Vendor Application 2027 – Marketplace, Food, & Community Partners

Planning to sponsor the Faire?

Please use the appropriate sponsorship application:

General Sponsorship:
https://www.eventeny.com/events/sponsor/application/?a=nbbmlvnv-26031

Sponsor the Joust:
https://www.eventeny.com/events/sponsor/application/?a=kwfgtgcq-26035

Feed Our Volunteers:
https://www.eventeny.com/events/sponsor/application/?a=qbswyrnn-26036

Your sponsor application also covers booth space, camping, and related participation details. You do not need to complete this vendor application for the same participation unless Whidbey Ren Faire (WRF) asks you to.

Join us at Whidbey Ren Faire 2027!

This one application is for every booth type: Marketplace vendors, Food & Beverage vendors, and Community Partners.

This immersive event celebrates the magic of medieval fantasy, drawing thousands of attendees eager to explore handcrafted goods, delicious food, and live entertainment.

Marketplace: We are seeking handcrafted, period-inspired, or thematically appropriate goods, including (but not limited to) jewelry, clothing, armor, art, pottery, toys, and fantasy wares. Interactive services or demonstrations that enhance the atmosphere (hair braiding, face painting, henna, and similar) are strongly encouraged.

Food & Beverage: We are seeking a variety of food and drink that fits the Faire and serves patrons quickly.

Community Partners: Nonprofit, educational, and community groups offering free information or activities to patrons (donations welcome; no sales).

Event Details

Dates: Two weekends, May 22-23 AND May 29-30, 2027, 10:00 AM - 6:00 PM.

                                       ***All vendors must commit to both weekends.***

Location: Bell's Farm, 886 West Beach Road, Coupeville, WA 98239

Setup: Thursday, May 20 or Friday, May 21, 2027, 9:00 AM - 3:00 PM

Pricing (every price covers BOTH weekends; there is no single-weekend option):

Priority Registration (through Dec 31, 2026 at 11:59 PM): Marketplace 10'x10' $175 and 10'x20' $325; Food 10'x10' $200 and 10'x20' $400; custom booths use the corresponding 10'x20' base price plus $1 per sq ft over 200; Wandering Merchant (Marketplace or Food cart, no fixed booth) $100; Community Partners $30

Standard Registration (January 1 – February 15, 2027): Marketplace and Food booth prices go up $100 on January 1. For example, a Marketplace 10'x10' booth is $175 through December 31, then $275. Wandering Merchants go from $100 to $175, and Community Partner booths double, from $30 to $60. Apply by December 31 for Priority pricing and first review by the committee.  Complete applications submitted by December 31, 2026, at 11:59 p.m. Pacific qualify for Priority Registration pricing if approved. Applications missing information or materials required at submission by that deadline are subject to Standard Registration pricing if approved. Priority pricing does not guarantee acceptance, and no vendor receives preferred placement.

Please submit your application with all available supporting documents, including business licensing and insurance, and prepare any outstanding documents as early as possible. Providing these materials up front helps avoid delays and follow-up requests. Documents specifically designated as due after approval do not affect Priority Registration eligibility, but applicants are responsible for providing them by the stated deadlines without waiting for individual reminders.

What your fee covers: ground space for both weekends. Bring your own tent or canopy, tables, chairs, decor, and signage. There is no electricity on site. After the Faire, Marketplace and Food vendors also pay a 10% fee on gross sales (total sales before card fees, discounts, or expenses, not counting sales tax or tips); no fee is charged if gross sales are less than or equal to the booth fee. Community Partners do not pay this fee.

You will not be charged booth fees until your application is approved; Eventeny adds a processing fee of 7.9% + $0.30.

How selection works

Our committee meets in January to review applications and selects vendors based on the needs of the Faire, avoiding too many of any one type and offering patrons a variety of goods and food. Applicants are then approved, waitlisted, or declined. Within 2 weeks of approval you must provide a valid Washington business license (or proof of application for a temporary WA license if you are seasonal or out of state) and a certificate of insurance for the event naming Whidbey Ren Faire, 316 SE Pioneer Way #360, Oak Harbor, WA 98277, as additional insured. evCover event insurance, which covers the Faire dates only, can be purchased through Eventeny after approval. Both must be current and valid to set up your booth.

Questions? Email wendy@whidbeyrenfaire.org or vendors@whidbeyrenfaire.org.

Whidbey Ren Faire Vendor Terms and Conditions:

These terms apply to all Marketplace vendors, Food & Beverage vendors, and Community Partners (all called "vendors" below) at Whidbey Ren Faire on May 22-23 and May 29-30, 2027. You must commit to both weekends.

