Partner Application (Nonprofit/Educational/Community)

This application is open to nonprofit organizations, civic or community-focused groups, and fellow Renaissance or fantasy events interested in sharing resources, offering interactive activities, or promoting upcoming festivities at WRF26. The objective of a Partner relationship is to achieve maximum visibility and reach for both your organization and Whidbey Ren Faire.

These booths are informational and interactive only—no sales are permitted. Donations for services or activities are allowed.

Participants must provide a family-friendly medieval, Renaissance, or fantasy-themed booth. Interactive offerings that enhance the faire atmosphere—such as demonstrations, games, hands-on activities, or services like face painting or braiding—are strongly encouraged. Standard booth size is 10’ × 10’; larger spaces may be approved for activities or services requiring additional space. Approval applies to this event only.

Event Details

Dates: May 23–24, 2026 | 10:00 AM–6:00 PM

Location: Beach View Farm, 1570 Wieldraayer Rd, Oak Harbor, WA 98277

Space is limited. We look forward to partnering with organizations that help bring wonder, education, and community spirit to the faire.

Whidbey Ren Faire Partner Terms and Conditions

Nonprofit organizations 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: Partners 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. Partners 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:
   Partners 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. Partners 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 personnel in your booth 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: Your booth's footprint must include all elements, such as guy lines, weights, and extensions. Make sure your entire setup fits within the assigned space.
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 equipment. 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 Partner organization to carry insurance for the event.
11. Parking: Use the designated vendor parking area, with details provided before the faire starts. Submit the names of your workers and their vehicles. Each Partner 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 Offerings: The faire welcomes all nonprofit organizations and partners, with no exclusive rights given. We may place organizations across the grounds for crowd accessibility and balance.
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: The Partner application fee and associated processing fees are charged upon approval of the application and are non-refundable.
16. Enforcement and Removal Policy: The Faire reserves the right to decline or remove Partners whose presentation, merchandise, or conduct conflicts with the event’s mission, family-friendly environment, or non-political focus. Partners 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. Partners 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.
17. Photo & Media Release: 

    By participating in Whidbey Ren Faire 2026, the Partner grants 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.

    Partners 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.