Merchant Frequently Asked Questions
All your questions answered!Thank you for your interest in becoming a merchant at a WRAES event. Applications are now open for new merchants and for returning merchants who missed the pre-application deadline.
Please read the following frequently asked questions (FAQs) prior to filling out the application. Unless otherwise indicated, the answers below apply to both the Oregon Renaissance Faire in Canby, OR (ORF) and the Washington Midsummer Renaissance Faire in Bonney Lake, WA (WMRF).
When is the Faire and where can I find more info about the Faire?
The 2023 Oregon Renaissance Faire is June 3-4, 10-11 and 17-18. More info about ORF can be found at oregonfaire.com
The 2023 Washington Midsummer Renaissance Faire is August 5-6, 12-13, and 19-20. More info about the Faire can be found at washingtonfaire.com
What is the process for becoming a merchant at the faire?
Prospective merchants should fill out the on-line application, and submit photographs of their booth (set up and decorated for a renaissance faire), their merchandise, products, or services, and of booth staff dressed in renaissance costumes (garb). Failure to submit photographs of the above may result in your application being declined due to lack of information. Prospective merchants can apply for one, two, or all three weekends of the faire. Applications for all three weekends of the faire are given preference over applications for only one or two weekends.
If your application is accepted, you will receive an acceptance email with information about what is required and other important information. Acceptance notices begin to be sent out in late January and continue until all spaces are filled.
What is included in my booth fee?
Your booth fee covers the booth space, ID badges for you and any booth staff, weekend camping in participant camping or in your booth, and security on the weekends, day and night.
Does the faire have booths/tables for use by merchants at the faire?
No. Merchants are required to bring their own tables, chairs, carts, booths, tents, pavilions, or other items used to sell their merchandise, products, or services.
Can I reserve a specific spot for my booth?
There are no reserved booth spaces at the faire. Booth placement is determined based on many factors. You may indicate preferences and make placement requests as part of the application process but we cannot guarantee that we will be able to honor your requests. Final placement is at the sole discretion of the WRAES staff.
Is there power available for my booth?
Only food booths have available power at the faire, and that is included in the food booth fee.
Does my booth have to be open all day?
Yes. Faire hours are 10 a.m. to 7 p.m. You must be ready to open by 9:45 a.m each dat and must close promptly at 7:00 p.m. Security will be doing a site patrol to escort all patrons inside the faire gates at 7 p.m.
If you sell out of all your merchandise, you are required to have at least one person in your booth to speak with customers for the remainder of the day or faire.
Do I have to take my booth down each day or at the end of the weekend?
Your booth may remain up for the duration of your contracted days at the faire. It is highly recommended that your booth be securely tied down and any valuables are not left behind in the booth. Wind, rain, and weather do occur, and you may wish to drop your booth to the ground, and secure against any weather that may be forecast.
How much does it cost for a booth space at the faire?
Booth fees are based on the amount of dedicated space you require. We typically provide 5 feet between booths for shared crossover tie down space. If you need dedicated backspace or space in front of or to the side of your booth’s footprint be sure to include that in your calculation. We do offer discounts for Service and Activity booths, which will are negotiated as part of the approval process.
The following are the 2023 booth fees PER WEEKEND.
|
|
2023 ORF |
2023 ORF Food |
2023 WMRF |
2023 WMRF Food |
|
Roving Cart* |
130 |
170 |
160 |
225 |
|
5x5kiosk/stationary cart |
160 |
210 |
200 |
280 |
|
10×10 |
300 |
400 |
375 |
525 |
|
10×20 multiple item food booth |
300 |
500 |
375 |
625 |
|
15×15 |
340 |
560 |
425 |
705 |
|
20×20 |
380 |
630 |
475 |
790 |
|
25×25 |
400 |
665 |
500 |
830 |
|
30×30 |
480 |
780 |
600 |
995 |
|
35×35 |
560 |
930 |
700 |
1160 |
|
40×40 |
640 |
1060 |
800 |
1330 |
|
50×50 |
720 |
1195 |
900 |
1500 |
|
60×60 |
800 |
1330 |
1000 |
1660 |
|
|
|
|
|
|
|
Additional Depth |
$15 per 5 feet |
$15 per 5 feet up to 15 feet, varies beyond that |
$20 per 5 feet |
$20 per 5 feet up to 15 feet, varies beyond that |
|
Addl Cart |
100 |
100 |
100 |
100 |
*Roving Carts must be moved every 30 minutes.
What insurance coverage is required?
All merchants must have general liability insurance with the following coverage: $1,000,000 per occurrence, and a General Aggregate of $2,000,000. Certificates of additional insured must be provided to WRAES as outlined in the acceptance notice.
Why do I need to have insurance?
Insurance covers you, your booth, your business, and your products, merchandise, or services in case of accidents, or other incidents. For example, a wind storm may blow your pavilion over and destroy some of your merchandise, for which you may make an insurance claim. Or a patron may knock over a display or trip over a guy line, stake, or even the ground and fall in your booth, which could result in a lawsuit against you, or your business. Insurance would help in the event of a lawsuit, and protect some of your assets and/or future earnings.
You do not need to have an insurance policy in force to fill out the merchant application. If you are accepted as a merchant, you will need to submit the additional insured certificate to the merchant coordinator at least 3 weeks prior to your arrival for setup for the faire.
Who must be listed as an additional insured on my insurance certificate?
