***NEW INFO FOR 2018 MARKED IN PURPLE***
Mid-South Renaissance Faire, Inc. 2018 Artisan & Merchant Vendor Application & Contract http://midsouthrenfaire.com Contact James Bowien at
[email protected] GENERAL FAIRE & VENDING INFO Thank you so much for applying to vend at the 4th annual Mid-South Renaissance Faire! The Faire will be held on two consecutive Saturday/Sunday weekends, October 13-14 & 20-21, 2018 at USA Baseball Stadium & Park at 4351 Babe Howard Boulevard, Millington, TN 38053. The vendor row will be flush up against a 2-car wide paved road so the patrons will not have to walk through the mud to get to you. Patron hours are 10:00 am to 6:00 pm. This is a “rain or shine” event. Setup days will be Fridays and breakdown days will be on Mondays. You may leave your tent up during the mid-week between faire weekends, but please make sure it is staked and weighted- we are not responsible for any weather damage. Security will be onsite at all times, even during the mid-week. APPLICATION PROCESS The application deadline is September 15th, 2018. Applications received after that date will be subject to a $20 late fee. You may apply for one or both weekends. Fill out the information at the end of the application. ALL vendors, NEW and OLD must enclose a complete product list, with each item accurately described as either hand-crafted or resale. You also need to include at least 3 different photos of your product layout, 1 booth/cart photo or layout drawing and submit it WITHOUT PAYMENT to James Bowien at
[email protected] or mail application to Mid-South Renaissance Faire, Inc., 111 S. Highland St, Suite #559, Memphis, TN 38111. Once we have reviewed your application, you will be notified as soon as possible by email or phone whether it was accepted or not. Preference will be given to those that most appropriately represent the Renaissance period in their product and display. If approved, we will then arrange payment with you. EXCLUSIVITY- If you would like to be the exclusive seller for any of your product types, please contact us first for approval- we have to keep a delicate balance of product types so that everyone makes money. An exclusivity fee may be applied. Email us at
[email protected] first for exclusivity approval before finishing up and sending the application. A week or two before faire, we will email a vendor map with all of the vendor spots listed and indicated on the map. Parking areas will also indicated and printable parking passes attached. All vendor payments must be paid in full by October 1, 2018. FEES Booth Space Fees: *Note- All vendors must provide their own tent/cart, displays, signage, etc. 10 foot wide space (10 foot frontage)- $125 per weekend or $225 for both weekends 20 foot wide space (20 foot frontage) - $225 per weekend or $400 for both weekends If you have a period tent with rope tie-downs, please include the space that the ropes take up when determining how big of a space you need. If you need a larger size, please contact us first to negotiate booth fee. Cart vendors, wandering vendors or vendors with an irregular booth/tent size, please contact us to negotiate booth fee- call James at 901-277-1203 (texting is best) or email at
[email protected]. Any rack, table, etc. that you would like to display just outside of your booth space must also be approved. City/County Vending Fee: All vendors must pay the Shelby County Vendor Fee of $10. Extra Badge Fee: You will receive 3 vendor badges at check-in. Additional vendor badges will be $10 each. Late Fee: Applications postmarked after or emailed after Sept 15th, 2018 will be subject to a $20 late fee. SETUP/BREAKDOWN Setup Times: Setup is on Fridays 8:00 am - 6:00 pm and Saturdays 6:00 am - 9:00 am. ALL VEHICLES MUST BE OFF THE GROUNDS BY 9AM WHICH IS 1 HOUR BEFORE OPENING- NO EXCEPTIONS. When you try to exit out of the front gate right before opening it diminishes the atmosphere of the opening ceremonies, makes the show animals uneasy and is not safe for the patrons waiting in the ticket booth line.
