All Downingtown Fall Fest vendors are required to provide a COI (Certificate of Insurance) listing Downingtown Area Chamber of Commerce (Event Organizer) as certificate holder AND additionally insured. This protects both the vendor and organizer with regards to liability risk that could be incurred at an event of this nature. Any vendor that does not provide a COI by the deadline will forfeit their space.

THIS DOCUMENT outlines the insurance requirements and a sample COI for your reference. The document is 2 pages.

• If you already have general liability insurance for your business, THIS DOCUMENT can be sent directly to your agent to request a COI.

• If you do not have general liability insurance, you can purchase a temporary event policy (starting at $49) via the link provided upon acceptance. Please be sure to list Downingtown Area Chamber of Commerce as certificate holder AND additional insured. 

Accepted vendors should email the COI to dtownchamber@gmail.com by June 5th to reserve their space. Please include the VENDOR NAME in the body of the email.

REMINDER: vendors should not purchase insurance before acceptanceemail (from dtownchamber@gmail.com) is received on May 20th

• Vendors must supply a 10x10 canopy tent, tent weights (please see specifications below), tables, chairs, and all supplies required for set-up. 

  • Tables will not be available for rent to general vendors. Vendors must provide their own tables.

    • EXCEPTION: Downingtown Fall Fest Gold and Silver sponsors and Downingtown Area Chamber of Commerce Gold and Silver annual sponsors will be provided tables.

• Tents must be safely weighted with at least 30lb weight per tent leg. Tent weights are required of all participants.

  • ***NOTE: All vendor tents will be inspected by Downingtown Borough code enforcement officers onsite at the event. Any vendor with insufficient tent weights will not be permitted to participate.

  • Canopy weights should not present a tripping hazard. 

  • Weights should be affixed to the lower leg of the tent - no free dangling weights.

  • Absolutely no staking. 

• Vendors are allotted a standard 10x10 space (or 10x20 space, if designated via application & confirmed via acceptance email and receipt of payment).

  • In most locations, vendor tents are situated directly next to each other, so the vendor’s entire display must fit within the 10x10 tent. 

• Vendors are expected to maintain their vendor space by removing trash & debris and maintaining a clean & tidy space throughout the event.

  • Presentation is everything! 

• Vendors must display clearly marked pricing and signage.

• Electricity is not available. Vendors must supply a generator if booth requires electric power. Respect your vendor neighbor(s), generators should have noise suppression.

  • Generators cannot present a tripping or safety hazard to event attendees, staff, or vendors.

  • Any vendor intending to bring a generator must indicate such on the application.

  • Code requirements when operating a generator at the event:

    • Any generator use requires a fire extinguisher (i.e. food or non-food related)

      • Class C extinguishers can be used specifically for electrical fires; Class ABC extinguishers cover electrical fires and other applications (including food) and are versatile.

    • Please plan accordingly and bring the correct supplies. A codes inspector will be on site at the event enforcing these requirements.

• Detailed load-in, event layout, and load-out instructions with map will be sent at least 5 days prior to the event. This information is for internal use only.

  • The event layout is fully at the discretion of the Event Organizer. It is subject to change without notice. Management appreciates vendor flexibility and willingness to adjust where necessary. Vendors may be placed on Green Street, E. Pennsylvania Avenue, or along the driveway leading to Kardon Park.

  • Special requests for vendor spaces or location cannot be guaranteed.

  • Chamber members and sponsors receive priority booth placement. Consider a Chamber membership: www.dtownchamber.com

• Vendors should expect to arrive as early as 3 hours before the event starts for load-in & set-up. Load-in times will be staggered depending on location, and vendors may be allotted a limited window for load-in between 8am-9:30am.

• Vendors are required to arrive on time.

  • Load-in is typically on a tight schedule, so punctuality is paramount. 

  • Late arrivals could result in vendor spaces being moved or adjusted and should expect load-in from a longer distance. Depending on timing, vendors could be prohibited to load-in or participate without refund.

• Vendors may temporarily park their vehicles near their booth space for load-in. Most load-in windows are at least 25 minutes. 

  • Vendors must unload the entire vehicle onto the sidewalk behind booth space in a timely fashion.

  • After unloading, vendors should immediately move the vehicle to vendor parking before beginning set-up.

  • Vehicles will not remain with the vendor during the event.

• Vendors must be set-up and ready to sell at least 15 minutes before the event opens.

  • No early sales will be permitted. 

• Vendors must wait until the event is over to break down.

  • Vendors must break down all of their wares and their entire tent area before moving vehicles back to the event area to load out.

  • Absolutely no vehicles in the event area until after 4:30pm. Vehicles will not be permitted to enter the event area until deemed safe by Police and Event Staff.

  • In the event of a sell-out, vendors must remain set-up in their tent for the duration of the event. 

• Vendors are responsible to clean their entire area and remove any trash from the premises. If after inspection at the end of the event a vendor space is deemed unclean, the vendor may not be permitted to participate in future festivals.

• Absolutely no drinking alcohol, smoking, illegal substances, or weapons are allowed.

• Vendors are not permitted to play music in their tents.

• Vendors are responsible for following all local, state, and federal sales tax requirements and laws. 

• Downingtown Fall Fest is not liable for any vendor or their property. It is required that all vendors carry liability insurance to cover their business. 

• Vendors are expected to work amicably with management, fellow vendors, and customers for the entirety of the event. Uncooperative or contentious vendors will forfeit their booth space. 

• All vendors should help promote the event to their audiences. 

• No Hulking. Vendors must stay in their booth space. No standing in the street directing foot traffic to your booth.

• Vendor fees are non-refundable.

• Downingtown FallFest is a rain or shine event. In the case of extreme, hazardous, or severe weather, the event will be postponed to the rain date of Sunday, October 11th. The decision for postponement will be made by Friday, October 2nd at 12 noon via email.

  • Every effort will be made to hold a safe event on the planned date of October 4th. The event will only be postponed to the rain date in the case of severe weather. 

  • In the case of postponement to the rain date, no refunds will be given.

  • In the case of severe weather on the postponed rain date, the event will be canceled and no refunds will be given.

  • Vendors should be prepared for all weather.

• Cancellation history will be considered in the jury selection process: vendor history - conduct, communications and cancellations or late arrivals - in our selection process. Any history of cancellation or late arrival may impact acceptance and may disqualify a vendor from participation, as both significantly disrupt pre-event planning and day-of coordination.

• Management appreciates responsiveness from all participating vendors. 

• All event communication will made be via email from dtownchamber@gmail.com

  • Participants should monitor their spam or junk folders for any missing emails.

• If a vendor cannot be reached via email, contact may be made via phone call or text from the Chamber phone number which will be provided upon acceptance.

• Event information can also be found via the official event website: www.downingtownfallfest.com

• Downingtown Fall Fest will never contact a vendor via Facebook or Instagram. 

  • Any contact made via facebook, instagram, or an email/phone number that is not listed above is spam. 

  • Please review the PAYMENT REMITTANCE section on this vendor information page before sending vendor fees. 

    • Vendor fees sent to any outside organization or online scammer will not be the responsibility of Downingtown Fall Fest. 

• Exception: management will not be monitoring emails on event day.

  • Any last minute or emergency communication on market day should be via call or text to the Fall Fest vendor hotline phone number which will be provided upon acceptance.