2025 Whidbey Ren Faire Food Vendor Application

Huzzah and well met, noble artisans and merchants! Whidbey Ren Faire invites you to showcase your unique wares and talents at our annual Renaissance Faire. This immersive event celebrates the magic of medieval and fantasy combined, drawing thousands of hungry patrons eager to explore handcrafted goods, delicious food, and live entertainment.

We are seeking vendors who offer food and beverages fit for royalty, with options for the littles of the land, and those picky eaters.

Event Details:

Dates: May 24th-25th, 10am-6pm
Location: Beach View Farm- 1570 Wieldraayer Rd, Oak Harbor, Washington 98277, United States

1. Vendors must commit to both days of the event.
2. Vendors must remain open and ready for sales during all event hours. Opening late or closing early is not permitted without prior permission of event coordinators.
3. Vendor set up day will take place on Thursday, May 22nd, from 9am to noon.
4. Your tent must be zippered closed (if applicable) be at half mast (if applicable), staked, weighed down, and tied down (if applicable) before you leave the event venue for any reason. 
5. Vendors are required to prepare for severe weather by having weights secured to all legs of your pop up tent. Tents should be zipped and at half mast during closed hours of the event, if possible. Lead lines should be utilized if possible, and must stay out of walkways and fire lanes. They also need to be marked for high visibility so that they don’t become a tripping hazard.
6. Damages that occur to your tent or merchandise will be your sole responsibility. Should your setup injure or cause damage to others, you will also be responsible to make amends for any and all loss or damages. Do not leave valuables unattended. No such loss or damages will be the responsibility of WRF, the venue, or the owners/managers of the venue. 
7. Vendors are required to utilize the designated vendor parking area, which will be indicated and shared upon approval of your application.
8. Vendors are required to be in costume for the duration of the event.
9. Vendors are required to decorate their booths/tents to fit the family friendly, ren/fantasy theme. No open flames are allowed at the venue, so LED lighting and electric candles are highly encouraged. Battery operated lighting is highly recommended, as electrical connection is not guaranteed. Please bring your own power strips or extension cords. Cords may not be in walkways, fire lanes, or present a tripping or fire hazard. Rugs or cable covers must be utilized and secured to the ground if the cord has to cross a path. Generators are permitted on a case by case basis, and must be approved for use by the event coordinators.
10. Upon approval of your application, you will remit payment to Whidbey Ren Faire within 7 business days or your space will not be held.
11. Vendors must have all of their belongings and any waste produced removed from the premises no later than noon on Monday, the 26th of May. Waste can be disposed of in the rented dumpster on site.
12. Vendors will be required to submit their sales data reports to WRF staff (a form will be provided) and a 10% commission charged to be paid on closing. If you have not made back your booth fee in sales, you will not be charged commission.
13. We have a non-exclusivity rule for all of our events. That means that we will not work with any exclusive vendor and prevent others with similar products at our faire. We want to ensure that all businesses have an equal opportunity to showcase their wares at our events. We will ensure a smooth and happy experience by doing our best not to place any similar vendors next to one another.

14. Update as of March 3rd, 2025

    Since we are getting closer to the event date, Island County Health Dept. has reached out to let us know that it’s time for our food vendors to start submitting Temporary Food Establishment licenses for any food vendors that do not already operate inside of Island County. 

    Attached will be the guidance pdf link as well as the application link and email to Todd, our wonderful County Health Dept. Officer for any questions you may have for them.

    
    

    Guidance pdf;

    https://www.islandcountywa.gov/DocumentCenter/View/1478/Guidance-for-Temporary-Food-Establishments?bidId=

    
    

    Temporary Food Establishment Application;

    https://www.islandcountywa.gov/DocumentCenter/View/1480/Temporary-Food-Establishment-Application--Temporary?bidId=

    
    

    Additional information;

    https://www.islandcountywa.gov/657/Temporary-Food-Establishments

    
    

    Todd Appel;

    T.Appel@islandcountywa.gov