Vendor Terms and Conditions

Please read the Terms and Conditions listed below:

FESTIVAL DATES

The 2024 dates of the Neptune Festival Boardwalk Weekend are September 27-29, 2024.
Boardwalk Weekend hours are:
Friday, September 27, 2024: 12:00pm – 11:00pm
Saturday, September 28, 2024: 10:00am – 11:00pm
Sunday, September 29, 2024: 10:00am – 6:00pm

NEPTUNE FESTIVAL INCLEMENT WEATHER POLICY

This festival is generally a rain or shine event. Every reasonable effort will be made to conduct the Virginia Beach Neptune Festival Boardwalk Weekend as scheduled. Festival management, in coordination with municipal and weather officials and resources will closely monitor weather conditions before and during events. If circumstances exist or develop that in the opinion of Festival management would present serious hazards to life or property, Festival events including Boardwalk Weekend (in whole or in part) may be adjusted or cancelled at the sole discretion of Festival management. If Boardwalk Weekend, in its entirety, is cancelled prior to Thursday, September 26, site fees will be fully refunded.

ASSIGNED LOCATIONS / FEES

  1. All concessions will be located at the discretion of the Vendor Committee.
  2. Concessions will be set up in three size categories. Vendors may request the size category of choice. Concessions will be placed according to product, product pricing, past Festival history and return date of all completed application forms to the Festival office. Appearance and size of self-contained units will also be a deciding factor. NO CONCESSION LOCATION IS GUARANTEED IN THE SIZE REQUESTED. The placement of concessions will be at the discretion of the Director of Operations and Production.
  3. If accepted, you must submit a non-refundable 50% deposit within 30 days of notification or date noted, whichever comes first.

TENTS

  1. If you are furnishing your own tent, YOU MUST INCLUDE A COPY OF THE FLAME RETARDANT CERTIFICATE that properly identifies the tent you will be using. This also applies to vendors with structures that contain any fabric attachments. Flame retardant information must also be displayed on tent and fabric attachments. It is suggested that you have sidewalls on your tent for better security.

SERVICE REQUIREMENTS (ELECTRICAL & WATER)

  1. Electrical and water hookup may not be available at your assigned location prior to Friday, September 27th. If you MUST HAVE power earlier than Friday, you must specify those needs on the Vendor/Sponsor Information Form. The Vendor/Sponsor Information Form must be completed in its entirety. Failure to do so may delay the processing of your application. Please review all your equipment and completely identify the electrical requirements.
  2. All equipment, electrical or otherwise, must meet or exceed all Health and Safety standards.

HEALTH REGULATIONS (IF YOU HAVE ANY QUESTIONS CALL: ANDREA SCAHILL @ 757-518-2739)

  1. Health Permit: All food vendors are REQUIRED to file a temporary restaurant permit request with the Virginia Beach Department of Health PRIOR to the Festival. No vendor will be allowed to begin operations without a permit and without on-site clearance by a Health Inspector. Any vendor not in compliance with the rules and regulations of the Health Department at any time prior to or during the Festival will be subject to removal from the Festival.
  2. Ground Cover: In accordance with the City of Virginia Beach, Oceanfront Parks Policies and Procedures Manual, Section VII, Vendors, I: “The applicant shall ensure all vendors furnish some type of ground cover for their booth space in accordance with the Health Department’s requirement and that they maintain a neat and orderly concession area”. IMPORTANT NOTE: ALL FOOD VENDORS SITUATED ON THE BOARDWALK MUST PROVIDE IMPERMEABLE GROUND COVER
  3. Compliance with Health Department regulations: Operations that are listed by the Virginia Beach Health District as having a critical violation during the inspection of their operation will not be invited to return to the Virginia Beach Neptune Festival.

FIRE REGULATIONS (IF YOU HAVE ANY QUESTIONS CALL: FIRE MARSHAL’S OFFICE @ 757-385-4228)
All vendors are required to comply with the fire safety regulations set forth by the Virginia Beach Fire Department. Questions should be addressed to the Fire Marshal’s office.

LICENSES (IF YOU HAVE ANY QUESTIONS CALL: COMMISSIONER OF THE REVENUE @ 757-385-4515)

  1. All Neptune Festival commercial vendors must operate under a City of Virginia Beach business license. If you do not currently hold a valid Virginia Beach business license, you may apply for a temporary license with the City of Virginia Beach. If you hold a current Virginia Beach business license, please send a copy by email to vendor@neptunefestival.com or by fax to (757) 498-1355.
  2. All taxes from previous years’ festivals MUST have been paid before you can be accepted into this year’s festival.

PRODUCTS / SERVICES

  1. The vendor is required to submit a complete list of the products and/or services along with pricing that will be provided at the festival with this application. List must be attached as a .doc, .txt .jpeg, .pdf, or .xls file
  2. The Festival reserves the right to deny the sale of certain products and/or merchandise.
  3. Applications must include a photograph clearly showing the entire operation.
  4. All food vendors are required to participate in the Volunteer Voucher Program in order to be accepted.

STRUCTURES

  1. If your structure is not self-contained, you must construct a well-decorated booth, erect a personally owned tent, or rent a tent. Any structure containing fabric will require a Flame Retardant Tag on the tent/fabric and a Flame Retardant Certificate, which must be submitted to the Festival office with this application, as previously stated.
  2. The Vendor Committee will carefully review photographs and diagrams prior to selecting concessions for 2024, looking especially for operations that are visually appealing.
  3. Enclosed food structures will receive prime locations over tented food structures within the food areas of the Festival.
  4. Placement of all structures is totally at the discretion of the Vendor Committee.
  5. NO vendor will be allowed to set up on the Boardwalk without the permission of the Director of Operations or his designee.

INSURANCE

  1. If your company is selected a Certificate of Insurance indemnifying the Festival and the City of Virginia Beach is required.
  2. Certificate of Insurance must include the following limits: Combined Bodily Injury and Property Damage Liability limit, including Product Liability of $1,000,000.
  3. The Certificate Holder (as additional insured) should be designated as: VIRGINIA BEACH EVENTS UNLIMITED, INC., t/a VIRGINIA BEACH NEPTUNE FESTIVAL AND THE CITY OF VIRGINIA BEACH.
  4. The Certificate must be issued in the same company name as the applicant, as it appears on all applications and forms
  5. Certificate must read “in effect from 9/27/2024 through 9/29/2024”

SUBCONTRACTING
This application is for the concessionaire identified, and may only be operated by that business, by name. No site subcontracting is authorized for any reason, and evidence that a site has been subcontracted is grounds for immediate removal from the Neptune Festival and forfeiture of all fees.