The Oklahoma City Renaissance Festival Mailing Address: P.O. Box Oklahoma City, OK 73137

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1 The Oklahoma City Renaissance Festival Mailing Address: P.O. Box Oklahoma City, OK Shipping Address: 8901 N. Eastern Avenue Oklahoma City, OK HUZZAH!!! Thank you for showing interest in becoming a merchant at one of the newest permanent site festival locations in the United States. Located on 20+ acres the site is currently being transformed into a MUST SEE attraction in the heart of the Adventure District in Oklahoma City. Other attractions in the Adventure District include: The Oklahoma City Zoo and Botanical Gardens The National Cowboy and Western Heritage Museum Remington Park Racing Casino Science Museum of Oklahoma And MUCH more. The Adventure District in Oklahoma City attracts MILLIONS of visitors annually and is situated in Northeast Oklahoma City at the crossroads of two of the busiest highways in the United States (I-44 and I-35) Inaugural Season Dates and Times September 1 st (School Day) 10am-2pm* September 1 st GRAND OPENING CEREMONY 6pm-10pm** September 2 nd, 3 rd, and 4 th 10am-7pm September 8 th, (School Day) 10am-2-pm* September 9 th, 10 th 10am-7pm *Certain vendors are not required to participate in School Day festivities but it is encouraged to have small inexpensive items available for purchase. Vehicles are not allowed on festival grounds during the hours of any festival day. **All Vendors are cordially invited to our grand opening ceremony happening in the Festival Courtyard near the festival entrance. Each vendor will receive two tickets to this exclusive event. Contract deadline is Friday August 4 th, 2017 Merchant Rules and Guidelines This contract must be accompanied by a check or money order (NO CASH) for payment of fees. Credit Cards are accepted and can be taken over the phone. 2. Proof of liability Insurance is REQUIRED and must be submitted by August 18, OKC Renaissance Festival LLC must be labeled as an additional insured on your policy. Once the contract and payment have been received, a signed copy of your contract and a receipt as proof of payment will be mailed to you. If your application is rejected for any reason, your payment will promptly be mailed back to you or a credit placed back onto your credit/debit card. Vendor Initials OKC Ren Fest Contract page 1

2 Vendor Fees: $250 Tent Merchant flat fee, booth size up to 20 X 20. $150 Cart Vendor flat fee $400 Food Merchant flat fee (Desserts only allowed this year.) Two or more Tent Merchant booths up to 20 X 20 spaces for tents, $200 flat fee each booth. Vendor spaces cannot be combined with another vendor. For Merchants who do not have a tent or plans to build a permanent structure, we have several buildings available to rent. Please contact us for pricing information. $50 flat fee for Merchants that need electricity per booth. Water is NOT included in merchant costs Special Discount Fees: Any contracts turned in and paid prior to June 15 th, 2017 will receive a 10% discount on their booth fees, (this does not include electric fee.) Any Merchant building a permanent structure will vend the first year for free and additional discounts will apply for future vending. All building plans for permanent structures must be approved by our building director and construction must be completed prior to Aug 31 st, Discounts are available for Merchants who can also provide stage and lane entertainment and demonstrations of product. Contact us for additional information. Festival Hours and additional information: All Merchants must be able to work ALL days of the Festival. No exceptions! Merchants building permanent structures who have approved plans may begin building as soon as they have a festival signed contract. Vendor booth setup will begin August 25th, If you need an earlier set up time, contact us. All Merchant setup must be completed by Friday, September 1st, 2017 by 6:00pm. Please keep in mind that set up can continue during the School Day on September 1 st but ALL vehicles will be cleared from the festival grounds. All booths must open promptly each day for the run of the festival at 10:00am (not including school days) and will close no earlier than 7:00pm, unless otherwise instructed by the Merchant Services Director. Lodging and Accommodations: Please contact us for RV (parking) and tent camping arrangements. All Merchants are responsible for making arrangements for hotel stays. Camping and RV parking are available for a small fee, but there are no available hookup utilities. Port-a-Potties will be provided. For the inaugural season we may not have showers or sinks available in the Vendor/Performer camping area. Please contact Bob Wright (405) or Adam Stephens (580) for Camping/RV parking information. Vendor Initials OKC Ren Fest Contract page 2

