We are a tent festival. Tents are required for all uncovered spaces. Tents are available for rental. We only have 10x10 tents for rent at this time.
PLEASE READ ALL EVENT DISCLAIMERS.
BY COMPLETING THE APPLICATION PROCESS AND PURCHASING A BOOTH SPACE YOU ARE AGREEING TO THE TERMS OF THESE RULES AND REGULATIONS AS A BINDING CONTRACT.
For purposes of this document, The Amber Inn Academy of Arts and Steampunk November will be referred to from henceforth as “The Festival”.
As a vendor at The Festival you are required to be open for business during ALL hours of ALL days of the festival. If you are not open all hours of The Festival, you will be fined $100 per incident. All vendors are required to attend the mandatory vendor meeting on Friday, November 13, at 6:30 pm at the Time Traveler’s Gazebo stage.
The Festival is set in the general time frame of the Victorian age (late 1800s). Therefore, please only use your cell phone in an emergency or as your credit card machine. All other times, please keep your cell phones out of patron sight. Conversations regarding current politics, controversies, events, etc. should be avoided amongst yourselves and are absolutely not permitted with patrons or within earshot of patrons. You are not required to dress in theme, but we strongly encourage it. We do not require accents or specific language choices.
You are required to have a liability insurance policy of at least $1 million in place for the duration of the festival weekend plus any additional day(s) you plan on being on site setting up. You are required to provide or show a copy of your policy upon arrival to The Festival in order to check in and set up.
You are responsible for collecting, reporting and paying your own sales tax. Sales tax on site is 6.25%
You must be respectful of neighboring booths. Violations of this policy will not be tolerated.
Vendors are required to follow all The Rules of The Festival. Vendors are also required to follow instructions of on-site staff or grounds crew. If any damages to property rented or owned by The Festival occur due to failure to follow crew instructions, vendors are financially responsible for any and all of those damages. Vendors are responsible for any person they bring with them as an assistant, helper, worker, etc, and any actions of those people during The Festival. Vendors are responsible for making sure any such person(s) they bring to The Festival follows The Rules of The Festival and any fines incurred by such person(s).
You will be required to present a valid credit/debit card upon check in to The Festival for any additional fees/fines you may incur during the weekend of The Festival.
You can begin setting up as early as Saturday, November 7. Set up times are 10 am – 7 pm, Saturday, November 7, through Thursday, November 12, 2019. You must contact us in advance to set up a time and day for set up during these advance set up times.
Set up time on Friday, November 13, will begin at 10 am and end at 5 pm. No cars will be allowed on site after 5 pm on Friday, November 13, 2019.
Booths must be ready for business no later than 6 pm, Friday, November 13, 2019.
You will be allowed to park as near as possible to your booth space to unload on the designated drive paths, weather permitting. You will have 30 minutes to unload your vehicle before you will be required to move it. You must unload your vehicle before you start ANY set up, including your tent.
You are not allowed to block the main entrance road to the park to unload. You are not allowed to block any points of entry or egress to unload. You cannot park in another booth space to unload. You must stay on the marked drive to avoid damage to grassy areas. If you do not stay on the marked drive, you will be fined $100 per incident.
Driving on to site is weather permitting. If the grounds are muddy due to rain or other precipitation, you will not be allowed to drive on to site. You will be required to bring items in and out hand carry/dolly. If you drive onto site in inclement weather without specific permission, you will be fined $500 per incident. If you drive through or move a barrier (Including Caution Tape) you will be Fined $500 per a barrier passed, moved or damaged.
Your booth set up must stay within your rented booth space. You cannot exceed your booth space with chairs, racks, displays, clothing racks, tie downs, etc. You must keep pathways in front of and around your booth clear of these items as well. We will inspect every booth before opening on Friday to address any of these issues and suggest corrections. We will also check during The Festival to make sure these guidelines are being followed.
You cannot park behind your booth. You are not allowed to park your vehicle or trailer in patron parking. You must park in Vendor/Participant Parking.
You can start breaking down at closing (5:00 pm) on Sunday afternoon, no earlier. This includes rolling totes, merchandise, or any other part of your booth or inventory out during festival hours. You cannot bring a vehicle on site until all patrons are clear and The Festival has approved vehicles being allowed on the grounds. Only a limited number of cars will be allowed on site at a time to facilitate traffic. You have until 10 pm to break down your space on Sunday.
Additional break down time will be Monday, November 16 through Thursday, November 19, between 10 am and 7 pm. You must notify The Festival in advance to arrange a time and day during these additional break down times.
You are responsible for leaving your rented booth space area clean after breakdown. This includes all trash, zip ties, strings, plastic wrapper, cigarette butts, pallets, rugs, etc. If you do not leave your space clean of ALL trash you will be fined a cleaning fee of $100. If you put trash in trash cans belonging to The Festival after the final trash run is done on Sunday, November 15, you will be fined a trash fee of $50.
Any items you leave on the property more than 30 days after the conclusion of the festival will become the permanent property of The Festival with no financial compensation to you.
