EVENT POLICIES:
FEE: 10% of all net profits made at the event. Fees may be paid in cash or check. Checks should be written to: The City of Lynchburg.
All checks should be mailed to: 301 Grove St. Lynchburg, VA 24501 Attn: Maggie Mace (Food Trucks)
Payments must be received within 5 business days following the event.
FEE SCHEDULE: Vendor fees may be paid either in person at the Miller Center or via mailed check.
LATE PAYMENTS: Late payments will not be accepted. Should you miss a payment, you will be removed from the vendor schedule moving forward until your payment is received.
SCHEDULING: All vendor schedules will be on a first come/ first served basis and confirmed via email 7 days in advance of the event. It is recommended to reply to this email to ensure the event coordinator that you have received it.
SCHEDULE WAIT LIST: Vendors that are not scheduled for a particular event may request to be added to a wait list for that event. This wait list will be used in the case of no-shows or vendor emergencies causing vacancies. This list will be formed on a first-come, first-served basis based on the timestamp from each vendor’s original schedule request. Wait list vendors may be contacted as late as 10am on any particular event date. The fee to attend will be reduced to $20 for wait list vendors.
DAY OF ARRIVAL: Vendors will be emailed an event day schedule with arrival times and are expected to stay through the end of the event. No vendors will be allowed early access or self- admittance to the event area. No vendor will be permitted to leave the event early. All vendors must leave the event area thru the designated exit.
LINE-UP: A detailed map will be sent via email informing vendors where to set up on event days.
INCLEMENT WEATHER: In case of inclement weather, vendors may choose whether to attend the event. No penalty will be assessed if a vendor chooses not to attend an event, as long as this is communicated by phone, email, and text before 10am.
EMERGENCIES: Vendors may also be absent from an event due to truck/trailer or family or employee emergencies/sicknesses. No penalty will be assessed as long as this is communicated by phone, email, and text before 10am.
NO-SHOWS: Should a vendor fail to show up on their schedule dates without notice, Lynchburg Parks and Recreation reserved the right to remove the vendor from the schedule for the rest of the season.
