*NON-PERIOD ACCURATE* Renaissance, Homemade or Craft Vendor Application

Join us at our annual Pirates of the High Seas & Renaissance Fest. This annual award-winning festival brings over 15,000 people for its main parade. *THIS APPLICATION IS FOR NON-PERIOD ACCURATE VENDORS. YOU WILL STILL NEED A THEMED TENT COVER AND PIRATE/RENAISSANCE DECORATIONS* 

EXHIBITOR PARKING – PLEASE NOTE: Exhibitor Parking is provided in the lot located behind Aaron Bessant Park. Booth Tear Down: Packing up of booth supplies may begin at 9:00 pm on Sunday. Except for Food Trucks, vehicles are NOT permitted onsite. You must use dollies. Staff will advise you when you can move your vehicle closer. We suggest that you bring dollies and hand trucks to remove your booth valuables if you find it necessary to remove any items on Sunday (at the close of the event). 

Please note that we do not offer exclusivity for any specific products or food items. While we do our best to maintain a balanced and diverse vendor lineup, we cannot guarantee that other vendors won’t be offering similar or overlapping items.

ITEMS TO BRING: Handy items you may want to bring to set up your booth include - a staple gun, cable ties, duct tape, pens, 50'-100' extension cords, lights, and scissors. If you have large, heavy items to move a dolly would be handy to also bring along with you. 

ELECTRICITY: Any special electrical needs need to be approved in advance of the show. Unless other requests and arrangements were made in your agreement, each space will have access to a single 110 outlet, located approx. 25’ from your booth. Exhibitors must provide their own 50’ outdoor approved extension cord for individual needs. 

SECURITY: You are responsible for all valuables, items, and prizes at your booth. Visit Panama City Beach employs private security, however, we cannot be responsible for lost, damaged or stolen items from your booth. 

EQUIPMENT: Unless you have ordered (and paid for) a rental package, you are responsible for providing your own tent, weights, table, and chairs. 

STAFFING: Please make sure the people staffing your booth are familiar with our Booth Policies & Guidelines. Coordinate staff access to the site in advance to avoid confusion. Every person staffing your booth, whether employees or subcontractors, will need to check in at the Vendor Check-In booth. 

CANCELLATION POLICY: No refunds for any fees paid. The application fee is taken immediately upon application received. Once the committee approves you for the show, you will receive an acceptance email. No Refunds. 

NO-SHOW POLICY: Vendors who have not checked in and/or notified the event with a message via phone call (850-708-5662), or email (smickey@visitpanamacitybeach.com) by 3:00 pm on the day of the event, will be considered a NO SHOW and the assigned space will be forfeited. 

SETUP DATE & TIME: Thursday, October 9th from 8 am – 5 PM (Booth # and location provided upon check-in). Friday, October 10th from 8 AM – 3 PM. *Dates and details subject to change*  

UNLOADING: Early set-up times will allow an easy route to drop off your items at your tent. Closer to the event, you will have to cart in your items. Except for food trucks, vehicles must be removed from the load-in site as soon as emptied to allow for others to unload. Please bring any carts/dollies, extension cords, lights, décor, tablecloths, or other items you might need. 

BOOTH HOURS: Friday, October 10th (4 PM – 8:30 PM), Saturday, October 11th (10 AM - 8 PM) and Sunday, October 12th (Noon - 5:00 PM).

If you need immediate assistance during check-in, please see the staff at the Vendor Check-In Booth. If you have any questions leading up to the event, please feel free to contact us at 850-708-5662. We look forward to another great show with you!

This is an electronic agreement and by selecting the booths, you are validating and approving this agreement electronically.

All vendors must be set up and ready one hour prior to the gates on the day of the event. Please review the following rules and policies to ensure your safety and enjoyment during the festival.

