Merchants
Web site information:
Merchants
The Schedule of Events for Merchants is:
Friday, August 31, 2018:
3:00 p.m. - Merchants can arrive on site
(Check to see when Site Registration opens for the public)
5:00 p.m. – 10:00 pm - Merchants may be open for business
Saturday, September 01, 2018:
7:00 a.m. – 10:00 p.m. - Merchants can be Open
Sunday, September 02, 2018:
7:00 a.m. – 10:00 p.m. - Merchants can be Open
Monday, September 03, 2018
11:00 a.m.------------------ Merchants must be off site
Merchant FAQ
Specific to Merchants
Please note: It is the responsibility of the merchant to comply with any State, Local, and/or Federal requirements for the nature of their business. The Kingdom of Trimaris and the site owner assume no responsibility for individual merchant non-compliance and the consequences incurred from such.
Each merchant is ultimately responsible for the security of their own booth/tent.
There will not be a $10.00 Merchant fee at this event!
Read this document all of the way through! Rules and regulations have been changed!
You must sign a “Merchant Agreement” Form (refer to the last page of this document)
General Questions
· What is the date of the event?
o The event will be held on Friday through Monday, August 31, 2018 -September 3, 2018. The event officially ends Monday morning. Merchants must be off site by 11:00 a.m.
· What hours can the merchants be open to the public?
o Merchants can be open from 5:00 p.m. to 10:00 p.m. on Friday night of the event.
o Merchants can be open from 7:00 a.m. to 10:00 p.m. on Saturday and Sunday of the event
· Where is the event being held?
o The event is being held at: Camp La Llanada- 2819 Tiger Lake Road, Lake Wales, FL. 33898
· Do I have to be a paid member of the SCA, Inc. to merchant?
o No, neither the Primary Merchant, nor anyone on the Merchant's staff needs to be a paid SCA member to be accepted as a Merchant.
· I want to be a Merchant. Do I have to wear a costume?
o Yes. The SCA is a participatory organization and all attendees are required to wear an attempt at pre-seventeenth century costume. We won't throw anyone out if their attempt is less than 100% accurate, but we do insist that everyone make an attempt. The only people at the event not wearing appropriate garb will be employees of the site and local police and/or fire officials (who hopefully will not be needed!). You don’t need to wear garb while you are setting up, but we do expect everyone to be in costume once your booth opens to the general populace.
Questions and Communications
· Who do I contact for questions?
o ALL questions regarding Merchants or merchanting should be sent to Syr Bryetor at devonshire50@bellsouth.net or (352-494-7888 until 9:00 p.m.)
o No application is necessary this event however-
o You will need to sign the Merchant Agreement!
· What should I expect when I get to the site?
o When you arrive on site you will need to check into Registration as soon as possible! Then find Syr Bryetor to show the event fee has been paid and to hand him the signed Merchant Agreement. If you have not downloaded the Merchant Agreement Syr Bryetor will supply one to you.
o Once these two items have been completed then you will get your space assignment.
Spaces
· What is a space? And how big is it?
o A space is the ground area set aside for each merchant’s sales tent. It can be as big, or as small, as you need it to be (within reason).
· Can I get electricity in my space?
o Yes, but only if you are providing a service that requires it (for example, a food vendor). There may be an additional charge for electricity if required by the site owners. Electrical access must be set up in advance (by emailing Syr Bryetor at devonshire50@bellsouth.net )and you will be required to provide justification for your request. If you are approved for electricity it will ONLY be used for the approved usage. i.e.. ice grinder, mixer, hot plate warmer, etc. and nothing else. Violators of this rule will be asked to leave the site without refund.
· Can I sleep in my space?
o No, but there is space near the Merchant area that has (first come, first grabbed) space for your personal tents. In order to keep as many event activities (tournaments, merchants, classes, etc.) as possible located in the central event area, we must limit the space taken up by non-merchant tents.
· Camp fires need to have prior approval from an event staff person. You *MUST* have water buckets and/or fire extinguishers available within 8 feet at all times when a fire is lit. Do not leave fires unattended at any time!
· What are my responsibilities?
o Merchants are ultimately responsible for the security of their booth/tent.
o It is the responsibility of the merchant to comply with any State, Local, and/or Federal requirements for the nature of their business. The Kingdom of Trimaris and the site owner assume no responsibility for individual merchant non-compliance and the consequences incurred from such.
o Each Merchant must leave their space(s) in the same condition as they found them. Any trash they generate should be deposited in an appropriate receptacle; large items such as boxes and displays must be removed. Food vendors are responsible for keeping their areas clean, providing their own trash cans, and regularly removing the trash and depositing the bags in the site dumpster.
