Bridge Day Vendor Information
VENDOR RULES & REGULATIONS
PLEASE READ ALL THE INFORMATION BELOW BEFORE COMPLETING APPLICATION
FEES
All fees/applications must be received for spaces to be confirmed. Make check or money order payable to: Fayette County Chamber. All major credit cards are accepted.. Any charges will show up as “Fayette County Chamber”.
Booth Fees:
Non-chamber Members: $225 before July 1 and $350 after July 1.
Chamber members: $125 before July 1, and $175 after July 1 (*Must be an active Chamber member of 1 year or more)
Application Fees: There is a $15 application fee. This fee is per application and is non-refundable.
ASCAP Fees: Any vendor providing music as entertainment must pay the ASCAP fee. In addition, if you should be providing entertainment on US-19, you will be required to secure booth space for your set up, as well as a minimum of one (1) space for the general public to view show in the median.
Cancellation: For cancellations prior to Labor Day Monday, vendors will receive a refund less the $15 application fee.
From Labor Day until September 30th, vendors who cancel will not receive a refund but may be considered for a booth credit for the following year’s event.
After October 1st, there will be no refunds or credits.
In the event that the Fayette County Chamber or the Bridge Day Commission cancels Bridge Day there will be a full refund, less the application fee of $15.
Taxes: The West Virginia Tax Department requires the collection of 6% State Sales Tax. Vendors are responsible for collection and payment of this tax. The WV Tax Department will send you a form and/or may visit your booth.
Usage Fees: The usage fee to use New River Gorge Bridge Day, Bridge Day or Bridge Day Festival on a product excluding shirt apparel is $150 per applicant. All items must be pre-approved.
ACCEPTANCE TO BE A VENDOR
Acceptance: You will be notified via email or phone call if you are not accepted. If you are not accepted, your fee, less the non-refundable application fee, will be returned. Bridge Day reserves the right to turn vendors away if there is an overabundance or limitation on the type of product the vendor sells.
Your parking lot and booth assignments will be mailed two weeks prior to the event. If you do not receive your information two weeks prior please contact our office at 304-465-5617.
Behavior: Every participant is expected to respect the rights of all Bridge Day personnel (i.e. Staff, Vendors, Security, and Volunteers). Negative behavior and unsafe actions will not be tolerated and such behavior will result in your booth being closed for Bridge Day-NO CREDITS OR REFUNDS.
**If you sell items that are not allowed you will not be invited back the following year and you may be asked to pack up and leave the current event should you be asked several times to stop selling certain items that are not allowed. Vendors that are selling after 3PM will be put on a “no sell” list for the following year.**
Cooperation: All personnel are required to cooperate with Law Enforcement and other security personnel before, during and after the New River Gorge Bridge Day Festival.
Security: Each vendor will be required to submit a list of all personnel and date of birth for each working before 9AM. Personnel working prior to 9AM will need a photo id with them at all times.
The names of personnel, date of birth and their home addresses will be requested closer to the date of the event to minimize frequent changes.
BOOTH SPACE- EACH SPACE IS 25ft WIDE X 10ft DEEP
Spaces are sold on a first-come-first-served basis and will not be held without payment and complete application. It may be deemed necessary by the committee for you to acquire additional spaces to ensure adequate spacing. Placement will be announced two weeks prior to the event.
Animals: No animals allowed at Bridge Day or in your booth. Service animals are the exception.
Electricity: Electricity, water and tables are NOT provided. If you need power you will need to supply your own generator. Please note on application if you are using a generator.
Entertainment: If you are providing entertainment on US-19, you will be required to secure booth space for your set up, as well as a minimum of one (1) extra space for the general public to view show in the median. Setup will require entertainment to be facing north or south on the median only. Any vendor providing music must pay the ASCAP fee.
Location: Provided a vendor is accepted, the committee reserves the right to make the determination as to vendor location. This determination will be based on type of craft, product or attraction, size and space availability.
Notification: Notification of booth space will be mailed two weeks prior to the event. If you have NOT received information by October 1st please call our office 304-465-5617.
Size: Booth spaces are approximately 25 feet of road frontage. The depth varies according to road design, but are at least 10 feet deep. Only two (2) regular sized vehicles are allowed per space and you will be given two (2) vehicle permits. Please display these permits on your dash or from your vehicle mirror.