Additional Insured (WMRF):
“Washington Renaissance Arts and Education Society, the Washington Midsummer Renaissance Faire, and David Remlinger. ” Site Address: Sky Meadows Park, 18601 Sky Meadows Lane, Snohomish, WA 98290. WRAES Business Address: WRAES, PO BOX 236, Burley, WA 98322
Additional Insured (ORF):
“Washington Renaissance Arts and Education Society, the Oregon Renaissance Faire, and the Clackamas County Fairgrounds” Site Address: 694 NE 4th Avenue, Canby, OR 97013. WRAES Business Address: WRAES, PO BOX 236, Burley, WA 98322
Where do i send my insurance certificate?
Once you have been approved you will receive a link to upload your insurance certificate. Please use this link. Do not send certificates by email or snail mail.
What is a UBI and why do I need one?
(WMRF) The state of Washington requires all persons selling any product, merchandise or service to have a UBI (Unified Business Identifier), which is also called a tax registration number or business license number. The UBI allows you to do business in the state of Washington, and is also used to pay any sales taxes collected on the sales of your products or services. You may find more information about a UBI on the following website: https://dor.wa.gov/open-business/business-licensing-and-renewals-faqs
You do not need to have a UBI to fill out the merchant application. If you are accepted as a merchant, you will need to submit the UBI number to the merchant coordinator at least 3 weeks prior to your arrival for setup for the faire.
(ORF) A UBI is not required for the Oregon show. Merchants are responsible for any permits or licenses required for their business under Oregon law.
What if I am accepted and have to cancel? Do I get my booth fees back?
Booth fees are refundable up to 60 days prior to the date of the first Saturday of the faire. Cancellations received less than 60 days prior to the date of the first Saturday of the faire will result in forfeiture of any paid booth fees. In the event of a cancellation of the faire prior to the event, refund requests will be honored.
Is there a preference for any type of merchandise, product or service?
Hand-crafted merchandise, products, or services are preferred over mass-produced or imported goods. Unique, one-of-a-kind items are also preferred.
Is there a discount offered to those who demonstrate their crafts or art, or make their items during the faire days?
A demonstration discount is available to established merchants who make or demonstrate the making of their products, merchandise or services during the day at faire. The discount amount is determined on the amount of time demonstrating and the booth space price.
Are there any merchandise, products, or services that are not sold or allowed to be sold at the faire?
The Washington Midsummer Renaissance Faire is a themed event, set in the mid-late 1500s. Certain products, merchandise, or services do not fall into that category (for example: styrofoam, plastic food storage containers, certain make-up product lines, cellular phones or cellular service plans, insurance policy plans, auto warranties, cookware, or power tools). Alcohol of any type is only sold in the ale houses (bars) at the faire, and may not be sold by any merchant. Toy wooden swords and shields are also sold only by the souvenir carts/stands and may not be sold by any merchant. Marijuana and regulated derivatives may not be sold at all.
What about camping at the faire? What is offered? How much does it cost?
(WMRF) Accepted merchants may camp in your booth or participant camping at no cost. Limited camping space is available behind your booth in some areas. Both staff may also camp in participant camping. You may camp in your car, tent, trailer, or RV, based on available space. You may camp on the weekends and mid-week. Only those with participant ID badges are allowed in the participant camping area, which has a security check-point. There is no available power for participant camping. Water is available to fill water jugs or tanks at some faucets, but there are no water hook-ups on the site in participant camping. Porta-potties are placed throughout participant camping and are cleaned on the weekends and Monday mornings. There are local places not too far from faire site with black and gray water tank dumps.
(ORF) Accepted merchants may camp in your booth at no cost (weekend and during the week). Camping in participant camping is free during the show weekends and available for a fee during the week (20.00 per night Mon-Thur for a tent or small RV, $25.00 for a large RV). You may camp in your car, tent, trailer, or RV, based on available space. There may be a limited number of water and power hookups for RVs for a $200.00 surcharge for the run regardless of whether you are staying on site or not.
Can my friends visit me in the camping area?
Only those with participant ID badges are allowed in the participant camping area, which has a security check-point.
What amenities are provided in camping?
For the most part it is dry camping only. There are faucets to fill water jugs or tanks. Porta-potties are placed throughout participant camping and are cleaned on the weekends and Monday mornings. There are local places not too far from faire site with black and gray water tank dumps.
Are there noise limits or quiet hours in the camping area?
Quiet hours start at 10 p.m. each evening in the camping areas and continue until 6 a.m.. Noise is limited to conversation level. Security will patrol throughout the night and advise those who are making noise above the allowed levels. Failure to comply with the quiet hours may result in removal from the camping areas.
When am I allowed to set up my booth?
Merchants who are accepted for all three weekends, or only for 1st weekend must have a set up appointment. 1st weekend set up appointments are offered for Thursday or Friday between 9:00 a.m. and 7:00 p.m. A link to schedule your appointment will be sent at least 1 month before the show.
Merchants arriving for setup for the 2nd or 3rd weekend of faire are allowed to set up between 11:00 a.m. and 7:00 p.m. on the Friday before the applicable weekend without an appointment, or on Thursday afternoon with an appointment. Email the merchant coordinator two to three weeks prior to the show to request a 2nd or 3rd weekend appointment.
Can I stay to see the after-hours entertainment?
Your participant ID badge will allow you no charge access to the evening entertainment on Friday and Saturday nights.
I have children. Do I have to pay to bring them to faire with me?
Your family members may help you in the booth, or stay in your camp during faire. All minors must be accompanied by an adult at all times. Note: there are no babysitting services at the faire.
Where can I find the application?
We have one application for both WMRF and ORF. It can be found at https://wraes.ee4.us/vendors/apply
If you have any questions that weren’t answered here email them to merchants@wraes.org