Merchant Guidelines
Stewards
Merchants: THLady Alana Buchanan and THLady Justina Marie de Burgundy,
merchants
caid-gww.org
Complete Merchant Information
- Download the complete GWW XI Merchant Guidelines PDF
- See a complete list of Food Merchant Requirements or download a copy of the GWW XI Food Merchant Requirements PDF
- See the complete Merchant Checklist or download the GWW XI Merchant Checklist PDF
- Download the GWW XI Merchant Agreement PDF
- Download the GWW XI Merchant Registration Form PDF
Jump to the following sections in the guidelines:
Merchant Guidelines (How to Sign Up)
Dates
The event officially runs from noon on Tuesday, October 7, 2008 to noon on Monday, October 13, 2008. Only pre-registered merchants may start setting up at noon on Monday, October 6, 2008 and all merchants are required to have their site cleared from Buena Vista Recreational Area no later then noon Monday, October 13, 2008.
Location
Great Western War XI will be held Buena Vista Aquatic Recreational Area, 13601 Ironbark Rd, Taft, CA 93268 (see the war site on Google maps). 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.
Back to the topBooth and Gate Fees
Booth spaces are $70 for the first 15 ft x 15 ft lot. This includes one (1) gate entry site token. If you require a second space expanding your booth to 30 ft x 30 ft, it will be an additional $25 and will NOT include another site token.
Food merchants will be required to pay $95 for each 30 ft x 30 ft space. This includes one (1) Gate Entry Site Token. In addition, Food Merchants are required to obtain a temporary Food Permit from Kern County. Please refer to http://www.co.kern.ca.us/eh/FoodPage.asp for your application form and guidelines.
Please make checks payable to: "S.C.A., Inc. / Kingdom of Caid"
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 June 1, 2008.
For pre-registered merchants arriving on Monday, October 6, 2008, there will be an early Gate check-in starting at noon.
Back to the topMerchant Requirements
All Merchants must present a valid Resellers Permit. If two merchants will be sharing a booth space, both parties must have a current Resellers Permit. There will be NO subletting allowed.
Back to the topChild Waivers
If you bring any children that are not your own children, then you must bring two (2) copies of a properly completed and NOTARIZED waiver form for each child not your own (one original, one copy).
Back to the topAdult Waivers
You must have a signed waiver on file in order to receive your site token.
Back to the topReservation Deadlines
Registration as a merchant is a privilege granted by Great Western War and is not a right. The Event Stewards may revoke its approval or refuse to accept any application without reason or cause of any kind. Infractions of the rules may result in expulsion from Great Western War and/or denial of future merchant applications.
Merchant space is limited and space will be assigned as registration forms are received. The Merchant Steward will attempt to honor requests for locations, but reserve the right to assign merchant locations based on the needs of Great Western War. The deadline for merchant registration and payment is August 15, 2008. Merchant Registration will be on a first-come first-serve basis to all applicants. Space reservations are not guaranteed until your paperwork and complete payment has been received.
All merchant applications must arrive at the Merchant Office postmarked by August 15, 2008. On-site merchant registration will not be available, no exceptions. Late registrations will not be accepted.
Once all available merchant spots are allocated, a waiting list will be established. Registration fees will be held until either (A) the merchant is allocated a spot, at which time the fees will be deposited, or (B) the final deadline passes, at which point the fees shall be returned to the merchant.
Back to the topConfirmations
You will receive a Confirmation e-mail or post card a few weeks before War if your completed application form was postmarked before the deadline. You must bring a copy of this confirmation with you to the event. It is your proof of payment and reservation.
Back to the topParking
Each merchant will be guaranteed one reserved space in the merchant assigned lot. Merchants requiring space for a storage trailer must contact the Merchant Steward before the event. Additional parking will be in the regular main parking lot. Parking Permits for additional vehicles may be obtained from the Merchant Steward or from Gate. Your Merchant Parking Permit must be displayed on the dashboard of your vehicle, and must be visible at all times! The lot will be strictly controlled by the Constabulary.
Back to the topCamping
Merchants are free to camp within their booths, in the designated Merchant Camping area, or in the general camping area. You will be asked to camouflage any modern tents during the day if you camp with your booth. Space is guaranteed only with pre-registration reservation. Dry RV spaces (no water, electricity, or sewer), in the Merchant Parking area, must be reserved through the Merchant Steward. After pre-registration dry RV spaces are first-come, first-served.
Back to the topSet Up
Merchants must check in at the Gate before proceeding to Merchant Row.
Pre-registered merchants may begin set up at noon on Monday, October 6, 2008. If you cannot find your space, ask for the Merchant Steward or one of the on-site stewards and they will assist you. The Merchant Stewards will not be readily available between 11 pm and 7 am. Night set up must be carried out with full consideration of your neighbors.
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. No portable generators are allowed. Access to electricity is severely limited and guaranteed only to food merchants by prior arrangement with the Merchant Steward. All merchants are expected to be self sufficient. If you need physical assistance insetting up your booth, you must make your own arrangements.
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 Gate. 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 6 through Monday, October 13, 2007. NO SUBLETTING OF BOOTH SPACE IS ALLOWED. If you reserve space and cannot attend, you may request a refund by Friday, September 19, 2008. You may not send a different business to use your space. If you cannot attend due to extenuating circumstances or emergency, and wish to send an agent or employee to run your booth for you, that individual must see the Merchant Steward upon arrival to fill out a new MERCHANT AGREEMENT. They will now be the person responsible for your booth and selling space.
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, 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 you local California Board of Equalization office on how to obtain a temporary permit. If you have filed but yet not received your permit, write "Pending" in the space marked for the permit number on the registration form, but be sure you report this information to the Merchant Steward before you set up at the event.
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 to 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 Vendor Requirements
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
All food merchants will be placed together. Electrical hook-ups will be provided with a refundable deposit of $10 for the twist-lock connectors. 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 a complete list of Food Merchant Requirements or download as PDF: GWW XI 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, because 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.
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.
Fire Extinguishers are REQUIRED for EVERY Booth!
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. It is, of course, due to the huge generosity of the Merchants that GWW can thank their volunteers so graciously. If you are willing to make a donation to help us thank the efforts of all the wonderful volunteers that make this war happen we would be very appreciative. Please let the Merchant Stewards know if you would be willing to contribute.
Back to the topSummary: How to Reserve Your Merchant Space
- Read the entire Merchant's Packet.
- Read and sign the Merchant's Agreement and all appropriate waivers. (Download the GWW XI Merchant Agreement PDF)
- All merchant spaces will be assigned by the merchant steward as merchants arrive, in a progressive pattern.
- Mail the following items:
- A signed Merchant's Agreement.
- A completed Registration Form.
- A check or Money Order for all applicable merchant/gate entry fees. (No partial payments will be accepted.)
- A Copy of Your Resellers Permit.
Make checks payable to: "S.C.A., Inc. / Kingdom of Caid"
Send all forms and payments to:
Kimberley Grant (THLady Alana Buchanan)
290 East Highway 246
Buellton, CA 93427
Contact Information
THLady Alana Buchanan
(805) 264-1439 - Please, no phone calls after 10 pm PST or before 6 am PST.
Email: merchantscaid-gww.org or THL_Alanamytotallifefitness.com
caid-gww.org