Merchant Information and Guidelines
Steward
Merchants: Mistress Eilidh na Tire Dharigh, merchants
caid-gww.org
Merchant Registration
Registration Dates
Merchant registration opens May 1, 2010 and must be postmarked by August 16, 2010.
Event Dates
The event officially runs from Noon on Tuesday, October 5, 2010 to Noon on Monday, October 11, 2010. Only pre-registered merchants may start setting up at Noon on Monday, October 4th, and all merchants are required to have their site cleared from Buena Vista Recreational Area no later then Noon Monday, October 11, 2010.
Location
Great Western War XIII will be held Buena Vista Aquatic Recreational Area, 13601 Ironbark Rd, Taft, CA. We are expecting approximately 2,000 people to attend, many of whom make sizable purchases at this event. This is one of the largest SCA events in Southern California. IMPORTANT: There are two entrances to this park, please use the western gate.
Back to the topMerchant Requirements
All Merchants must present a valid California Seller’s Permit. If two merchants will be sharing a booth space both parties must have a current Permit. There will be NO subletting allowed. For your application form and guidelines please refer to: http://www.boe.ca.gov/info/reg.htm A copy of the permit must be submitted with the registration forms.
Back to the topBooth and Gate Fees
Non-Food Merchant Booth spaces are $70 for the first 20 ft x 20 ft lot (including ropes). This includes one (1) gate entry site token. Additional spaces are $25 each. Additional spaces DO NOT INCLUDE ADDITIONAL SITE FEES.
Please make merchant registration checks payable to: “S.C.A., Inc. / Kingdom of Caid”
Food Merchant Booth spaces are $95 for a 30 ft x 30 ft space. This includes one (1) gate entry site token. Food merchants are required to pay a $10 fee to hook up to the electrical system. In addition, Food Merchants are required to obtain a temporary Food Permit from Kern County. For your application form and guidelines please refer to:
http://www.co.kern.ca.us/eh/FoodPage.asp
You may pay all your fees with your reservation form. Gate Entry for one (1) adult is included in the fee for your first booth space. All others must pre-register through General GWW registration, which opens April 1, 2010. All helpers/employees/family members must be pre-registered in order to come on site. Copies of these forms will be kept at Gate when you arrive.
Standard Gate Pre-registration and Land Allocation will be open from: April 1, 2010 through August 31, 2010.
Back to the topSet-Up
Merchants must check in at the Gate before proceeding to Merchant Row. Copies of all forms will be at Gate.
Please note: all spaces are 20 feet by 20 feet including ropes! If you are a small booth, it may be possible to share the space with another small merchant. Contact the Merchant Steward to discuss this option. If you have a larger booth, you will need to pay for additional spaces at a reduced rate.
Pre-registered merchants may begin set up at Noon on Monday, October 4, 2010. If you cannot find your space, ask for the Merchant Stewards or one of the on-site stewards and they will assist you. The Merchant Stewards will not be readily available between 9 PM and 8 AM. Night set-up must be carried out with full consideration of your neighbors. Your booth must fit within the space allotted; if your camping tent does not fit, it will need to be moved to a camping area. This must be coordinated with the Merchant and Land Allocation Stewards.
Due to Park regulations, there will be very limited vehicle access off the pavement. You will be permitted to park on the grass briefly to unload your equipment. You may then move your equipment and merchandise to your space for set-up. Absolutely NO portable generators are allowed on merchants row. Arrangements have been made with Headquarters for charging of medical devices; please provide your own padlock. Access to electricity is severely limited and available only to food merchants by prior arrangement with the Merchant Steward.
All merchants are expected to be self sufficient. If you need physical assistance in setting up your booth, you must make your own arrangements.
Back to the topTeardown
All merchants and campers must remove tents, equipment, sales items, supplies, packing materials, and trash from their booth premises, and leave the area in a clean and orderly condition by Noon on Monday, October 11, 2010. All trash is to be moved to the dumpsters. The staff can supply extra trash bags if necessary. Failure to comply with this clearance schedule could impact on your ability to participate as a merchant at future Kingdom of Caid events.
Back to the topDeliveries
The Event Stewards will NOT accept UPS or other ground deliveries of your merchandise. There is a strict “No Drop-Off” policy. If you wish to arrange a delivery, you must be on-site to receive it. All deliveries must be met at the SCA Gate at the western end of the park. Any deliveries for persons not on-site will be refused.
Back to the topRules of Operation
All merchants are to be set up within the Merchant Village. No merchanting activities will take place outside of the Merchant Village. Absolutely no amplified or non-period music that can be heard beyond your booth is permitted during set-up or during the event. This includes the time from Noon on Monday, October 4th through Monday, October 11, 2010. No subletting of booth space is allowed. Your booth must fit inside the space allotted.
Back to the topChildren On-site
Please note our SCA rules regarding minors:
Children under 5 must be supervised by their parent or designated adult/responsible teenager at all times. Children 5-11 must be within sight and sound of the parent or designated adult at all times. Walkie-talkies, cell phones, etc. don't count. Youth 12 and up are considered able and responsible enough to wander freely, although parents are still responsible for their acceptable behavior. If your 5 to 11 year old would like to attend classes at Youth Point or go watch the fighting, or check out the lake while you are conducting business, you need to arrange with another adult to "keep an eye" on your child. This person is responsible for the child's behavior and safety, and must know where you can be found in case of emergency. A responsible teenager can be your "designated adult" if you are comfortable with that arrangement.Note: if you are teaching or taking a class in the A&S area, you are considered to be within sight and sound. Please come with your child to Youth Point and tell the teacher you will be next door at A&S.