· What restrictions are there on displays?
o Merchant displays should make an effort to look plausible medieval-ish. Period tents are not required, but tables should be covered and an effort should be made to keep your display area looking nice. Each Merchant's display may not extend outside their space(s) in such a way that either intrudes upon their neighbor's space(s), or into the walkways. There are no formal restrictions on height, as long as the display is stable and does not appear to present a danger of falling over on a Merchant's neighbors or customers.
o As always, courtesy is the best guideline. If your display inconveniences others, it's probably best not to use it.
The Merchant Application Process
· How do I apply?
o If you cannot print out the Merchant Agreement, have a friend print it out for you or after you register on site one will be available to you from Syr Bryetor. Most libraries will also do this for you.
· (There is no merchant fee this event or application to fill out!)
· When can I apply?
o There is no pre-application needed.
o Merchant Space Assignments will be assigned to you by Syr Bryetor after you have checked in at Registration at the site, shown your copy of the site registration that shows you have paid the site fee and handed Syr Bryetor a signed Merchant Agreement.
· What if I have a "special request"?
o Contact Syr Bryetor by email with any special requests prior to the event. For example, if you need to be near a handicapped accessible bathroom, put that down; or if you want to be near another merchant, put that down.
o The earlier a Merchant requests something, the more likely he will be able to accommodate the request.
· When will I know what specific space I have been given?
o After checking in at registration it is your responsibility to contact Syr Bryetor and show your paid site fee and hand him the signed Merchant Agreement then. He will then assign you a space.
Fees, Costs and Payments
· What does a space cost?
o There is no Merchant fee for this event.
· Do I have to pay the site admission fee for myself and my workers if they're not going to do anything at the event but be behind my table?
o Yes. Everyone attending the event must pay a site fee, including all Merchants and their staff.
o For an entire list of fees and site information and PayPal link please go to:
o
Event and Feast Reservations – See the above link
Adult 1 Daytrip - $25
Adult 1 Night --- $30
Adult 2 Nights -- $35
Adult 3 Nights -- $40
Membership Discount - $5
Children 17 years & under are Free (Event fees only.)
Please make any checks payable to: SCA Inc.- Kingdom of Trimaris
PayPal will be available on site.
· What should I expect at check-in?
o Every member of a Merchant's staff will need to visit the Registration Desk. They will need to either check in and receive their receipts and site token if they have pre-registered for the event or pay their site fees if they have not pre-registered. They will be asked to either show a BLUE SCA membership card, which indicates that you already have a signed waiver on file or sign the standard SCA site waiver which is required of everyone on site. If you cannot produce a membership card, or only have a white card, you will be required to sign a waiver or you will not be admitted to the event. There might also be a separate waiver notifying you that there will be horses on site. This special waiver must be signed by everyone on site, even if you have a blue SCA membership card. You and any one with you must show Syr Bryetor your copy of the site registration that shows that you paid the site fees.
Merchandise
· What kind of merchandise is appropriate at the event?
o This is an important question, which we ask each prospective Merchant to consider carefully. The SCA is an organization dedicated to the recreation of pre-16th century Europe and its neighbors. Therefore, we ask that your merchandise be appropriate to our organization. Goods should be aimed at medieval recreators/reenactors and can include raw materials and craft supplies, or finished items, such as garb, accessories, jewelry, trim, fabric, feast gear, pottery, games, beads, calligraphy & illumination supplies, candles, leather and leather goods, armor, books, toys, etc. Services could include food, henna painting, hair braiding, etc. If you aren’t sure if your goods or services are appropriate, please ask Syr Bryetor or an Autocrat. We’ll be happy to advise you.
· Can I share my space with another merchant?
o If you wish to share your space, you may absolutely do so.
· Are there things I may not sell?
o We require that your merchandise be appropriate to an SCA event.
o You may not sell gasoline, kerosene, acetylene, propane, or other flammable or explosive substances.
o If you will be selling weapons, real or costume, you are responsible for compliance with all local, state and federal ordinances. In addition to those, we require that you not sell any weapon to a minor unless their parent or guardian authorizes the purchase in person.
· Can I demonstrate incense, candles, or similar items?
o Due to the presence of small children and the likelihood of tables being bumped or items knocked over, we request that you do not use live flame to demonstrate candles, incense, or similar items. In addition, we request that you exercise courtesy in the demonstration of any product that may affect your neighbors. You may play music at a reasonable volume, unless your neighbors request that you not do so.
o If you are selling scented products whose use does not involve fire, please keep them covered except for offering potential customers brief samples. There are many people who are extremely sensitive to scents.
· Can I sell food?
o Yes. We are looking forward to having food vendors at events again!
