THIS PAGE PROVIDES DETAILS SPECIFIC TO PCOVA FEST EVENTS FOR VENDORS!
Although most of these are indeed the same for the small, monthly events, the following details should be considered specifically for the LARGE PCOVA FESTS IN SPRING AND FALL ONLY.
PCOVA events, large and small, are intended to be fun for every person of all ages and always family-friendly. Whether the sun is shining or rain is pouring down, in the spirit of farming, the work is never done for farmers so it is never done for us. Unless there is a major weather threat that is dangerous to the wellbeing of the animals (and humans of course), all of the PCOVA events will be held as scheduled.
VENDORS: PLEASE READ THROUGH ALL OF THE FOLLOWING BEFORE PURCHASING YOUR VENDOR SPACE TICKET(S). AFTER READING THE BELOW DETAILS, YOU CAN CLICK THE BUTTON AT THE BOTTOM OF THE PAGE OR CLICK HERE TO SEE WHAT IS CURRENTLY AVAILABLE AND TO GET YOUR TICKETS.:
There will be NO REFUNDS for our paid events. No exceptions.
WHERE ARE THE PCOVA FESTS HELD?
The Farmers Spring Fest and Farmers Fall Fest are held at Soggy Bottom Farm and Feed of Virginia, LLC, in Glen Allen, Virginia. Events are set up in the open field.
WHAT ARE YOU BUYING WITH A VENDOR TICKET?
Vendor tickets reserve your space in the vendor area to set up your booth. It rents that spot for the determined date and time allowing you to set up your booth to sell or promote for your farm related goods or services.
Vendor ticket prices cover the preparation and usage of the event field, parking, maintenance, event bathroom rental, and any administrative fees, as needed.
ARE CANOPIES, TABLES, OR CHAIRS PROVIDED?
No. PCOVA is not providing any items for vendor booths set up. It is the vendors responsibility to bring all supplies needed to set up your vendor booth from the ground up.
DO I HAVE TO STAY UNTIL 4?
These events do tend to slow down dramatically after 2 p.m. We do require you to stay set up until at least 2 p.m. If you would like to leave anytime after 2 p.m., please find the PCOVA organizers to notify them and get safe guidance out of your vendor spot. We just want to keep everyone and everything safe.
WHEN CAN I SET UP?
Overnight stay is permitted. Set up can begin the day before and vendors can camp out Friday night if you would like. You do need to let us know if you are staying overnight. There is no additional fee to campout.
WHAT IF I NEED ELECTRICITY?
Electricity is not provided or available. If you require electricity for your vendor booth, we recommend investing in a small portable quiet generator that you can use over and over again.
WHO IS RESPONSIBLE FOR TAKING PAYMENTS AT THE EVENT?
Each vendor is responsible for accepting payments for their own customers. PCOVA is not responsible for payments, processing, or any fees related to your business(es). Sales are between vendors and customers.
WHO HANDLES CUSTOMER RELATIONS WITH VENDORS?
Sales and interactions between vendors and customers, or potential customers, are between vendor and the customer. Vendors are SOLELY AND COMPLETELY responsible for their business-customer relations. PCOVA is in now way responsible for any issues, including, but not at all limited to, issues related to money exchange or any way monetarily, social relations and interactions, any and all legal
HOW CAN I HELP MAKE THIS EVENT A SUCCESS?
Promote! Sharing the event information and self-promotion is critical for any business. These are planned as large events but only YOU have the opportunity to reach YOUR customer base. What is often neglected is the rest of the people we each know that may not be OUR customer base. There is usually something for everyone so take the time to share the event invite with everyone you know!
PLEASE DO NOT create separate Facebook events for any larger event. This creates unnecessary confusion and detracts from the event overall. To share on Facebook, PLEASE VISIT THE FACEBOOK EVENT ON THE PET CHICKENS FACEBOOK PAGE HERE.
HOW WILL I KNOW WHERE MY SPACE IS LOCATED?
Vendor space tickets are sold ahead of time. Because of the makeup of the types of booths that attend, vendor booth assignments are not immediately available. Vendors will be notified of their space assignments a minimum of 10 days ahead of the event.
CAN I SELL LIVESTOCK GUARDIAN DOGS OR BARN CATS?
Virginia code does not allow the sale of dogs or cats unless under specified circumstances. Section B, item 3, as highlighted below, does permit the sale, exchange, or trade of dogs that are sold primarily for use in commonly-accepted hunting or livestock farming activities. PCOVA events can permit the sale of dogs on a case by case basis dependent upon the event location. For the smaller swaps, check with the immediate swap host to determine allowability at that specific location. Dogs ARE allowed at Soggy Bottom effective 1/1/2022. Cats are only permitted under certain circumstances and if you are able to prove you meet the code criteria to bring cats, contact the organizer ahead of time for approval at PCOVA events.
The entire code can be seen here:
Code § 3.2-6508.1. Sale of dogs or cats prohibited in certain places.
3. The sale, exchange, or trade of dogs that are sold primarily for use in commonly-accepted hunting or livestock farming activities; or
WHAT ARE THE RULES FOR SELLING ANIMALS?
