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2016 Food Truck Guidelines & Application

Sorry we missed you!

Feel free to look at last year’s information. Contact us if you have any questions or would like to participate next year (vendor, sponsor, food truck, volunteer)

Thanks for your interest in participating in the Keep Prince William Beautiful Festival, held in collaboration with The Potomac Nationals on April 23, 2016.  The Festival will include booths from local businesses and nonprofits, a Touch-a-Truck event for kids of all ages, an opportunity for kids to participate in the Nationals Playzone and of course food served by some of area’s finest food trucks.  Space is limited to the first 8 Vendors who register!

Payment is due along with completed application and supporting documents as listed below:

  • Application
  • Photo of truck ( For Proper Placement)
  • A copy of your Mobile Food License
  • A copy of your Virginia Sales Tax Certificate of Registration
  • A copy of your most recent Department of Public Health inspection Report
  • A copy of your Certificate of Insurance
  • Full Payment – Due by February 15, 2016
  • A menu of your food items with prices

Application Process & Fee:  The application fee is either $299 per truck or $150 + 10% of gross sales. KPWB  is committed to ensuring that there isn’t too many similar vendors or food trucks selling the same products.  It is strongly recommended that you submit your application early, as an application does not guarantee a spot in this years’ Festival. We will provide a waiting list if more spaces become available.

Applications should be emailed to or mailed to Keep Prince William Beautiful, Attn: Aliya Faille, 4391 Ridgewood Center Dr, Suite F, Woodbridge, VA 22192.

Space Assignments: Booth locations will be determined no later than April 15th.  Considerations will be based on competing food categories and time of submission of application. Submittal of application does not guarantee participation.  All accepted vendors will receive a confirmation email letter within two weeks of receiving the application. No payment will be processed until confirmation of placement.

Permits: It is the vendor’s responsibility to acquire all needed city and state permits. Only fully licensed, insured and compliant mobile food vehicles may participate.  All applicants must have up-to-date proper food and sanitation certification in order to participate in the event.

Fire Extinguisher: All food trucks using propane and/or deep frying for food preparation must have a fire extinguisher that is compliant with safety codes and procedures in case of fire hazardous situations.

Insurance: Applicants will be required to provide an original Certificate of Insurance.  Participants and their employees must maintain the highest level of cleanliness and professionalism at all times.

Menu: Food for sale must fit the character of the Food Truck.  Each vendor may sell only the food stated on his/her application form. Please be specific and avoid generic “carnival” food as a description. Unapproved or unlisted menu offerings will result in immediate removal of vendor from event along with forfeiture of fees.  *Participants may not sell alcoholic beverages of any kind during the event.

Weather: Keep Price William Beautiful Festival will operate rain or shine.

Payment: Exhibitor payments must be received in full at the time the application is submitted.  All checks should be made payable to Keep Prince William Beautiful.  For more information, please email for details.

There is an additional fee charged for credit card payments of 2.9% + $0.30 USD through PayPal. If you need different payment options please contact us directly.  Payments and applications should be mailed to the address on the last page.

No refunds will be issued once you are accepted into the festival for any given reason. By submitting payment you hereby agree to all terms set within this application form.

Load In/Load Out: All vendors are expected to arrive between 7 and 8 a.m., up to two hours prior to the start of the event and will only be allowed to load out only after the event has ended. Vendors may not vacate premises until the event has ended. A schedule of staggered arrival times will be sent out to assist in an easy and effective load in.

Load in/load out times may change and participants will be notified in prompt time if need be.

Cancellation Policy: Food and non-food vendors have 15 days from the submission of application to cancel and receive a full refund for your 2016 festival vendor fee.  Cancellation after the 15 day period will forfeit 100% of your application fees.

Clean Up: Garbage bins will be provided for disposal of waste and food products.

No coals, grease or waste of any kind may be disposed of on any areas of festival grounds, parking lot, dumpsters, etc.  Grease waste may be disposed of on-site only if necessary. Please ask a KPWB staff member about the rules and regulations.  Food vendors are liable for any fines or clean-up associated with any spills.

KPWB’s staff will be available for assistance at all times.

All fees and required documentation have to be submitted in its entirety along with the application.   A checklist of all permits and licenses required is provided at the top of this document.

Click here to download: KPWB Food Truck Guidelines & Application

Click here to download: KPWB Festival Floorplan