FOOD VENDOR: Must make and sell product onsite, or make at a Virginia Health Inspected establishment and sell onsite
NON-FOOD VENDOR: Must provide/sell a tangible good onsite that a customer can take away with them
EXHIBITOR: Must sell a good or service that a customer CANNOT take away with them (i.e. must be purchased or received at a later date)
NON-PROFIT: Must be a certified 501-C3 organization. This is not intended to be a retail space, rather a venue for increasing brand awareness.
Neptune Festival has grown from its modest beginnings in 1974 into the largest special event in Virginia. It is also regularly selected among the Top 10 Events in the Southeast and Top 100 in the United States. Each year, businesses and organizations of all types apply to take part in the Festival by having a space along the oceanfront during Boardwalk Weekend.
Attendance: Over 400,000
Demographics: 65% area residents, 35% visitors
Duration: 3 days, Festival begins the last Friday of September
Setting: Located adjacent to one of the foremost beaches in the United States during the best time of year for beautiful weather in Virginia
Cost/Benefit Ratio: Less than $0.01 per impression
Efficiency: Excellent staff-to-contact ratio (on average, more than 10,000 people will pass your location per hour)
Tangible Benefit: Personal, one-on-one contact with prospective clients and customers
Intangible Benefit: Participation in and association with a traditional, community celebration in which the attendees take personal ownership and pride
Important Vendor Dates
February 15, 2019: Online Applications Open
Applicants will be notified of acceptance or declination via email within 2 weeks of submission
July 17, 2019: All Fees and Documentation Deadline
To include lease agreement, vendor sponsor form, proof of liability insurance, proof of or purchase temporary business license
August 26-31, 2019: Site Notification, Drive-on Date & Time Notifications
General Event Information
Overall Festival Hours:
Friday, September 27, 2019 from 12:00PM – 11:00PM
Saturday, September 28, 2019 from 10:00AM – 11:00PM
Sunday, September 29, 2019 from 10:00AM – 6:00PM
Art Show Hours:
Friday, September 27, 2019 from 12:00PM – 7:00PM
Saturday, September 28, 2019 from 10:00AM – 7:00PM
Sunday, September 29, 2019 from 10:00AM – 6:00PM
7th-8th Street Beach - International Sandsculpting Championship
14th-15th Street Pier Parking Lot - TBD
17th Street Park - Musical Entertainment
19th-31st Street Boardwalk - Art Show
24th Street Park - Musical Entertainment
31st Street Park - Musical Entertainment
You will be assigned a drive-on date and time. Larger operations are required to arrive on Wednesday, September 25, 2019.
The following are the ONLY drive-on times:
Wednesday, September 25, 1:00PM
Wednesday, September 25, 4:00PM
Thursday, September 26, 10:00AM
Thursday, September 26, 5:00PM
Missing your assigned drive-on time may result in not being able to set up your operation, not receiving important documents, passes, and city/fire/health department approval to operate. Missing your assigned drive-on time will also affect your acceptance into future events.
How to find your location
Locations are, for the most part, on the Boardwalk railing, between 9th and 32nd Streets. The sites are numbered from south to north, along the rail.
Once a concession vehicle has been off-loaded, there are several parking options. We strongly suggest you park at the hotel or residence in which you are staying during the event weekend. There are short-term/hourly parking lots and garages located at Rudee Loop, 2nd Street, 4th Street, 9th Street, 19th Street, 25th Street, and 31st Street. More information and rates can be found HERE.
The Neptune Festival has secured 24-hour roving and stationary security along the boardwalk and in the parks to monitor the Festival and maintain safety. Security presence begins Thursday, September 26 and ends on Sunday, September 29, 2019. Please ensure that you take your own proper precautions in securing your operation, as the Festival is not responsible for any lost, destroyed or stolen items.
Neptune Festival Boardwalk Weekend is generally a rain or shine event. Every reasonable effort will be made to conduct the Festival as scheduled. Festival Management, in coordination with municipal authorities, weather officials, and other resources, will closely monitor weather conditions before and during events. If weather or other circumstances exists or develop, that in the opinion of Festival Management, would present serious hazards to life or property, Festival events, included Boardwalk Weekend events, in whole or in part, may be adjusted or cancelled at the sole discretion of Festival Management. Only if the entire Festival is cancelled in full, will applicants receive a space fee refund. There will be no pro-rated or partial refunds.
Booth Signage and Flag Restrictions
In accordance with directives from the City of Virginia Beach, the Neptune Festival has implemented regulations regarding booth signage and flags.
Electricity, Water, Trash/Waste
Our ability to provide you with all the resources you need to operate your concession means that we need to have the information before you arrive to set up. If the information we receive is not correct, it will delay getting you set up, it might mean that we can’t provide you with what you need, or might mean additional fees in order to get you started.
CLICK HERE to see a sample Vendor and Sponsor Information Sheet required for the Festival and City of Virginia Beach. This is just for reference, and not meant for actual use at this time.
CLICK HERE for the National Electrical Manufacturers Association (NEMA) Chart for your reference. If you are still unable to determine your plug, we will try to assist.
The Neptune Festival does not sell bagged ice. There are multiple stores throughout the Virginia Beach Oceanfront that sell ice.
If selected for the festival, all vendors are required to maintain a comprehensive public liability insurance policy for personal injury or death, and for property damage occasioned by reason of the operations conducted by Vendor on the leased premises, including products liability, with a minimum combined limit of $1,000,000; said policy to include Virginia Beach Events Unlimited, Inc. t/a Virginia Beach Neptune Festival and the City of Virginia Beach as additional insureds.Vendor shall furnish evidence of said coverage by and with an insurance company licensed to do business in the Commonwealth of Virginia, evidencing effective dates as 9-27-2019 through 9-29-2019.
A Certificate of Insurance shall be registered in Vendor's name as it appears on all documents submitted to the Festival Management.
Temporary Virginia Beach Business License
Email email@example.com or call the Neptune Festival Office at (757) 498-0215 for Temporary Virginia Beach Business License information. Temporary Virginia Beach Business Licenses cost $35.00, and can be paid via Visa/MasterCard, Check or Money Order. Checks should be made out to "Virginia Beach Neptune Festival".
Volunteer Voucher Program
The Volunteers of the Neptune Festival Boardwalk Weekend are one the most vital components to making the weekend successful. The Volunteer Voucher Program is optional participation program primarily geared towards food vendors. If you choose to participate, you take a volunteer voucher accepted here sign and proudly display it at your booth. A volunteer will bring a voucher that is good for a menu item(s) of your choosing (ex. hot dog, funnel cake, hamburger, BBQ, etc.). You retain the vouchers and return them to the Neptune Festival Office by October 18, 2019 and we will send you a reimbursement check for $5.00 for each voucher received. We thank you for your participation in advance.
Pre-Festival Vendor Meeting
There will be a mandatory pre-Festival Vendor Meeting held on Thursday, September 26, 2019. The meeting will begin at 7:00PM, and will take place in the Festival Operations Tent located in the Breaker's Hotel parking lot on 15th Street & Atlantic Avenue.
We will sell vendor t-shirts for $10.00 (sizes S-XXXL). Shirts must be requested and paid for by July 31, 2019 to receive a discount. Vendor t-shirts will not be sold on-site. Payments can be made via Visa/MasterCard, Check or Money Order. Checks should be made out to "Virginia Beach Neptune Festival". Shirts will be distributed upon arrival at the Drive-On Parking Lot and at the Vendor Meeting on Thursday, September 26, 2019.