37th Annual

Hoggetowne Medieval Faire

2024 Merchant Application - 3 Weekends

Jan 13-14, 20-21, 26-28, 2024 - Alachua, FL

 

Application Deadline - September 1, 2023

• Please review the Faire Information and Requirements before applying.
• This application is for 3 weekends ONLY. If you cannot attend the full 3 weekends but would still like to participate, please email tzoule@cityofgainesville.org
• If you have more than 1 booth, please submit a separate application for each.
• Merchants will be notified of their status as soon as their application has been juried. Links to apply for staff IDs, camping, and electricity will be included in the acceptance letter. 
• Payment and certificates of insurance are due by November 1.
• Fees can be paid either with a check payable to "City of Gainesville" and mailed to "Lili Tzou, PO Box 490, MS #30, Gainesville, FL 32627" or by calling in with a credit card to 352-393-8528. We do not accept Discover.

 

     

• Please list and describe ALL items/services you wish to sell.
  
  • Indicate which items are handmade and which items are buy/sell.
  • Food vendors please list prices and indicate items that are gluten free or vegan.
  • Food vendors may not sell soda since we have an exclusive vendor. You are still encouraged to sell water or other beverages!
• Please number each item and separate with a semi-colon (ie 1. Rings; 2. Necklaces)
• Your items will be juried and you will only be allowed to sell items that have been accepted.
• Please email images of your booth setup and all your work to be juried to tzoule@cityofgainesville.org

Instructions for selecting fees:

• Select the the type and size of booth space needed.
• You may add "additional space" if you need slightly more space than alloted.
  • i.e. If your booth is a total of 18x18, you can select a 15x15 space and add on additional space rather than jumping to a 20x20 space.
  • Cannot exceed next space level.

• Electricity is only available to food vendors.
• Merchants receive 1 complimentary camping space per booth
• One camping space is defined as one of the following:
  • 10x20 Truck Camping
  • 20x20 Tent Camping
  • RV Camping
  • In Booth Camping
• Camping is dry camp only. There is no electricity access, water access, nor pre-arranged RV hookups/pump outs.
• Links to apply for camping spaces and electricity will be sent in the acceptance letter.

FAIRE REQUIREMENTS FOR ALL MERCHANTS
Please review these requirements carefully as our insurance information and requirements have been amended.

 

   INSURANCE   

• Proof of insurance is mandatory for ALL VENDORS.
• We must receive separate certificates of liability insurance listing the following as additional insured. You may copy and send the following language to your insurance agent:
  • Both certificates must cover the minimum dates of January 6th to January 31st, 2024
  • One certificate with the following information:
    • Certificate wording: City of Gainesville is included as additional insured with respect to the General Liability per the policies terms and conditions.
    • Certificate Holder: City of Gainesville, 200 East University Ave, Gainesville, FL 32601
  • Another certificate with the following Information:
    • Certificate wording: San Felasco Research Ventures, LLC, Concept Companies, Inc and The Roberts Companies, LLC and Landlord agents and mortgagee(s) are included as additional insured with respect to general and umbrella liability where required by consent.
    • Certificate Holder: San Felasco Research Ventures, LLC
      c/o Concept Companies, Inc
      c/o The Roberts Companies, LLC
      1449 SW 74th Drive, Suite 200
      Gainesville, Florida 32607
• 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).

 

HOURS OF OPERATION

• Saturday and Sunday, Jan. 13-14, 20-21, and 27-28 at 10:00 a.m. – 5:00 p.m. and Friday Jan. 26 at 9:00 a.m. - 4:00 p.m.
• Merchants must be fully set up by 9:00am Thursday, January 11th for inspections. Merchants must be broken down and off the site by 12:00pm Wednesday, January 31st.
• 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 2023 Faire, high quality booth displays that fit the theme and those who can participate all three weekends.
• The Faire Committee will do its best to place you in the area you requested but cannot guarantee it.
• 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 (e.g. fortune telling, body art) will be accepted.
• Works that are mass-produced, manufactured, or made from commercial molds may not be accepted.
• Buy/sell 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.

 

SET-UP & TEARDOWN

• Merchants can begin setting up on Saturday, January 6. Booths must be completely set-up by 9:00 a.m. on Thursday, January 11 for inspection.
• Faire staff will be onsite for check-in from 9:00am-4:00pm each day of set-up.
• 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 or incur a $100 cleaning fee.
• All merchants need to be out of the site by 9:00 a.m. on Wednesday, January 31.

 

FESTIVAL ACCESS & PARKING

• Participants are required to have a digital or physical Staff ID to access the faire site.
  • A link to apply for Staff IDs will be sent out in the acceptance letter.
  • 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.

 TRAILER STORAGE

• Storage trailers must be kept in a separate location or may be concealed completely behind your booth.
  
  • Vendors are responsible for providing appropriate blankets/canvas to completely cover the trailer from patron view.
  • We MUST receive requests for storage behind booth along with pictures of how you plan to cover the trailer by November 1 for approval.
  • Requests are contingent upon approval by the Faire Director.

