The Holiday Festival of Trees at the Barn at Brambleton

The Organizer may review applications for product fit, quality, category balance, and available space. Acceptance applies only to the business, products, and category described in the approved application. An application does not guarantee a space.

The Exhibitor must disclose any material change in products or ownership and obtain approval before offering items outside the accepted scope. Booth assignments are made by the Organizer and may be adjusted for operational or safety reasons.

Products must meet the handmade, original, or curated criteria presented to event organizers during the jury process. The Exhibitor must accurately describe products and may not substitute mass-produced or resale goods for approved items without written approval. All merchandise must be suitable for a family-friendly holiday event. The Organizer may require removal of unapproved, unsafe, unlawful, or misrepresented products.

A space is reserved only when the required payment is received. Any balance must be paid by the date on the invoice. The Organizer may release an unpaid space after notifying the Exhibitor.

Each Exhibitor is responsible for their own tables, equipment, supplies, payment processing, table cover, and other operating expenses unless expressly included in writing.

Exhibitor cancellation requests must be sent in writing to the Organizer no less than 14 days prior to the event. Refund eligibility and any transfer or credit are governed by the cancellation schedule as follows:

• Notification within 14 days prior to the event entitles the Exhibitor to a 100% refund of registration fees.
• Notification between 13 days and 7 days of the event entitles the Exhibitor to a 50% refund of registration fees.
• Notification any less than 7 days prior to the event entitles the Exhibitor to a 0% refund of registration fees.

If the Event must be canceled, postponed, shortened, or materially changed because of weather, a venue issue, government action, safety concern, or another circumstance beyond the Organizer's reasonable control, the Organizer will communicate the available options and any applicable refund.

The Event is scheduled for Friday, November 20 and Saturday, November 21, 2026, from 10:00 a.m. to 6:00 p.m. each day. Exhibitors must be fully set up before opening, staff their booths during all public hours, and remain open until closing on both days. Setup, check-in, vehicle access, and breakdown instructions will be provided before the Event, and many options will be provided to the Exhibitor to set up well in advance of the event.

This event must accommodate large groups of shoppers and lines MUST be avoided. Exhibitors must do their best to assist in the flow of shopper traffic and remain within their assigned footprint, keeping aisles, exits, fire equipment, and accessible routes clear. Exhibitors are encouraged to decorate their space using fixtures, furniture, carpets/rugs, etc. Exhibitors are also encouraged to set their space up to 'make' while shoppers shop.

However, the following items will be prohibited due to insurance restrictions:

• NO open flames, heaters, candles, or heat tools.
• NO tents, canopies, or other types of roof cover.
• NO attaching items to the walls or floors.
• NO signs or banners larger than 3' × 8'.
• ANY fixture MUST comply with all venue and fire safety rules. If there is any question as to compliance, please consult with the Organizer in advance.

Access to electric will be available for all exhibitors at no extra fee. However, use of extension cords, lighting, and other items requiring power will be closely monitored for compliance with safety regulations. If you need to use power, please plan to bring your own extension cord and limit your access to ONE outlet if possible. The Organizer will do their best to make sure everyone has equal access to power.

Exhibitors make their own sales, collect payment, issue receipts, and handle returns and customer service. They are responsible for applicable business registrations, Virginia sales tax, licenses, product labeling, and compliance with laws that apply to their products.

Food or beverage sellers must obtain any required health permits and provide proof on request. All food and beverage items to be sold at the event must be approved in advance by the Organizer.

Exhibitors and their representatives must treat patrons, other vendors, venue staff, and Event staff respectfully and follow reasonable onsite instructions. Smoking or vaping is permitted only where the venue allows it. Pets are not permitted in vendor spaces except service animals as required by law. Children accompanying an Exhibitor must be supervised.

The Organizer may require a hazardous activity to stop or remove an Exhibitor whose conduct or display presents a safety risk or materially violates these terms. Removal for an Exhibitor's breach does not entitle the Exhibitor to a refund.

Each Exhibitor is encouraged to carry appropriate general liability and property coverage. If any Exhibitor cannot obtain their own insurance, an alternative will be made available. All insurance coverage requests will occur the week prior to the event when the Organizer sends out requests for COI.

The Exhibitor grants the Organizer permission to use the business name, product images, and photographs or video of the booth and products taken at the Event to promote this Event and future Organizer events, without additional payment. The Exhibitor confirms it has permission to provide any submitted images and may notify the Organizer in writing of a specific image it does not own or cannot license. This permission does not transfer ownership of the Exhibitor's work.

Each party remains responsible for its own acts and omissions. To the extent permitted by Virginia law, the Exhibitor will reimburse the Organizer for third-party claims, losses, and reasonable expenses arising from the Exhibitor's products, operations, or breach of these terms, except to the extent caused by the Organizer's negligence or misconduct.

These terms are governed by Virginia law. The parties will first try to resolve any dispute directly in good faith; any legal action shall be brought in a court with jurisdiction in Loudoun County, Virginia.

These terms, the accepted application, the invoice, and written Event instructions form the participation agreement. If they conflict, a specific written term in the accepted application or invoice controls over this document for booth price, inclusions, and payment dates. Changes to the agreement must be in writing from the Organizer.

Notices should be sent to the contact details provided in the application and to the Organizer at info@artisanmarketandstudio.com.