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ViVa! Vienna! 2026
Policies for Participation by Sponsors, Vendors, and Organizations
ViVa! Vienna! 2026
Policies for Participation by Sponsors, Vendors, and Organizations
These Policies for Participation apply to all Sponsors, Vendors, and Organizations
(collectively, “Participants”) taking part in ViVa! Vienna! 2026 (the “Festival” or
“ViVa!”).
All Participants must comply with:
• All Festival policies established by the Rotary Club of Vienna
• All Town of Vienna ordinances and tax laws
• All Fairfax County Health Department and Fairfax County Office of the Fire Marshal requirements
• All applicable laws of Fairfax County and the Commonwealth of Virginia
Failure to comply with these policies may result in immediate removal from the Festival without refund.
The Festival Chairman has final authority for interpretation and enforcement of all Festival rules.
Registration & Approval
1. All vendor applications must be submitted with full payment by credit card at the time of application. Applications will not be processed without payment.
2. The Festival Committee reserves the right to accept or reject any application and to limit the number of vendors in any product or service category.
3. The Festival Committee reserves the right to assign and adjust booth locations. Vendors offering similar products or services may be placed adjacent to one another.
4. Acceptance into the Festival constitutes agreement to comply with all Festival policies without recourse to any outside authority.
Products, Sales & Activities
5. Vendors may sell only the items listed on their approved application.
• Water may only be sold by vendors also selling food.
• No Participant may sell or distribute alcoholic beverages of any kind.
6. Food Vendors may sell only approved food items at approved prices. No additions or substitutions are permitted without written approval from the Festival Chairman. Price lists must be available upon request.
7. Vendors may not:
• Sell live animals
• Sell items that launch or shoot projectiles
• Use sound amplification devices (including speakers, microphones, bullhorns, or karaoke equipment)
8. Any item deemed obscene, offensive, or inappropriate by the Festival Chairman must be removed immediately. Decisions are final with no right of appeal.
Food Vendor Requirements
9. Food Vendors must:
• Have a Class K fire extinguisher on site
• Use fire-retardant tents or canopies
• Submit and display a valid Fairfax County Health Department Temporary Food Permit or food truck permit
• Properly manage gray water and grease disposal
• Secure all propane tanks in accordance with fire regulations
• Register and pay Town of Vienna meals tax prior to Festival weekend (https://www.viennava.gov/doing-business/your-business/meals-tax)
Health Department and Fire Marshal inspections will be conducted during the Festival.
Booth Setup & Operations
10. Vendors will receive an assigned check-in time and booth number. Only the Festival Chairman may authorize changes to booth locations during setup.
11. Vendors arriving after check-in closes will not be admitted without express authorization from the Festival Chairman.
12. Standard Vendor booths are approximately 10' x 10'. Sponsor and food vendor
booth sizes vary and are clearly marked. Do not place any items in
landscaping, gardens, or on sidewalks behind booths. All items must be
within the 10' x 10' footprint.
13. Participants must supply their own tents, tables, chairs, etc. Nothing may extend beyond the assigned booth footprint. No electricity provided.
14. Vendors using generators assume full liability for any damage or injury caused by generator use. The generator must be maintained inside the booth.
15. Every tent, canopy, and large umbrella used at the Festival must be securely
weighted down at all times. This mandatory requirement will be strictly
enforced. If Tents are not adequately weighted, we will require the vendor
to immediately do so or take them down.
• The minimum weight per Tent leg is 15 lbs (60 lbs total for four legs).
• Weights must not create a safety hazard.
• Weights must be resting on the ground, not suspended in the air
• Tying the tent down to display tables/fixtures is not allowed.
• Slotted disk weights are discouraged, but if used they must be placed securely over the flat base of Tent legs so they cannot slide off.
16. Booth areas must be kept clean, orderly, and free of debris at all times.
Marketing, Solicitation & Giveaways
17. Vendors may not solicit, approach attendees, distribute samples, or hand out materials outside their assigned booth space.
18. Any giveaways or free services (e.g., face painting, balloons, water distribution) require prior approval from the Festival Chairman.
19. Raffles, drawings, or games of chance require approval and must comply with Commonwealth of Virginia regulations.
Conduct, Safety & Dress Code
20. All booth staff and volunteers must be appropriately dressed (no cut-off clothing, bare feet, or obscene/inflammatory language or imagery).
21. Courtesy, professionalism, and respect toward attendees and volunteers are required at all times.
22. Smoking is prohibited anywhere within Festival grounds, including booths and food trucks.
23. Parking is prohibited on Cherry Street and in the Vienna Elementary School parking lot.
Weather, Emergencies & Liability
24. The Festival is held rain or shine. No refunds will be issued due to weather, emergencies, or unforeseen circumstances.
25. In the event of an emergency or unsafe conditions, the Festival may be temporarily closed or cancelled at the sole discretion of the Festival Chairman.
• During emergencies, vehicular traffic is prohibited
• Vendors may secure their booths or hand-carry items offsite if necessary.
26. The Rotary Club of Vienna, the Festival Committee, and the Town of Vienna are not liable for loss, theft, damage, or injury to persons or property.
Insurance & Indemnification
27. Vendors agree to indemnify and hold harmless the Rotary Club of Vienna, the
Town of Vienna, and their respective officers, employees, and agents from any
claims, damages, fines, or legal expenses arising from participation in the
Festival.
28. Vendors must maintain commercial general liability insurance with limits of no less than $1,000,000, covering all Festival activities.
29. Food Vendors must provide a Certificate of Insurance naming:
Rotary Club of Vienna, Virginia
PO Box 264
344 Maple Ave W
Vienna, VA 22180
Final Authority
30. The Rotary Club of Vienna reserves the right to modify these policies at any time. The Festival Chairman has final authority over all Festival operations, disputes, and enforcement.