Every booth has access to electricity, but please understand that the outlets must all be shared so bring extension cords and power strips. The Festival reserves the right to relocate your extension cords and power strips as needed to accommodate neighboring vendors.
You are responsible for lighting your booth space.
You cannot have any electrical heaters in your booths. If you have an electric heater in your booth, you will be fined $100 per incident to be collected immediately.
Propane heaters are allowed as long as they are not located in any area accessible by patrons. You are responsible for any and all damages caused by a propane heater.
We are a tent festival. You are required to have a canopy or tent for your vendor space, unless you have purchased a covered space or have made arrangements with The Festival for an improved space. We prefer pavilion style or EZ pop up, but we can make exceptions. Please send us a picture of the tent in advance for approval if you have any questions regarding the acceptance of your tent or pavilion. Camping tents are not allowed as booth tents. Tents are now allowed to exceed your rented vendor space.
We do offer rental EZ pop up tents for the weekend for an additional fee. This fee includes us setting up and breaking down the tent.
Tents must have obvious and welcoming entrances for patrons.
You are responsible for securing your tent at all times, including preparation for weather, security, presentation, and so forth. You are responsible for any damage to the property, other vendors and/or patrons caused by your tent if you do not secure it properly.
We do not have WiFi for everyone who vends. Please use your own electronic device signals to process payments. Most cellular providers work in our area. Some of them aren’t as strong as others, though.
We offer on-site primitive camping. You must purchase a camping pass to camp onsite. Please see campground rules. Camping passes are $35 per camp site for the weekend. Each camp site includes up to 4 campers. Additional campers are $10 per person. Cars are no longer allowed to be parked in campgrounds. If you are using a camper, you must unhook and move the towing vehicle.
Due to the nature of our site, we do not allow vendors to set up tents or trailers behind their booths. We do allow you to sleep in your booth as long as you stay within the boundaries of your booth and are ready for business when gates open each day. If you sleep in your booth, you do not have access to camping amenities. You must purchase a camping pass to use the onsite showers. You are not allowed to park cargo trailers in the camping area. Cargo trailers must be parked in Vendor parking.
We have a Troubleshooters team here and on duty for the entire festival, including overnight. We are still not responsible for your products. Please take whatever measure you feel necessary to secure your booth at night. We will close the gates to The Festival at night.
We back our Troubleshooters team and their decisions 100%. We will not tolerate anyone harassing members of that team for any reason.
You are required to park in Vendor Parking, not patron parking. Vendor Parking is located at the very back of the camping area. If you park in Patron parking you will be fined $100 per vehicle. You will be required to provide the license plate number and vehicle description of all vehicles associated with you and your business that will be on site during festival hours and any additional hours of set up upon arrival to set up your space. You will also be required to provide an onsite contact phone number to The Festival upon your arrival.
Every year we run a raffle as part of our fundraising for our annual charity fundrasier. We ask all our vendors and entertainers to give one item to the raffle each year. Please attach a business card to the item along with any other promotional stuff you would like. This is not required, just requested. Please bring your contribution to the mandatory vendor meeting on Friday at 6:30 pm.
We are adding a silent auction to our charity fundraising beginning 2020. If you would like to put together a larger item or basket specifically for the silent auction, please contact The Fesitval in advance.
We will be open rain and/or shine, therefore we expect you to be as well.
Alcoholic beverages can be purchased on site from our alcohol vendor. It is your responsibility to drink responsibly.
YOU ARE NOT ALLOWED TO PROVIDE ALCOHOL OF ANY KIND TO ANY PATRON. NO EXCEPTIONS. Violation of this policy will result in your removal from The Festival.
We have a flushing toilet house in our campgrounds and provide portable restrooms for your use. We have onsite showers, but you must purchase a camping pass in order to use them.
No one is allowed to use the indoor restroom in Festival Operations due to past violations of the indoor use policies. NO EXCEPTIONS.
Your pass will allow you access to the backstage green room(s) and access to the Festival Operations room as needed for access to The Festival crew.
NO PETS ALLOWED. NO EXCEPTIONS. This includes pets in the campgrounds. This includes pets inside trailers or campers in the campgrounds or any backstage area. If you violate this policy, you will be fined $250 and escorted from The Festival site. We allow fully trained service animals only. This policy is in place for insurance liability concerns and will be strictly enforced.
Failure to pay any fines assessed will result in the denial of any of your future vendor applications to The Festival and collection of the unpaid fees through legal means.
No selling of merchandise that contains any logos, names, or branding for the Steampunk November Festival unless you purchase a license.
Vendors are responsible for insuring their merchandise and equipment. Period. The Festival is not responsible for damages or theft.
Steampunk November is not responsible for vendor/customer disputes regarding merchandise.
Vendors are to conduct transactions in timely and professional manner.
Vendors are responsible for cleaning and maintaining a safe work environment.
No open flames that do not have safety measures. No candles.
No blocking walkways or points of egress.
No blockage or removal of any fire protection equipment.
No refund of vendor space fees will be offered after October 1st, 2019.
Acceptance of a badge from The Festival and admission to The Festival constitutes an agreement to allow The Festival use of your image or likeness for promotion within any media format for future events.