Vendor Requirements

  • Absolutely no beverages/drinks of any kind are to be sold in glass bottles.
  • Agreement terms or rules.
  • All items sold must be properly and plainly marked with the price of said item.
  • All participating vendors are required to submit with their application proof of a temporary event permit (with attached menu info) and a copy of a current mobile unit health permit, even if they are already permitted (only permitted units can participate). Having these documents in advance allows the County to determine if they have questions regarding the foods being served. The temporary event permit allows the County to reach out to other health inspectors regarding certain mobile units. It is your responsibility to contact Spotsylvania County to obtain and submit all paperwork for temporary or permit.
  • All Vendors must have an approved Food Vendor Agreement and Application signed by Spotsylvania Courthouse Village, L.L.C. Vendor shall obtain all agreements, licenses and permits necessary to conduct a food vending operation selling to the public, including but not limited to business license and health department permits. Vendor shall remain in complete compliance with all applicable federal, state, and local law, ordinances and regulations governing the rights, obligations, and performance of a food vendor under this Agreement. A valid permit/information may be obtained on the Virginia Department of Health website.
  • Business must be confined to the specific area rented for the comfort and safety of all patrons and vendors.
  • Damage or Loss: Vendor assumes all risks of damage or loss, either to person or property, for all and every cause whatsoever, including fire, the elements, violation of the law, negligence either on the part of Spotsylvania Courthouse Village, L.L.C, its officers, servants, agents, or employees, or other person or persons; and it is further expressly understood and agreed between the exhibitor and management, that the said Spotsylvania Courthouse Village, L.L.C. incurs no liability or obligation to the Vendor, other than to permit the Vendor to use the grounds.
  • Default: Upon a material default by one party, the other party may at any time, before such default has been cured, terminate this Agreement by written notice to the breaching party.
  • Electricity is the responsibility of the Vendor, generators are permitted and encouraged.
  • Ensure to include the VIN number for each unit on your temporary event application. This will speed up the day-of inspections and allow for a smooth day for all.
  • The entire area for your food truck will be approximately 30 feet wide by 20 feet deep. Absolutely everything you require must be within this designated area (walkways must remain unobstructed at all times).
  • Force Majeure: Neither party shall be liable to the other for any delay nor failure of performance due to government action, court order, civil disturbance, inclement weather, acts of God, or other cause beyond the reasonable control of the party whose performance is delayed or prevented.
  • In case of emergency, all Vendors are subject to any adjustment of rules put in force by event management.
  • In order for all inspections to be completed by 10 a.m., inspections will begin at 9 a.m. Please be prompt and prepared for inspections at that time. Event organizers will be assigning spaces beginning at 8 a.m. If you plan/need to set up earlier than 8 a.m., please make arrangements through Joyce Willis at 540-287-7545 or Debbie Aylor at 540-760-7828.
  • Insurance Requirements: A current commercial general liability insurance policy with a combined single limit of at least one million dollars ($1,000,000) per occurrence; naming Spotsylvania Courthouse Village, L.L.C. as an additional insured is required. Certificates of Insurance must be submitted by March 16th, 2018 with the Agreement.
  • It is your responsibility to be knowledgeable of the rules and regulations for Spotsylvania County and the rules and regulations which are a part of your space rental Agreement. Should you have any questions or comments, do not hesitate to ask any of the contacts listed.
  • Limitation of Liability: Except as otherwise specified in this Agreement, neither party shall be liable for the other party for consequential damages, including loss of profit or revenue, for any breach of this Agreement.
  • Mandatory: All units must be clean upon arrival at Spotsylvania Courthouse Village! Any unit not fully clean upon arrival will not be approved and no fees will be refunded.
  • Payment is as follows: 100% of the amount is due upon signing of the Agreement. Check made payable to Spotsylvania Courthouse Village, L.L.C. must be included with your signed agreement. Signed agreement must be returned and all fees must be paid in full by March 16th, 2018 or forfeit the space. Personal and company checks will be accepted prior to March 16th, 2018. Checks made payable to Spotsylvania Courthouse Village, L.L.C. There will be a $35 fee charged for any “Returned” checks.
