Marketplace Vendor Application

Showcase your unique retail wares at Whidbey Ren Faire! This immersive event celebrates the magic of medieval fantasy, drawing thousands of attendees eager to explore handcrafted goods, delicious food, and live entertainment.

We are seeking marketplace vendors offering handcrafted, period-inspired, or thematically appropriate goods, including (but not limited to) jewelry, clothing, armor, art, pottery, toys, and fantasy wares.

Vendors providing interactive services or demonstrations that enhance the immersive atmosphere (such as hair braiding, face painting, henna, or similar experiences) are strongly encouraged to apply.

Early Bird pricing is available through January 30, 2026 (11:59 PM). After this date, all booth fees increase by $50.

Event Details

Dates: May 23–24, 2026 | 10:00 AM–6:00 PM
Location: Beach View Farm, 1570 Wieldraayer Rd, Oak Harbor, WA 98277

Whidbey Ren Faire Vendor Terms and Conditions:

Vendors are invited to participate in Whidbey Ren Faire on May 23-24, 2026, and must commit to both days of the event. The following terms ensure a smooth and successful faire for everyone:

1. Participation Requirements: Vendors must keep their booths open and ready for business during all operating hours of the faire. Opening late or closing early without permission from the faire organizers is not allowed.
2. Booth Setup: Setup will take place on Thursday, May 21, and Friday, May 22, 2026, during designated hours from 9:00 AM to 3:00 PM. Vendors are responsible for providing all booth materials, including tents, tables, chairs, décor, signage, and any equipment required for their activities. Whidbey Ren Faire does not supply tents, furnishings, or infrastructure for booths. All materials must be safe, secure, and appropriate for outdoor use in varying weather conditions.
3. Safety & Accessibility Requirements:
   Vendors must ensure their booth is reasonably accessible to all patrons, including those using mobility aids, strollers, or with sensory sensitivities. Walkways must remain clear, tripping hazards minimized, and any interactive activities should be reachable or adaptable for a wide range of guests, to include children. If your setup includes seating, displays, or activities, please arrange them to allow comfortable access and movement for all visitors. Guy lines must be clearly marked with fabric scraps, ribbons, or other theme-appropriate flagging to ensure visibility and reduce tripping hazards. Whidbey Ren Faire may require adjustments onsite if a booth presents accessibility barriers.
4. Booth Decoration: Your booth or tent must be decorated in a family-friendly Renaissance and fantasy theme. Vendors may not display, distribute, or promote modern political messaging, advocacy, or ideological statements unrelated to historical or fantasy interpretation during the event. 
5. Attire: ALL vendors MUST wear family-friendly Ren Faire attire during event hours to match the event's spirit and comply with our organization’s dress code.
6. Booth Size: Booth fees are based on the square footage of the tent or canopy itself and any requested frontage or yard space approved in the application. Space required for guy lines is not included in booth fees, provided all guy lines, weights, and extensions fit safely within the vendor’s assigned booth area.
7. Securing Your Tent: Before leaving the grounds, secure your tent by zipping it closed (if applicable), lowering it to half height (if possible), and anchoring it with stakes, weights, and ties.
8. Weather Preparations: Prepare for strong winds by weighting all legs of your pop-up tent. During non-operating hours, zip and lower tents to half height if possible. Use guy lines (or bungee cords) where appropriate, keeping them away from walkways and fire lanes, and mark them for visibility to avoid accidents. Note: Bungee cords can absorb wind forces, helping protect your tent from damage. Use a minimum of 40 lbs per tent leg.
9. Lighting and Electricity: Open flames are prohibited within the faire. Use LED lanterns or electric candles, and prefer battery-powered lights, as electrical hookups are not available at this venue. If necessary, bring your own power strips or extension cords, ensuring they do not cross walkways, fire lanes, or create hazards. Secure any cords that cross paths with rugs or covers. Generators are allowed only with prior approval from faire organizers and must not exceed 50-60 dBA. Generators must be enclosed with fencing or another secure barrier to prevent public access, kept clear of walkways, and positioned with exhaust directed away from patrons and structures. Fuel must be stored safely out of public reach.
