Entertainment Application

Talented performers of all kinds—musicians, dancers, actors, comedians, guilds, living-history groups, reenactment groups, immersive encampments, atmospheric performance groups, and street performers—are invited to apply to perform at Whidbey Ren Faire.

Whidbey Ren Faire is a family-friendly, immersive Renaissance and fantasy event celebrating creativity, community, and live entertainment. We welcome performers and immersive groups whose acts, demonstrations, encampments, or atmospheric presence are engaging, professional, inclusive, and appropriate for audiences of all ages.

Living-history groups, guilds, reenactment groups, immersive encampments, and atmospheric performance groups should apply through this Entertainment Application unless they are selling goods, selling food, or operating primarily as a booth-based Community Partner. Groups selling goods or food should use the vendor application. Nonprofit, educational, or community groups offering free information or activities may apply as Community Partners through the vendor application.

Applications will be reviewed by our Entertainment Team and may be approved, rejected, or waitlisted. Approved applicants will receive next steps and any applicable scheduling details. Not all entertainment roles are paid, and not all approved participants will receive a contract. Paid performance opportunities, when available, are limited and handled separately.

Whidbey Ren Faire Performer Terms & Conditions

Performers must adhere to the following terms to ensure a safe, professional, and successful event for all participants and patrons.

Professional Conduct & Performance Content:

Performers are expected to conduct themselves professionally and respectfully at all times while participating in Whidbey Ren Faire. Performances must be family-friendly, inclusive, and appropriate for audiences of all ages. Performance dialogue, gestures, interactions, and content may not include modern political messaging, discriminatory or othering material, or content that could reasonably make patrons feel unsafe or unwelcome.

Whidbey Ren Faire maintains a zero-tolerance policy for conduct that disrupts event operations or compromises the safety, well-being, or experience of participants, staff, or patrons. If a performer or any member of a performing group engages in behavior that interferes with event operations or jeopardizes the success or safety of the event, Whidbey Ren Faire reserves the right to require corrective action or to immediately dismiss the individual or group from the event. Such dismissal may result in forfeiture of any compensation previously agreed upon.

Dress Code & Presentation Standards:

While visible to the public during event hours, performers are expected to remain in costume and present themselves in a manner consistent with the family-friendly Renaissance and fantasy theme of Whidbey Ren Faire. This is a family-friendly event. Nudity, partial nudity, sexually explicit attire, and adult-themed props or materials are strictly prohibited.

Required safety, medical, or performance-specific gear may be worn as needed, provided it is integrated as discreetly as possible. Whidbey Ren Faire reserves the right to require costume or presentation modifications that do not comply with published policies or event standards.

Arrival & On-Site Presence Requirements:

All performers must be on the fairegrounds no later than 8:00 AM on each show day. Due to traffic congestion and restricted access during event hours, late arrivals may be denied entry and may forfeit scheduled performances and compensation.

Performers are encouraged to stay on-site in the Participant Village when possible. Free primitive camping is offered on a first-come, first-served basis and is subject to availability. Camping is not guaranteed.

Scheduling & Attendance:

Approved performers are expected to arrive on time for scheduled sets, check in as directed by the Entertainment Team, and perform all assigned appearances unless otherwise approved in writing. Failure to appear for scheduled performances may result in removal from the event and forfeiture of compensation.

Check-In Requirement:

Unless otherwise authorized in writing, performers must check in by 3:00 p.m. on the Friday preceding their first scheduled weekend: May 21 or May 28, 2027. Failure to check in by the required deadline may result in delayed scheduling, reassignment, or removal from the performance roster.

Group Size Limits & Compensation Responsibility:

Performing groups may include no more than 20 individuals total, including all performers and any support staff, assistants, handlers, technicians, or other personnel associated with the act. Groups exceeding this limit must seek board approval.

Compensation, if applicable, is issued per performing group, not per individual. Payment will be made solely to the primary point of contact (POC) who submits the application and enters into contract with Whidbey Ren Faire. Whidbey Ren Faire does not issue individual payments to members of a performing group and is not responsible for internal payment distribution.

IRS Compliance (if compensation applies):

If compensation is issued, Whidbey Ren Faire may require a completed Form W-9 before payment. Whidbey Ren Faire will issue any required tax-reporting forms in accordance with applicable law.

