Participant Rules and Regulations

General Rules and Regulations for Tulare County Renaissance Fair 2016

Vendor Rules and Regulations for Tulare County Renaissance Fair 2016

Tulare County Renaissance Faire 2016
1. Application deadline for Performers and Guilds, is April 10, 2016, or when all available spots have been filled. Applications received after this will be put on a waiting list and if not accepted, any fees will be returned after the faire. Applications are taken on a “First come, first considered” basis.
2. No illegal substances are allowed on the site. Anyone with illegal substances in their possession will be handed over to the proper authorities. Drunken, unruly, or dangerous behavior will result in expulsion from the fair.
3. All encampments/booths must be period (modern materials such as plastic, aluminum, nylon etc. must be covered or hidden away). All participants will be in appropriate costumes, no exceptions without due cause (must be approved prior to faire). “Appropriate costumes” means clothing which would be expected to be worn in the 16th century by people who you are portraying.
4. Only above ground fires will be allowed at the faire site.
5. Fire extinguishers: All guild encampments will have at least one extinguisher of a general rating (5 lbs or bigger, Class ABC or similar). Extinguishers need to be readily available, but hidden from view of patrons. Fire extinguishers which have been bought at department stores, etc. are not valid for use at TCRF. Fire extinguisher must have a Certification Tag that states it was certified within one year by order of the fire inspector. Fire Inspector(s) will be on site for inspection between 8:00am – 9:00am Saturday. If at all possible, we will try to get a local fire suppression/safety company on site Saturday morning to sell, refill, and/or certify extinguishers. This is at the discretion of said company, and is not guaranteed. We will make an announcement as soon as we can to notify you if they will be there. If there is no certification company, you are not exempted from these requirements.
6. All guilds will be prepared for the start of the day at or before 10:00 AM.
7. All vehicles are to be off site by 9:00am, both days. Each guild will have at least one representative attend notes each morning of faire. Notes are at the Market faire on the east side of faire site. At the end of faire on Sunday, cars will be allowed on site after security has cleared the site of patrons (approximately 6:00pm).
8. No parking in the north lot, this is reserved for faire staff, and handicapped patrons.
9. When driving on Faire site, please be sure to avoid the brightly painted water controller lids on park grounds, and drive slowly to avoid damage to the park.
10. No vehicles are allowed on site during faire hours.
11. Sorry, no ice or hay bales will be provided, so please plan accordingly.
12. TCRF does not have the ability to make or provide change, so please plan accordingly.
13. Guilds and their members will not display any type of drug paraphernalia, overtly sexual items, items that are illegal in California, or anything that might remotely be perceived as such. Any member of faire board reserves the right to have the guild remove items from their encampment that are in conflict with these rules.
14. Armbands will be issued to all participants at sign in. This armband MUST BE WORN ON YOUR PERSON, preferably on your arm, but ankles are acceptable. IT IS NOT ACCEPTABLE for your armband to be carried in a pouch, pocket, etc. Anyone on site after hours who does not have an armband will be expelled from the festival grounds. Carry photo ID with you at all times, as you may be “carded”. Pets are allowed, they must be restrained at all times and the owner is responsible for their clean up, dogs need a wrist band on their collars. Pets that are considered to be unruly or dangerous, will be required to be removed by its owner. If you use a Leather Wristband holder, you will be asked for your ID often, make sure you have it with you.
15. You will be allowed to drive on site on Friday morning April 22, 2016. Please keep your vehicles time on site to a minimum. If you have no reason to drive on, please park off site and walk on. If you will be arriving early or need extra time, please notify the guild coordinator A.S.A.P or mark it in the additional notes of the application, we will do our best to accommodate.
16. NEW FOR 2015, continues in 2016 if you would like to have/use a generator on site, there will be an additional fee of $10, to use it during the weekend at any time, day or night. YOU HAVE TO NOTIFY TCRF before the event deadline. Failure to do so will, will result in a fine by the city of Visalia and a fee instantly due to the city of Visalia. TCRF will be having a generator on site for our use only, but we will being paying the fee up front. We have to submit a list and layout of its location and any cords attached. We can add other generators to our permit, if it is done at the time we submit our paperwork. (Late March or early April) There will be inspectors on site on and off all day, both days to inspect for this. Use of a generator on site during the weekend (both during the show and after hours), is at the discretion of the Guild coordinator, faire coordinator, and/or the faire board.
17. Failure to adhere to these rules may result in expulsion and/or forfeiture of fees at the discretion of the Guild Coordinator or Faire Coordinator.
18. These rules may be changed at any time without reason, for any cause.
19. All rules are subject to change at the discretion of the Faire Coordinator. In cases of conflict all decisions of the Guild Coordinator, Faire Coordinator, and or Faire Board are final.