10. Liability for Your Goods: You are responsible for any damage to your tent or merchandise. If your setup causes harm or loss to others, you must compensate them. Do not leave valuables unattended, as neither Whidbey Ren Faire, the venue, nor its organizers are responsible for such losses. This is why we require every vendor to carry insurance for the event. NOTE: Insurance is required before we can approve your application.
11. Parking: Use the designated vendor parking area, with details provided before the faire starts. Submit the names of your workers and their vehicle. Each vendor is allowed only ONE parking space, unless additional spaces are arranged in advance with faire organizers. Report any changes during the event to the vendor coordinator at base camp.
12. Restocking: Designated areas will be provided for restocking. These are the only locations for such activities. NO vehicles may enter the faire grounds during the hours of 9am to 6:30pm on event days. Vehicles may not stop or park in the fire lanes at ANY TIME; you will be towed.
13. Variety of Merchandise: The faire welcomes all vendors, with no exclusive rights given. We will limit vendors selling similar items to a maximum of three and aim to space them out across the grounds for fair and balanced competition.
14. Clean-up: Remove all belongings and trash by 12:00 PM on Monday, May 25, 2026. Dispose of waste in the provided dumpster. Leaving trash behind will result in a clean-up fee.
15. Non-Refundable Fees: Booth fees are non-refundable after Wednesday, April 8, 2026, which is 45 days before Faire.
16. Application and Payment: Upon approval of your application, submit payment to Whidbey Ren Faire within 7 business days, or your space will be forfeited. Booth assignments will prioritize those who pay quickly, not just those who apply first.
17. Sales Reporting and Fee: Vendors must submit their sales records using point-of-sale reports (e.g., QuickBooks, Square) along with the attached reporting form. A 10% fee on gross sales is due at the end of the faire (Gross sales are defined as total revenue before taxes, fees, discounts, or expenses). If your gross sales are lower than your booth fee, no commission will be charged. This system keeps booth fees low and eases the burden on vendors with lower sales. Vendors must submit the completed Sales Report Form, a final digital sales summary from your POS system (Square, Stripe, Clover, Shopify etc.) no later than May 31st.  Reports or payments submitted after May 31, 2026 incur a $50/day late fee. Reports and payments must be emailed to: whidbeyrenfaire@gmail.com
18. Enforcement and Removal Policy: Whidbey Ren Faire reserves the right to decline, require modification of, or remove vendors whose presentation, merchandise, services, or conduct conflict with the event’s mission, family-friendly environment, or non-political focus. Vendors may only offer the products, services, or experiences approved in their application. Any changes to merchandise, services, demonstrations, or presentation must receive prior written approval from Whidbey Ren Faire. Booths, tents, and overall setup must match the size and footprint approved and paid for in the application. Vendors arriving with a larger setup than approved may be required to reduce their footprint immediately, pay additional fees if space allows, or be removed from the event. Any conduct that is unlawful, unsafe, disruptive, or that compromises the safety, well-being, or experience of attendees, volunteers, staff, or other participants may result in immediate corrective action or removal from the event without refund, at the sole discretion of Whidbey Ren Faire.
19. Photo & Media Release: By participating in Whidbey Ren Faire, vendors grant Whidbey Ren Faire, its organizers, volunteers, and authorized media personnel the irrevocable right to photograph, record, and/or film their booth, displays, activities, staff, and any public-facing elements of their participation. These images, videos, and recordings may be used for promotional, educational, archival, or informational purposes in any media format, now or in the future, without compensation.
    Vendors or other participants wishing to film, photograph, or record the Faire for anything beyond personal use must apply for, and wear, an approved Press/Media badge during the event. Unauthorized commercial use of media captured at the Faire may result in legal action.