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Unloading/Setting Up: When you bring your vehicle in to unload, please follow common vendor etiquette and unload your vehicle as quickly as possible, get it out of the way, come back and THEN set your booth up. DO NOT try to set up your tent, displays, etc. with your vehicle still there by your space. Drive in, unload, drive out- then come back and set up. Please let us know if you need any assistance at all unloading and we will be happy to help as soon as we can. Restocking: Vehicles will be allowed in to come in and restock on Saturdays 6:30 pm - 8:00 pm and Sundays 6:00 am - 9:00 am. Again, ALL VEHICLES MUST BE OFF THE GROUNDS BY 9AM WHICH IS 1 HOUR BEFORE OPENING- NO EXCEPTIONS. Breakdown: Breakdown is on Sundays 6:30 pm - 8:00 pm and Mondays 8:00 am - 6:00 pm. ARTISAN VENDOR REQUIREMENTS ● All vendors must provide their own tent/cart, displays, signage, etc. ● All vendors must remain open during Faire patron hours of 10:00 am - 6:00 pm. ● Weapons vendors are not allowed to sell weapons to minors. ● No firearm sales will be allowed on site. ● No open fires are allowed. ● Please keep your area clean and tidy or you will not be allowed to return next year. A large dumpster will be on-site for trash. After breakdown, your booth area must be cleared of all trash and debris. You must not leave anything at all behind- no product boxes, no zipties, no cardboard smushed into the mud that has to be peeled or scraped off. Mulch and hay are approved to be used and can be left. ● Tents/displays should be designed to withstand wind. Please stake and/or weight down your tent even if the weather forecast doesn’t call for wind or storms- Memphis weather is very unpredictable. Flying tents can hurt people and damage things. ● You may not sell bottled water. Booth Presentation & Product: Preference will be be given to vendors whose product, tent/cart, displays and costumes are “period”, meaning they resemble something that would exist in the European Renaissance Period, circa 1300-1600 AD, preferably from the reign of Queen Elizabeth I. All products must be family friendly. No modern clothing is allowed for working vendors. Costumes should also be appropriate for this family-friendly event. With your tent, signage and displays, please avoid metal, plastic or anything printedwe prefer wood, fabric and/or other natural materials. Metal tent poles should be covered with something, even if it is fabric. If this is the first time that you have worked a renaissance faire and you need help with costuming, accent, mannerisms, display, etc., contact us and we can help you. Modern Conveniences: Vendors must refrain from using modern conveniences in front of patrons, such as amplified music, phones, watches, sunglasses, laptops, etc. Registers, calculators and credit card authenticators are permitted but should not be in plain view. You may bring bottled water to drink (not sell), but you must drink it out of a period appropriate cup/mug. Eating in your booth is allowed, however you must remove food from original packaging and eat and drink from period appropriate dishes. Coolers/ice chests must be hidden from view or covered with period appropriate materials. ELECTRICITY & WATER We will have access to electricity again this year. We prefer you not bring a generator. If you absolutely need electricity, we should be able to place you near an outlet that is within 100 feet. Please indicate your electrical needs on your application. There will be water access in several spots across the park. Please indicate on the application if you need to be near a water source. RV HOOKUPS/CAMPING The venue will allow vendors to dry camp on site as long as you let us know ahead of time so that we can give them a list campers and find you spot. We only have 3 or 4 RV hookups but plenty of 110 plugs and several water spigots. The 3rd base locker room has shower facilities for those staying on site. There are also three RV campsites in the Millington, TN area. One is the Navy Lake Recreation Center at 6344 Kerrville Rosemark Rd, (901) 872-3660, for $22/night and the other is at Meeman Shelby Forest State Park at 9 10 Riddick Rd, (901) 876-5215, for $24 per night. There’s also Casper Creek RV Park at 6 841 Center
College Rd, (901) 873-4630.
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INSURANCE Vendors must have a standard ACORD liability insurance certificate covering the vendor for no less than $1,000,000 for bodily injury and no less than $1,000,000.00 for property damage. The Mid-South Renaissance Faire, Inc, USA Baseball Stadium Complex, The City of Millington, TN and Shelby County Government must be named as additionally insured on the show certificate. You will be required to send proof of insurance at least one week before the faire. If you do not already have an annual vendor insurance policy, you may purchase a one-show certificate through ACT Insurance Agency for as low as $39 per weekend at https://www.actinsurance.com. NOTE!!- please make sure that you send us a certificate specifically for our show that lists the 4 entities above as “additionally insured”, not just a copy of your policy. If you use actinsurance.com, please follow the on-screen instructions for adding the additionally insureds to your show certificate. Email certificates to
[email protected]. TENNESSEE SALES TAX You are responsible for paying your own Tennessee State sales tax on goods sold. The tax rate for sales in Millington, TN is 9.75 percent. If you already have a TN Sales Tax #, then you just report your sales tax whenever you normally do online (quarterly, etc.). If you don’t have one, you can call the TN Dept of Revenue at 901-213-1451 and ask them to send you a special event sales tax form. As of 2016, we are now required to provide them a contact list of all of our vendors so they may contact you directly. GENERAL FAIRE RULES ● Mid-South Renaissance Faire, Inc. shall not be held liable for any losses or damage caused by power or equipment failure, or acts of nature. ● If for reasons beyond the control of Mid-South Renaissance Faire, Inc., the event must be canceled or the date is changed, all payments made by the vendor will be refunded by the Faire. ● All facilities, materials, supplies, structures and equipment used by the vendors that belong to Mid-South Renaissance Faire, Inc. or USA Baseball Stadium Complex in Millington, TN or its agents/contractors must be left in a clean, safe and functioning condition upon completion of the event. Failure to do so will result in a cleaning, repair or replacement charge. ● All vendors agree to comply with all State, County and Local Ordinance and/or regulations. ● Anyone caught using, distributing, promoting or selling any illegal