Once Upon a Time Theme Weekend Vendor Application

Thank you for your interest in becoming a Once Upon a Time Theme Weekend Vendor at the Minnesota Renaissance Festival!

This application is for the Once Upon a Time weekend during August 16th - 17th.

This online application must be submitted by June 23rd, 2025. Be sure to complete the application in full, as incomplete submissions will not be considered. All materials submitted become the property of the Minnesota Renaissance Festival.

Application Process:

Once we receive your application, we will send a confirmation email acknowledging receipt. Please note, this will be the only communication you’ll receive from us unless a Theme Weekend Vendor opportunity becomes available. Our staff reviews applications annually, and your submission will remain on file for one festival year. If a Theme Weekend opportunity is not available in the current year, you will need to reapply for the next year’s review.

The selection process is highly competitive, with many applications received each year for a limited number of spots. We do not maintain a waiting list, and submission of an application does not guarantee selection.

Festival Overview:

The Minnesota Renaissance Festival recreates a vibrant 16th-century European marketplace. The Renaissance era was marked by a flourishing of art, science, literature, and cultural pursuits. Our festival brings this period to life through historical reenactment, showcasing artisans, entertainers, musicians, food vendors, and more.

Each year, our event attracts approximately 300,000 visitors, who come to experience authentic craftsmanship, lively performances, and unique medieval-inspired entertainment. As a Theme Weekend Vendor, you’ll help create an immersive atmosphere by offering Renaissance-style displays and interacting with guests in character, contributing to the festival’s enchanting ambiance.

Vendor Information:

• Festival Hours: 9 a.m. – 7 p.m., Rain or Shine.
• Theme Weekend Setup:
  • Exhibitor’s Responsibility: Vendors must provide their own tables, chairs, benches, and decorations (including tablecloths or skirts).
  • Costume: Renaissance attire is encouraged but not mandatory. It will be noted during future application reviews.
  • Setup Times: All exhibits must be set up by 8:30 a.m. on both Saturday and Sunday. We prefer if you set up on Friday between 12 p.m. and 5 p.m.
  • Electricity: Not available.
  • Camping: Festival-site camping is not available.
  • Ice: Not provided; bring your own if needed.
  • Non-Motorized Transportation: Wagons or similar methods of transportation for materials during festival hours are permitted.

• Exhibitor Pricing:
  • 10x10 Display Area: $400 (payable upon acceptance).
  • Larger Displays: Must be requested and approved.
  • Non-Profit Organizations: 10x10 display area for $300 (501(c)(3) proof required).
  • Payment Deadline: Upon acceptance.
  • Forms Due: By June 23rd, 2025.

Application Process:

1. Submit your Application: Complete the online application form.
2. Submit Payment: If accepted, a payment link will be provided for you to submit your payment.
3. Submit Additional Paperwork by July 12th:
   1. Insurance Policy (listing the Minnesota Renaissance Festival as an additional insured)
   2. B-Gate Employee Entry Form
   3. Workers’ Compensation Waiver
   4. ST-19 Document

Receive Location Information and Setup Details: By July 31st.

Please note: Space is not guaranteed until payment and completed paperwork have been received. If required paperwork is not submitted by July 12th, we may withhold location details and setup instructions.

Participation Requirements:

Upon acceptance to the festival, you will need to submit additional paperwork, including:

• Insurance Policy (listing the MN Renaissance Festival as an additional insured)
• B-Gate Employee Entry Form
• Workers’ Compensation Waiver
• ST19 Document

Important FAQs:

• Limited Space: Vendor spots are competitive and space is limited.
• Application Deadline: All applications must be received by June 23rd, 2025.
• Additional Opportunities: Advertising, sponsorships, and demonstration opportunities are available for vendors. These are limited and require separate arrangements.
• Cross-Promotion: We encourage cross-promotion to enhance our collective visibility and maximize festival partnerships.

Thank you for considering the Minnesota Renaissance Festival as a venue for your business. We understand the time and effort that goes into your application, and we’ll carefully review all submissions. Due to the large number of applications we receive, we regret that we cannot respond to each applicant individually.

If you have any questions, please don’t hesitate to contact us at vendors@renaissancefest.com.

Good luck, and we look forward to seeing your submission!

Minnesota Renaissance Festival | Marketing Department
Phone: 952.698.9553
Email: vendors@renaissancefest.com

Guest Vendor Application Guidelines

Minnesota Renaissance Festival

Thank you for your interest in becoming a vendor at the Minnesota Renaissance Festival! Please review the following guidelines carefully before submitting your application.

Application Review & Selection

All vendor applications are evaluated by a jury panel to assess the quality, originality, and relevance of your products or services in relation to the weekend’s theme. Priority will be given to vendors offering handcrafted, period-appropriate, or thematically aligned goods that enhance the festival’s immersive atmosphere.

To maintain a diverse and balanced marketplace, we limit the number of vendors in each category. For example, we will not approve an excessive number of similar merchandise booths (e.g., T-shirts or mass-produced items). Selections are based on jury decisions and space availability and are not guaranteed by application order—early application does not ensure acceptance.

Application Status & Fees

After submitting your application, you will receive a confirmation email. This email confirms only that your application was received—not that you have been accepted.

Applicants will be notified of their status within two (2) weeks of the application deadline. If approved, all fees must be paid within one (1) week of your acceptance notice. Payment may be made via ACH or credit card. Mailed checks will not be accepted.

Refund Policy

• If not accepted, you will not be charged any fees.
• If accepted, you may cancel up to 30 days prior to the event for a refund, minus processing fees. Cancellations made within 30 days of the event are non-refundable.
• If your Certificate of Liability Insurance (COI) is not uploaded within two weeks of acceptance, your participation will be revoked, and no refund will be issued.
• All vendor fees are non-refundable and non-transferable, except as outlined above.

Important Policies

• Power Availability: There is no electrical power available to guest vendors on site. Vendors must plan accordingly for food safety, lighting, or cooling needs.
• Generator Use: Portable generators are strictly prohibited. This applies to all vendor types without exception. If your operation requires power (e.g., for refrigeration), it is your responsibility to use alternative, non-generator solutions or reconsider participation.
• Booth Location: Booth locations are not guaranteed. The festival reserves the right to relocate vendors at any time prior to the event.