Loading, Unloading, Parking, and Setup
· When can I set up?
o We will be opening Merchant arrivals at 3:00 p.m. on site Friday afternoon, August 31, 2018. Upon arrival see Syr Bryetor somewhere around Lodge 1 or at Registration so he can assign you to your spot. Be sure to check in as soon as possible when Registration opens.
· I don't want to set up until Saturday morning. Is that okay?
o Yes, but we would like you to be open for customers by 9:00 am.
· Where can I park?
o Merchant parking will be in the main parking area. You can park your vehicle near your merchant space while you unload and set up, but all vehicles must be parked in the Main Parking lot during the event. If you need to make a run into town for supplies, you may park temporarily near your sales tent to drop off your supplies but may not block the road. Your vehicle must be moved back to the Main lot as soon as you are done unloading.
o Only Day Trip Handicap vehicles with a current and valid state-issued handicapped license or hang tag will be allowed to remain in the designated day trip handicapped parking area behind Lodges 1-5 (hopefully) during the event. If you are a weekend handicapped Merchant and need to park in that parking lot you need to get prior permission from the Merchant Coordinator.
· When do I have to be packed up and out of the site?
o Merchants need to be packed up and off site by 11:00 am on Monday, September 3, 2018.
· Will there be equipment like hand trucks and dollies provided by the site to help with loading or unloading?
o No. You must bring your own equipment since the site does not provide any.
· Will there be anyone available to help me load or unload my merchandise?
o No. It is up to each Merchant to arrange for sufficient people to handle setting up and tearing down their space and selling their merchandise. Also, please note that we expect each Merchant to move their vehicle(s) as soon as possible
Merchant Agreement
The Society for Creative Anachronism Inc., Kingdom of Trimaris hereafter referred to as SCA, will hold the event known as Trimaris Fall Coronation, scheduled to take place August 31- September 3, 2018, at Camp La Llanada, 2819 Tiger Lake Road, Lake Wales, FL. 33898 . The SCA gives the undersigned individual, hereafter referred to as the merchant, the privilege, as an independent operator, (not as an employee or representative of the SCA or the Kingdom of Trimaris, or as a member of the event staff), to operate a sales booth at the event, during the above dates, in an area designated by the event staff or its agents.
The merchant, in signing, agrees to abide by the conduct rules set forth in this document, and by the directives of the SCA, the event staff, and their agents. The signing merchant must be in attendance attending his/her booth throughout the event or selling space will be forfeit. The event staff will monitor all rules during the event, notifying a merchant of any infractions, and asking the violations be corrected in a timely fashion.
Merchant acknowledges being an independent operator, and that neither he/she, nor his/her agents or employees, shall have any authority to contract for or incur any liability or obligation on behalf of the SCA, or any other agents, and will indemnify the above entries against any and all claims that may be made against them due to activities of the merchant. The merchant shall be responsible for any costs, expenses, attorney’s fees or judgements incurred by the entities mentioned above in this paragraph due to the merchant’s activities.
Merchant agrees to comply with SCA, civil, city, county, state and federal laws, rules and regulations concerning their activities and/or sales at the event. If the merchant fails to comply with said rules, or with any portion of this agreement, the event staff may, upon notification, take immediate action which in their sole judgment may be necessary to correct the situation, including but not limited to, the closing of said merchant’s booth, removal of the merchant’s sales materials, and/or removal of the person(s) without refund of any fees or any other consideration to the merchant.
Merchant assumes full responsibility for the maintenance of their booth area and the area around it, keeping it cleaned and supplying all necessary materials for operation. SCA appropriate wares and pavilions are preferred. The event staff or its agents may inspect sales booths at any time. The event staff reserves the right to demand the removal of any sales item deemed unsuitable, in their opinion, for sale at the event.
Everyone connected with merchant booths are considered to be party to this agreement and must abide by the merchant agreement and the rules and regulations of the SCA set forth in Corpora and the Laws of the Kingdom of Trimaris. This includes all helpers, assistants, family and minors in the company/employ of the undersigned merchant.
By signing this form, the merchant agrees that the officers, staff, and agents of the SCA are not responsible for injuries, loss or damage to person or property. The undersigned merchant agrees to abide by all decisions, rules and requests of the event staff in regard to personal conduct and display at the event.
I, the undersigned, hereby acknowledge that all parties connected with my merchant booth have carefully read and completely understand this merchant agreement and agree to abide by all rules described herein.
________________________________________________ ___________________________________________ _______________
Legal Name (Print) (Please Print Legibly) Signature Date
________________________________________________________________________ Site Contact Phone_________________________
Print your SCA name (if available) (Please Print Legibly)