2023 EatLoco Holiday Market Vendor Application

2023 EATLOCO HOLIDAY MARKET GUIDELINES

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1. HOW IT WORKS - Very simple. 
   a).  Read these guidelines and make sure this is something you'd like to participate in.
   b)   Click the Application Link on the bottom of this page and Fill it out.
   c)   Pay the $25 Admin Fee (also on the bottom of this page). 
   d).  Wait 1-3 days and we will let you know if you application has been APPROVED.
   e)   Once APPROVED, we'll send a confirmation email & process your payment in full (no refunds).
    

2. WHAT YOU NEED - Vendors must supply their own 10x10 tent, tables, products (of course), credit card swiper and everything else under their tent. We provide an assigned space and we drive foot traffic. Vendors are also required to have a valid COI (see below on #13).
    

3. INCLEMENT WEATHER - EatLoco "rarely" closes a market due to weather or any other unforeseen reason. If the state or the county shuts down the roads due to inclement weather, then we will shut down the market. If you feel as a vendor that it is too dangerous to attend the market on any given date, you can elect to not attend that date by notifying us by email at info@eatloco.org THAT DAY or before, and we will let you switch to another date during the 2023/24 Holiday season. No refunds will be given.
    

4. MARKET MANAGERS - There will always be at least 2 EatLoco Market Managers on site for each market. Their job is to help set-up the market, keep structure and organization throughout, and of course to make sure the market experience is a safe one for everyone. Please follow their direction as they are only there to help you.
    

5. MARKET HOURS

   1. ​The Holiday Market hours are the same as our normal our Markets; 9AM - 1PM.  

   2. We recommend you arrive no later than 8:00AM, though you can get there by 7:30AM.

   3. Vendors must be set up and ready to sell no later than 8:45AM.

   4. Vendors must not pack-up leave the market before 1PM, (even if they sell out).
       

6. ORANGE CONES - At 8:40 AM, our orange safety cones will be put out to block the entrances. NEVER under any circumstances should you move these cones on your own. If the orange cones are in place, that means the market is closed to ALL vehicles and you must park in the vendor parking area or parking lot and "hand-carry" your items over. Getting to the market early is key.
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7. SPECIFIC TO ONE LOUDOUN - Upon arrival, please pull into the market from the EAST end of the market on Atwater Drive (coming into One Loudoun from the Loudoun County Parkway entrance). If you are coming into One Loudoun from the WEST side, you must circle around the large parking lot next to the market so that you are entering the market from the EAST end. You will most likely be greeted by one of our Market Managers before you pull in. Let them know you're a HOLIDAY Vendor and they will direct you to your assigned spot. You can then pull-up to your space, quickly unload your vehicle and then immediately remove your vehicle from the market by parking in the designated vendor parking area. Then return from parking your vehicle to your space to setup. 
   
   DO NOT setup your tent, tables and products while your vehicle is still in the market.
    

8. SPECIFIC TO BRAMBLETON - Enter ONLY from the NORTH end of Olympia Drive in Brambleton. We will allow only a few vendor vehicles in the market at a time to unload. You'll have about 5-10 minutes to unload and remove your vehicle from the market. When parking, please leave the parking spaces close by for your customers (and for the elderly and handicapped) by parking in the lot at the nearby Harris Teeter.  
   
   DO NOT setup your tent, tables and products while your vehicle is still in the market.
    

9. VERY IMPORTANT FOR BOTH MARKETS - When driving up to your space, you MUST:
      a) Unload your vehicle in 5-10 min.
      b) Go park your vehicle
      c) THEN return to your space to setup
      d) NO SETTING UP WHILE YOUR VEHICLE IS STILL PARKED NEXT TO YOU!
      e) It's important you arrive no later than 7:45AM. 
    

10. TENTS AND TENT WEIGHTS? - Tent's are required but are HIGHLY recommended and must be no larger than 10x10. Not only does a tent give you more of a presence at the market, but it will protect you and your products from light rain, show, etc.. We do NOT supply the tent for you, you must bring one of your own. They can be purchased at Costco, Walmart, Amazon, etc..  Tent weights ARE REQUIRED (50 LB on each leg minimum), even if it's not windy. You can purchase inexpensive bags from Amazon for (CLICK HERE FOR RECOMMENDATION), and then fill them with water or sand. Anyone setting up a tent without tent weights will be asked to take their tent down immediately.
     

11. DECORATING YOUR TENT - You can setup your 10x10 space however you would like. You can have a sandwich board in front, tables arranged any way that works best for you (under your tent), and of course banners across the back telling people what you sell.  Decorating your tent to be more festive will help you stand out more than those that don't.
     

12. WHAT DO I BRING? - Pretty much everything. Tents, weights, tables, chairs, your products, credit card swiper, etc. We only supply the road space and the foot traffic. There is no electricity or running water at either venue.
     

13. HOW DO I KNOW WHERE TO SETUP - We will send out a link as we get closer to our first holiday market date to let everyone now where they will be setup for that weekend. Never plan on being in the same spot twice. We switch things around each week if we have to, so we don't have 2 vendors selling the same thing setup next to each other.
     

14. WHAT TO WEAR? - It's almost impossible to overdress for a Winter/Holiday market. We suggest starting with wool or thermal socks and warm boots (boot warmers are highly recommended as feet seem to get cold the fastest with vendors). Definitely long johns under your jeans or pants, layered shirts and jackets.  Recommended a nylon type jacket on the outside to deflect the wind a bit. Layers are alway good. Wool or a very warm cap that covers your ears.  Recommend against baseball caps (unless you have earmuffs under it). And don't forget your gloves (you'd be surprised how many vendors forget to protect their hands). Hand warmers are definitely recommended.  How you dress will make-or-break your market experience.
     

15. MARKETING - In addition to the 1000's of people that will already come to our market weekly (not just from Loudoun County, but also from about 5 other states (including DC) and about 20 other counties in VA), we also have a marketing campaign ready to launch letting people know about our Holiday event through newspapers, social media, etc. Also, through the power of social media, we can reach exponential numbers of potential customers if all of YOU would begin posting about the event on your personal and business pages (Facebook & Instagram) as well. Our tag on social media is @eatlocofarmersmarkets.
     

16. COI - We must have a General Liability Insurance policy from each vendor (referred to as a Certificate of Insurance or COI) BEFORE you begin with us. This insures things like your tent blowing away and hitting someone (it has happened), your food gets someone sick, etc. We don't advise waiting till the last minute. ​
    
    Must be a General Liability policy (for at least a 1 Million dollar value​
    EatLoco must be listed as an Additional insured or Certificate holder as follows:
    
    EatLoco, LLC
    Leesburg, VA. 20176
    525-K East Market Street
    #117
    Leesburg, VA. 20176
    
    A good place to get a COI is Thimble.com.  Policy must have a non-expired expiration date, Email your policy to info@eatloco.org.