All sponsorships are final and non-refundable.
Whidbey Ren Faire reserves the right to revoke sponsorship benefits, remove sponsor branding, and/or remove a sponsor or sponsor representatives from the event if they engage in illegal activity, violate Whidbey Ren Faire policies, Codes of Conduct, or procedures, or otherwise act in a manner that reflects negatively on the event.
Sponsors who maintain an on-site presence—including complimentary or included sponsor booths—are required to complete a vendor application and are held to the same standards, regulations, theme requirements, costuming expectations, and conduct policies as all vendors and participants. 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.
Due to repeated spacing and logistical challenges caused by special placement requests, Whidbey Ren Faire is no longer able to accommodate booth location preferences for the foreseeable future. Vendor and sponsor booth placements are determined solely by Whidbey Ren Faire based on:
- Booth size and structural requirements
- Traffic flow and safety considerations
- Overall vendor variety and balance
- Necessity of services offered
- Compliance with food, fire, and health regulations
To ensure a smooth and timely load-in, vendors or sponsors who cause delays, dispute their assigned location, or request to switch spaces on-site may be denied participation. Booth assignments will not be adjusted unless an emergency requires relocation at the sole discretion of Whidbey Ren Faire staff.
These policies protect the fairness, efficiency, and professionalism essential to creating a successful event for our entire community.
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, 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 (including printing or production companies), power outages, internet or platform failures, public health emergencies, 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.
