Vendor License
Get your City of Langley business license here.
Thank you for your interest in becoming a merchant at a Whidbey Ren Faire event. Applications are now open for new merchants.
Please read the following frequently asked questions (FAQs) prior to filling out the application. Unless otherwise indicated, the answers below apply to Whidbey Ren Faire.
When is the Faire and where can I find more information about the Faire?
The Whidbey Ren Faire is May 25th–May 26th, 2024, located at 819 Camano Ave., Langley, WA 98260.
Set up times: Refer to application
What is the process for becoming a merchant at the faire?
Refer to our website: Applications are available!!!
Must have a Vendor Permit through the City of Langley. This will be part of the Merchant Application.
Any questions please email inquiry@whidbeyislandrenfaire.org
If your application is accepted, you will receive an acceptance email with information about what is required and other important information. Acceptance notices begin late March and continue until all spaces are filled.
The following are the 2024 booth fees PER Event:
There will be a 10% fee based on gross sales both days before fees and taxes are taken out. For further questions, email directly: ashley@whidbeyislandrenfaire.org.
Merchant Fees
- 10′ x 10′ Space- $150.00
- 10′ x 20′ Space- $200.00
- 9′ x 12′ Turner Building Stalls (Covered, Electrical)- $175.00
- 19′ x 12′ Turner Building Stalls (Covered, Electrical)-$200.00
- Wandering Merchant- $50.00
Food Merchant Fees
- 10′ x 10′ Space- $200.00
- 10′ x 20′ Space- $250.00
- Kiosks-Covered Space with Counters, Electricity and Cold Storage (No cooking)-$225.00
- Wandering Food Merchant- $50.00
Electrical Outlets Preference- $25 added fee
(Turner Building excluded)
Merchant Crew: Provide names, age, and job. Those not on the list will have to pay entrance fee. No more than two extra people. If you’d like more than 2, a $5/person fee will be needed.
Fees and Payment
- Payment must be received and accepted by WRF at least 75 days prior to event opening unless other payment arrangements have been agreed to in writing (March 11, 2024). Once approved by WRF we will collect payment and share [booth location] details.
- Merchants pay 10% of gross revenue before taxes and fees.
What is included in my booth fee?
Your booth fee covers the booth space, a voucher for you and any booth staff, a badge with lanyard, weekend camping in participant camping or in your booth, and security on the weekends, day and night. (Limited camping spaces).
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?
Yes, 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 Whidbey Ren Faire staff.
Is there power available for my booth?
We will do our best to accommodate power requirements, however, electrical outlets are limited on the site. Food booths will have priority for power, if required for their operations. There is a $25 fee for electrical outlet access (depending on location).
Does my booth have to be open all day?
Yes. Faire hours are 10 a.m. to 6 p.m. You must be ready to open by 9:45 a.m each day and must close promptly at 6:00 p.m. Security will conduct a site patrol to escort all patrons outside the faire gates starting at 6 p.m. and will perform a final sweep by 7 p.m.
You are required to be open for both days of the Whidbey Ren Faire. Should all of your merchandise sell prior to the end of the faire, you must keep your booth up and manned (at least one person) to interact with patrons until 6 p.m. on Sunday.
Do I have to take my booth down each day or at the end of the day?
For the duration of your agreed-upon days at the faire, your booth may stay in place. It is strongly advised that you tie down your booth firmly and remove any valuables that may have been left inside. Wind, rain, and other weather conditions can happen, so you might want to lower your booth to the ground and make sure it is protected from any impending bad 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. We typically provide 3 feet between booths for shared crossover tie down space.
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 will be negotiated as part of the approval process.
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 to Whidbey Ren Faire 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 wind storm may blow your pavilion over and destroy some of your merchandise, for which you may make an insurance claim. Or a patron 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 the general liability insurance at merchant application. If you are accepted as a merchant, you will need to submit the insured certificate to the merchant coordinator at least 30 days prior to the Whidbey Ren Faire. (April 25th, 2024)
inquiry@whidbeyislandrenfaire.org
Who must be listed as an additional insured on my insurance certificate?
Additional Insured:
Whidbey Ren Faire
Whidbey Island Fair Association
Site Address:
819 Camano Ave
Langley, WA 98260
Where do I send my insurance certificate?
Once you have been approved you will receive an email from the merchant coordinator to upload the insurance certificate. You may also upload on the Merchant and/or Food application at time of applying.
What is a UBI and why do I need one?
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 30 days prior to the Whidbey Ren Faire. (April 25th, 2024)
What if I am accepted and have to cancel? Do I get my booth fees back?
Booth fees are refundable up to 45 days prior to the date of the first Saturday of the faire.
Up to the 45th Day- 25% Refund (April 11, 2024)
Merchants have up to 45 days before the event to cancel with a refund.
Cancellations received less than 45 days prior to the date of the first Saturday of the faire will result in forfeiture of any paid booth fees.
Less than 45 days NO REFUND; (April 12- May 25, 2024)
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 make or demonstrate the making of their products, merchandise, or services during the day at faire. The discount amount is determined by the amount of time demonstrating and the booth space price.
Are there any merchandise, products, or services that are not sold or allowed to be sold at the faire?
The Whidbey Ren Faire is a themed event set in medieval times. Certain products, merchandise, or services do not fall into that category (for example, 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 (beer gardens) at the faire and may not be sold by any merchant. 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 at no cost. You may camp in your car, tent, trailer, or RV, based on available space at campgrounds when approved by WRF. You may camp mid-week, times TBD. Only those with participant ID badges are allowed in the participant camping area, which has a security checkpoint.
There is no available power for participant camping. Water is available to fill water jugs or tanks at some faucets, but there are limited water hookups. Porta-potties are placed throughout participant camping and are cleaned periodically. There is a free RV dumping station for all merchants and performers utilizing the campgrounds.
Can my friends visit me in the camping area?
Only those with participant ID badges are allowed in the participant camping area, which has a security checkpoint.
What amenities are provided in camping?
Showers and toilets are available for those camping. There are faucets to fill water jugs or tanks. Porta-potties are placed throughout participant camping and are cleaned periodically.
Are there noise limits or quiet hours in the camping area?
Quiet hours start at 10 p.m. each evening in the camping areas and continue until 6 a.m.. Noise is limited to conversation level. Security will patrol throughout the night and advise those who are making noise above the allowed levels. Failure to comply with the quiet hours may result in removal from the camping areas.
When am I allowed to set up my booth?
Merchants who are accepted for the Whidbey Ren Faire, are able to set up the day prior to the event. Set up days and times are day before and day after. Specific times are on the application. Also just as a reminder all tents should be staked into the ground and have 20-25 pound weights on every corner. You should just plan to bring along 6”nails and/or stakes. The fairgrounds can get windy.
I have children. Do I have to pay to bring them to faire with me?
Family members may stay in your camp during the faire or assist you in the booth. Limit is two family members and they must be on the application form for free entry. Every minor must always have an adult with them. Note: There are no babysitting services at the faire.
Where can I find the application?
whidbeyislandrenfaire.org
If you have any questions that weren’t answered here, direct email them to inquiry@whidbeyislandrenfaire.org.
* WRF Quest: Guests will be able to participate in a scavenger hunt on both days of the Whidbey Ren Faire. Merchants are allowed to participate with a logo and booth designated on map for an additional fee of $20.00 for both days. Merchants will be required to relay a riddle or next clue on the quest.
