Step 1: Review Information
Before applying, thoroughly read all the materials provided in the Vendor/Exhibitor Application Kit (Click Here to Download Application Form). Pay special attention to the event overview, vendor categories, selection criteria, and rules and regulations.

Step 2: Choose Your Category
Decide on the most appropriate vendor category for your business or service. This could range from Food and Beverage to Arts and Crafts, or the Open Category for diverse Filipino-American businesses.

Step 3: Prepare Your Application
Gather all necessary information and documents for your application. This includes your business information, a description of your products or services, and any additional materials such as photos or menus.

Step 4: Complete the Application Form.
Fill out the Vendor Application Form provided in the kit. Make sure to fill in all required fields accurately and provide as much detail as possible about your offerings.

Step 5: Attach Required Documents
Attach any required supporting documents to your application. This may include copies of your business license, insurance certificate, and any other relevant materials.

Step 6: Review Your Application
Before submitting, double-check your application and attached documents for completeness and accuracy. Ensure that you have adhered to all guidelines and provided thorough information.

Step 7: Read & Acknowledge the Venue Guidelines

Take a moment to carefully review the venue guidelines set forth by Fil-Am Fest DC. By proceeding with your application submission, you implicitly acknowledge that you have read, understood, and agree to adhere to these guidelines. Your compliance is essential in maintaining the family-friendly and respectful atmosphere of the event.

Step 8: Submit the Application via Email or through the website's Event Registration page
Submit your completed application form and all attachments by the specified deadline. Submission can be done via email at filamfestdc@gmail.com and direct your email to the attention of the Vendor Selection Committee.You can also submit online thru the Event Registration on our website, or CLICK HERE. 

Step 8: Acknowledgment of Application
Upon submission, you will receive an acknowledgment of receipt and other information about your application. If you do not receive this within 2-3 days, follow up with the event coordinators by sending a text to 202-599-5593. Ex. Text "Vendor application follow up for (vendor name).

Step 9: Await Notification
After the submission deadline, the Vendor Selection Committee will review all applications beginning March 1, 2023. If your application is complete, you will be notified of the committee's decision 4-7 days after submission.

Step 10: Confirmation and Payment
If your application is successful, confirm your participation by the given date and complete any necessary payments for booth fees, etc. as instructed.

Step 11: Receive Vendor Information Pack
Once confirmed, you will receive a comprehensive vendor information pack. This will include details on your booth location, setup instructions, event day guidelines, and any additional relevant information.

QUICK LOOK UP: Who needs to apply for and obtain a TFE permit?

From the Fairfax County Health Department

• A food establishment with a current, valid Food Establishment Permit issued by the Fairfax County Health Department.

• A food establishment with a Food Establishment Permit issued by a health jurisdiction other than Fairfax County and is participating as a food vendor.

• A firm/organization/company/business that is under an inspection program conducted by the Virginia Department of Agriculture and Consumer Services (VDACS).

• A gourmet food vendor who offers unpackaged samples of products to the public.

• A Mobile Food Unit (Food Truck) that DOES NOT have a current and valid Fairfax County MFU permit.

• A demonstration cooking booth where samples are offered to the public.

• A restaurant that donates or sells food to a 501c3 non-profit, tax-exempt organization.

• An organization that does not meet tax-exempt status under 501c3, whether sponsoring or participating as a vendor in an event.

• Permit Application: Food vendors must apply for a Temporary Food Establishment Permit from the Fairfax County Government. This is mandatory for any vendor selling or sampling food at the event. Learn More at Virginia Department of Health

• Compliance with Health Codes: Food vendors are expected to comply with all health codes as outlined by the Fairfax County Health Department. This includes food preparation, handling, and storage standards. Learn more, click Food Safety in Virginia.

• Inspections Reminder: Please remember that health department officials might check in during our event to conduct random inspection. We ask all our vendors to consistently keep their areas clean and follow food safety rules. This helps us ensure a safe and enjoyable experience for everyone

• Training: All personnel involved in food handling must be adequately trained in food safety practices.

