By submitting an application, and acknowledge by signature below, the vendor agrees to abide by the following rules and regulations.
Electricity and Water: PRCS does not provide access to electric outlets, water faucets or hookups to any water supply.
Generators or Power: PRCS does not provide access to power or generators for any vendors. All generators must be inverter generators. The events team will make the sole determination regarding any noise that causes a disruption to the event. Any vendor determined to cause a disruption due to generator noise will be asked to leave immediately, without refund.
Tents: Vendors are responsible for providing their own tents, based on approval from PRCS. Any tents provided must have flame-resistant treatment and vendors are responsible for providing a fire extinguisher in accordance with Loudoun County Fire Marshal regulations. Vendors are solely responsible for securing tents to the ground with weights, sandbags or water barrels. Ground-stakes are not permitted. Properly securing your tent is required in order to participate. If your tent is not properly secured, you may be asked to remove it.
Trash: Several large trash receptacles will be provided by PRCS throughout the event area. Vendors are asked to provide trash bags and additional trash receptacles in their space to ensure the proper disposal of all trash. Vendors are responsible for removing their trash or placing trash in dumpsters located in event area.
Permitting: All vendors must comply with any rules, regulations or permitting required from any Loudoun County agencies, including Loudoun County Fire Marshal's Office and Loudoun County Health Department codes. No refunds will be given due to failure to comply with any codes. Any other Loudoun County permitting that may be required for the vendor setup is the sole responsibility of the vendor. All food trucks are required to have wheel chocks to prevent the vehicle from moving.
Certificate of Insurance: Vendors may be required to provide a copy of their Certificate of Insurance (COI) to participate at PRCS Events. Event Coordinators will communicate this requirement upon receipt of the signed PRCS Vendor Agreement. PRCS encourages all vendors to provide their COI as part of the PRCS Vendor Agreement submission. All COIs must list County of Loudoun as the additional insured at a minimum $1,000,000.00 (one million) general liability policy. The insured address can be listed as 1 Harrison Street, PO BOX 7000, Leesburg, VA 20177-7000. The County of Loudoun is deemed harmless and not responsible for any and all liability arising from your participation at the event.
Hold Harmless: The Vendor shall, indemnify, defend, and hold harmless the County from loss from all suits, actions, or claims of any kind brought as a consequence of any act or omission by the Vendor. For purposes of this paragraph, "County" and "Vendor" includes their employees, officials, agents, and representatives. "Vendor" also includes subcontractors and suppliers to the Vendor. The word "defend means to provide legal counsel for the County or to reimburse the County for its attorneys' fees and costs related to the claim. This section shall survive the Agreement. The County is prohibited from indemnifying Vendor and/or any other third parties.
Sales Tax: When applicable, Virginia Sales Tax is to be collected by the vendor and reported to: The Commonwealth of Virginia Department of Taxation, P.O. Box 1103, Richmond VA 23208. All vendors are responsible for reporting all applicable Virginia sales tax.
Vendor Rules and Expectations: Vendors and their staff must exhibit professional behavior while at the event site. PRCS staff reserves the right, in its sole discretion, to determine what constitutes professional behavior. Violation of this rule will result in the vendor, their staff, volunteers and exhibits being excluded from the event site with no refund. This may impact acceptance at future PRCS events. Vendors are not to bring pets to the event. Vendors may not sublet any portion of their space to another vendor. No microphones or noisemakers may be used at the event without the permission of PRCS.
Event Cancellation: PRCS has the sole right to cancel the event for any reason. Any vendors committed to the date that is canceled will receive a full refund of their payment or can apply their vendor payment to the rescheduled event date. Should vendors opt to receive a refund, they will NOT be automatically guaranteed a spot at the rescheduled event date. PRCS holds the sole discretion to remove the opportunity for vendors based on the regulations from the State of Virginia COVID-19 mitigation measures at any point. If changes are made between the time the application is completed and the event, PRCS will notify the vendors and refund the full deposit.
Refund Policy: Any vendors that are not selected for any reason will be refunded their vendor fee in full. Should a confirmed vendor cancel, no refunds will be given for any reason.
Participation Criteria: Applicants will be selected based on the need for a diversity of products and services for the event. All vendors will receive confirmation via email from PRCS if selected as a vendor for this event.
Reasonable Accomodations
If you require reasonable accommodations in order to participate in the event, please contact the PRCS Special Events team at prcsevents@loudoun.gov. Three business days advance notice is requested.