A trailer counts as a vehicle and oversized vehicles will count as two (2). The committee reserves the right to make the determination as to a booth needing more than one space. So if you have a truck and trailer, you may NOT bring in a third vehicle unless you purchase a second booth space.
Trucks and trailers cannot exceed 25 feet tall.
Sub-let or Shared: Booths may not be sub-let or shared without prior consent of the Bridge Day Committee or the Bridge Day Vendor Coordinator.
BOOTH SPACE DOs & DON’Ts
Do Not Rely on GPS to get you to your parking lot! VENDORS have been turned away if they are not there by 5:45AM! If unsure please call our office for directions 304-465-5617 prior to October 18th!
Fire Extinguishers: All vendors are required to have at least one ABC fire extinguisher.
Operations: Someone must man your booth at all times during hours of operation. Although Law Enforcement will be present, you will be responsible for providing adequate security measures at your booth. YOU MUST have your booth number displayed in case of an emergency! A team member will come by your booth to place that number on your tent or display.
Set Up: Once you have been accepted as a vendor you will be assigned a parking lot for that morning. This is where you line up. You must arrive at your DESIGNATED parking lot on Saturday, October 18th no later than 5:45AM. DO NOT GO TO THE BRIDGE. We try to have everyone out on the roadway and set up as close to 8:00 AM as possible. Vendors will start moving at 7AM by parking lots.
Signage: Sandwich boards or podiums are not allowed in front of your assigned vendor space. They are allowed BEHIND the white/yellow line. Please take this into consideration when setting up and make sure nothing is in front of the line.
Tear Down: You will be asked to begin tearing down at 3:00 PM on Saturday, October 18th. Please do as law enforcement directs you, this is a federal highway and is scheduled to reopen within a certain time frame and ALL vendors must be clear of the area!
Trash: All food vendors are required to have two (2) twenty (20) gallon trash cans. Spaces must be kept litter free with trash bagged up. All Vendors must take trash and cardboard out with you! This includes used oil.
Vehicle Vendor Number: Your vendor hanging tags hang on your mirror or on your dashboard. A truck and trailer will take up your booth space. You may not have a truck, trailer and a car in one space.
Booth Numbers: You must display your booth number on the front of the booth exhibit. We will have staff coming by your booth to place a tag. This must be visible at all times.
FOOD CONCESSIONAIRES
Acceptance: Regardless of when an application and fees are received by the Fayette County Chamber, booth space will not be confirmed until the Fayette County Chamber has been notified by the Fayette County Health Department that the proper permit has been issued. Until such time, booth spaces will remain open and available on a first come, first served basis.
Bake Sale or Homemade Items: Vendors that are selling eligible homemade or bake sale items that are pre-wrapped and not prepared in a commercial kitchen must have a HIGHLY VISIBLE SIGN on their counter that states, “NOT PREPARED IN A COMMERCIAL KITCHEN”. Absolutely no baked goods in glass jars. Please call the Department of Health at 304-574-1617 for more information and eligible products.
Canned Goods: Please refer to the “Home Canned and Prepared Foods at Fairs, Festivals, Farmers’ Markets and Similar Exhibitions” for a list of eligible and non-eligible products. Acidified foods (i.e. any foods using vinegar or lemon juice as a preserving agent) are considered acidified and must be prepared in a commercial kitchen. Please list ALL products to be sold.
Please refer to West Virginia Code 19.5.6 for information on homemade and canned goods.
Fire Marshal Inspection: All Food Vendors operating a food truck will be required to have a passing inspection document from the WV State Fire Marshal. The application form can be found here. If you are cooking food under a tent, you do not have to have the inspection, but must comply with the setup regulations. All requirements and regulations can be found here. If you have any questions, please contact the WV Fire Marshal’s inspection office.
Beverages: Soft drinks, water or other forms of non-alcoholic beverages, offered for consumption on site will be classified as a Drink/Food Concession and may require a separate application and additional regulations. We may have an official drink sponsor. We will contact you. ONLY their beverages are allowed to be sold during the event.
Bottled & Prepared Beverages: Bottled beverages on their own do not need a special food permit. However prepared beverages (i.e. coffee, tea, cider, hot chocolate, soft drinks poured into cups) would need a special food permit.