1. When applicable, the application fee is deposited upon receipt and is non-refundable. Booth fees are due in full upon acceptance. No Refunds.
2. No Animals Allowed except for service dogs: “Service Animal” means any dog trained to do work or perform tasks for the benefit of an individual with a disability. Pets proving emotional support, well-being, comfort, or companionship are not recognized as service animals under ADA regulations. Misrepresenting a dog as a service animal is a criminal violation.
3. Weapons (including pocket knives) will NOT be permitted at the event. Period accurate weapons must be sheathed and peace tied. No naked or exposed sharpened steal. Firearms are prohibited. 
4. Large inflatables are not permitted without written permission from Visit Panama City Beach in advance.
5. Booth placement is carefully chosen by the committee. Non-period accurate vendors will be placed separately. No changes in booth location are permitted after the event begins.
6. Exhibitors may not share booth space nor may they sublet or apportion space to anyone else. Booths are non-transferable and must occupied by the applicant. Artists may only exhibit work in the category in which they applied. Items misrepresenting works presented at the time of application are subject to immediate dismissal from the show. Artists must display their own work.
7. Display space is permitted within your reserved area only. No items are permitted placement outside of your reserved area. Construction of booths & displays must be appropriate and be able to withstand inclement weather and crowd activity.
8. Cartons or boxes must be kept out of view. Exhibitors are responsible for keeping booth space clean, safe & secure. Exhibits and materials contained must be within the assigned booth space and cannot be extended. Please break down all packing material, cardboard, and corrugated boxes at your booth location and dispose of them in the designated roll-offs.
9. You must display appropriate conduct. The committee reserves the right to remove or prohibit anything that is deemed not suitable, including persons, conduct, material, and other items. No selling or soliciting outside of booth space.
10. Breakdown of booths must be completed and removed by 9:00 PM on Monday, October 13th. Any materials left behind will be confiscated and disposed of.
11. Participation is required during all hours of the event. Exhibitors who break down displays or depart before the close of the show each day will not be allowed to return to future shows.
12. In most cases electricity is provided on a first come first served basis. Please provide your own power cords. Recommend 25ft to 50ft.
13. If you have been approved, you must provide a copy of your liability insurance certificate with Visit Panama City Beach, 17001 Panama City Beach Parkway, Panama City Beach, FL 32413 listed as an additional insured, and email to smickey@visitpanamacitybeach.com.
14. Exhibitors will cause no noise that can be heard beyond the perimeter of their own exhibitor space. This noise includes but is not limited to music (recorded or live demonstrations) or motivational tapes. Hawking of items is prohibited.
15. Vendors are responsible for the collection, payment, and reporting of their own sales tax. Visit Panama City Beach staff will come around on the final night of vending and collect the 1% city tax.
16. Parking is available at no charge in the Vendor Parking Lot provided. (All exhibitors MUST check in at Vendor Check-In first.)
17. Exhibitors must abide by and displays must be in accordance with local fire regulations.
18. Panama City Beach Police officers and Private security provide security during the shows' hours of operation. The show takes place in an outdoor setting, so reasonable precautions should be taken to ensure the safety of your property. All work is exhibited at the artist’s own risk.
19. All tents are required to withstand winds and rain and be properly weighted. Properly weighing requires AT LEAST 40 pounds per leg (Weights Only and more in windy weather). Tents must be connected to weights with rope or straps, not bungee cords. You must use 40 lb. weights (weights only) on each leg to anchor your booths down. You will not be able to set it if not properly weighted.
20. You cannot drive up to your booth while the gates are open and/or the area is not safely maneuverable for vehicles. You may be asked to cart in only by organizers.
21. A MONITORING COMMITTEE CONTINUALLY ENFORCES THE RULES OF THE EVENT TO ENSURE THAT ALL WORK SHOWN IS IN COMPLIANCE WITH THESE GUIDELINES. VIOLATION OF THE RULES MAY RESULT IN IMMEDIATE EJECTION FROM THE EVENT WITH NO REFUND. THIS ACTION WILL RESULT IN THE BANNING FROM FUTURE PARTICIPATION. Your online application and/or return of the registration materials indicate your understanding and acceptance of the Rules of Participation and General Policies. Rules Committee members circulate during the show and any vendor observed not following the rules may be immediately dismissed and will not be allowed to participate in the event again. Reasons for expulsion from the show are not limited to these violations and any artist or vendor may be put on probation or excluded at the discretion of the event management team. During the term of this agreement, the vendor assumes all risks in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind, to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of vendor’s operation. Vendor hereby expressly agrees to hold harmless Visit Panama City Beach, the City of Panama City Beach, Pirates of the High Seas Fest, its agents, volunteers, employees, officers and directors for penalties for violation of any law, ordinance or regulation affecting its activity and from any and all claims, suits, losses, damages or injuries directly or indirectly arising out of or in connection with permitted activity or conduct of its operation or resulting from the negligence or intentional acts of vendor or its officers, agents or employees.