Merchant Frequently Asked Questions

Thank you for your interest in becoming a merchant at the Oregon Renaissance Faire and/or the Washington Midsummer Renaissance Faire. 

Please read the following frequently asked questions (FAQs) prior to filling out the application.  Unless otherwise indicated, the answers below apply to both the Oregon Renaissance Faire in Canby, OR (ORF) and the Washington Midsummer Renaissance Faire in Monroe, WA (WMRF).

When can I apply to be a merchant and ORF and/or WMRF?

(ORF) Pre-applications for returning merchants and select qualified 2023 waitlisted merchants for ORF will be accepted until December 15, 2023 with initial approvals occurring prior to January 15, 2024.   If you participated in ORF and have not received an invitation to pre-apply by November 20 you may email merchants@wanderingintime.com to request an application link.

(WMRF) Pre-applications for returning merchants and select qualified 2023 waitlisted merchants for WMRF will be accepted between December 1 and December 31, 2023 with initial approvals occurring prior to January 21, 2024.  If you participated in WMRF and did not receive an invitation to pre-apply you may email merchants@wanderingintime.com to request an application link.

Applications for new merchants and returning merchants who missed the returning merchant deadline will open on or before January 5, 2024. Applications will be reviewed monthly.  Although the application for each show will remain open until all spots are filled, some categories do fill up very quickly.  Prospective merchants are encouraged to complete their applications as early as possible.     

When is the Faire and where can I find more info about the Faire?

The 2023 Oregon Renaissance Faire is June 1-2, 8-9 and 15-16.  More info about ORF can be found at oregonfaire.com

The 2023 Washington Midsummer Renaissance Faire is July 20-21, 27-28, August 3-4, 10-11, and 17-18.  More info about the Faire can be found at washingtonfaire.com

What is the process for becoming a merchant at the faire?  Why do I need to submit photographs?

Quality product photographs are very important as they comprise the largest single factor in our decision-making process.  Make sure you are showcasing your merchandise in the best possible light.  

Prospective merchants should fill out the on-line application, and submit photographs and descriptions of their merchandise/products.  Additional photographs of your products or services, booth (set up and decorated for a renaissance faire), and of booth staff dressed in renaissance costumes (garb) must be emailed to merchants@wanderingintime.com with your business name and the words application photos in the subject line.  

You may include links to an online store, drop box, etc. but make sure the selection you include with your application puts your best foot forward.  We will only follow these links or review email submissions if we determine that your initial application merits further consideration.  

If you have not participated in a renaissance faire before you may submit photographs of your booth set up for another event along with a description of your booth plans for our event.  

If your application is accepted, you will receive an acceptance email with information about what is required and other important information.  Acceptance notices begin to be sent out in late January and continue until all spaces are filled. 

Do I have to apply for all weekends of a show? 

You do not need to apply for all weekends but applications for all weekends are given preference.  A $50.00 surcharge will be applied to all merchants who only do a partial run.

Do I have to apply for both shows?

No, applications for each show are considered individually without regard to the other show. 

What is included in my booth fee?

Your booth fee covers the booth space, ID badges for you and any booth staff, weekend camping in participant camping or in your booth, and security on the weekends, day and night.

Does the faire have booths/tables for use by merchants at the faire?

No.  Merchants are required to bring their own tables, chairs, carts, booths, tents, pavilions, or other items used to sell their merchandise, products, or services.

Can I reserve a specific spot for my booth?

There are no reserved booth spaces at the faire.  Booth placement is determined based on many factors.  You may indicate preferences and make placement requests as part of the application process, but we cannot guarantee that we will be able to honor your requests. Final placement is at the sole discretion of the event staff.  

Is there power available for my booth?

Only food booths have available power at the faire, and that is included in the food booth fee.

Does my booth have to be open all day?

Yes. Faire hours are 10 a.m. to 7 p.m.  You must be ready to open by 9:45 a.m each day and must close promptly at 7:00 p.m.  Security will be doing a site patrol to escort all patrons inside the faire gates at 7 p.m.

If you sell out of all your merchandise, you are required to have at least one person in your booth to speak with customers for the remainder of the day or faire.

Do I have to take my booth down each day or at the end of the weekend?

Your booth may remain up for the duration of your contracted days at the faire.  It is highly recommended that your booth be securely tied down and any valuables are not left behind in the booth.  Wind, rain, and weather do occur, and you may wish to drop your booth to the ground, and secure against weather.

How much does it cost for a booth space at the faire?

Booth fees are based on the amount of dedicated space you require.  Up to 5 feet between booths for shared crossover tie down space is included in your booth fee.  If you need dedicated backspace or space in front of or to the side of your booth’s footprint be sure to include that in your calculation.  We do offer discounts for Service and Activity booths, which are negotiated as part of the approval process.   

The following are the 2024 booth fees PER WEEKEND:

Booth Size Frontage x max depth	ORF	ORF FOOD	WMRF	WMRF Food
Roving Cart*	135	175	165	230
5×5 Kiosk	160	220	205	285
10×10	320	420	385	540
10×20	370	525	435	645
15×15	370	590	435	725
20×20	420	660	490	815
25×25	470	695	515	885
30×30	520	820	615	1025
35×35	590	975	715	1195
40×40	675	1115	820	1370
50×50	N/A	N/A	925	1545
60×60	N/A	N/A	1030	1710
Additional depth x5 feet	25 (Max Depth 40’)	35 (Max Depth 40’)	25	50
Additional Cart	100	100	125	125

 

*Roving Carts must be moved every 30 minutes.

