(Application is a link at the bottom of this page)
The Schedule of Events for Merchants is:
Immediately – Merchant Pre-registration opens
Wednesday, March 29, 2017 – Merchant Pre-registration closes
Friday, March 31, 2017:
3:00 pm - Merchant Check-in opens & site opens for Merchant set-up
5:00 pm – 10:00 pm - Merchants may be open for business
9:00 am - Merchant Registration Closes
7:00 am – 10:00 pm - Merchants can be Open
Sunday, April 2, 2017:
10:00 am - Populace must be off site
11:00 am - Merchants must be off site
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.
· What is the date of the event?
o The event will be held on Friday through Sunday, March 31-April 2, 2017. The event officially ends Sunday 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 pm to 10:00 pm on Friday night of the event.
o Merchants can be open from 7:00 am to 10:00 pm on Saturday 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 they 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 and who will be contacting me?
o ALL questions regarding Merchants or merchanting should be sent to Syr Bryetor at firstname.lastname@example.org or (352-494-7888 until 9:00 pm)
o [Do Not email your application ]
o Mail your Application to: David Kennelley 11622 SW 154th Street, Archer, Florida 32618
· What happens if I need to cancel?
o Please contact the Syr Bryetor as soon as possible. Giving us as much warning as possible helps us assign the merchants space easier. If you must cancel the morning of the event, please just let us know as soon as you are able to.
· 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. Access to electricity must be set up in advance - there is a question on the application regarding electricity, and you will be required to provide justification for your request. If your request is approved, you will be notified in advance by the Merchant Coordinator. 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. On the merchant registration form you will be asked to tell me the size of your sales tent you plan to set up.
o Camp fires are only allowed in designated fire pits or above ground braziers. 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 providing 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 may inconvenience others, it's probably best not to use it.
The Merchant Application Process
· How do I apply?
o Merchant application forms will be accepted by USPS, FedEx, UPS or in person.
o Mail your application to David Kennelley, 11622 SW 154th Street, Archer, Florida 32618.
o If you mail in your application, or give it to Syr Bryetor directly, you can pre-pay the $10.00 merchant fee by PayPal or check, but it is not necessary to do so. You can pay the fee upon arrival on site when you check in at Registration.
o (Do not send payment to Syr Bryetor. Send it to the Event Reservationist)
· When can I apply?
o Pre-registration is from immediately to Wednesday, March 29, 2017. You will receive an email or FB message from Syr Bryetor that confirms he has received your application and it has been accepted or that it will be mailed back to you to finish completing it. Merchant Space Assignments will be assigned to you by Syr Bryetor after you have registered at the site.
· What if I have a "special request"?
o On the application form, there will be a section for "Special Requests” where we encourage you to write your requests. 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. Anything you would like us to know or consider in placing your spaces should be noted in the application and in emails.
o We will be heavily weighing these Special Requests, and the earlier a Merchant requests something or tells us something, the more likely we will be able to accommodate the request.
· When will I know what specific space(s) I have been given?
o After checking in at registration it is your responsibility to contact Syr Bryetor and he will assign you a space. You will not be assigned a space if you do not have your (filled out) Parking Pass which you will receive during check-in at registration.
· When is the deadline for paying the Merchant Fee?
o ALL merchant fees must be paid by Saturday, April 1, 2017 at 9:00 AM. If you want to pre-pay the merchant fee, we will be happy to accommodate that by either PayPal or a check sent to the Reservationist.(See the hyperlink below) Otherwise simply pay the $10 fee when you check-in on site, prior to setting up your merchant space.
Fees, Costs and Payments
· What does a space cost?
o The fee for each space is $10.00.
· Do I have to pre-register? Can I pay at the door?
o You do not have to pre-register however if you do pre-register then the Merchant Pre-Registration Application must be received by Wednesday, March 29, 2017.
o Mail your APPLICATION to: David Kennelley 11622 SW 154th Street, Archer, Florida 32618
o Merchant fees can be paid when you check in at the site Registration. On-site registration will be open for Merchant Check In at 3:00 pm on Friday, March 31, 2017.
· 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 please go to: http://springcoronation.trimaris.org/
o Daytrip: $25
SCA Member Daytrip: $20
One Night: $30
SCA Member One Night: $25
Two Nights/Weekend: $35
SCA Member Two Nights/Weekend: $30
Please make any checks payable to: SCA Inc.- Kingdom of Trimaris
PayPal will be available on site.
· I've submitted my Merchant Registration Form. When and where should I send money?
o Pre-payment of the Merchant Fee and/or Site Fees is not necessary. However, if you want to pre-pay the Merchant Fee and/or the Site Fee(s), please follow the instructions on the event website. www.trimaris.org/epay
**Put a message in the Notes section requesting that you want to pay the merchant fee.**
* DO NOT SEND YOUR FEES TO THE MERCHANT COORDINATOR*
· 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.
· 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.
o There is a section on the Merchant Registration Form where you will be asked to describe your goods and/or services. Please let us know the main items you will be offering. We will attempt to group vendors appropriately, such as grouping food vendors together.
· Can I share my space with another merchant?
o If you wish to share your space, you may absolutely do so. However, you should provide a description of all the merchandise involved on your application.
· My merchandise doesn't fit any of your categories. What do I do?
o Mark the “Other” box and describe the top three or four main items you will have for sale.
· 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 Check-In at 3:00 p.m. on Friday afternoon, March 31, 2017. After you have checked in, you will be able to begin setting up your space(s). Be sure that you receive your merchant Parking Pass, fill it out completely and show it to Syr Bryetor so he can assign you to your spot. (see below)
· I don't want to set up until Saturday morning. Is that okay?
o Yes, but be advised that Merchant registration closes at 9:00 am Saturday morning and we would like you to be open for customers by 9:00 am.
· Where can I park?
(The information contained on this Parking Pass is there in case an emergency happens and you have to move your vehicle by the Event Staff.)
o Merchant parking has not been finalized yet. You will be informed at the event where it will be. It might have signs saying: ”Merchant Parking”. You can park your vehicle near your merchant space while you unload and set up, but all vehicles must be parked in either the Merchant Parking area (if designated) or 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 Merchant Parking or the Main lot as soon as possible after it has been unloaded.
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 lot during the event. If you are a 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 Sunday, April 2, 2017.
· 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?