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VENDORS

We are planning and preparing for this year's Neptune Festival Boardwalk Weekend. We are closely monitoring the safety guidelines provided by the state of Virginia and the City of Virginia Beach, and will make adjustments as recommended. We will continue to update you with information pertaining to the Festival, and we look forward to having you with us on the boardwalk in September.

The Virginia Beach Neptune Festival celebrates over 45 years on the oceanfront, and offers food and retail vendors, non-profits, and other businesses opportunities to participate in events throughout the year. Our signature event, Boardwalk Weekend, attracts over 400,000 visitors to the Virginia Beach oceanfront - people who are ready to eat, drink, and purchase merchandise.

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

Product types/concepts that will not be permitted at Neptune Festival Boardwalk Weekend include but are not limited to: Politics, Religion, Psychic Readings, Animals, Tobacco Products (including Vape), CBD, Alcohol

FOOD VENDOR: Must make and sell product onsite, or make at a Virginia Health Inspected establishment and sell onsite. The more unique and specific your product/specialty is, the more likely it will be accepted into the Festival. (For example - a vendor that sells a specialty brisket or lobster roll or gelato as their sole product, it is more likely to be accepted than a vendor that sells a wide range of fair foods). We will feature unique products in our Festival marketing leading up to Boardwalk Weekend.

IMPORTANT INFO & FAQ | FOOD VENDOR APPLICATION


NON-FOOD VENDOR: Must provide/sell a tangible good onsite that a customer can take away with them

IMPORTANT INFO & FAQ | NON-FOOD VENDOR APPLICATION

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)

IMPORTANT INFO & FAQ | EXHIBITOR APPLICATION

NON-PROFIT: Must be a certified 501-C3 organization. This cannot be a retail space, rather a venue for increasing brand awareness.

IMPORTANT INFO & FAQ | NON-PROFIT APPLICATION


IMPORTANT INFORMATION & FREQUENTLY ASKED QUESTIONS


Important Vendor Dates

February 15, 2020: Online Applications Open
Applicants will be notified of acceptance or declination via email within 2 weeks of submission

July 17, 2020: All Fees and Documentation Deadline
To include lease agreement, vendor sponsor form, proof of liability insurance, proof of or purchase temporary business license

August 24-30, 2020: Site Notification, Drive-on Date & Time Notifications


COVID-19 Information

Festival Management, in coordination with the state of Virginia and city of Virginia Beach are closely monitoring the ongoing concerns regarding the Coronavirus (COVID – 19). We are abiding the state of Virginia and city of Virginia Beach mandates on all health, safety, social and physical distancing protocols. We have the intent and hope to be without restriction by Neptune Festival Boardwalk Weekend, and look forward to having you with us on the boardwalk in September.

If the Festival is cancelled due to the Coronavirus (COVID – 19) restrictions implemented by the state of Virginia and/or the city of Virginia Beach, vendors/exhibitors will receive a full refund of lease fees, less application fees. There will be no pro-rated or partial refunds.


General Event Information

Overall Festival Hours:
Friday, September 25, 2020 from 12:00PM – 11:00PM
Saturday, September 26, 2020 from 10:00AM – 11:00PM
Sunday, September 27, 2020 from 10:00AM – 6:00PM

Art Show Hours:
Friday, September 25, 2020 from 12:00PM – 7:00PM
Saturday, September 26, 2020 from 10:00AM – 7:00PM
Sunday, September 27, 2020 from 10:00AM – 6:00PM

Entertainment:
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


Drive On/Off

You will be assigned a drive-on date and time. Larger operations (20'x10' or larger) are required to arrive on Wednesday, September 23, 2020.

The following are the ONLY drive-on times:
Wednesday, September 23, 1:00PM
Wednesday, September 23, 4:00PM
Thursday, September 24, 10:00AM
Thursday, September 24, 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.

CLICK HERE FOR MORE DRIVE-ON/OFF INFORMATION


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.

CLICK HERE TO LEARN HOW TO FIND YOUR LOCATION


Parking

Once a concession vehicle has been off-loaded, there are two Neptune Festival free parking options:18th Street and Arctic Avenue (south side) and the Rudee Loop Gravel Lot. These are first-come, first-serve. 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 2nd Street, 4th Street, 9th Street, 19th Street, 25th Street, and 31st Street. More information and rates can be found HERE.

CLICK HERE FOR LONG-TERM PARKING OPTIONS


Security

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 Wednesday, September 23 and ends on Sunday, September 27, 2020. 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.


Weather

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.


Rental Equipment

If you are in need of a Tent, Water Barrel, Tent Lighting, Chairs, Tables, Linens, etc. prior to the festival, please contact our operations partner - Perfect Event Rentals - for your vending needs. Contact them at (757) 428-5987 or view their website HERE


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.

All menus and pricing are to be prominently displayed during the Festival. Menus and pricing are to be submitted for approval with the application. No changes to the menus or pricing are permitted after initial application submission.

CLICK HERE FOR BOOTH SIGNAGE & FLAG RESTRICTIONS


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.

CLICK HERE FOR IMPORTANT ELECTRICITY/WATER/TRASH/WASTE REGULATIONS


Ice

The Neptune Festival does not sell bagged ice. There are multiple stores throughout the Virginia Beach Oceanfront that sell ice.


Insurance

If selected for the festival, ALL VENDORS, NON-PROFITS, AND EXHIBITORS 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 9-25-2020 through 9-27-2020.

A Certificate of Insurance shall be registered in Vendor's name as it appears on all documents submitted to the Festival Management. Without the Certificate of Insurance on file, you will not be able to be a part of the Festival.


Temporary Virginia Beach Business License and Taxes

  • Food vendors are required to register with the Virginia Department of Taxation for the remittance of the state sales tax. To obtain a Virginia Identification number and register for state tax, contact Virginia Department of Taxation at www.tax.virginia.gov.
  • Food vendors are required to register with the Virginia Beach Commissioner of the Revenue for the remittance of the local meals tax. To register, contact the Virginia Beach Commissioner of Revenue at (757) 385-6422 or via email at [email protected]
  • Please note that you are required to collect and remit food tax (currently 5.5%)
  • Non-Food vendors from Virginia Beach may be required to have an annual business license.
  • If you have questions about Business Licenses and/or Taxes, please contact the Commissioner of Revenue, Dawn D. James at [email protected]
  • All vendors are required to report and pay their own taxes. The Virginia Beach Neptune Festival is not responsible for reporting sales and/or paying sales tax on sales made at Neptune Festival Boardwalk Weekend for any vendor.

Health Department

CLICK HERE FOR IMPORTANT HEALTH DEPARTMENT REGULATIONS


Fire Department

CLICK HERE FOR IMPORTANT FIRE DEPT REGULATIONS

CLICK HERE FOR THE SPECIAL EVENT FIRE PREVENTION GUIDE

CLICK HERE FOR THE VIRGINIA BEACH FIRE DEPT FOOD VENDOR CHECKLIST


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 geared towards food vendors. We request that you prominently display a "volunteer voucher accepted here" sign (provided by Neptune Festival) 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, smoothie, dessert, etc.). Please provide a minimum of 2 menu options for the program. You will retain the vouchers and return them to the Neptune Festival Office by October 18, 2020, 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 24, 2020. 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. Onsite parking is not available for the meeting.


Vendor T-Shirts

We will sell vendor Neptune Festival t-shirts for $10.00 (sizes S-XXXL). Shirts must be requested and paid for by July 17, 2020 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 24, 2020.