Vendor Set Up Information and Rules

GMI VENDOR SET UP INFORMATION AND RULES

Below you will find the terms and conditions of being at the event as a vendor (these are also available on website under the vendors tab) as well as information about set up and take down.

Here is the most recent event schedule.

PASSES: Your receipt of payment for your vendor/food truck space will be your pass to get on the grounds. Please save and print the email before coming to the venue. Please park in volunteer parking.

Here is a diagram for the retail vendors in the Meadow Market.

For Arena Food Trucks and Meadow Market Vendors, enter through Gate 7 and follow the BLUE ROUTE. After unloading at your space (See the SMALL MAP), please park at the volunteer parking near the RED BARN. Note that the retail vendors are in the Meadow Market and the food trucks are in the Food Truck Area.

For the Stabling and Ship In Parking vendors, please enter via Gate 2 and go to the Stabling or the Ship In Parking area, as appropriate.

Please be sure that we have received your payment and your COI if we haven’t already, or your space will be forfeited. Email COIs to greatmeadowintl@gmail.com and Venmo payment to @GreatMeadow-international-2.

Call 310-339-9296 or email greatmeadowintnl@gmail.com with questions.

GREAT MEADOW INTERNATIONAL TERMS AND CONDITIONS

A. Vendors must have:

Certificate of Insurance naming Five Rings Eventing Charitable Foundation, Darrin Mollett, and David O’Connor.
1. Address: 7120 Beverly Lane, The Plains VA 20198
2. Also naming the Great Meadow Foundation as additional insured. Address: 5089 Old Tavern Road, The Plains VA 20198
Vendor Payment.
1. Zelle: greatmeadowintl@gmail.com or symansky1@gmail.com
2. Venmo: @GreatMeadow-International-2 or greatmeadowhorsetrials@gmail.com or 703-447-0280.

B. Food Trucks must have:

Certificate of Insurance naming Five Rings Eventing Charitable Foundation, Darrin Mollett, and David O’Connor.
1. Address: 7120 Beverly Lane, The Plains VA 20198
2. Also naming the Great Meadow Foundation as additional insured. Address: 5089 Old Tavern Road, The Plains VA 20198
Vendor Payment.
1. Zelle: greatmeadowintl@gmail.com or symansky1@gmail.com
2. Venmo: @GreatMeadow-International-2 or greatmeadowhorsetrials@gmail.com or 703-447-0280
Business License in Fauquier County.
Register for Meals Tax
1. https://www.fauquiercounty.gov/government/departments-a-g/commissioner-of-the-revenue/online-forms?locale=en
File a Temporary Food Vendor Application https://www.vdh.virginia.gov/content/uploads/sites/127/2023/06/RRDH_Temporary_Food_Service_Vendor_Application_update_5_20231.pdf
Get inspected by the Fauquier Fire Marshal.
1. Fire Marshall (Capt. Baker) Fire Marshall for Fauquier County. 540-422-8823 (o) 540-878-9261 (c)

C. ALL: Set Up Information https://www.greatmeadowinternational.com/vendor-setup-information :

1. PRODUCT APPROVAL – Products should have been listed on your vendor application form. To ensure the family nature of this event and product diversity, Vendor agrees that the Great Meadow International Management may prohibit certain items. No political products are permitted.

2. RESERVATION BOOKINGS – Due to the limited number of spaces available, reservations will be accepted based upon date of payment receipt and approval of Vendor by GMI. Vendors were notified of their acceptance status on June 15, 2023. Once confirmed, the Vendor is required to send payment and COI by July 15, 2023 or risk forfeiting the confirmation. GMI reserves the right to refuse space to any Vendor.

3. ADVANCE SETUP AND SECURITY - Spaces will be ready for advance preparation and decoration at 8:00 a.m. on August 23, 2023 and service vehicles will be admitted to Trade Fair only until 6:00 p.m. Vendor vehicles must be moved to Vendor parking area by 6:30 p.m. Final prep must be completed by the starting time on August 24, 2023. Electrical cords may not be run in customer traffic walkways. GMI assumes no liability for theft, loss or damage from any cause whatsoever of Vendor property. SECURITY IS NOT PROVIDED. There is a dedicated wifi router. The router is: Vendors and the password is: vendors2022

4. SUBLETTING – A Vendor may not share or sublet any portion of their booth space with another company.

5. CURFEW/TEARDOWN –In the interests of grounds security and safety on the roads, Vendor agrees to tear down space, remove all trash and personal property, and leave the grounds by 7:00 p.m. on Sunday, August 27, 2023. No Vendor vehicle will be permitted to drive on Trade Fair until this area is safely cleared of guests and product removal and packing may not commence until permission is granted by a GMI official at approximately 3:00 p.m. No GMI property shall be removed from the grounds.

6. CAR PASSES – Each Vendor vehicle must possess an Official Vendor pass and vehicles must enter through the designated gate and park in specific Vendor and trailer parking area. Vendor passes will be emailed to be printed. Be sure we have a correct email address for you.

7. FOOD AND BEVERAGES SALES – Vendor will not sell any alcoholic beverages or food to any person without separate permits and written permission of GMI. Wood or coal burning stoves, and ground fires are not permitted.

8. GLASS, LITTER AND PETS - In consideration of public safety and applicable laws and regulations Vendor agrees to use only shatterproof, not glass, drinking containers. Glass bottles are strictly prohibited on the grounds and subject to confiscation. Trash must be left bagged and/or taken away by Vendor upon departure from the grounds. Vendor is subject both to fine and future loss of vendor space for any material violation of this provision; vendor space will be evaluated after the event. Vendor is subject to a minimum $500 fine for littering or use of glass bottles. Leashed pets only allowed.

9. PERSONAL CONDUCT - Vendor understands that this is a family-oriented event and that any conduct infringing upon Great Meadow guests or the rights of others is prohibited. NO PERSONAL FIREWORKS ALLOWED. Drunk or disorderly conduct is subject to arrest and eviction. Vendor accepts full responsibility for the conduct of its employees.

10. SIGNAGE, MUSIC AND PROMOTIONAL CONDITIONS – Flags, balloons, signage, products or other promotional materials may not be placed outside of space. All signs will be professionally lettered and handwritten signs are prohibited. Any musical entertainment, loud sound displays are prohibited, unless advance permission in writing is given by GMI. Vendors are prohibited from soliciting business in the aisles or in other exhibitor booth areas. All tents must be secured properly.

11. HOLD HARMLESS- Vendor shall hold GMI harmless from any claim, suit, cause of action, damage, judgment or other liability whatsoever resulting from any Vendor activity on the PROPERTY during the term of this Agreement and shall indemnify GMI from all such liability, including but not limited to any illegal activity, death or injury to any person or damage to or loss of property by Vendor or Vendor guests or employees.

NO REFUNDS WILL BE ISSUED.

PASSES: Your receipt of payment for your vendor/food truck space will be your pass to get on the grounds. Please save and print the email before coming to the venue. Please park in volunteer parking.