What insurance coverage is required?

All merchants must have general liability insurance with the following coverage:  $1,000,000 per occurrence, and a General Aggregate of $2,000,000.  Certificates of additional insured must be provided as outlined in the acceptance notice.  

Why do I need to have insurance?

Insurance covers you, your booth, your business, and your products, merchandise, or services in case of accidents, or other incidents.  For example, a windstorm may blow your pavilion over and destroy some of your merchandise, for which you may make an insurance claim.  Or someone may knock over a display or trip over a guy line, stake, or even the ground and fall in your booth, which could result in a lawsuit against you, or your business.  Insurance would help in the event of a lawsuit and protect some of your assets and/or future earnings.

You do not need to have an insurance policy in force to fill out the merchant application.  If you are accepted as a merchant, you will need to submit the additional insured certificate to the merchant coordinator at least 3 weeks prior to your arrival for setup for the faire.

Who must be listed as an additional insured on my insurance certificate?

Additional Insured (WMRF): 

“Washington Renaissance Arts and Education Society, Wandering In Time Productions, the Washington Midsummer Renaissance Faire, and David Remlinger. ” Site Address: Sky Meadows Park, 18601 Sky Meadows Lane, Snohomish, WA 98290. WITP Business Address:  Wandering In Time Productions, PO BOX 236, Burley, WA 98322

Additional Insured (ORF): 

“Washington Renaissance Arts and Education Society, Wandering In Time Productions, the Oregon Renaissance Faire, and the Clackamas County Fairgrounds” Site Address: 694 NE 4th Avenue, Canby, OR 97013.  WRAES Business Address:  WRAES, PO BOX 236, Burley, WA 98322

Where do I send my insurance certificate?

Once you have been approved you will receive a link to upload your insurance certificate.  Please use this link.  Do not send certificates by email or snail mail.  

What is a UBI and why do I need one? 

(WMRF) The state of Washington requires all persons selling any product, merchandise or service to have a UBI (Unified Business Identifier), which is also called a tax registration number or business license number.  The UBI allows you to do business in the state of Washington and is also used to pay any sales taxes collected on the sales of your products or services.  You may find more information about a UBI on the following website:  https://dor.wa.gov/open-business/business-licensing-and-renewals-faqs

You do not need to have a UBI to fill out the merchant application.  If you are accepted as a merchant, you will need to submit the UBI number to the merchant coordinator at least 3 weeks prior to your arrival for setup for the faire.  Failure to provide an active UBI at least 3 weeks prior to your arrival for setup may result in your contract being canceled without refund.  

Providing a false UBI is a violation of Washington State law and will be reported to the Washington Department of Revenue.  

(ORF) A UBI is not required for the State of Oregon.  Merchants are responsible for any permits, licenses or taxes required for their business under Oregon law. 

What if I am accepted and have to cancel?  Do I get my booth fees back?

Booth fees are refundable if received prior to 5:00 PM Pacific on April 1 for ORF and May 15 for WMRF.  Cancellations received after these dates for any reason will result in forfeiture of any paid booth fees.  In the event of a cancellation of the faire prior to the event, refunds will be issued.

Is there a preference for any type of merchandise, product or service?

Hand-crafted merchandise, products, or services are preferred over mass-produced or imported goods.  Unique, one-of-a-kind items are also preferred.

Is there a discount offered to those who demonstrate their crafts or art, or make their items during the faire days?

A demonstration discount is available to established merchants who participated in at least one of our shows in 2023 who make or demonstrate the making of their products, merchandise or services during the day at faire.  The discount amount is determined based on the amount of time our team observed you demonstrating.

Are there any merchandise, products, or services that are not sold or allowed to be sold at the faire?

ORF and WMRF are themed events, set in the mid-late 1500s (England for WMRF and Scotland for ORF). Certain products, merchandise, or services do not fall into that category (for example:  styrofoam, plastic food storage containers, certain make-up product lines, cellular phones or cellular service plans, insurance policy plans, auto warranties, cookware, or power tools).  Alcohol of any type is only sold in the ale houses (bars) at the faire and may not be sold by any merchant.  Beverages may not be sold in clear plastic cups outside of the bars.  Marijuana and regulated derivatives may not be sold at all.

What about camping at the faire?  What is offered?  How much does it cost?

Accepted merchants may camp in your booth at no cost (weekend and during the week).  Camping in participant camping is free during the show weekends  and available for a fee during the week (20.00 per night Mon-Thur for a tent or small RV, $25.00 for a large RV).  Limited camping space is available behind your booth in some areas.

Only those with participant ID badges are allowed in the participant camping area.  There is no available power for camping.  Water is available to fill water jugs or tanks at some faucets, but there are no water hook-ups on the site in the  camping area.  Porta-potties are placed throughout participant camping and are cleaned on the weekends and Monday mornings.  Weekly black and grey water pumping can be purchased at check in.  There are local places not too far from faire site with black and gray water tank dumps.

AT ORF ONLY- There may be a limited number of water and power hookups for RVs for a $200.00 surcharge for the run regardless of whether you are staying on site or not. 

Can my friends visit me in the camping area?

Only those with participant ID badges are allowed in the Merchant/Cast and Crew camping area.