Location: Breezy Hill Meadworks, 15981 Breezy Hill Ln., Smithfield, VA 23430
Event rules here: Full Event Rules for All Participants
Important Dates and Times:
Friday December 12:
Setup Time - You will receive email to schedule arrival time with coordinator, 1pm is earliest time
Saturday December 13:
8:00am - All unloading must be completed and vehicles moved to designated area
9:00am - Official Start of Event
4:00pm - End of Saturday
Sunday December 14:
8:00am - All unloading must be completed and vehicles moved to designated area
9:00am - Start of Sunday
3:00pm - End of Event
Check-in/Setup Guidelines
When you arrive, check in with either Stephanie or Kristina. When unloading vehicle at assigned space, unload fully and move vehicle to parking lot before beginning to set up.
Take Down/Packing Guidelines:
Vendors may start a "slow pack" 1 hour before closing. Vehicles are not permitted into the event area until the All Clear is given at the end of the day, and you have packed and stage your loadable items. If for any reason you will not be able to remove your tent from your space until Monday, you need to make arrangements with the coordinators and venue ahead of time.
Parking:
Parking information will be released closer to the event date.
Weather:
This event will be rain or shine. Be prepared for the weather. Stakes are required in every leg of pop-up style tents. There will be indoor space available for warming up. In the event of rain, coordinators will do their best to mitigate issues, but we ask that vendors remain flexible.
Most of the grounds are in the woods, prepare accordingly. Please bring a rake to remove leaves in your spot, if you want a clean spot.
Vendor Fee:
Food Vendors: $200
You will be sent an email with the appropriate link to make your payment. Payment is due by the date on the invoice or your spot will be forfeited. Cancellations within two weeks (after Nov. 29, 2025) of the event will not be eligible for refunds.
Space Information:
All displays, racks and products must fit within your designated space. Additional space for stakes and tie-outs will be provided outside of the marked tent space.
Power and Generators:
Power is not available at any vendor spot. Food trucks may use an appropriately contained generator. Generators are not permitted within the vendor or reenactment areas unless approved, in writing, by Nov. 29, 2025.
Fires:
ALL fires MUST be attended at ALL times. It MUST be accompanied by the appropriate fire extinguisher. The fire must be contained. No digging a fire pit. Coordinators, the venue, and the designated Fire Marshal reserve the right to put out any fire at any time for any reason. Further, they reserve the right to impose further safety precautions including, but not limited to, roping off the area around said fire.
Taxes/Payments:
Vendors are responsible for handling any applicable sales tax collection and reporting. It will not be handled by SAVGR or the venue. Vendors are responsible for their own payment processing.
Permits and Regulations:
Food Vendors are responsible for making sure that they have the appropriate licenses and permits to be in compliance with the Virginia Department of Health, whether that be as a mobile unit or a temporary food establishment.
Clothing:
Vendors are encouraged, but are not required, to dress in Viking era or Victorian garb.
Children:
This is a family-friendly event, however all children of vendors, reenactors, and entertainers need to be supervised and are the sole responsibility of their guardians.
Overnight:
There is no guaranteed security present for the purpose of watching the event grounds after hours.
Vendors, reenactors, entertainers, and participants have the option of staying overnight in their space or tent camp. There is a "quiet time" curfew of 10pm and it is asked that everyone be mindful of those who may be sleeping nearby as well as the people who live near the meadery.
Only primitive camping is available. No RVs allowed without pre-approval from event leadership. No power hookups are provided.
Insurance:
The event only procures the event insurance. Each vendor may provide or purchase their own insurance if they feel compelled to do so.
Alcohol Use:
Alcohol consumption will not be permitted while walking the event property. Any and all alcohol consumption will be permitted in designated areas only (inside the Meadery, or on the patio area immediately adjacent to the Meadery). These areas will be clearly marked. Alcohol consumption is not permitted outside of these areas.
Consumption of alcohol will not be permitted by any individual who is involved in any form of combat or dynamic demonstration during or prior to these events. Once the individual has concluded such activity, the normal alcohol policy applies.
If an individual is caught in violation of the alcohol policy, they may be immediately asked to leave, even if in the middle of a performance, demonstration, etc.
Smoking: Smoking, including vaping, will only be permitted in designated areas. Consumption of THC, including vapes, is not permitted while on event grounds, in accordance with Virginia law.
Email collection below is to receive copy of submission
