Promotional banner for the Kiwanis Wilderness Trail Festival showing a sunny outdoor arts and crafts festival with vendor tents, artists, visitors, and an information table. Large text at the top reads “Vendor Information,” with “Kiwanis Wilderness Trail Festival” on a gold ribbon below.

Thank you for your interest in being part of the Kiwanis Wilderness Trail Festival. This page includes the vendor application form, layout information, arrival and departure rules, and key guidelines to help ensure a safe, successful, and enjoyable festival for everyone.

Need help? If you have problems downloading any of the applications, please email KWTF@CBKiwanis.org for assistance.

Applications & Payment

Please submit your application using the linked PDF form. Applications and required documentation must be submitted according to the instructions in the application packet. Fee information is included on the application form. Please mail your application along with a check to the address shown on the form.

Vendor Application

Who this is for: Handcrafted by YOU, Non-Profits, Home improvement-related vendors, and Business Displays (see category information in the Vendor Guidelines section below).

Download PDF

Heritage Trades Vendor / Demonstrator Application

See the information on the Heritage Trades page.

Food Vendors

For a Food Vendor application, please contact:

Festival Layout Map

Use the festival layout map to understand vendor areas and streets. Locations and street layout are subject to change.

View Layout Map Online Download Layout Map (PDF)

Arrival & Departure Guidelines

  • Arrival cutoff: Vendors must have their vehicles unpacked and off the street by 8 a.m.
  • Stay until closing: All vendors are required to remain at the show until closing. We advertise the festival hours, and breaking down early is not fair to patrons.
  • Failure to appear / early withdrawal / canceling: Will result in loss of space and may jeopardize participation in future shows (vendors and performing groups).

Refunds & Policies

Rain & Wind Policy (No Refunds)

There will be NO REFUNDS for rain or wind. The festival is planned year-round and is not cancelled for typical bad weather. Vendors are responsible for providing their own protection from inclement weather.

A one-hour wait period will occur before calling the status of the festival during extreme weather. After that period, if the festival is cancelled, a staff person will notify participants. Only then will vehicles be allowed back onto the festival street.

Cancellation Policy (No Refunds)

We do not refund for cancellations. NO REFUNDS will be given for cancelled reservations.

Virginia Department of Taxation

Vendors not filing taxes through an established business must submit the tax form provided in the September 1st packet to the Virginia Department of Taxation. Questions: tax.virginia.gov

Additional Guidelines

  • The Kiwanis Club of Christiansburg and the Festival Planning Committee may update, change, or re-design the layout as needed. Top Level Sponsors may be placed throughout the festival layout.
  • No electrical outlets, tables, tents, ice, water, or VDH regulated dump areas will be provided.
  • Vendors must provide their own trash receptacles/bags. Dumpsters will be available after the festival for vendor trash disposal.
  • A fire extinguisher must be in any booth where food is cooked, candles are lit, or there are burning/smoking items.
  • Locations and street layout are subject to change.
  • A professional attitude and consideration for co-vendors is expected. Failure to cooperate with festival staff may result in removal without refund.
  • Vendors are liable for delivery, handling, erection, and removal of their own display and materials.
  • Demo CDs/audio must be played at a respectable level; you may be asked to lower volume if complaints occur.

Vendor Guidelines: Categories, Space Sizes & Fees

Below are key category descriptions, space sizes, and fees. Please review the full guideline information in your application packet for complete requirements.

“Handcrafted by YOU” Arts & Crafts

Fees:

  • $75.00 per 10′ deep by 13′ wide space before August 14th (no refunds)
  • $90.00 per 10′ deep by 13′ wide space after August 14th (no refunds)

Important: All items sold must be handcrafted by you and pre-approved. Photos are required along with detailed descriptions for all items to be considered. Missing details may result in a returned application and payment.

Non-Profits

Fees:

  • $75.00 per 10′ deep by 10′ wide space before August 14th (no refunds). Must be a 501(c)(3) organization.
  • $90.00 per 10′ deep by 10′ wide space after August 14th (no refunds).

Required: Proof of 501(c)(3) status must be submitted with your application and fee.

Business and Home Improvement Displays

Fees:

  • $100.00 per 10′ deep by 10′ wide space before August 14th (no refunds)
  • $115.00 per 10′ deep by 10′ wide space after August 14th (no refunds)

A business display is for businesses other than “Handcrafted by You” vendors (including home-based businesses, manufactured crafts, and local service/retail businesses). A full description of what you plan to do during the festival must be attached for approval.

Confirmation

  • Applications will not be reviewed without: registration fee, detailed description of items/activities, and (if applicable) photos and proof of 501(c)(3) status.
  • Applicants will be notified as soon as possible if the application has not been approved.
  • For approved applicants, a confirmation letter and further details will be mailed around September 1st. Until then, your cashed check serves as confirmation of your space reservation.

For food vendors, please contact the Food Vendor coordinators listed above. For upload issues, email KWTF@CBKiwanis.org.

Vendor Placement Notice

The Kiwanis Club of Christiansburg, as the managing agent of the Kiwanis Wilderness Trail Festival, reserves the right to place vendors in any spaces and/or areas decided upon by us.