We are a tent festival. Tents are required for all uncovered spaces. Tents are available for rental. At this time we only have 10x10 tents for rent for $170.
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 8, 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 one day prior and one day following the
festival weekend. You are required to provide 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.
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.
Set up:
Set up times are
10 am – 7 pm, Saturday, November 2, through Thursday, November 7, 2019. Set up time on Friday, November 8 will begin at
9 am and end at 5 pm. No cars will be
allowed on site after 5 pm on Friday, November 8, 2019.
Booths must be
ready for business no later than 6 pm, Friday, November 8, 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 path, 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.
Break Down:
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.
If you have
purchased a camping pass, you can stay overnight Sunday night and complete
breakdown on Monday; however, you must be done on Monday no later than 7 pm.
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.
Any items you
leave on the property more than 30 days after the conclusion of the festival
will become the property of The Festival with no financial compensation to you.
Electricity:
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.
Tents:
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. 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.
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.
WiFi:
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.
Camping:
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.
Security:
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.
Parking:
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 along with an onsite contact phone number
to The Festival prior to your arrival to set up.
Raffle:
Every year we run
a raffle as part of our fundraising for the Gears of Giving food drive.
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.
Weather:
We will be open
rain or shine, therefore we expect you to be as well.
Alcohol:
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.
Facilities:
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.
Pet Policy:
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.
Other:
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.
Vendors are responsible for any and all
damages they cause to property owned or rented by The Festival.
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 flammable
liquids are allowed. No closed or open flames are allowed without previous
discussion.
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.