Health Dept. Fees & Permits: In State food vendors who already have their annual permits no longer need to register for a temporary food establishment permit nor a recipriocity permit. Only vendors who are from out of state and those operating under a tent will need to register for a temporary food establishment permit. To register for a temporary food establishment health permit, please go to the Health Department website and complete form SF-5B, Guidelines for operating a temporary food establishment can be found here.
Fill out form BRIDGE DAY FORM 3 / SF5B and mail it with $72.00 per unit to the Fayette County Health Dept. 5495 Maple Lane. Fayetteville, WV 25840.
Labeling: All food products must be labeled in accordance with FDA regulations stating, at a minimum: product name, ingredient listing, net weight, manufacture name and allergens.
Menu: Please provide a menu of items you will be selling. This is good for your customers and the committee can place you appropriately.
Trash: All food vendors are required to have two (2) twenty (20) gallon trash cans. Spaces must be kept litter free with trash bagged up. All Vendors must take trash and cardboard out with you! This includes used oil.
Fire Extinguishers: All food vendors are required to have at least one (1) 2A-10BC fire extinguisher. If you are cooking with grease, you must also have a Class K fire extinguisher in addition to the 2A-10BC fire extinguisher as well as an approved fire suppression system.
SAFETY FIRST! WV Code §64-18-15. SAFETY: 15.1 All premises and facilities available to public patronage, employment, confinement, or use shall be designed, maintained and operated to minimize safety hazards and promote an accident-free environment.
The Health Department and everyone involved with the Bridge Day event wants the day to be a fun and safe day for everyone there. Please be aware that when you level your mobile unit you must level it in a safe manner, especially if you are located on the median side of US 19.
You must follow the manufacturer’s instructions on your mobile unit or be approved by the Fire Marshal’s office.
PLAN AHEAD! Please make sure you think ahead and bring what you will need to level the unit in a safe manner. Do not forget that you will have propane tanks and possibly hot grease and/or hot coffee that could lead to disaster if the mobile unit fell off the leveling apparatus.
PRODUCTS
Balloons: (for sale or give away) is prohibited due to environmental concerns.
Delivery of Merchandise: each vendor is responsible for the delivery of their merchandise to the staging area and henceforth to their respective vendor area during Bridge Day. The Fayette County Chamber will not be responsible for or accept delivery of merchandise.
Fliers: brochures, coupons, etc. cannot be handed out by vendors outside of their assigned vendor space. They may hand out coupons, brochures, etc. inside of their booths for purchase outside of the Bridge Day area.
Goods: Vendors may offer to the public only the crafts or products that are listed on their application. Bridge Day has contracts with sponsors for exclusivity of some products and must make sure these contracts are honored.
Prohibited Items: Illegal Drugs, Alcohol, Offensive or Suggestive Language or Images, Knives and Firearms - No illegal drugs, drug paraphernalia, tobacco, tobacco products,vapes or any smokable products, alcohol, suggestive materials or language, knives, intrusive plants not native to the area, dart guns, toy guns, fireworks, firearms or weapons of any kind—may NOT be sold or displayed. You may be shut down or items taken until after Bridge Day.
Standards: To ensure quality and to maintain certain standards, all crafts and products will be selected by a jury process. We will ask for website and social media handles. If you do not supply any, we will ask for photos of your products.
Terms & Conditions:
All Bridge Day participants are expected to be respectful of other participants and conduct themselves in a collaborative and polite manner
In their sole discretion and without refund, the Fayette County Chamber of Commerce and New River Gorge Bridge Day Commission reserve the right to refuse admittance to or expel anyone from Bridge Day who it determines is engaging in any unacceptable behavior, willful misconduct or recklessness. Unacceptable behavior includes any rude, intimidating, abusive, discriminatory, derogatory, demeaning, violent or harassing conduct.
By registering for an Event, you agree that the Fayette County Chamber of Commerce and its designees shall have the sole discretion to interpret or assess any behavior or conduct of a participant either reported or witnessed at Bridge Day, and to take any and all necessary actions to deal with actions that may violate these terms and conditions, including but not limited to cancelling or terminating an attendee's right to attend or participate in any current or future Bridge Day.