• Application Deadlines: Ensure that applications for permits are submitted well in advance of the event, as per the guidelines set by Fairfax County.

Please be informed that the County of Fairfax, Virginia, has specific guidelines for food sampling at temporary events. These guidelines are crucial to ensure safety and compliance for all involved.

To familiarize yourself with these important guidelines and to ensure a smooth and successful experience at our event, please click and review: County of Fairfax Guidelines for Sampling at Temporary Events.

Your adherence to these guidelines is greatly appreciated and is essential for the health and safety of all attendees.

For any further questions or clarifications, feel free to contact us.

Please apply on the Planning and Land Use System at least 10 days prior to the event.

• See Temporary Food Establishments Requirements & Information Packet and sampling guidelines.

• Temporary Food Vendors are required to submit a as Temporary Food Establishment Permit (TFEP) application in PLUS. Within the application, select the event from the existing Event List. If the event is not listed, choose “Other” and enter the event name and details.

• The completed application and fee must be received at least ten (10) days prior to the event.

Understanding your responsibility as a Vendor

As a valued vendor at the Fil-Am Spring Fest, it's important to be aware of your responsibilities regarding sales tax collection and remittance. In the Commonwealth of Virginia, vendors are required to collect and remit sales tax for items sold at events like ours.

Where to Obtain Tax Forms and Information

To assist you in this process, we've compiled resources to help you understand and fulfill your sales tax obligations:

• Virginia Department of Taxation: For comprehensive information on sales tax regulations and to obtain necessary forms, please visit Virginia Tax—Sales and Use Tax

• Temporary Sales Tax Forms: If you need a temporary submission form for sales tax, these are available through the Virginia Department of Taxation's website. You can access these forms and detailed guidelines if you CLICK HERE.

Contact for Further Assistance

If you have any questions or require further clarification regarding sales tax collection and remittance, please directly contact the Virginia Department of Taxation. They are the best resource for accurate and comprehensive information. You can reach them at: 

Phone: (804) 367-8037 | Email: taxinfo@tax.virginia.gov

Remember: As an event organizer, Fil-Am Spring Fest does not manage the collection, reporting, or remittance of sales tax for vendors. It is your responsibility as a vendor to ensure compliance with all relevant tax laws.

Why Insurance is Essential for Food Vendors

At Fil-Am Fest DC, the safety and well-being of our attendees, vendors, and staff are of paramount importance. As part of our commitment to ensuring a secure and professionally managed event, all food vendors are required to obtain liability insurance.

Why is Liability Insurance Mandatory for Food Vendors?

1. Protection Against Claims: This insurance safeguards you, the vendor, against claims that may arise due to accidents or incidents involving your food products or operations at the event. This includes foodborne illness, injuries, or property damage.
 
2. Event Requirement: As stipulated in our terms and conditions (Sections 10 and 11), carrying liability insurance is a mandatory aspect of participating as a vendor at Fil-Am Fest DC. It is essential to protect both you and the event from potential liabilities.

3. Professional Compliance: Holding liability insurance is a standard practice in the industry and reflects your professionalism and preparedness as a vendor.

How to Obtain Liability Insurance:

• Contact an Insurance Provider: Reach out to insurance providers who specialize in event or vendor insurance. They can offer policies tailored to the needs of food vendors at events.

• Consult with Trade Associations: Sometimes, trade associations provide resources or recommendations for obtaining suitable insurance.

• Review the Coverage: Ensure the policy covers the specific risks associated with food vending, including product liability and general business liability.

Proof of Insurance:
- Upon request, you will need to provide proof of your liability insurance to the event organizers.
- Make sure your insurance is valid for the duration of the event.

Need Assistance?
If you require assistance or have questions about obtaining liability insurance, please feel free to reach out to us at filamfestdc@gmail.com. We're here to help ensure your experience as a vendor at Fil-Am Fest DC is smooth and hassle-free.

Your proactive approach to fulfilling this requirement is greatly appreciated and underscores the responsible and community-minded spirit of our event.