Equipment, Costuming & Props:

Performers are responsible for supplying all equipment, instruments, props, and costuming necessary for their act unless otherwise specified in their contract. All equipment and props must be safe, well-maintained, and appropriate for a public, outdoor event.

Safety & Restricted Activities:

Performers must disclose any use of fire, weapons, blades, whips, projectiles, aerial elements, animals, or other potentially hazardous performance components in advance. Approval is required for any such elements, and all applicable safety requirements must be followed.

Background Checks & Child-Focused Programming:

Whidbey Ren Faire reserves the right to run background checks on any applicant, on an as-needed basis based on role, performance context, or operational considerations. Failure to comply with background check requirements may result in reassignment or removal from performance schedules.

Age Requirements & Alcohol Service Areas:

Performers assigned to perform within designated alcohol service areas, including taverns (beer gardens), must be 21 years of age or older. Any performing group that includes minors must fully disclose the presence and ages of all minors in the application. Whidbey Ren Faire reserves the right to restrict performance locations, modify schedules, or deny participation based on age-related requirements or alcohol service regulations. Failure to disclose minors or comply with age restrictions may result in removal from performance schedules without compensation.

Insurance and Assumption of Liability:

Whidbey Ren Faire strongly recommends that every non-volunteer participant carry their own appropriate insurance coverage for their participation, personnel, property, equipment, vehicles, activities, setup, event operations, and breakdown. Liability insurance is mandatory for acts involving animals or potentially hazardous activities. Coverage must remain in effect throughout setup, event days, and breakdown, and must name Whidbey Ren Faire as an additional insured when required; performers who fail to provide acceptable proof of required coverage may not participate.

Any performer or other non-volunteer participant who participates without their own insurance does so entirely at their own risk and acknowledges that Whidbey Ren Faire’s insurance may not cover them, their personnel, property, equipment, vehicles, activities, losses, injuries, or claims. WRF insurance is not a substitute for participant-provided coverage and no coverage is promised or guaranteed. To the fullest extent permitted by law, the performer assumes all risks arising from participation, releases Whidbey Ren Faire and its directors, officers, employees, volunteers, agents, and landowners from claims—including claims arising from ordinary negligence—and agrees to defend, indemnify, and hold those parties harmless from all third-party claims, liabilities, injuries, deaths, losses, damages, costs, and attorneys’ fees arising from or related to the performer’s acts, omissions, personnel, equipment, property, or participation.

Injury and Incident Reporting:

Any injury, illness, accident, property damage, safety concern, or near-miss involving a performer, participant, volunteer, staff member, patron, animal, vehicle, equipment, campsite, booth, or performance activity must be reported to Whidbey Ren Faire staff as soon as possible. This applies during setup, event hours, camping, breakdown, and any other WRF-authorized activity period.

If a performer, volunteer, or other participant is injured while participating with WRF, they must promptly notify a WRF team lead, board member, or designated department lead, such as Blue, Wendy/Clover, or another on-site lead. An incident report form must be completed, filed, and returned to WRF leadership. Timely incident reporting is required so WRF can respond appropriately, document what happened, and determine whether any insurance, safety, medical, or operational follow-up is needed. Failure to report an incident and complete the required incident report may limit WRF’s ability to verify, respond to, or assist with the matter after the fact.

Regulatory Compliance:

All participation is subject to Whidbey Ren Faire’s General Terms & Conditions, including compliance with all applicable local, county, state, and federal regulations. Performers agree to comply with any required modifications imposed by governing authorities without liability to Whidbey Ren Faire.

Enforcement & Removal:

Whidbey Ren Faire reserves the right to require modifications to performances or to remove performers whose conduct, content, or actions conflict with event policies, safety standards, or the event’s mission. Removal may result in forfeiture of compensation.

Photo & Media Release:

By participating in Whidbey Ren Faire, performers grant Whidbey Ren Faire the right to photograph, record, and use images or recordings of performances and public participation for promotional, archival, or informational purposes without compensation.

Agreement:

Submission of this application and signing of any issued contract constitutes acceptance of all terms and conditions governing participation in Whidbey Ren Faire.