  • Personnel must be clean and neatly attired.
  • Spotsylvania Courthouse Village, L.L.C. requires that all paperwork must be received by the Spotsylvania County Health Department no later than close of business on March 16, 2018.
  • Spotsylvania Courthouse Village, L.L.C. reserves the right to approve all exhibit materials and remove those that may be considered objectionable. Spotsylvania Courthouse Village, L.L.C. will not condone the selling of objectionable materials of any kind. Those not complying with this rule could face expulsion from the grounds with no reimbursement of expenses or space rental.
  • Spotsylvania Courthouse Village, L.L.C. reserves the right to cancel any Agreement upon receipt of notice for violation.
  • Structures must meet the following current codes:
    • Building
    • County, state, federal and health codes
    • Electrical
    • Fire
    • Sanitation
  • Tables are provided for the enjoyment of our guests.
  • There will be no unit substitutions. Only the unit vehicle identification numbers (VIN) that appear on your temporary event application will be allowed by the County the morning of the event.
  • Units must have working hot and cold water tanks so workers can wash hands and wash dishes in the 3-vat sink. You must have working hot and cold water tanks – No exceptions. Water is not provided.
  • The use of public address systems, recorders, bells, etc. or any other electronic device for attracting attention is prohibited.
  • Vendor is asked to bring their own ice in approved sanitary containers.
  • Vendor is responsible for all applicable city, county, local, state, federal, or other taxes as required by law.
  • Vendor is responsible for maintaining their space and areas around the space in conformity with all applicable sanitary and health laws, and shall keep the space and the surrounding area neat, clean and free of accumulated refuse and debris. Centralized trash containers will be available for Vendor trash. The Vendor shall leave the area in the same condition as when they arrived. You must not throw any refuse or empty any water or other fluids on the ground. If these requirements are not met, a clean-up fee in the amount of $100 will be charged and payable upon demand.
  • Vendor must submit a priced menu of all items to be served at “Food Truck Rodeo at Spotsylvania Courthouse Village’ by emailing Joyce Willis with Vakos Companies or fax at 540-735-1063 for approval by March 16th, 2018.
  • Vendor shall be responsible for all necessary structure(s) needed to conduct their vending booth(s) during the Event:
    • Chairs 
    • Cooking equipment 
    • Electricity
    • Linens
    • Propane 
    • Paper products
    • Tables
  • You are required to check in with Spotsylvania Courthouse Village L.L.C. on site prior to setting up. Spotsylvania Courthouse Village, L.L.C. will assign space at their discretion. Make certain to have your Agreement with you before and during the event.
  • You may receive a full refund without penalty, if written notice is received any time prior to Agreement acceptance by Spotsylvania Courthouse Village, L.L.C. You will not receive a refund if you withdraw after acceptance, unless modifications made to your initial proposal cannot be mutually agreed upon.
  • You shall post in a conspicuous manner at the front or entrance to your place of business a professional or mechanically printed or painted sign, showing prices of items and services performed under the terms of your Agreement.
  • Your Contract will be void if you do not have a Temporary Food Sale Permit. If you do not have a Temporary Food Sale Permit you will be asked to leave the event site and no refund will be provided. A copy of the application for Temporary Food Sale Permit is provided above. If you have any questions, please contact the Spotsylvania County Health Department.
  • Your space is approximately 30 feet by 20 feet and if your vehicle fits in that space, it is allowed. Otherwise, if you have a ‘support vehicle’ we will try to accommodate a space nearby, conditions permitting. No motor vehicle movement will occur until the Event has ended, this rule is strictly enforced.
  • Your submission of the signed Food Vendor Agreement in proper form shall be an offer to enter into an Agreement with Spotsylvania Courthouse Village L.L.C, Food Truck Rodeo at Spotsylvania Courthouse Village, evidenced by execution and return of the Agreement with modifications, if applicable, by an authorized representative of Spotsylvania Courthouse Village, L.L.C, the Agreement will become a binding Contract. Spotsylvania Courthouse Village, L.L.C. will return one fully executed copy of the Agreement to you upon acceptance.