Rules
Prompt Replies Will Receive Our First Consideration
Artisan/Craftsmen/Merchant Rules
We thank you for your interest in the first Annual Richmond Fantasy Fair
Booth areas are, for the most part, will be 12 X 12. You are expected to use only the area assigned to display merchandise and to be thoughtful and cooperative of adjacent vendors. Any difference in booth space size can be arranged with the vendor coordinator or sales manager of R.F.F. with additional fees that might apply depending on the additional space required needed for your booth. This determination is at the discretion of the vendor coordinator or sales manager.
Richmond Fantasy Fair’s hours will be from 10:00AM -- 9:00 PM on Saturday the 21st and 10:00 AM – 6:00 PM on Sunday the 22nd of July, rain or otherwise. Merchant’s check in and set up will begin at 2:00 PM on the proceeding Friday the 20th of July. Saturday Morning check-ins are available as long as appropriate arrangement has been made with the R.F.F.’s vendor coordinator as least one week prior to opening. No vendor will be allowed to check in after 9:00 AM on Saturday. All vendors must be fully set up no later than 1 HOUR before opening. No vehicles will be allowed on site 30 MINUTES prior to opening. Check in will end at 11:00 PM on Friday July 20th. All displays and other items must be off the grounds by11:00 PM on Sunday the 22nd of July. Richmond Fantasy Fair reserves the right to halt all vehicular traffic at the end of the day to insure that all performers are finished and that all patrons have left the festival. Richmond Fantasy Fair reserves the right to make exceptions in case of medical or other emergencies. It is up to you to make any accommodations to transport any necessary item to and from your space. NO EXCEPTIONS.
Participants are responsible for cleaning up and the orderly maintenance of their own space, including keeping said space free from any conditions which might be dangerous to any person coming onto site. Upon request merchants will be provided with trash bags and the will be scheduled trash pick up times of 12:00 PM, 2:00 PM, 4:00 PM, 6:00 PM, 8:00 PM, 11:00 PM on Saturday and 12:00 PM, 2:00 PM, 4:00 PM and 7:00 PM on Sunday. All merchant areas are to be policed and left clean when leaving as to not incur a clean up fee and will be noted against your returning to the festival. The amount for the clean up fee is 25.00$. Please do not leave any trash or other items behind.
The Richmond Fantasy Fair Staff or the Richmond Fantasy Fair will not be responsible for any lost or stolen items.
All Vehicles must be parked in the R.F.F.’s merchant parking area. Trailers and oversized vehicles will have a separate place of the raceway designated for parking. People not complying with these stipulations may be asked to leave or may have their vehicle towed as per discretion of the R.F.F.’s vendor coordinator at the vehicle owner’s expense. Although there will be Richmond International Raceway’s personal, R.F.F.’s security and the Richmond City Police Department patrolling the parking lot, The Richmond Fantasy Fair will not be responsible for any thing stolen or damaged from the parking lot. A parking pass will be issued to all vendors upon check in.
Please Provide, A copy of the agreement, any pictures and insurance.
Vendor fees for the
weekend are $125.00 payment must be in the form of cash, check, or money order
made payable to Richmond Fantasy Fair. These fees will be collected
by the R.F.F.’s financial officer on Sunday the 22nd
once the attendance has been calculated for Saturday the 21st.
Once again, special sized sites and/or discounted fees for
demonstrations will be done on a case by case basis. Mail completed
application to
Richmond Fantasy Fair
Attn: vendor coordinator
2727
Birdsong Lane
Powhatan, Virginia 23139
or emailed to
salesmanager@richmondfanatasyfair.com
Vendors are expected to participate in both days of the festival unless other arrangements are made with the R.F.F.’s vendor coordinator previous to the beginning of the festival. There will be no early breakdown, except in the case of emergency, without the express permission of the R.F.F.’s staff. Any resulting violation will result in a 100.00$ fee being accessed to be paid 7 days after the departure from the site and a refusal for future R.R.F. applications for a period of two years.
The general set-up and display media used in the booths is expected to appeal to medieval period styles. All participants must dress in costume or appropriate attire of the medieval/renaissance period, which participants will provide at their own expense. All costumes are subject to review and approval by the festival. All individuals are expect to wear clothing that is acceptable to our theme and conduct themselves in a manner appropriate to a family themed event. Any merchant that is in doubt should contact the R.F.F.’s vendor coordinator for appropriate standards. This is mandatory for all participants.