2016 St. Augustine Pirate Gathering

RULES FOR MERCHANTS

(Please read carefully, there are changes from last year)

ACCEPTANCE: Acceptance is a commitment to show regardless of which products you have been approved to sell. We will deposit your check and notify you within 2 Weeks via email. THERE WILL BE NO REFUNDS FOR CANCELLATION. No rain/weather refunds.

MERCHANDISE SALES: Deposit of fees does not guarantee the right to sell all merchandise listed on the application. You will be contacted in regards to the items you are juried in for and approved to sell prior to acceptance. The fair reserves the right to prohibit the display of any work it deems unacceptable. Items not listed cannot be sold.

MERCHANDISE LIMITATIONS: We offer limitations on merchandise/service sales. Wares that compliment your main product line must be approved. We do our best to not place more than three merchants within any discipline of crafts or food but it is sometimes difficult to define overlaps. We will do our best to protect your individuality. We encourage a smaller categorized selection of handmade items in comparison to a large variety of unrelated mass produced items.

BOOTH SPACES: If accepted, you will be assigned a space before the fair. The fair will try its best to place you in the area you requested, however, we do not guarantee fulfillment of locations requests. We reserve the right to place your booth where we feel you are best suited. Returning vendors with established gardens, elaborate period tents and pirate flags or signage are offered position preference. BOOTH ASSIGNMENT IS FIRST-COME FIRST-SERVE. PLACEMENT PRIORITY IS GIVEN TO THOSE WHO APPLY EARLY. We will not move booths after placement when checking in at fair.

Booth Sizes are based on tent size plus 1 to 2 feet for guide wires. If your tent or merchandise goes over your allotted booth space, you will have to purchase the next size up for booth space. Spilling over outside your booth space will not be allowed. You will have to pay $29 a foot.

BOOTH SET-UP & TEARDOWN: You will have the use of your space from Wednesday, Nov. 2th, 2016, until Wed, Nov. 8, 2016. Booths and Vendor Spaces must be open, decorated appropriately, & occupied by personal dressed appropriately for the role your booth plays in the overall festival grounds or the regional marketplaces/pirate ports of call that you are placed within. For Example…those in the General Food Court or General Vendor Court may be dressed in summer casual attire…those who choose or are chosen to Participate in the Pirate Ports are encouraged to dress in Pirate Garb and also reflect the theme of that Regional Geography at all times of festival operations.

Gates Open to the Public (1:00pm – 10:00pm November 4th, 10:00am – 10:00pm November 5th, 10:00am – 4:00pm November 6th, Rain or Shine). Vendors must set up and be ready by 9:00am during all festival days. Vendors not set up by these times may be prohibited from participating and will forfeit all fees immediately. Vendors are responsible for setting up their booths, including decorations, signs, & tables. Your booth must fit within the measurements you requested & paid for. Be prepared with lighting, as operating hours are well after sunset. *Please note: the festival will remain open after the gates close to the public for Mainstage acts until after 11pm. Vendors wishing to stay open until this time may do so at their own discretion. Vendors will be permitted to exercise their own judgement as to how late they remain open into the night prior to festival close of business for that date.

BOOTH SET-UP REQUIREMENTS:

  • ALL VENDORS must create a visual wall in the back of their booths to prevent our guests from seeing or accessing the back of your booths; Tent side walls, tapestries, burlap, cloth, or other types of non-see through material is suited for this.
  • ALL VENDORS must create visual side walls to connect to adjacent vendors on both sides, up to a max. of 10 feet, to create a visual barrier and a “Shopping Plaza.” Please make the appropriate set-up preparations.
  • ALL VENDORS located within the Pirate Ports of Call/Regional Marketplace must have a Pirate appearance. All modern metal MUST be masked or securely covered utilizing period materials such as burlap, tapestry or some other period fabric. Booths are expected to have visible period style signage. A painted or carved wood sign or a fabric banner is recommended. Vinyl signs or banners are allowed. Aluminum tent poles, plastic coolers/cases and modern chairs of any type should be covered.

VEHICLES: Vendor parking passes are required to allow access to Parking Area and the Fairgrounds. Vehicles are permitted on the Fairgrounds only after Fair personal opens the gates and allows access onto the park. Vendor understands no vehicles are allowed on the actual festival grounds (with the exception of FOOD TRUCKS) between the hours of 9:00 a.m. and 6:00 p.m. on Saturdays and Sundays, November 5-6, 2016. Any vehicle still on the festival grounds and not in designated parking areas by 9:00 a.m. on Saturdays, and Sundays, are subject to be towed at the owner’s expense. No vehicles will be allowed on grounds in the case of inclement weather. No exceptions.

RESTRICTIONS:

  • During the fair, smoking is allowed in private areas away from the view of the public. Cell phone usage should be non-visible to the general public. Any type of modern jewelry, sun glasses, or other non-essential modern jewelry or accessories are allowed to be worn but not encouraged.
  • Vendors are discouraged from drinking, or becoming intoxicated. All drinking vessels are to be time period appropriate. Any vendor in violation of this rule will be immediately dismissed and escorted off grounds until the close of the festival day, at which time they must remove their booth.