Vendor Notes:

Tulare County Renaissance Faire 2016

Vendor application process; Applications received will be reviewed by the Vendor coordinator, and in some cases will be sent for committee review with the members of the Guild of St. Mortimer, and or its governing board. Submitting an application does not guarantee acceptance.

Vendor Fees:

Booth fees are $1.35 per square foot, plus City of Visalia sales tax license fee of $40.  For food vendors, there is an additional fee of $56 for health inspection.  Minimum booth size is 10×10 (100 square feet), for booths larger 400 Square feet, call for pricing and availability.  No booth sharing will be permitted.  Back yard space is available but in limited quantity, and not charged for as long as it is not used as additional selling space.  Vendors need to stay within their allowed and paid space.  A small quantity of items may be placed around the front of the booth, as long as they are not taking up excessive space.  If it is deemed excessive, you will be notified by the Faire board to scale back.  Failure to do so will cause additional fees to be leveled and those fees will be due immediately.

Failure to adhere to these rules may result in expulsion and/or forfeiture of fees, at the discretion of the Vendor Coordinator or Faire Coordinator.   All rules are subject to change, at any time, at the discretion of the Faire Coordinator.  In cases of conflict, all decisions of the Vendor Coordinator, Faire Coordinator, and/or Faire Board are final.  By submitting either an online application or a paper application you agree to abide by all rules put forth by Tulare County Renaissance Faire.

You will be notified by email of your acceptance or denial. The acceptance email will list your total fees due and a PayPal link to submit those fees. Fees are due in full by April 3, 2016, unless otherwise notified. Failing to submit fees by the deadline will cause your application status to be changed to “denied” and your spot given to the first person on the waiting list.

Fees may be paid by PayPal. We will send you a link with your acceptance email.

DO NOT SUBMIT FEES TO THE CITY OR COUNTY ORGANIZATIONS DIRECTLY. THEY WILL BE REFUSED AND RETURNED. THIS WILL CAUSE A DELAY IN THE PROCESSING OF YOUR APPLICATION. TULARE COUNTY RENAISSANCE FAIR IS NOT RESPONSIBLE FOR FEES MAILED TO THE WRONG ORGANIZATION OR ADDRESS, AND CANNOT GUARANTEE ACCEPTANCE IN SUCH CASES.