1. Participation Requirements: Keep your booth open and ready for business during all Faire hours. Do not open late or close early without permission from the Faire organizers.
2. Booth Setup: Setup is Thursday, May 20 or Friday, May 21, 2027, 9:00 AM - 3:00 PM. You provide everything for your booth, including tent, tables, chairs, decor, signage, and any equipment you need. Whidbey Ren Faire does not supply tents, furniture, or booth infrastructure. All materials must be safe, secure, and suitable for outdoor use in any weather.
3. Safety & Accessibility Requirements: Your booth must be reasonably accessible to all patrons, including people using mobility aids or strollers and people with sensory sensitivities. Keep walkways clear and tripping hazards to a minimum. Arrange seating, displays, and activities so all visitors, including children, can reach them and move comfortably. Mark guy lines with fabric scraps, ribbons, or other theme-appropriate flagging so they are easy to see. Whidbey Ren Faire may require changes on site if your booth creates accessibility barriers.
4. Booth Decoration: Your booth or tent MUST be decorated in a family-friendly Renaissance and fantasy theme. Do not display, distribute, or promote modern political messages, advocacy, or ideological statements unrelated to historical or fantasy interpretation.
5. Attire: ALL vendors MUST wear family-friendly Ren Faire attire during event hours, following our dress code.
6. Booth Size: Booth fees are based on the square footage of your tent or canopy plus any frontage or yard space approved in your application (for example, for storage or refrigeration). Space for guy lines is not charged, as long as all guy lines, weights, and extensions fit safely inside your assigned booth area.
7. Layout Drawings: Booths larger than 20'x20' (over 400 sq ft), or setups with more than one tent placed less than 12 feet apart, must submit a layout drawing after approval showing walls, entrances and exits, and the general serving layout, for our event permit application. Email the drawing to vendors@whidbeyrenfaire.org. This rule does not apply to Wandering carts.
8. Securing Your Tent and Weather: Expect strong winds. Weight every tent leg with at least 40 lbs. Use guy lines (or bungee cords, which absorb wind and help protect your tent) where needed, and keep them away from walkways and fire lanes. When the Faire is closed and before you leave the grounds, zip your tent closed and lower it to half height (if possible), and anchor it with stakes, weights, and ties.
9. Lighting and Electricity: Open flames are prohibited within the Faire, except for food vendors cooking over open flames or grills. There are no electrical hookups, so use battery-powered lights, LED lanterns, or electric candles. If you bring power strips or extension cords, they must not cross walkways or fire lanes or create hazards; cover or secure any cord that crosses a path. Generators are allowed only with prior approval from Faire organizers and must not exceed 50-60 dBA. Enclose generators with fencing or another secure barrier, keep them clear of walkways, and point exhaust away from patrons and structures. Store fuel 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; Whidbey Ren Faire, the venue, and its organizers are not responsible for such losses.
11. Business License and Insurance: Submit available licensing and insurance documents with your application and prepare outstanding documents as early as possible. After approval, you must provide (1) a valid Washington business license, or proof you applied for a temporary WA license (for seasonal or out-of-state vendors), and (2) a certificate of insurance for the event naming Whidbey Ren Faire, 316 SE Pioneer Way #360, Oak Harbor, WA 98277, as additional insured within 2 weeks of approval or risk losing your slot. You may buy evCover event insurance through Eventeny AFTER approval; it covers the Faire dates only. If your yearly policy expires before the Faire, send your current certificate after approval and the renewed certificate before the Faire. Both must be current and valid before you set up. Vendors without them may be turned away at the gate.
12. Parking: Use the designated vendor parking area; we will send details before the Faire. Give us the names of your workers and their vehicles. Each vendor gets only ONE parking space unless extra spaces are arranged in advance with Faire organizers. Report any changes during the event to the vendor coordinator at base camp.
13. Restocking: Restock only in the designated restocking areas. NO vehicles may enter the Faire grounds from 9:00 AM to 6:30 PM on event days or while patrons are present. Never stop or park in a fire lane; you will be towed.
14. Variety of Merchandise: No vendor gets exclusive rights. We limit vendors selling similar items and spread them across the grounds to keep competition fair.
15. Clean-up: Remove all belongings and trash by 12:00 PM on Monday, May 31, 2027. Use the dumpster provided. If you leave trash behind, you will be charged a $100 clean-up fee.