substances will be expelled and charges pressed without compensation or refund of fees. ● Minors under 21 years of age are prohibited from consuming, handling, or purchasing alcoholic beverages. Anyone caught selling alcohol to, providing or making alcohol available to those under 21 will be expelled without compensation or refund. ● Any vendor who is obviously drunk or under the influence of drugs or engaging in unruly behavior, sober or otherwise will be expelled without compensation or refund of fees. ● Gambling is grounds for expulsion without compensation or refund of fees. ● All weapons are to be peace-tied at all times. Only approved performers or demonstrators are allowed to brandish weapons during their performances. Weapons vendors may handle weapons for the purpose of selling but must be done so in a safe manner. Anyone brandishing a weapon in an unsafe manner will be expelled without compensation or refund of fees. ● Any vendors selling weapons to minors or selling firearms and explosives will be expelled without compensation or refund of fees. ● All weapons sold must be boxed or peace-tied at all times. ● Anyone caught stealing or entering/leaving someone else’s booth without permission will be expelled without compensation or refund of fees. ● Basic security will be provided during the event, but the Mid-South Renaissance Faire, Inc.and its officers or agents are not responsible or liable for any vandalised, damaged, lost or stolen items. ● Anyone behaving improperly with a minor will be expelled without compensation or refund of fees. ● Sexual acts, sexual harassment and lewd behavior will not be tolerated. Anyone engaging in this kind of behavior will be expelled without compensation or refund of fees. ● Anyone arguing aggressively with the management or security will be expelled without compensation or refund of fees. ● Vendors may not sublease their space. Subleasing includes renting, sharing, donating or in any way allowing another company or person to display, advertise or sell in an exhibitor’s space. Any vendor subleasing will be expelled without compensation or refund of fees. ● Vendors consent to the use of their names, pictures, images, recorded voice or music, and those of employees and agents by the Faire, its assignments and licenses in connection with Faire events and without inspection for such purposes and commercial or promotional usage.
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APPLICANT INFORMATION Company/Booth Name:___________________________________________________________________ Contact/Owner Name:____________________________________________________________________ Names of helpers:_______________________________________________________________________ ______________________________________________________________________________________ Address:_______________________________________________________________________________ Phone:___________________________Email:________________________________________________ Website:_______________________________________________________________________________ Description and pricing of goods/service- indicate if items are handmade by you or if they are resale items: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Please list 3 of the largest festivals or renaissance faires that you have worked before: ______________________________________________________________________________________ ______________________________________________________________________________________ Do you have any special needs during the faire hours such as water, electricity, help, etc?: ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Do you need to camp on site and if so, would you be camping during the mid-week as well?_____________ ______________________________________________________________________________________ ______________________________________________________________________________________ If you are camping on site, what are your power and water needs?_________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ *Cart vendors, wandering vendors or vendors with an irregular booth/tent size, please contact us to negotiate booth fee. Any rack, table, etc. that you would like to display just outside of your booth space must be approved- call James at 901-277-1203 (texting is best) or email at
[email protected] Put a check by the weekend(s) you are applying for: ❏ October 13 & 14, 2018 ❏ October 20 & 21, 2018 Pricing checklist: ❏ 10 foot wide space (10 foot frontage) ❏ $125 per weekend or ❏ $225 for both weekends ❏ 20 foot wide space (20 foot frontage) ❏ $225 per weekend or ❏ $400 for both weekends ❏ ❏ ❏ ❏
=____________________
=____________________
City/County Vending Fee $10 =________$10_________ Additional Badges beyond 3?- quantity:_______ x$10/each =____________________ Biz Card Advert in Program $40 (to
[email protected]) =____________________ Late Fee after September 15th? $20 =____________________ TOTAL =___________________
❏ Complete product list with each item accurately labelled hand-crafted or resale ❏ Booth/Cart photo or layout drawing included ❏ 3 product photos included
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Indemnification & Hold Harmless Agreement & Signature: All contractors, vendors, performers and participants agree, regardless of coverage under any insurance policy, to pay all costs necessary to indemnify, defend and hold Mid-South Renaissance Faire, Inc., USA Baseball Stadium Complex in Millington, TN, Shelby County Government and The City of Millington harmless from all claims, demands, actions, attorney’s fees, costs and expenses based on or arising out of any acts, errors, omissions, fault, or negligence of contractor or its principals, employees, subcontractors or other agents while performing services under this contract. The signature below certifies that the Vendor owner and their helpers/employees have read and understood the rules and guidelines set forth in this application and hereby agree to abide by them and to indemnify, hold harmless, and defend any action against Mid-South Renaissance Faire, Inc., USA Baseball Stadium & Park in Millington, TN, Shelby County Government and The City of Millington and any of their sponsors, officers, employees, and agents from any loss, theft, damage or injury to any person or property during the festival and from and against all liability whatsoever arising from the Vendor’s participation in Mid-South Renaissance Faire. Vendor Owner Signature: ________________________________________________DATE: ___________ Mail application to Mid-South Renaissance Faire, Inc., 111 S. Highland St, Suite #559, Memphis, TN 38111 or scan and send to James at
[email protected].
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