booth rentals and will begin at 4:30PM.  

  • Vendors must remain set up and man their booth through the entire event which concludes at 4:00 PM.
  • Vendors are prohibited from using the Hanover Tomato Festival name and logo.
  • The consumption and selling of alcoholic beverages are prohibited in the park. Failure to adhere to this rule will result in the removal of the vendor from the Festival area with no refund.
  • The participating vendor shall comply with all state, federal, and local laws, rules, ordinances, and regulations during the Festival. Failure to do so will result in the removal of the vendor from the Festival premises with no refund.
  • If you are a vendor selling food items and/or providing food samples, you must complete a Temporary Food Establishment Permit Application from the Hanover Health Department. 

VENDOR CHECK IN INFORMATION



Check In Options: 
Vendors must "check in" to receive the required parking passes. If you are a vendor that is not in the Hanover/Richmond or surrounding area, you may request to have your parking passes mailed to you.  You must submit this request via email to [email protected] by June 14, 2019.  Passes will be mailed on June 17th only. 

Location: 
Pole Green Park Office, 8996 Pole Green Park Lane, Mechanicsville, 23111

Early Check In Dates & Times:   
Monday & Tuesday - July 8th & 9th from 9:00 AM-5:00 PM
Wednesday & Thursday - July 10th & 11th from 5:00 PM-7:00 PM
                                                                                                                                             
Event Day Check In: 
Friday, July 13  / 9:00 AM - 4:00 PM -OR-5:30 PM-8:00 PM at the Event Information Tent (final opportunity to pick up parking passes)

Event Day Check In: Saturday, July 14 / 6:00 AM - 8:00 AM/ Parking passes are not available.



VENDOR BOOTH INFORMATION



Artisan, Commercial, Non-Profit, Political Party, Government Agency Vendors

      • Each vendor will be provided with a booth space of approximately 15’ x 15’.
      • All tents, chairs, tables, and items for sale etc. are the responsibility of the vendor, unless purchased at the time of application.
      • All personnel must remain within the vendor’s space, informational flyers and brochures must be distributed within the vendor’s space.
      • No roving vendors are permitted. All storage must be kept within vendor’s operating space. All walkways must remain clear at all times.
      • Electrical access is not available.
      • Generators are not permitted. 
      • Vendors are required to provide a complete list of all items to be sold and/or services/activities to be conducted at their booth. Vendors will not be permitted to sell items, provide services or conduct activities that are not pre-approved.
      • For franchise businesses, only one representative per franchise is permitted. Vendors will be accepted on a first come, first served basis.
      • Raffles are prohibited during the event. The selling of flea market items is also prohibited.
      • Access to water is not provided.
      • Tents MUST be securely weighted down, or you will be asked to remove them. Staking of tents is strictly prohibited.
      • Vendors are responsible for the collection and removal of their own trash from the Festival premises. Failure to do so may result in a fine and/or denial in future participation in the Hanover Tomato Festival.
      • If you are selling food items and/or providing food samples, a Health and/or Agricultural Department permit is required for all food related sales.
        • All vendors selling food must fill out an application with the Virginia Health Department for a temporary permit application.
        • Vendors who have an Agricultural Inspection must apply and send a copy of their latest inspection with their application.
        • For specific questions, please call the Chickahominy Health Department at (804) 365-4313 and fax number is (804) 365-4361.
        • All applications must be submitted to the Health Department no later than June 7, 2019.
        • The Health Department will receive a list of vendors selling any type of food item (salsa, honey, bread, etc.).
        • Vendors selling/sampling food items must be available for inspection by the Health Inspector the day of the event. No sampling until approved.


Full Menu and Specialty Food Vendors

      • Each vendor will be provided with a booth space of approximately 20’ x 20’.
      • All tents, chairs, tables, and items for sale etc. are the responsibility of the vendor.
      • All personnel must remain within the vendor’s space, informational flyers and brochures must be distributed within the vendor’s space.
      • No roving vendors are permitted. All walkways must remain clear at all times.
      • Generators are permitted. The make and model information must be provided at the time of application. The vendor must supply grounded electrical cords in good condition.
      • Vendors are required to provide a complete menu at the time of application and will not be permitted to sell items that are not approved. 
Full Menu Vendors
Must feature a minimum of three (3) unique food items featuring the signature Hanover Tomato (Tomato pie, BLT’s, Fried Green Tomatoes, Salsa, etc.).  Placement in the festival is contingent on the quantity and uniqueness of your Hanover Tomato cuisine. 
Unlimited food options and (non-alcoholic) beverage options

Specialty Food
Vendors
Limit one (1) specific menu item
and up to three (3) (non-alcoholic) beverage options

      • Access to potable water is provided.
      • Bagged ice will be available for purchase (three (3) 10 lb. bags for $10 - cash only).
      • Tents MUST be securely weighted down, or you will be asked to remove them. Staking of tents is strictly prohibited.
      • Vendors are responsible for the collection and removal of their own trash from the Festival premises. Failure to do so may result in a fine and/or denial in future participation in the Hanover Tomato Festival.
      • Health and/or Agricultural Department permit is required for all Food related sales.
        • All vendors selling food must fill out an application with the Virginia Health Department for a temporary permit application.
        • For specific questions, please call the Chickahominy Health Department at (804) 365-4313 and fax number is (804) 365-4361.
        • All applications must be submitted to the Health Department no later than June 7, 2019.
        • Vendors selling/sampling food items must be available for inspection by the Health Inspector the day of the event.
        • Vendors that have successfully completed the Chickahominy Health District Food Safety Certification course are permitted to begin food preparation before inspection, only if those who have taken the course are present.
      • Inspections by the Hanover County Fire Marshall’s Office and Virginia Department of Health will be conducted on the event day. No sales allowed until approved. Please read carefully the Virginia Department of Health and Hanover County Fire Marshall requirements.
      • Refunds will not be issued for failure to pass inspection and/or removal form the event.
      • Trash dumpsters, grey water and oil disposal tanks will be will be located on site and available for your use.
      • You will have vehicle access to your vendor space and will be permitted to have a limited number of supply vehicles parked near your vendor space. 

MaterFUN Zone

      • Each MaterFUN zone participant will be provided with a booth space of approximately 20’ x 20’ space.
      • All tents, chairs, tables and items needed for approved activity are the responsibility of the vendor, unless purchased at the time of application.
      • All personnel must remain within the vendor’s space, informational flyers and brochures must be distributed within the vendor’s space. All on-site storage must be kept within vendor’s operating space. All walkways must remain clear at all times.
      • Limited electrical access available.
      • Generators are not permitted. 
      • MaterFUN zone participants are required to provide a complete list of services/activities to be conducted at their booth when applying. Vendors will not be permitted to sell items, provide services or conduct activities that are not approved.
      • Raffles are prohibited during the event. The selling of flea market items is also prohibited.
      • Access to water is not provided.
      • Tents MUST be securely weighted down or you will be asked to remove them. Staking of tents is strictly prohibited.
      • Vendors are responsible for the collection and removal of their own trash from the festival premises. Failure to do so may result in a fine and/or denial in future participation in the Hanover Tomato Festival.
The Vendor hereby releases and agrees to indemnify and save harmless Hanover County and their employees and representatives from any and all claims of any nature for injury or loss that may result from participation or preparation for participation in the Hanover Tomato Festival. The vendor hereby fully consents to allow Hanover County Parks and Recreation to use photographs taken during this event for publicity purposes. The vendor fully consents to emergency medical care rendered by competent personnel or hospitals should such attention become necessary during the Festival. 
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