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Crew or Guild Encampment Application

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Deadline: Sep 27, 2024 11:59 pm (GMT-05:00) Central Time (US & Canada)
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Pirates of the High Seas & Renaissance Fest 2024
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Date: Oct 11, 2024 5:00 pm - Oct 13, 2024 8:30 pm (CDT)
place
Panama City Beach, Florida
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Free

About the event

Columbus Day weekend will bring waves of fun-filled adventures to Panama City Beach with the annual Pirates of the High Seas Fest and Renaissance Festival. Setting sail October 11-13, 2024, this year's FREE festival is sure to take pirate and renaissance fun to a whole new level. Bring the family to experience all the FUN, including pirate invasions, the king and queen, a kid's parade and main parade, live music, vendors, fireworks and so much more! This is a week in Panama City Beach you won't want to miss! Even though Panama City Beach will be invaded by hordes of pirates and juggling jesters, rest assured these fun-loving scoundrels are more interested in throwing a party that is fun for the entire family.
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Visit Panama City Beach
Visit Panama City Beach
Contact Organizer
Visit Panama City Beach
Visit Panama City Beach
Contact Organizer

About the application

This application is for crew/guild encampments at the Pirates of the High Seas & Renaissance Fest. Please note, OVERNIGHT CAMPING IS PERMITTED. Fires must be contained in an elevated pit and fire extinguishers must be kept nearby. Encampments are designed to be a part of the overall festival attendee experience which will also serve as a place for your crew or guild to relax and recharge. Encampments must be period-accurate. No pop-up tents allowed. Encampment spots are on a first-come, first-serve basis. 
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Terms & Conditions

All vendors must be set up and ready one hour before the gates on the day of the event. Please review the following rules and policies to ensure your safety and enjoyment during the festival.
  1. When applicable, the application fee is deposited upon receipt and is non-refundable. Booth fees are due in full upon acceptance. No Refunds.
  2. No Animals Allowed except for Service Dogs: “Service Animal” means any dog trained to do work or perform tasks for the benefit of an individual with a disability. Pets proving emotional support, well-being, comfort, or companionship are not recognized as service animals under ADA regulations. Misrepresenting a dog as a service animal is a criminal violation.
  3. Weapons (including pocket knives) will NOT be permitted at the event.
  4. Large inflatables are not permitted without written permission from Visit Panama City Beach in advance.
  5. Booth placement is carefully chosen by the committee. Non-period accurate vendors will be placed separately. No changes in booth location are permitted after the event begins.
  6. Exhibitors may not share booth space nor may they sublet or apportion space to anyone else. Booths are non-transferable and must occupied by the applicant. Artists may only exhibit work in the category in which they applied. Items misrepresenting works presented at the time of application are subject to immediate dismissal from the show. Artists must display their own work.
  7. Display space is permitted within your reserved area only. No items are permitted placement outside of your reserved area. Construction of booths & displays must be appropriate and be able to withstand inclement weather and crowd activity.
  8. Cartons or boxes must be kept out of view. Exhibitors are responsible for keeping booth space clean, safe & secure. Exhibits and materials contained must be within the assigned booth space and cannot be extended. Please break down all packing material, cardboard, and corrugated boxes at your booth location and dispose of them in the designated roll-offs.
  9. You must display appropriate conduct. The committee reserves the right to remove or prohibit anything that is deemed not suitable, including persons, conduct, material, and other items. No selling or soliciting outside of booth space.
  10. Breakdown of booths must be completed and removed by 9:00 PM on Monday, October 14th. Any materials left behind will be confiscated and disposed of.
  11. Participation is required during all hours of the event. Exhibitors who break down displays or depart before the close of the show each day will not be allowed to return to future shows.
  12. In most cases electricity is provided on a first come first served basis. Please provide your own power cords. Recommend 25ft to 50ft.
  13. If you have been approved, you must provide a copy of your liability insurance certificate with Visit Panama City Beach, 17001 Panama City Beach Parkway, Panama City Beach, FL 32413 listed as an additional insured, and email to msimo@visitpanamacitybeach.com.
  14. Exhibitors will cause no noise that can be heard beyond the perimeter of their own exhibitor space. This noise includes but is not limited to music (recorded or live demonstrations) or motivational tapes. Hawking of items is prohibited.
  15. Vendors are responsible for the collection, payment, and reporting of their own sales tax. Visit Panama City Beach staff will come around on the final night of vending and collect the 1% city tax.
  16. Parking is available at no charge in the Vendor Parking Lot provided. (All exhibitors MUST check in at Vendor Check-In first.)
  17. Exhibitors must abide by and displays must be in accordance with local fire regulations.
  18. Panama City Beach Police officers and Private security provide security during the shows' hours of operation. The show takes place in an outdoor setting, so reasonable precautions should be taken to ensure the safety of your property. All work is exhibited at the artist’s own risk.
  19. All tents are required to withstand winds and rain and be properly weighted. Properly weighing requires AT LEAST 40 pounds per leg (Weights Only and more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. You must use 40 lb. weights (weights only) on each leg to anchor your booths down. You will not be able to set it if not properly weighted.
  20. You cannot drive up to your booth while the gates are open and/or the area is not safely maneuverable for vehicles. You may be asked to cart in only by organizers.
  21. A MONITORING COMMITTEE CONTINUALLY ENFORCES THE RULES OF THE EVENT TO ENSURE THAT ALL WORK SHOWN IS IN COMPLIANCE WITH THESE GUIDELINES. VIOLATION OF THE RULES MAY RESULT IN IMMEDIATE EJECTION FROM THE EVENT WITH NO REFUND. THIS ACTION WILL RESULT IN THE BANNING FROM FUTURE PARTICIPATION. Your online application and/or return of the registration materials indicate your understanding and acceptance of the Rules of Participation and General Policies. Rules Committee members circulate during the show and any vendor observed not following the rules may be immediately dismissed and will not be allowed to participate in the event again. Reasons for expulsion from the show are not limited to these violations and any artist or vendor may be put on probation or excluded at the discretion of the event management team. During the term of this agreement, the vendor assumes all risks in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind, to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of vendor’s operation. Vendor hereby expressly agrees to hold harmless Visit Panama City Beach, the City of Panama City Beach, Pirates of the High Seas Fest, its agents, volunteers, employees, officers and directors for penalties for violation of any law, ordinance or regulation affecting its activity and from any and all claims, suits, losses, damages or injuries directly or indirectly arising out of or in connection with permitted activity or conduct of its operation or resulting from the negligence or intentional acts of vendor or its officers, agents or employees.
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Questions on the application

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • Are you requesting to camp overnight?

Picture requirements

  • Minimum pictures required: 2
  • Please provide pictures of your encampment. A minimum of 2 are required.
Crew or Guild Encampment Application
Crew or Guild Encampment Application
Pirates of the High Seas & Renaissance Fest 2024
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