Woofie’s Paws in the Park Adoption Event Q&A - Vendors

Q: Would there be a fee to be a vendor?

A: Vendors, excluding food trucks, will have to pay a $50 fee to participate in the event. 

Q: How many people are estimated to come to the event?

A: Based on past events, around 110 dogs were registered to show up. Therefore, we expect around 200 people. Vary to change.

Q: Is insurance required to participate as a vendor?

A: Yes, vendors must have Commercial General Liability Insurance and indemnify Woofie’s and Wolf Trap against all liabilities. You will also be asked for a copy of that insurance a couple weeks prior to the event.

Q: Will the event be canceled in case of bad weather? 

A: In case of bad weather, the event will be held Sunday, May 19th instead of Saturday, May 18th, from 10am to 3pm.

Q: What is the application process for securing a booth space?

A: Fill out a form at https://wolftrap.aidaform.com/vendor-application-form to secure a booth space.

Q: What are the vendor’s responsibilities?

A: Vendors are responsible for their operations, materials, tools, equipment, and booth security. Booths must always be staffed by an adult during the event.

Q: When and how is load-in organized for vendors?

A: Vendors can load in between 8am and 10am and will be able to drive their vehicles into the park. Once done can park their vehicles in the designated vendor parking spot. All vendors will load-in the parking lot located on the west side of Trapp Rd via the North side entrance and there will be a sign for the vehicle entrance.

Q: Are there any limitations on booth occupancy?

A: Please ensure a reasonable number of people to ensure safety.

Q: What are the requirements for signage at the event?

A: Vendors can bring their professional-quality signs, which should not obstruct other booths or be placed outside their allocated booth space.

Q: Can vendors solicit or pamphlet outside their booth space?

A: Solicitation and distribution of materials must be confined to the vendor’s contracted booth space only.

Q: How is the event advertised, and can vendors promote the event themselves?

A: The event is promoted through Woofie’s channels and local media. Vendors are encouraged to promote the event on their channels and link to the Woofie’s website.

Q: What are the tax responsibilities for vendors?

A: Vendors must collect and report Virginia State Sales Tax, which is currently at 6%.

Q: What is the cancellation policy for the event?

A: There will be no refunds. We also have a rain date which is Sunday, May 19th. If for whatever reason we cancel the event, there would be no refunds.

Q: What are the clean-up responsibilities for vendors?

A: Vendors must keep their display within their booth space, maintain cleanliness, and remove trash as it accumulates. Booths should be clear of debris and boxes hidden from sight.

Q: What is the booth space size provided to each vendor?

A: Each vendor booth space is approximately 10’x10’. All elements of your display must fit within this space. If a vendor needs additional space, they can request a second 10’x10’ space.

Q: Can the booth space be shared of sublet?

A: Please email us at pawsinthepark@woofiesashburn.com first.

Q: How can I contact the events organizers if I have more questions?

A: Email us at pawsinthepark@woofiesashburn.com

Q: Can vendors use photos and videos taken during the event for their promotional purposes?

A: While Woofies may use photos and videos for its promotions, vendors are also encouraged to use the event's media for their promotional activities, provided they do not infringe on the privacy or rights of others depicted.

Q: Is it mandatory for vendors to be show-ready by a specific time?

A: Yes, all vendors must be show-ready for the public by 10:00 am on the day of the event. You would be assigned a booth number and it is not free-for-all.

Q: Are tablecloths required for vendor booths?

A: While not mandatory, tablecloths that drape to the ground are encouraged to maintain a neat appearance.

Q: What is the policy for unattended vendor spaces?

A: Vendor spaces must not be left unattended. An adult 18 years or older must be always present during the event.

Q: Is alcohol allowed in the park?

A: No. Federal park rules will be applied. No alcohol allowed.