Important Dates and Times:

Friday, April 3rd:      Setup Time - 9am-11:30am 11:30am - All unloading must be completed and vehicles moved to designated area
12:00pm - Official Start of Event 6:00pm - End of Friday

Saturday, April 4th: Setup Time - 7am-9:30am

     9:30am - All unloading must be completed and vehicles moved to designated area
     10:00am - Official Start of Event
     6:00pm - End of Saturday

Check-in/Setup Guidelines

When you arrive, check in with either Heather or volunteer at "Welcome" gate.  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.

Parking:

Parking information will be released closer to the event date.

Weather: 

This event will be rain or shine.  Be prepared for the weather. Weights are required in every leg of pop-up style tents. Stakes are considered additional protection. Due to April weather, stakes aren't as reliable in wet fields. There will be indoor space available for warming up or cooling down... it'll be April in Virginia. So, the weather could be unpredictable.  In the event of rain, coordinators will do their best to mitigate issues, but we ask that vendors remain flexible.

The grounds are in a field, prepare accordingly. 

Vendor Fees:

Merch/Crafts/Service Vendors: $20 one day/ $30 for both

Food Vendors: $50 one day/ $75 for both

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 unless alternate arrangements are made in advance. Fees are nonrefundable. They will be considered a donation to Charlotte Learning Center, a 501(c)(3). You will receive a receipt reflecting our appreciation for your donation that can be used for tax purposes.

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. Quiet generators may be permitted within the vendor area. However, we ask that you identify that you will use one to aid in location assignments.

Taxes/Payments: 

Vendors are responsible for handling any applicable sales tax collection and reporting. It will not be handled by Charlotte Learning Center 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 garb representative of a Renaissance event. 

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:

Insurance: 

The event only procures the event insurance. Each vendor may provide or purchase their own insurance if they feel compelled to do so, or if they are legally required to.

Alcohol Use:  

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.