  1. Application deadline is March 27, 2016, or when all available spots have been filled. Applications received after this will be put on a waiting list and if not accepted, the fees will be returned after the faire.  Applications are considered on a “first come, first considered” basis.
  2. NEW FOR 2015, still continues for 2016 ATTENTION FOOD VENDORS. The health inspection application will be emailed to you after you are accepted. If you have any issue getting this form, send an email to info@tularecountyrenfair, as soon as possible to get an application (or to have one mailed to you). If this form and associated fees are not in the Vendor Coordinator’s possession by April 3, 2016, your application acceptance will be rescinded, and all fees will be forfeited for failure to complete the application process.
  3. No illegal narcotic substances are allowed on the site. Anyone with such substances in their possession will be handed over to the proper authorities.  Drunken, unruly or dangerous behavior will result in expulsion from the fair.
  4. All Vendors are to have fire extinguishers of at least general rating (Class ABC or similar), except food booths using grease fryers, or similar, will require a large volume Class K extinguisher.  The extinguishers need to be readily available, but hidden from view of patrons. It must have a Certification Tag that shows that it has been certified within the year.  Fire extinguishers bought at department stores, etc. are not valid for use at TCRF. Fire Inspector(s) will be on site for inspection between 8:00am – 9:00am Saturday. If at all possible, we try to get a local fire suppression/safety company on site Saturday morning to sell, certify, and refill extinguishers. This is at the discretion of said company, and not guaranteed. We will make an announcement as soon as we can to notify you if they will be there. If they are not there, it does not absolve you of the requirement to have a currently certified fire extinguisher of the appropriate type and size.
  5. All Vendors will be prepared for the start of the day at or before 10:00 AM.
  6. All vehicles are to be off site by 9:00am, both days.  At the end of faire on Sunday, cars will be allowed on site after security has cleared the site of patrons (approximately 6:00pm).
  7. No parking in the north lot, this is reserved for faire staff and handicapped ONLY.
  • When driving on Faire site please be sure to avoid the brightly painted lids on park grounds, and drive slowly to avoid damage to the park.
  1. No vehicles allowed on site during faire hours.
  2. At least three photographs should accompany the application which are representative of the work to be displayed and sold, and costumes worn. If you have been to TCRF before, this is optional, unless there have been changes to your booth or product line.  Each photo should be titled or detailed as to the content of the photo.  Photos can be emailed to info@tularecountyrenfair.com.
  3. Cancellation within 4 weeks of the opening date will result in 50% of booth fees being forfeited. Cancellation within 14 days of the event, or failure to show, will result in 100% of fees being forfeited.  In cases of emergencies, please notify us as soon as possible.  Refunds of this nature are granted on the determination of the Vendor Coordinator and or the Faire Coordinator. Refunds are made after the festival.
  4. Sorry, no ice or hay bales will be provided, so please plan accordingly.
  5. TCRF does not have the ability to make or provide change, so please plan accordingly.
  6. Vendors will not sell or display any type of drug paraphernalia, overtly sexual items, or items that are illegal for sale in California or anything that might remotely be perceived as such.  The Vendor Coordinator, or any member of faire board reserves the right to have the vendor remove items from the booth that are in conflict with these rules, or are not listed on the original application.
  7. Armbands will be issued to all participants at sign in. This armband MUST BE WORN ON YOUR ARM OR ANKLE (preferably on your arm). IT IS NOT ACCEPTABLE for your armband to be carried in a pouch, pocket, etc. Anyone on site after hours who is not wearing an armband on their arm or ankle will be expelled from the festival grounds. Carry photo ID with you at all times, as you may be “carded”.
  8. The Tulare County Health department verified that it is acceptable to wear a wristband while working in food booths.  Vendors are required to wear a wristband at all time during the weekend of the Faire.
  9. Pets are allowed, but they must be restrained at all times and the owner is responsible for their clean up. Dogs will be issued a wristband, which should be securely fastened to the collar.  If your dog is deemed unruly or dangerous by the faire board, it may be refused access. If you use a Leather Wristband holder, you will be asked for your ID often, make sure you have it with you.
  10. You will be allowed to drive on site on Friday morning April 22, 2016. Please keep your vehicle’s time on site to a minimum. If you have no reason to drive on, please park off site and walk on. If you will be arriving early or need extra time, please notify the vendor coordinator A.S.A.P or mark it in the additional notes of the application and we will do our best to accommodate.
  11. This was NEW FOR 2015, and still continues for 2016 if you have or use a generator on site, there will be an additional fee of $10, to use it during the weekend at any time, day or night. You must notify TCRF before the application deadline. Failure to do so will result in a fine by the City of Visalia and a fee instantly due to the City of Visalia. TCRF Staff will have a generator on site for TCRF use only (yes, we will being paying the fee up front too). We have to submit a list and layout of any generator locations and any cords attached. We can add other generators, to our permit, if it is done at the time we submit our paperwork. There will be inspectors on site, coming and going throughout both days to inspect for generator use. Use of a generator on site during the weekend (both during the show and after hours), is at the discretion of the vendor coordinator, faire coordinator, and/or the faire board.
  12. Do not mail any forms to Tulare County or the City of Visalia. Failure to adhere to this will cause a delay in processing and your “Accepted” status may be changed to “denied” if the deadlines are not met.