General Sponsorship

Partner with Whidbey Ren Faire as a 2027 sponsor and help bring the magic of the Faire to life!

General Sponsorship tiers offer public recognition, marketing visibility, VIP passes, and, for qualifying tiers, complimentary 10’ x 10’ booth space during the event. Sponsors may use this application to request booth participation, sales activity, food service, camping, insurance review, licensing review, VIP or sponsor benefits, and related operational needs.

Processing fees: Eventeny lets you choose whether to cover the processing fees in addition to your sponsorship or have WRF absorb them from the sponsorship payment. Review your selection and total before submitting.

If you are filling out this form for a General Sponsorship, do not fill out any other WRF applications for this participation. All related sponsor booth, sales, food-service, delivery, camping, insurance, licensing, benefits, and operational terms are included here.

Sponsors who sell products or services on site are subject to Whidbey Ren Faire’s standard vendor commission of ten percent (10%) of gross sales. Sponsorship benefits and complimentary booth space do not waive commission, sales reporting, documentation, licensing, insurance, food-service, or operational requirements.

All sponsorships are final and non-refundable once accepted unless Whidbey Ren Faire determines otherwise in writing.

Whidbey Ren Faire reserves the right to revoke sponsorship benefits, remove sponsor branding, deny site access, remove a sponsor or sponsor representative from the event, or decline future participation if a sponsor or sponsor representative engages in illegal activity, violates Whidbey Ren Faire policies, Codes of Conduct, safety rules, food-safety requirements, instructions, or procedures, or otherwise acts in a manner that reflects negatively on the event.

Sponsors who maintain an on-site presence, including complimentary or included sponsor booths, must complete the applicable booth, sales, food-service, camping, insurance, licensing, and operational sections of this sponsorship application. No separate vendor application is required for this sponsorship.

If you are filling out this form for a General Sponsorship, do not fill out any other WRF applications for this participation. Sponsor booth, sales, food-service, delivery, camping, insurance, licensing, VIP or sponsor benefits, and operational terms are included in this application.

Sponsorship approval does not automatically approve every proposed activity, booth setup, food-service plan, menu, delivery plan, camping request, generator, oversized vehicle, special placement request, Royal Dais/VIP arrangement, or other operational request. All such arrangements require review and confirmation by Whidbey Ren Faire.

Sponsors who sell products or services on site are subject to Whidbey Ren Faire’s standard vendor commission of ten percent (10%) of gross sales, the same as any other vendor. Sponsorship benefits, complimentary booth space, and included sponsor benefits do not waive commission, sales reporting, documentation, licensing, insurance, food-service, or operational requirements unless expressly approved in writing by WRF.

Sponsors providing, preparing, transporting, donating, distributing, or serving food or beverages are responsible for complying with all applicable food-safety laws, health department requirements, fire requirements, temporary food-service requirements, commissary requirements, licensing requirements, and insurance requirements. Whidbey Ren Faire may require permits, licenses, commissary documentation, menu details, food-safety plans, certificates of insurance, or other supporting documents before approval, delivery, food service, or on-site operation.

Camping is limited and subject to confirmation. Camping approval may depend on space, staffing, safety, vehicle size, generator use, quiet hours, fire restrictions, sanitation, and event operations. Oversized vehicles, additional vehicles, RVs, trailers, box trucks, buses, or other special camping arrangements may require additional fees or restrictions. Sponsorship approval does not automatically confirm a campsite.

Whidbey Ren Faire determines booth, sponsor, food-service, delivery, and operational placement based on event needs, booth size, structural requirements, traffic flow, safety considerations, overall vendor variety and balance, necessity of services offered, access needs, and compliance with food, fire, health, and operational regulations. Whidbey Ren Faire is not able to guarantee booth location preferences.

VIP passes, Royal Dais seating, and other sponsor benefits are subject to availability, capacity, scheduling, event operations, and WRF confirmation. VIP admission passes do not guarantee reserved seating, Royal Dais access, alcohol service, food service, or participation in any specific activity unless expressly confirmed by WRF in writing.

All applicable policies and procedures are published at https://www.whidbeyrenfaire.org/policies-and-procedures. Failure to comply may result in removal from the event and/or denial of future participation.

Logo Use & File Requirements

By submitting a logo, the sponsor acknowledges and agrees that Whidbey Ren Faire may resize, crop, remove backgrounds, adjust colors, or otherwise modify the logo as needed to ensure clarity, visibility, and consistency across promotional and marketing materials.

Sponsors are responsible for providing a high-quality logo file. A PNG file with a transparent background is strongly preferred to ensure optimal use in both digital and printed formats.

Photo & Video Release

By participating in Whidbey Ren Faire, the sponsor and its representatives grant Whidbey Ren Faire permission to photograph, record, and use their likeness, name, logo, booth, and activities for promotional, marketing, archival, and media purposes in any format, without compensation or further approval.

Force Majeure / Limitation of Liability

Whidbey Ren Faire shall not be held liable for delays, changes, reduced benefits, relocation, cancellation, or failure to fulfill sponsorship benefits caused by circumstances beyond its reasonable control, including but not limited to acts of God, weather events, fire, flood, government orders, labor disputes, supply chain disruptions, vendor or contractor failures, printing or production failures, food-service disruptions, power outages, internet or platform failures, public health emergencies, site conditions, or other unforeseen events.

In such circumstances, Whidbey Ren Faire will make reasonable efforts to fulfill sponsorship benefits when possible, but does not guarantee full or partial fulfillment. Sponsorship fees are non-refundable, and Whidbey Ren Faire shall not be responsible for consequential or indirect damages arising from such events.