Merchant Rules, Requirements and Expectations

Hours of Operation
Saturday and Sunday, Jan. 14-15, 21-22, and 28-29 at 10:00 a.m. – 5:00 p.m. and Friday (Jan. 27) at 9:00 a.m. - 4:00 p.m. 

• All merchants (vendors) must be open during operational hours.
• Failure to be operational during Faire hours may result in immediate removal and the merchant may not be allowed to participate in the next year’s Faire.
• The Faire will be open to the public, rain or shine; however, severe weather may necessitate a late start or early closure to ensure the safety of participants and guests.

Acceptance

• If your application is accepted at jury, you will receive an acceptance letter. 
  • Preference will be given to crafters with original handcrafted products (especially those demonstrating in their booth), participants in good standing from the 2022 Faire, high quality booth displays that fit the theme and those who can participate all three weekends. 
• The Faire Committee will try its best to place you in the area you requested.  We do not guarantee fulfillment of location requests. 
• Once accepted all fees are due along with proof of insurance (no later than November 1).
  • If insurance renews after November 1, indicate when the new certificate will be submitted.

Craft Specification

• Preference will be given to original handcrafted products.
• Merchandise will be juried prior to acceptance of application. To be accepted, products must be indicative of the medieval era in both medium and subject matter.
• A limited number of service providers (for example, fortune telling and body art) will be accepted.
• Works that are mass-produced, manufactured, or made from commercial molds may not be accepted.
• Pirate items, purchased jewelry, and commercial leather goods will not be permitted. 
• Imported items are strictly limited and will be accepted on an individual basis.
  • We discourage imported or assembled items as this hurts the ability of artisans to market their handmade products. The number and type of crafts and merchandise will be limited in fairness to all. Consideration will be given to past participants of excellent quality.
• Merchants may ONLY display merchandise or offer services that were approved by the Faire committee. Approved items or services will be listed in the acceptance letter.  Unapproved items or services cannot be sold or offered.  
• The Faire Committee reserves the right to prohibit the display of any work it deems unacceptable. 

Insurance

• Proof of insurance is mandatory for ALL VENDORS.
• The City of Gainesville and Multerra LLC must be named as an additional insured on the certificate of insurance.
  • City of Gainesville, 200 East University Ave, Gainesville, FL 32601
  • Multerra LLC, 3914 SW 95th Dr., Gainesville, 32608
• All vendors shall provide the City with proof of adequate insurance coverage as follows:
  • General Liability consisting of:
    • $1,000,000 General Aggregate
    • $1,000,000 Products/Completed Operations Aggregate
    • $1,000,000 Personal and Advertising Injury Liability
    • $1,000,000 each Occurrence
    • $50,000 Fire Damage Liability
    • $5,000 Medical Expense
• Automobile Liability $1,000,000 per occurrence (combined single limit for bodily injury and property damage). Only required if business automobiles are used.
• Worker’s Compensation Insurance providing coverage for not less than $100,000 each accident (or proof that Worker’s Comp does not apply to your business).

Booth Requirements

• The booth must fit within the measurements that were requested and paid. The size of the assigned space will correspond with what was listed on the application.
• All booths must have a medieval appearance.  All modern metal (including aluminum tent poles) MUST be masked or securely covered utilizing period materials such as burlap, tapestry or some other period fabric. Plastic coolers/tables, modern storage cases, modern tie down straps, etc. must also be covered. Pop up tents must be completely disguised to look medieval.
• Merchants are responsible for setting up their booths, including medieval design and decorations, signs, tables, shelter, etc.  Merchants will be able to sign up for their set up shift (date and times) after receiving acceptance notifications.
• Booths must be open and decorated appropriately at all times during Faire operating hours, rain or shine. All tents regardless of size must be secured and tied down or weighted appropriately (minimum 40 lbs. per leg.)
• Booths are expected to have visible period style signage. A painted or carved wood sign or a fabric banner is recommended.
• Merchants are responsible for keeping their area clean during and after the show.  All items of non-medieval appearance must be hidden from public view.  Please provide your own trash barrel for use inside the booth.
• Food prices must be set and displayed at all times throughout the Faire and are not allowed to fluctuate.
• Due to possibility of rain, please consider temporary flooring for your booth for elevation in low lying areas.

Costume/Garb

• All merchants and personnel must be dressed in appropriate costume of the Middle Ages during Faire operating hours.
• Appropriate period language is highly encouraged.
• All participants must remain in character at all times while in view of patrons.
• Keep in mind that Hoggetowne is a family-oriented Faire: No brief and/or revealing outfits will be permitted.

Customer Service

• All booths are expected to adhere to customer service standards (for both guests and participants):
  • Deliver products/services reliably
  • Post prices as well as any additional fees to avoid surprises (credit card fees, etc.)
  • Keep your booth clean and presentable
  • Offer service with a smile and compliment costumed guests
  • Do not make statements that will offend guests 
• Sexual and physical harassment will not be tolerated.
• No modern cursing/foul language – Hoggetowne is a family-friendly, G-rated event.
• Be a “good neighbor” to fellow merchants and participants.

