[City of Virginia Beach] PEPSU AITA Vendor Application

2025 Autumn in the Air Market Application

Event Details:

Event Name: Autumn in the Air Market
Date: Saturday, November 1, 2025
Time: 12 PM – 5 PM
Location: Mount Trashmore Park

Please read the entirety of the Exhibitor Requirements before clicking “Next”

The Virginia Beach Parks & Recreation Autumn in the Air event committee reserves the right to determine who will be accepted as an exhibitor. To be considered, organizations or businesses must align with:
- All Things Pet: Dog treats, pet accessories, adoption information and resources, and grooming and training resources.
- Handcrafted Fall themed Vendors: Ceramics, art, clothing, woodwork, jewelry, etc. Seller creates the products they offer for sale.
- Pre-Packaged Food Vendors: Pre-packaged food items such as: beef jerky, popcorn, nuts. Onsite cooking is not permitted. Food Trucks are onsite.
Age Requirement: Applicants must be 18 years or older. A parent or guardian may apply on behalf of a minor and must be present at the exhibit space for event duration.
Application: Submitted application must be completed to be considered and is a commitment to display, if accepted.
Application Deadline: Friday, September 12, 2025, at 4 PM EST unless spaces are filled. Applications are reviewed and approved on a weekly basis. Once booth spaces are filled, incoming applications that meet the deadline and approval will be waitlisted. If an application is received after the deadline, the exhibitor will not be considered.
Additional Paperwork: If approved to participate, additional paperwork may be required in addition to the submitted application (i.e.: Insurance, live animal permit, approved donations letters, etc.). Insurance: Required for live animals, ingestible, and topicals (face paint, soaps, oils, dog treats, etc.).
Donation Solicitations: For an organization to solicit charitable donations (including payment for promotional items), all requirements below must be met:
- Be in compliance with the Virginia Solicitation of Contributions Law, Chapter 57-48
- Registered with GuideStar
- Provide a letter of compliance confirmation prior to the event.
Application Submission Notification: Applicants will be notified by email once the application is received. Contact us at prspecialevents@vbgov.com or 757.385.2990 if notification is not received.
Exhibitor Acceptance or Non-Acceptance Notification: Applicants will receive notification of notified of acceptance or non-acceptance of their application by email, providing information to make payment to secure their space.
Exhibitor Fees: Payable by check or credit card
Open Air: 10 x 10 Single Space
- Business: $75
- Non-Profit: $25
Full payment and paperwork not received by Friday, September 19, 2025, will be removed and their space will be sold to a vendor on the waitlist.
Refunds and Transfers: No refunds or transfers will be made for no shows or event cancellation.
Space Assignments: Space assignments are regulated by event staff. Space boundaries will be marked on the ground (single space is 10W’ x 10L’). Displays may not extend beyond designated markings.
Exhibition Hours: Exhibitor agrees to exhibit for the duration of the event hours.
Display Equipment
- Displays: Exhibitors must provide their own display equipment and supplies to be suitable for any weather condition.
- Tents: Must be in proper working condition and secured to the manufacture standard. Equipment that poses a safety concern will be asked to be taken down. Tents and displays must be secured down properly. The ground will be marked for utility lines. Please check your surroundings prior to staking. We recommend bringing weights just in case. If the structure is not properly secured, the Events Team will require it to be removed for safety purposes.
- Display Cases: Exhibitors showcasing artifacts shall secure these items in a closed display if the public is not permitted to touch.
- Backdrops: Must be secured properly to the tent.
- Freestanding Grids: Limited to 6’ in height and weighted down properly. Must be in the boundaries of designated space.
- Prohibited Items: Raffles, food sales, open flames, overnight camping. Virginia Beach Parks and Recreation reserves the right to remove any items deemed to be offensive, inappropriate, or non-representative and do not align with the cultural or thematic aspect of the market.
- Electrical Access: Electrical access is not available, and generators are not permitted.
Personal Vehicles: Personal vehicles will NOT be permitted to remain in the event area for the duration of the event. Designated Vendor Parking is provided. Maps and parking instructions will be provided prior to the event.
Overnight Accommodations: Overnight accommodations are not permitted in any Virginia Beach City Park.
Event Load in Details: Exhibitors will be permitted to set-up their display on Saturday, November 1, 2025, morning and break down after the event ends or when the area has been deemed safe by Event Manager and Coordinators.
Event Check-in Details: Detailed information will be emailed by Monday, October 6, 2025, and Monday, October 20, 2025.
Weather: This outdoor event is rain or shine. The City monitors weather and will communicate accordingly any necessary action during the event.

Organization/Business Name:

EIN/Tax-Exempt # (if applicable)

Phone Number

Alternate Phone Number

Website/Social Media:

Please provide a short description of how your organization relates to the festival:

Indicate what is offered to attendees or display at the event. Check all that apply:

Products or merchandise

Services

Promotional display of items of information

Products or merch will be:

Sold

Sampled / given away

Displayed; not for sale

Describe products or merchandise

Describe services offered

Describe what is being promoted

Please submit a photo of your set up

Click Here to Upload

Exhibitor Fees: Payable by check or credit card. Open Air: 10 x 10 Single Space.

Business: $75

Non-Profit: $25

Application Agreement

This agreement is for participation as an exhibitor at the 2025 Autumn in the Air indicated above. I have read and will comply with all Exhibitor Rules and Regulations. I hold Virginia Beach Parks and Recreation, the city of Virginia Beach, their representatives, agents, and assigns harmless for any and all damages, theft or injuries that I or my agent might incur out of participation in the 2025 Autumn in the Air. I understand the terms of participation and the fees. I understand exhibitors will be notified by email of their acceptance or non-acceptance. Submission of this application shall be deemed a release of Virginia Beach Parks & Recreation, the City of Virginia Beach, their representatives, agents, and assigns from any and all damages, theft or injuries that I or my agent may incur out of my participation in the 2025 Autumn in the Air.

Privacy Act Release Agreement

Virginia Beach Parks & Recreation receives requests for information about festival participants. The Privacy Act prevents the release of telephone numbers and addresses without your permission. If you agree to the release of this information, please check the box below.

I do hereby give my permission to the City of Virginia Beach Department of Parks & Recreation to release my name, address, and telephone number to those people requesting the information for promotion or business purposes.

I do not hereby give my permission to the City of Virginia Beach Department of Parks & Recreation to release my name, address, and telephone number to those people requesting the information for promotion or business purposes.

Liability Release Form

As a participant in this event, it is understood and agreed that I hereby assume the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on my part, or my subcontractors, agents or employees, under or in connection with this event. I agree to indemnify and hold harmless the City of Virginia Beach (“City”) and its agents, volunteers, servants, employees and officials from and against any and all claims, losses, or expenses, including reasonable attorney’s fees and litigation expenses suffered by any indemnified party or entity as the result of claims or suits due to, arising out of or in connection with (a) any and all such damages, real or alleged, and (b) the violation of any law applicable to this event. Upon written demand by the City, I shall assume and defend, at my sole expense, any and all such suits or defense of claims made against the City, its agents, volunteers, servants, employees or officials.

Sign Here

First Name

Last Name

Choose how to sign

Draw Type

I agree to electronically sign and to create a legally binding contract between the other party and myself, or the entity I am authorized to represent.