All animals must be in good health and in proper containment the entire time. Animals may not be left loose or uncontrolled at any point.
Animal vendors are required to have food, water, and shade or cover for their animals at all times.
If you find one of your animals is in distress at any point, that animal should be pulled from the sale, assessed, and allowed to calm. Do not sell a distressed animal as it is only going to increase your chance of a customer complaint and dissatisfaction.
Animals with any sign of illness are not permitted at the event whatsoever. If your animal appears ill in any way, including injured, do not bring it to the event.
Hosts and property owners reserve the right to request your immediate removal. If at any time it is found that a vendor knowingly brings and/or sells any animal(s) with any illness(es), you will be suspended from participating in any PCOVA events, including monthly swaps, for twelve (12) months.
WHAT FARM ANIMALS ARE ALLOWED?
All of them. Large animals respectfully require additional demands. Vendors with animals that require special care, medical treatment, vaccinations, or specialty vet care, etc., should simply have all the necessary documents and records available just as you would at any other in-person exchange.
HOW LARGE IS EACH VENDOR SPACE?
Vendor spaces are 12′ x 26′ each.
Vendors who require more space should ensure they request multiple tickets accordingly.
ARE POLITICAL ITEMS PERMITTED TO BE SOLD?
Items promoting any political affiliation or messaging, including cups, shirts, signs, furniture, flags, handmade items, artwork, or anything with any political statement may be sold at vendor booths but are NOT ALLOWED to be more than 5% of your booth display.
WHAT ARE VENDORS ALLOWED TO SELL?
We are a farm related association but these events are not limited to farmers and farm related goods. If you make it or grow it, and it is legal, you can set up as a vendor. Examples: live farm or exotic animals, hatching eggs, fiber, started plants, homemade goods, handmade crafts, woodworking, baked goods, leatherwork, candies, candles, beekeeping supplies, canned goods, artwork, soaps, lotions, yarns, antiques, custom designed items. In addition to these, you are NOT required to sell anything. Vendors are welcome to reserve a space to promote goods and services or serve solely as educational and to fundraise. These are only examples and is definitely not an exhaustive list.
I AM NOT SURE IF I HAVE ANYTHING TO SELL OR I JUST WANT TO SHARE INFO. CAN I STILL BE A VENDOR?
Educational information on what you do, sample work for items you customize, things you make to order, specialty pieces, higher prices items, are all important. Being a vendor provides a platform to meet and greet and share your information. Networking is invaluable and we welcome you to join in.
Nonprofits typically have fundraisers in place to raise money for specific goals. We welcome you to FUNDRAISE at your vendor booth. If you have ANY fundraiser that you can use to raise money for your organization, PLEASE UTILIZE IT!
TICKET AVAILABILITY AND RECOMMENDED BEST PRACTICES TO PROMOTE YOUR PARTICIPATION
Tickets are first come, first served.
Spaces for Fests will always be limited.
If you want to get the most for your money as a vendor,
- Pay for your reservation early and be sure you have reserved enough space for your needs to best present you
- Start promoting yourself immediately and share that you will be there with every single person you know. Even if they don’t buy from you, you may be helping someone else. Build together.
- Begin posting on ALL your socials and include teaser pics of what you offer. Build up interest. Grow conversations. Post daily.
- Go to the following link and use the Invite button and invite all of your Facebook friends.
- Using that same link above, use the Share button and share the event daily to your personal profiles and business pages and websites, if applicable.
VENDOR ATTENDEE PROMOTION BY PCOVA
A full vendor list will be shared publicly. It can take up to 72 hours for vendor payments to process. Once your payment has been processed, you will be added to the public vendor lists for promotion. This promotion of your business/vendor booth offerings is at no additional fee and included as a courtesy.
PCOVA MARKETING CAMPAIGN EFFORTS
PCOVA will be running paid advertising for these events. Your public details may be included in the marketing program. This is also included at no additional charge and is done as a courtesy. There is no promise to any vendor to be included in paid marketing. We will make the best effort possible to include all we can within reason. Only public photos and general information will be included.
WHERE IS MY VENDOR SPACE GOING TO BE?
Vendor space assignments will be publicly shared 5-7 days after ticket sales have concluded.
I NEED MY VENDOR SPACE LOCATED NEXT TO MY FRIEND OR GROUP.
If you need your vendor space next to a specific person or group who has reserved a separate vendor space, a request can be made. However, we make no promises on vendor space assignments. All requests will be considered but we will assign vendor spots to best benefit all. We appreciate your understanding.
CAN I SHARE A SPACE?
Spaces are allowed to be shared by a maximum of 2 people/farms/businesses. Proper signage should be displayed within the spot to specify each at the event. Only 1 vehicle can be parked in your space. If you share your space, one of the 2 will have to park in the designated vendor parking area and cannot be parked in the space UNLESS 2 spots are purchased together.
At this time, the Covid-19 pandemic is still in action. Please be prepared to wear your face mask, over your mouth and nose properly, when unable to social distance and use your hand sanitizer. We want everyone happy and healthy so we can always have a great year.