 

INSPECTIONS

• Fire Inspections (All Booths) – 9:00am Thursday, January 11
  
  • 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 rescheduling 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 5lb ABC 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. See attached checklist.
• Booth Standards (All Booths) – 9:00am Thursday, January 11 and Friday, January 12
  • Faire staff will inspect shops to ensure 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.
    
    • Aluminum tent poles are covered.
    • Plastic coolers/cases/tables are covered or hidden.
    • Storage containers/trailers are properly covered and concealed from public at all angles.
    • Period style signage on canvas, cloth or wood.
    • Booth is properly secured (staked in or appropriately weighted).
  • Additional requirements will continue to be reviewed throughout each weekend.
    • 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.
    • Period adjacent items (e.g. pirate, steampunk, etc.) are only allowed in the back of the booth.
    • Booth is open and operational during Faire hours.
• Health/ Hygiene Inspections (Food Booths) – 9:00am Saturday, January 13 & 20 and 8:00am Friday, January 26
  
  • 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. 13 and 20) and then again on Friday (Jan. 26), 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.
• Merchants who cannot meet fire safety, booth standards, and/or health/hygiene requirements will not be allowed to open and will forfeit all participant fees (booth, electric, camping, etc.).

 

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 selected 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 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.
• Due to possibility of rain, please consider temporary flooring for your booth for elevation in low lying areas.

SECURITY

• 24-hour security will be provided for the event site starting at 5:00 p.m. on Saturday, January 6. Overnight security will be provided for the camping area.
• A security officer will be on site patrolling the fairgrounds each night. There will be security on-site during the closed hours and mid-week, but we still recommend merchants remove their merchandise from their booth.
• The City/Faire management will not be held responsible for tents or any merchandise on-site during open or closed hours including mid-week.

 

CAMPING

• All camping is dry camp only. No water or electric is available in the camping area.
• Camping is available on site Saturday, January 6 - Wednesday, January 31.
• 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.

 

ELECTRICTY

• 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.

 

ANIMALS

• No pets (other than those pre-approved as part of entertainment acts/rides) will be allowed on site during the Faire operating hours.
• Pets are permitted in the camping area and must be secured 200 feet from the tree line.
• Animal licenses/permits and health records are required with application.
• Service animals are permitted on-site in accordance with Florida statutes.
• Requests for emotional therapy animals will be reviewed and determined on a case by case basis.

 

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 (we understand this can be a gray area, but best efforts are expected)
• Non-food vendors may accept tips, but may not ask for them (e.g. tip jar, card prompt, etc.).
  
  • Food vendors may accept tips via tip jar or credit card prompt but may not automatically prompt tip amounts beyond 15%.
• Food prices must be set and displayed at all times throughout the Faire and are not allowed to fluctuate.
• Food items that are not available must be taken off or covered on the menu as soon as possible.
• 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.

 

SMOKING

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

SALES TAX

• Collection and remittance of Florida sales tax (7.5%) is the responsibility of each merchant.
• All merchants are responsible for keeping track of their sales and paying sales tax. Information on reporting Florida Sales Tax will be provided in the check-in packet along with a sales tax chart.
• The Florida Department of Revenue will be given a list of participating merchants following the event.

 

CANCELLATIONS AND REFUNDS

• A completed application is a commitment to show. Should you be unable to exhibit, the booth fee may be refunded (less $20.00), provided that your cancellation request is made in writing and postmarked by December 1, 2023.
• The festival is completely outdoors. The festival organizers and participants accept the risk that poor weather may occur. No partial refunds will be granted due to postponement or early closure due to rain/weather.
• EXCEPTION: If the Faire is cancelled completely due to COVID-19 or any other emergency, booth fees will be refunded.

 

FAILURE TO COMPLY

Failure to comply with rules will make merchants ineligible for admission to future shows. It may result in a merchant or staff being asked to leave immediately. No refund will be issued in this instance. The Faire Committee reserves the right to make final interpretation of the rules. Please read carefully the indemnification/waiver of claims on the application.

 

 

Indemnification:  Vendor agrees to indemnify fully and save and hold harmless the City of Gainesville and San Felasco Research Ventures, LLC, their officers, employees and agents, against all damage, claims, liabilities and causes of action of every kind and nature.  The City shall give Vendor prompt and reasonable notice of any such claims or actions and Vendor shall have the right to investigate, compromise and defend the same to the extent of Vendor’s own interest.  Nothing contained in this Agreement shall be construed as a waiver of the City’s or County’s sovereign immunity granted pursuant to Section 768.28, Fla. Statute.

 

Waiver of Claims:  The City of Gainesville, San Felasco Research Ventures, LLC and its agents shall not be liable for, and Vendor hereby releases all claims for damage to or loss of personal property sustained by Vendor or any person claiming through Vendor resulting from any fire, accident, occurrence, theft or condition in or upon the grounds/site which they shall be a part of, or adjoining areas.

 

I have read all the Merchant Requirements and I agree to comply with Faire rules. I understand that failure to do so may result in my expulsion from the Faire without refund of my fees and I may be barred from future events.  I understand and agree that the City of Gainesville, San Felasco Research Ventures, LLC or any other sponsoring organization will not be responsible or liable for any damage or loss to the work of participants or personal liability in connection with the Faire. I shall comply with all applicable federal, state and local laws, rules, and regulations.

 

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