Vendor Policy
Vendor POlicy
Effective Date: January 1, 2026
Culpeper Rodeo Company (“CRC”), a doing business as (DBA) of Wilderness Tabernacle, a Section 508 tax-exempt religious organization under the Internal Revenue Code.
Application Deadlines
Vendors must apply by April 30, 2026. No exceptions.
Beginning with the 2026 event, all vendors, except non-profits, must pay a minimum $300 application fee. If selected, this application fee will be applied to your balance.
After the selection process is complete, all selected businesses and organizations will be notified of their approval status by May 16, 2026. Only those approved through this process will be assigned a space at the event. Applicants who are not selected will receive a refund of their initial deposit or pre-payment by June 1, 2026.
Vendor Participation
Vendors at Culpeper Rodeo Company events are provided with leased space(s) to display and sell their products or services. Each leased space will be available for use by the vendor on the day of the event.
Vendors are required to staff their spaces during all designated operational hours and to comply with all rules, regulations, and guidelines established by the Culpeper Rodeo Company. Participation as a vendor offers the opportunity to engage with a large, diverse audience while contributing to the overall experience of our western celebrations.
Hours of Operation
A vendor map and arrival times will be emailed out to each vendor one (1) week before each event.
Vendors are required to remain open and fully staffed during all operational hours for the entire duration of events.
General Conduct and Compliance
The Culpeper Rodeo Company reserves the right to establish and enforce any rules deemed necessary to ensure the safety, efficiency, and smooth operation of the event. Vendors agree to comply with all such rules and to conduct themselves—and ensure their staff conduct themselves—in a courteous and professional manner.
All products and displays must be in good taste. The Culpeper Rodeo Company reserves the right to remove any items deemed inappropriate or to revoke the vendor’s contract.
Vendor Booths and Space Allocation
Assignment of location is at the discretion of the Culpeper Rodeo Company and is based on availability and event placement considerations. Vendors cannot choose their location. Vendor spaces include the designated area only. Vendors are responsible for providing all necessary equipment, including tables, chairs, water barrels, and any other items required for their operation.
Booth Displays & Appearance
Vendors are responsible for assembling their own display or arranging to rent through a decorating company. Any display that obstructs neighboring booths will need to be adjusted.
All signage must appear professional. Vendor’s should incorporate professional display elements and decorative accents. Western-themed décor and backdrops are encouraged.
Prohibited Items and Practice
The sale or display of weapons (including guns, knives with blades over 3 inches, spears, or arrows) is strictly prohibited.
Sales and displays must remain within the leased space—no encroachment into aisles or roving sales are allowed. Vendors must stay within their designated contracted area.
Subletting of vendor space is strictly prohibited. Any vendor found subletting space will have their agreement terminated and must leave the grounds immediately.
Loudspeakers or microphones may not be used without prior written approval.
Logo Use
Vendors may not use the official Culpeper Rodeo Company logos on any items for sale or display without the express written consent of Culpeper Rodeo Company.
Utility Service
Vendors must provide their own electricity.
All electrical cords, cables, connectors, plugs, and equipment must be supplied by the vendor and must meet UL safety standards.
Taxes & Compliance with Laws
All vendors must comply with all applicable city, county, and state laws, statutes, ordinances, and regulations related to retail sales and public safety. Any violations must be promptly addressed and corrected.
Food trucks are responsible for maintaining current inspection stickers and permits.
Vendors are responsible for collecting and remitting all required state and local sales taxes.
Failure to remit taxes will prohibit vendors from being allowed at future celebrations.
Health, Safety, and Cleanliness
Pets are not permitted on event property at any time, including during setup, show hours, or teardown—except for service animals as defined by the Americans with Disabilities Act.
Alcohol and smoking, including e-cigarettes, is strictly prohibited. Use of alcohol or smoking during contracted hours may result in cancellation of the vendor’s agreement.
The Assumption of Risk
Dirt and other objects may fly into the spectator area during an event which may possibly cause injury. Always stay alert before, during and after the event. If struck, immediately ask event staff for directions to a medical station. You voluntarily assume all risks and danger incidental to the event for which the ticket is issued, whether occurring before, during or after the event, and you waive any claims for personal injury or death against the Culpeper Rodeo Company, Eventbrite, venue management, and/or participants, each as applicable, and all of their respective parents, affiliates, and subsidiaries and the agents, officers, directors, owners and employees of each of them on behalf of yourself and any accompanying minor. You bear all risks of inclement weather. Event date and time are subject to change.
Culpeper Rodeo Company and Eventbrite will not be responsible for any losses or damage arising from your attendance at such events, including claims for personal injury, or damage to personal property, or any other claims for negligence on the part of the Event Provider. You, on behalf of yourself and any accompanying minor, hereby release and forever discharge Culpeper Rodeo Company, Eventbrite and its parents, affiliates and subsidiaries and their respective agents, officers, directors, owners and employees from any liability or claims for damages that may arise as a result of your attendance at the events. It is hereby understood that the purchase of tickets by you and your attendance at such events shall not be construed as an assumption on the part of Culpeper Rodeo Company’s and Eventbrite’s responsibility, liability, or control of the events.
Guests assume all risks, hazards, and dangers arising from or relating in any way to the risk of contracting a communicable disease or illness (including exposure to COVID-19, a bacteria, virus, or other pathogen capable of causing a communicable disease or illness), whether occurring before, during, or after the event, however caused or contracted, and hereby waives all claims and potential claims against Culpeper Rodeo Company, Eventbrite and its parents, affiliates and subsidiaries and their respective agents, officers, directors, owners and employees.
Vendor Cancellation Policy
If a vendor chooses to cancel participation, written notice must be provided. Cancellations received after June 1st are not eligible for any refund.
Refund requests submitted before June 1st will be reviewed on a case-by-case basis and are not guaranteed.
Culpeper Rodeo Company reserves the right to reassign any forfeited spaces at its discretion.
Force Majeure
In the event of circumstances beyond CRC’s reasonable control (including but not limited to weather, government action, acts of God, public emergencies, or venue restrictions), Culpeper Rodeo Company shall not be obligated to refund sponsorship funds.
CRC may, at its discretion, offer alternative recognition or future consideration, but is not required to do so.
Acceptance of Policy
Payment of a vendor fee and/or execution of a vendor agreement constitutes full acceptance of this Vendor Policy, including acknowledgment that:
- Culpeper Rodeo Company operates as a DBA of Wilderness Tabernacle;
- Wilderness Tabernacle is a Section 508 tax-exempt religious organization; and
- Sponsorships are subject to sole control and discretion of Culpeper Rodeo Company.
Governing Law
This policy and any related vendor agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.
Changes
We reserve the right to make changes to this Vendor Policy at any time without any prior notice to you.
Culpeper Rodeo Company’s Executive Committee reserves the final and absolute right to interpret these Policies and settle and determine all matters, questions and differences in regard thereto or otherwise arising out of or connected with, or incident to, Culpeper Rodeo Company; and to amend or add to these Policies as its judgment may determine at any time. Any ticket holder who violates any of these Policies will forfeit all privileges and be subject to such penalty as the Executive Committee may order.
The Executive Committee shall have the further right to delegate any or all the rights, authorities, and responsibilities which it has under these Policies to Culpeper Rodeo Company Management as it deems appropriate.
Questions
If you have any questions about this Sponsorship Policy, please contact us at [email].