PrideFest 2016 - Vendor FAQ

 

Dear PrideFest 2016 Vendors: Thank you for registering for what is certain to be the biggest Pride Festival in the history of the Commonwealth!  Here are some tips, rules, and answers to your most common questions!  As always, feel free to reach out to us with any additional questions by emailing vendor@vapride.org.  We can't wait to see you on September 24th!

 

vendor Basics

Schedule:

Check-in and setup: 7:00 a.m. - 11:30 a.m.

Festival Hours: 12:00 p.m. - 8:00 p.m., RAIN OR SHINE.

What VA Pride Provides: Unless previously arranged, VA Pride will provide you with a 10x10 tent, a 6' table and 2 folding chairs.  If you would like to bring your own tent, please let us know ahead of time, so we don't put one in your space!  Bring a power bank for your phone or tablets as electrical towers will be in use by operational equipment.

Placement:  We try to honor requests to be in certain areas, or near certain booths, however we can only do so much, and cannot guarantee that we can honor every request.  The earlier the request is received, the more likely we will be able to accomodate.

Parking: We highly recommend parking in the Federal Reserve Parking Deck once you're unloaded.  Parking is available on the surrounding streets as well.  Parking in the FRPD is $5, but your vehicle is secured and covered while you're there.  The deck is open from 9:00am - 10:00pm.

Vehicles are very difficult to get on and off the island, and all must be off the island from at least one hour prior to the festival start time until well after the last attendee leaves.  If you require a vehicle to unload, you'll need written permission from the Site Manager.  Email vendor@vapride.org ASAP if you think you will need such accomodation.

First Aid and Security: Richmond PD, RMC Events and EMS services will be onsite.  If you need any medical attention, please flag down a volunteer IMMEDIATELY.

MERCHANDISE AND FOOD VENDORS: You must have a $1M certificate of insurance including the following language of additional insureds: "The City of Richmond, Venture Richmond, and their employees, agents and volunteers are named as additional insureds as respects the event to be held on September 12, 2015 at Brown's Island in Richmond, VA."  To assist, VA Pride will arrange for discounted group insurance; this information will be available later in the summer.  This certificate of insurance MUST be provided to vendor@vapride.org no later than four weeks prior to the event.

Tips

Promote Your Participation! The more people that know about PrideFest, the more that come and check out your booth!  

  • Add a link to www.vapride.org/pridefest2016 to your website and proudly share your participation!
  • Tag @va_pride on twitter, www.facebook.com/virginiapride, and use hashtags #vapridefest and #rvapride
  • Spread the word to your customers, mailing lists, family and friends!

Only conduct business from your booth: The island forbids solicitation from outside your space, so only distribute stuff from your booth!

Know who to go to for assistance.  VA Pride board members and staff will be wearing branded shirts, as will Volunteers.  Flag someone down if you need assistance!

Make Your Booth Awesome.  We highly encourage you to decorate your booth area!  Please refrain from using tape, as it's difficult to remove from the poles, and can reduce the shelf-life of our tents.  We recommend zip ties, rope, fishing line or string to secure items.  VA Pride does NOT provide any of these items, so plan ahead!  Out of respect for other vendors, and to allow for adequate walkway space for attendees, remain within your allotted space.

Bring Swag.  Our attendees LOVE branded merchandise!  Bring fun stuff to hand out!  From fans to headbands to bracelets, the more stuff you have for people to wear and take home, the more they'll remember your business!

DO NOT STAKE ANYTHING INTO THE GROUND.  Brown's Island has an irrigation system that spans the site.  You do not be the one that shuts down the festival!  Zip-ties and rope are appropriate ways to secure most things you need to secure.

Mind the noise.  Bullhorns and loud amplifiers aren't allowed - we have performers on both sides of the island that are sharing their talents with the audience, and we definitely want to give them and their fans a great experience!  A small radio is ok, but if we ask you to turn it down, please do so and remain at that level for the remainder of the day.

WiFi is available, but bring your own if you need it to work well - however it is shared with everybody on the island, so if you need internet for transactions, or require reliable bandwidth, plan on activating a hot-spot connection through a cellphone carrier.  VA Pride cannot assist with this.

Get a business license from City of Richmond f you sell goods.  You must acquire a business license from the City of Richmond in order to sell goods.  Visit http://www.cityapplications.com/business-licenses/VA-Virginia/biz-Richmond.html to find out more.

Stay Hydrated.  You may bring a cooler with snacks and cold drinks - but there are no outside alcoholic beverages, and no glass bottles of any kind allowed on Brown's Island.  All bags/coolers/etc are subject to search by RMC.

Don't run a booth alone, and keep track of your things.  VA Pride cannot watch your stuff.  We don't have the resources to be responsible for your items.  We highly recommend bringing at least one coworker or friend to help you throughout the day.  From bathroom breaks to getting food to enjoying the event for yourself, being able to do so in shifts and ensuring your space is monitored at all time is highly recommended.