CLEAN-UP FINES: Vendors are responsible for keeping their area clean during and after the show. Failure to properly clean site after vacating will result in a $50.00 clean-up fee. Failure to pay could reflect on future participation in the festival. Please be considerate and keep things orderly. Also, keep all items of modern appearance hidden from the public view. Please provide your own trash barrel for the use inside the booth. ALL TRASH MUST BE PLACED IN THE DUMPSTER, AT THE END OF EACH FAIR DAY. Trash left at your site is grounds for a fine. You will be notified prior to the following season, in order to remit payment.

STATE TAX: Collection and remittance of Florida sales tax is the responsibility of each vendor. Each vendor will be given a paper from the FL Dept. of Revenue, and it will be the responsibility of the vendor to send the tax money to the FL Dept. of Revenue.

FOOD VENDOR REQUIREMENTS: Food Vendors must adhere to health/hygiene requirements set by the State Department of Business and Professional Regulations. A food vendor application from the DBPR will be passed to all food vendors for those who do not have a year round license, and for inspection guidelines. Food vendors who do not meet health/hygiene and fire safety requirements will have to leave the fair. Food prices must be posted at all times. Food storage units and trailers will not be permitted on the festival grounds; they can be located in the separate vendor designated parking area. A State Official will be inspecting food booths prior to the open of the festival. It is necessary that food merchants who are located within a Pirate Port of Call/Regional Marketplace are dressed in appropriate themed costume at all times and that booths and signs are reflective of the theme and your area is kept clean.

ELECTRICITY: Power is only available in select locations (110 volts up to 5 amps) Light towers will be provided. Use of your own personal Quiet Generator is allowed. Limited electricity is available at $30 per hookup and is limited to use for event days ONLY. Electricity connection fees are charged and collected directly by the Ancient City Privateers. However, vendors in need of electricity must be pre-approved by the Ancient City Privateers for availability and put on list before check-in. You will not be able to get electricity the day of the fair unless pre-approved and on list. No/Low noise generators ARE allowed with prior approval.

ANIMALS: Animals (other than those pre-approved as part of entertainment acts/rides) will not be allowed on site during the fair. We have a strict no pet policy. Service animal vendors must show us doctor’s form. Remember there will be black powder demonstrations.

WEAPONS POLICY: All sales of weapons must be packaged, or wrapped when given to our guests. Wearing of weapons is permitted but they must be peace tied. No weapon sales to minors. Vendors approved to sell weapons must provide proof of insurance.

CAMPING: 2016 CAMPING POLICY – Pre-approved dry camping in booth is allowed at no additional cost. Overnight dry camping in booth is permitted free of charge, however camping in booth must be approved prior to the festival – Please contact us a min. of 2 weeks prior to the festival for preapproval. Water and portable restrooms in the park are available for overnight dry campers who are camping in their booth. Electricity, showers, and hook-ups are NOT available for dry camping. Individual Campfires are NOT allowed. Preapproved overnight dry camping in booth is permitted only Wed., Nov. 2, 2016 until Monday, Nov. 7, 2016.

Other forms of camping, including dry tent camping through RV pads and hook-ups are available for a fee through the St John’s Marketplace. We have tried to get the best rate for you. Fairground rates include real bathrooms and hot showers as well as electric (RVs). Please contact them directly for terms and reservations at: 904-824-9840 or sjrvp@yahoo.com. Space is limited and will be in an area near the fairgrounds just outside the festival grounds.

SERVICE PASSES: Each vending space includes from 1 to 5 individual site passes (depending on the size of the space you purchased) and one vehicle pass. Additional site passes are at the general admission price of $5.00 per person and can be purchased online with the initial vendor application and can be picked-up during vendor check-in. A photo ID must be shown with service pass when entering service gate. If you do not have your service pass, you will have to buy additional general admission tickets. Two Parking Passes are free of charge. Persons in vehicles without passes WILL be charged normal parking fee of $10 per vehicle.

SECURITY & MISCELLANEOUS: The Ancient City Privateers, Inc., are not responsible for belongings left overnight in booths. There will be security officers patrolling the Fairgrounds area on Friday, Saturday, and Sunday nights. All vendors must supply a 5lb. charged and date tagged commercial use ABC fire extinguisher. The local fire marshal will be certifying each. Without their certification, you will not be permitted to vend.

FAILURE TO COMPLY: Failure to comply with rules will make vendors ineligible for admission to future shows. Failure to comply with rules may result in a vendor being asked to leave immediately. The fair reserves the right to make final interpretation of rules.

Indemnification: Vendor agrees to indemnify fully & save and hold harmless the Ancient City Privateers, Inc., its officers, employees, & agents, against all damage, claims, liabilities and causes of action of every kind & nature.

Waiver of Claims: The Ancient City Privateers, Inc. and its agents shall not be liable for, and Vendor hereby releases all claims for damage to or loss of personal property sustained be Vendor or any person claiming through Vendor resulting from any fire, accident, occurrence, theft or condition in or upon the grounds/ site which they shall be a part of, or adjoining areas. Vendor consents to the use of the Vendors likeness incidental or primary to any display or transmission of the event for event marketing purposes only.

I agree to comply with the “Fair Rules For Merchants”. I understand and agree that the Ancient City Privateers or any other sponsoring organization will not be responsible or liable for any damage or loss to the work of participants or personal liability in connection with the Fair.

This will be transmitted via downloaded for you after your vendor space purchase.