Electricity

• Electricity is available in the food court only.
  • You must provide your own 12-gauge or larger extension cord. Smaller cords will not be permitted per requirements of the Alachua County Fire Marshall.

 
Inspections

• Booth Standards (All Booths) - Thursday, January 12 and Friday, January 14
  • Faire staff will inspect shops to assure all booths meet the standard requirements.  Booths will continue to be reviewed each weekend.  Merchants unable to adhere to the standards will not be allowed to open and will forfeit all participant fees.
    • Merchants must be in medieval garb at all times during show hours.
    • Only approved items listed on the application shall be for sale.
    • No non-period items may be for sale such as Gator items (pirate items are only allowed in the back of the booth).
    • Aluminum tent poles, plastic coolers/cases/tables, storage containers/trailers are properly covered and concealed from public.
    • Period style signage on canvas, cloth or wood.
• Health/ Hygiene Inspections (Food Booths) - Saturday, January 14 & 21 and Friday, January 27
  • Food vendors must adhere to health/hygiene requirements set by the State Department of Business and Professional Regulation.  An inspector will be present on each Saturday (Jan. 14 and 21) and then again on Friday (Jan. 27), just before the show opens, to make sure that food vendors adhere to the guidelines.  Temporary event permit fees will be due on each day.  If you already have an annual permit for events in the State of Florida be prepared to present it to the inspectors.
    • A checklist of inspection items will be provided in advance.
• Fire Inspections (All booths) - Thursday, January 12
  • Alachua County Fire Marshalls will conduct an inspection of the site and all merchant booths.  
  • All booths must be set up and merchants must be present for the inspection.  
  • Booths that are not ready for inspection will incur a $100 reschedule fee for the inspector to return. 
    • If you are using a tent, a certificate of inflammability will be required; if your structure is made from cloth, you must administer a flame retardant. 
    • It is required that all merchant booths contain a fire extinguisher and all tents must be secured and tied down or weighted appropriately (minimum 40 lbs. per leg).
    • All propane cylinders, regardless of size, must be tied down (adequately secured) to prevent falling or sustaining physical damage whether in use or in storage.
    • Open flames under tents are not permitted unless there is a sheet metal cover.
    • Any additional requirements of Alachua County Fire Rescue must be followed. A complete checklist of inspection items will be provided in advance.
• Merchants who cannot meet health/hygiene and/or fire safety requirements will not be allowed to open and will forfeit all participant fees (booth, electric, camping, etc.).

Smoking

• Smoking is prohibited in the event site.  A designated smoking area will be announced.

Festival Access and Parking   

• Merchant IDs will be provided to all participants and are required to access the faire site.
  • Staff will need to present their picture ID at the Info Booth to receive their participant ID for festival access.
  • A complete list of staff working a booth is required by December 19.  Minor changes may be made after the deadline.  Any changes to the list must be reported to the Faire Director or Information Booth.
  • Participant vehicles needing access must be authorized and must display a completed parking pass on the front windshield. 
• All vehicles must be off-site 45 minutes before show time each morning. Any vehicle on the event grounds and not in the designated parking area by 9:15 a.m. on Saturday and Sunday, every weekend (8:15 a.m. on Friday) will be towed at the owners’ expense. Security/festival staff will enforce parking rules.  
• For the safety of all involved, vehicles will not be permitted on-site until either 30 minutes after show closing (5:30 p.m. on Saturday and Sunday, 4:30 p.m. on Friday) or until the public is cleared from the site.
• To preserve walkways, vehicle access on site will be limited and monitored.  If excessive rain affects ground integrity, vehicle access will be restricted and a pull wagon is recommended.

 
Set up and Tear down

• Merchants can begin setting up on Saturday, January 7. All booths must be completely set-up by 10:00 a.m. on Thursday, January 12 for inspection. 
• After acceptance, merchants will be provided information on scheduling their set up day.
• Teardown will occur on the final day of the Faire after the gates are closed.  Vehicles are not permitted on the Faire site until 5:30 p.m.
• Merchants are required to clean their booth site of any debris and fill any holes they created.
• All merchants need to be out of the site by 9:00 a.m. on Wednesday, February 1.

Camping

• Camping is available for merchants, booth staff and performers only.
• All camping is dry camp only.  No water or electric is available in the camping area.
• Camping is available on site Saturday, January 7 - Wednesday, February 1.
• All campers must complete an application and an overnight camping pass must be obtained.
  •  A separate form will be sent to those indicating camping on their application.
• Camping spaces are limited and reservations are required. 
• A shower trailer will be provided.
• There is no dump station. Pump outs must be arranged with a local vendor.