16. Application and Payment: You are charged only if your application is approved. Payment is processed through Eventeny at approval, and Eventeny adds a processing fee of 7.9% + $0.30. If your payment fails, you have 14 days to fix it or you lose your space. All prices cover both weekends. Complete applications submitted by December 31, 2026, at 11:59 p.m. Pacific qualify for Priority Registration pricing if approved. Applications missing information or materials required at submission by that deadline are subject to Standard Registration pricing if approved. Priority pricing does not guarantee acceptance, and no vendor receives preferred placement. Please submit your application with all available supporting documents, including business licensing and insurance, and prepare any outstanding documents as early as possible. Providing these materials up front helps avoid delays and follow-up requests. Documents specifically designated as due after approval do not affect Priority Registration eligibility, but applicants are responsible for providing them by the stated deadlines without waiting for individual reminders. Priority prices for qualifying complete applications: Marketplace 10'x10' $175, 10'x20' $325; Food & Beverage 10'x10' $200, 10'x20' $400; Wandering Merchant (Marketplace or Food) $100; Community Partner $30. Standard Registration (January 1 – February 15, 2027): Marketplace and Food booth prices go up $100 on January 1. For example, a Marketplace 10'x10' booth is $175 through December 31, then $275. Wandering Merchants go from $100 to $175, and Community Partner booths double, from $30 to $60. Apply by December 31 for Priority pricing and first review by the committee. Custom booths (larger than 10'x20') cost the 10'x20' price for your registration period plus $1 per sq ft over 200; we bill the extra square footage after we review your dimensions.
17. Refunds and Non-Refundable Fees: Booth fees are refundable until Tuesday, March 23, 2027, 11:59 PM, for family emergencies and similar reasons. Refunds do not include processing fees. After that, booth fees are non-refundable.
18. Sales Reporting and Fee (Marketplace and Food vendors): You pay a fee of 10% of your gross sales from the Faire. Gross sales means your total sales from all payment types (cash, card, digital wallet, and any other), before card or processing fees, discounts, or expenses are taken out, and not counting sales tax or tips. If your gross sales are less than or equal to your booth fee, you owe no fee. Example: you collect $2,500, including $225 sales tax and $75 tips. Your gross sales are $2,500 - $225 - $75 = $2,200, so the fee is $220. This system keeps booth fees low and helps vendors with lower sales.
19. Paying the Sales Fee: At the end of the Faire, run a final sales summary from your point-of-sale (POS) system (such as Square, Stripe, Clover, Shopify, or QuickBooks) and fill out the Sales Report Form (attached to this application). Please turn in both and pay your fee by cash or card before you leave on Sunday, May 30, 2027. If you cannot pay on site, tell us and we will email you an invoice. The invoice includes a link to pay online through Eventeny (an Eventeny processing fee applies). You may instead mail a check payable to "Whidbey Ren Faire" to 316 SE Pioneer Way #360, Oak Harbor, WA 98277. We recommend a trackable mailing method (such as USPS Certified Mail or a tracked service), especially if mailing from out of state. Invoice payments, and any forms not turned in on site, are due by June 14, 2027. Email forms and reports to wendy@whidbeyrenfaire.org (backup: vendors@whidbeyrenfaire.org).
20. Late Fees and Unpaid Fees: A $50 late fee applies starting June 15, 2027, and another $50 is added at the start of each additional week (June 22, June 29, and so on) until the report and payment are received. Vendors with unpaid fees will not be approved for future Faires until all fees are paid.
21. Food & Beverage Vendors: You must get all required Washington State and Island County permits, including a Temporary Food Establishment (TFE) permit, and use a permitted commissary unless the county exempts you. Send proof of permits before the Faire. If you use hot equipment, keep a fire extinguisher in your booth.
    Island County Public Health requires your Temporary Food Establishment application at least 14 days before the Faire; late fees apply after that, and applications are not accepted within 2 days of the event. Follow the county's Temporary Food Booth Requirements: https://islandcountywa.gov/DocumentCenter/View/9681 . County forms and guidance: https://islandcountywa.gov/657/Temporary-Food-Establishments .
22. Community Partners: Partner booths are for free information or activities only. You may accept donations, but you may not sell anything or charge for services. The 10% sales fee does not apply. You agree to help promote Whidbey Ren Faire through social media, your audiences, and word of mouth.
23. Enforcement and Removal Policy: Whidbey Ren Faire may decline, require changes to, or remove any vendor whose presentation, merchandise, services, or conduct conflicts with the event's mission, family-friendly environment, or non-political focus. Offer only the products, services, or experiences approved in your application. Any change to merchandise, services, demonstrations, or presentation needs our written approval in advance. Your booth, tents, and overall setup must match the size approved and paid for. If you arrive with a larger setup, you may have to shrink it immediately, pay more if space allows, or leave the event. Conduct that is unlawful, unsafe, or disruptive, or that harms the safety, well-being, or experience of attendees, volunteers, staff, or other participants, may lead to immediate corrective action or removal without refund, at Whidbey Ren Faire's sole discretion.
24. Photo & Media Release: By taking part in Whidbey Ren Faire, you give Whidbey Ren Faire, its organizers, volunteers, and authorized media personnel the irrevocable right to photograph, record, and film your booth, displays, activities, staff, and any public-facing part of your participation. We may use these images and recordings for promotional, educational, archival, or informational purposes in any media, now or in the future, without payment to you. To film, photograph, or record the Faire for anything beyond personal use, you must apply for and wear an approved Press/Media badge. Unauthorized commercial use of media captured at the Faire may result in legal action.