If you plan on bringing a minor other than your own, the SCA requires two forms, one of which much be notarized, or that minor cannot enter the site. Download these forms
See the Minor's Policy for more details.
Back to the topSeller's Permits
All merchandise sellers must have valid Seller’s Permits issued by the California Board of Equalization. THIS IS REQUIRED BY LAW. There are no exceptions, even for out-of-state merchants. This means you must collect sales tax on all transactions and file all the appropriate returns. If you provide a service and do not sell any merchandise, you do not need a permit. If you have a permit already, bring it with you. If you do not, contact your local California Board of Equalization office on how to obtain a temporary permit. If you have filed but not yet received your permit, write “Pending” in the space marked for the permit number on the registration form. Be sure you report your number to the Merchant Steward as soon as you receive it.
If you do not have a valid California Seller’s Permit you will NOT be allowed to set up. The closest California State Board of Equalization office for the site is in Bakersfield at 1800-30th Street, Suite 380, CA 93301-1922. (661)-395-2880. To obtain a California Seller’s Permit, go to the web site at:
http://www.boe.ca.gov/info/reg.htm
Back to the topFood Merchants
Food Merchants are required to obtain a Temporary Food Permit from Kern County. You may find the application forms at:
* http://www.co.kern.ca.us/eh/FoodPage.asp
* http://psbweb.co.kern.ca.us/EH_Internet/pdfs/Food/foodForms/TemporaryFoodFacilityGuidelines.pdf
All food merchants will be placed together. There is a limited amount to electricity that is available ONLY to food merchants. You must contact the Merchant Steward to verify availability of electricity.
All food merchants must be familiar with any applicable rules and regulations concerning sale of food at the event. It will be your sole responsibility to ensure all requirements are met. This includes but is not limited to obtaining the proper permits and the following of guidelines for the hand and utensil washing stations set forth by Kern County.
See the Food Merchant Requirements - Download the GWW XII Food Merchant Requirements PDF
Back to the topFacilities
There is potable running water available throughout the Park, however you may wish to bring your own as access to faucets is somewhat limited. There will be showers in mobile facilities available not too far from the Merchant Village. Electrical supply will be restricted to the food merchants and the Food Court tent. It is extremely limited and available by prior arrangement only.
There are grey water tanks with funnels available close to Merchants’ Village. You must use them for all grey water. You may NOT pour any water on the ground..
Ice will be available for purchase on-site.
No ground fires are allowed in the Park. Bring a safe fire pit or hibachi, and obey all fire laws and regulations that may be in effect at the time, whether or not they are mentioned here or in other Great Western War event information (printed or online).
Fire Extinguishers are REQUIRED for EVERY Booth!
Back to the topPets at War
Please go to this link for the policy on animals at War: http://caid-gww.org/pet_rules.php
Back to the topSecurity
While you are ultimately responsible for your own booth, the Constabulary will make their usual rounds during the event. Volunteers to assist with these watches would be much appreciated. Please contact the Volunteer Autocrat when you arrive at the site if you would like to help out.
Back to the topDonations
As in years past, Great Western War will be conducting a Volunteer Raffle. This will be the only official raffle of Great Western War. The fabulous generosity of the Merchants has been a wonderful way to thank our many volunteers for all their work. If you are willing and able to make a donation to the raffle, please let the Merchant Steward know.
Back to the topCamping
If you are not camping in your booth, you must use the LAND ALLOCATION feature on the Great Western War site. There will some camping space set aside near Merchants’ Village. Be sure to specify this space if desired. There is no fee for this process.
Back to the topRV Campers
Our use area of the park will NOT include any full hook up sites for RV campers. We can only provide dry camping spaces (no water, electricity, or sewer) in a paved or dirt lot. Dry RV sites can be reserved through the normal Pre-Registration process. Dry RV campers will be allowed to use the dump station at the full hook up site (approximately 1 mile from the Dry lot).
If you require full RV hook ups, you must contact Buena Vista Reservations directly at (661) 868-7050 or visit their web site at http://www.co.kern.ca.us/parks to make a private reservation. This reservation WILL NOT include Great Western War site fees. Spaces are limited. The full hook up area at Buena Vista is approximately one and a half miles away from the war site via a park road. No transportation will be provided between the full hook up area and the war site.
Back to the topParking
There will be one (1) reserved parking space per booth in the small lot next to the Merchant Village. The rest of the parking is at the west end of the park near the SCA Gate.
Back to the topSummary: How to Reserve Your Merchant Space
- Read the entire Merchant's Packet.
- A complete the online Registration Form -- OR -- download and complete a copy of the PDF version or Word version
- Read and sign the Merchant's Agreement and all appropriate waivers
- Mail the following items:
- A signed Merchant's Agreement
- A signed copy of the email you received when you completed the online Registration Form -- OR -- a completed copy of the PDF version or Word version
- A Copy of Your California Seller’s Permit
- A Check or Money Order for all applicable merchant/gate entry fees (No partial payments will be accepted). Make checks payable to: "S.C.A., Inc. / Kingdom of Caid"
Send Merchant Packets
Contact Information
Merchants: Mistress Eilidh na Tire Dharigh, merchantscaid-gww.org
Send all forms and payments to:
Eleanore Hewitt, 204 N. El Camino Real, Suite E #439, Encinitas, CA 92024
(Mistress Eilidh na Tire Dharigh)
(760) 753-3651
Please, no phone calls after 9 pm PST or before 10 am PST
Email: merchantscaid-gww.org
Back to the top
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