3 Merchant Rules: All Merchants must abide by the following Rules and Policies of OKC Renaissance Festival LLC (OKCRF). The Rules and Policies are incorporated herein and become part of this contract between Merchant and OKCRF. This contract is terminable at will by OKCRF. Anyone caught in violation of these rules will be escorted from the Festival site immediately without compensation or refund of fees. 1. Disorderly Conduct: drunkenness, theft, fighting/arguing, intentional damage of OKCRF property, profanity, sexual acts, and lewd behavior will not be tolerated. 2. Participants must not smoke cigarettes, pipes, period smoking accessories, or other tobacco products (including vape) in front of patrons. There is a reserved area available. If you do, however, wish to smoke in your booth; only period pipes and other period smoking accessories are acceptable and every effort must be made NOT to smoke in front of potential customers. 3. All vehicles must be removed from the site one hour in advance of the grounds opening each day which is 9:00am. You will be directed of where to park upon arrival. 4. No privilege will be granted for questionable, immoral show, gambling, or the sale narcotics - nor will it be permitted on the grounds. Merchants shall not sell or promote drugs or any drug paraphernalia from their space on OKCRF grounds. OKCRF HAS A ZERO TOLERANCE POLICY. The Oklahoma County Sheriffs Department and the OKC Police Department will be onsite. Probable cause may resort in search and seizure of any/all property if you are found in possession of ANY illegal substance(s). 5. JUST TO BE CLEAR: Any person or persons caught with any illegal substances, selling, using, and/or distributing these items, will be removed from the site immediately without compensation or refund of fees. Your personal and business property could be seized by the Oklahoma County Sheriffs Department and/or OKC Police Department and legal action will be taken. 6. Pets are allowed on the festival site unless they are deemed aggressive by OKCRF Management. If your animal is deemed aggressive the animal can be kept at your space in the Vendor/Performer Camping area. If you do not have a space there you must make arrangement to board your pet(s). 7. Merchants must have period costume with appropriate footwear/headwear and be fully clothed at all times. Family friendly costumes only (no exposed breasts, buttocks, genitalia). Bare midriffs are acceptable and all weapons must be peace tied. The carrying of fire arms or explosives on the festival site is prohibited. 8. At the beginning and end of each festival day, merchants must police their area for all trash. A garbage trailer will make rounds at the end of the day for you to throw your trash onto. Merchants are responsible for their own cleaning supplies, trash bags, tools, and any/all items necessary for the setup/operation/teardown of merchant space. OKCRF will not provide any items. 9. Please use electronic devices discreetly from public view except for accepting payments via credit cards. 10. Merchants may bring their own food and drinks to the site. Eating in your booth is allowed; however, you must remove food from original packaging and eat and drink from period appropriate dishes. Coolers/ice chests must be hidden from view or covered with period appropriate materials. 10a. Non-Food Merchants are not allowed to sell any food/beverage product on OKCRF festival grounds. 11. OKCRF reserves the right to postpone or cancel the dates of the event covered by the contract for any cause whatsoever which they deem necessary for the general good of all concerned. 12. All merchant spaces must be period appropriate. A picture of your tent/structure must be included with your application. 13. All non-period items must be concealed. 14. Booth placement will be determined by the OKCRF Merchant Services Director and is on a first come first served basis. Please refer to festival map and indicate where you would like your 1 st choice, 2 nd Choice, 3 rd Choice merchant space. 15. All Merchants are responsible for protecting their structures and merchandise from inclement weather. 16. All Tent Merchant, Food Merchant, and Cart Merchant area(s) must be completely cleaned and cleared from the festival grounds no later than Tuesday September 12 th by 5:00pm. Each merchant must check out with Vendor Services before being permitted to leave OKCRF festival grounds. Vendor Initials OKC Ren Fest Contract page 3

4 Insurance: The Merchant shall, at its own expense, provide and maintain in force during the term of this use to the Leased Space, general liability insurance covering the Merchant, its employees, agents or representatives. The insurance shall be carried by a company authorized to transact business in the state where the event is conducted approved by the Oklahoma City Renaissance Festival. General liability insurance is required in the amount of $1,000,000, property damage and no less than $1,000,000 for one person and $1,000,000 for one accident for personal injury. The Oklahoma City Renaissance Festival (OKC Ren Fest LLC) must be named as an additional insured on the certificate. The Merchant shall furnish the Festival with certificates of such insurance prior to use of the Leased space by the Merchant for any reason. Proof of insurance must be provided by August 18 th, Special Provisions for food Merchants and merchants: If the Merchant is to sell, give, dispense or otherwise make available to the public any food or beverage or any other matter for ingestion by living creature, whether human or otherwise, the Merchant hereby undertakes and agrees to indemnify any hold the Oklahoma City Renaissance Festival grounds and it s employee or agents of said establishments harmless from any and all claims, demands, costs and expenses, including reasonable attorney fees for the defense of such claims or demands, by the general public, employees or representative of the Merchants or other on account of or occasioned by the Merchant s distribution of the aforesaid food, beverage or other ingestible matter. Any permits or certificates required by the local health department or other governmental agency for the distribution of such materials shall be furnished to the Festival at the Merchant s expense, prior to the time any such material are distributed. The undersigned agrees to indemnify the Oklahoma City Renaissance Festival Grounds, OKC Ren Fest LLC, owners, managers, and staff; and hold aforementioned parties harmless from any liability whatsoever from any claim to injury including, but not limited to, bodily injury, property damage, fire, theft, explosion, or any loss sustained by the undersigned or any of the undersigned's group while contracted with the Festival. It is agreed that the above contractor (herein referred to as Merchant, Merchant or Booth Operator) is an independent contractor and as such is responsible for any and all taxes, including workmen's compensation. For the purposes of this contract, all references to the Festival refer specifically to The Oklahoma City Renaissance Festival, OKCRF, and OKC Ren Fest LLC *** If you have any questions regarding this application, please contact us. *** Contact information: Bob Wright Adam Stephens Owner and Merchant Services Coordinator Owner and Merchant Services Coordinator Bob@okcrf.com Adam@okcrf.com (405) cell (580) Vendor Initials OKC Ren Fest Contract page 4

5 Merchant/Owner Name: Merchant/Owner Signature Date Business Name Phone website Mailing Address Booth Fees $250 Tent Merchant flat fee, booth size up to 20 X 20 $350 Food Merchant flat fee (Dessert only for this year) $150 Cart Merchant Flat Fee Two or more Tent Merchant booths up to 20 X 20 spaces for tents, $200 flat fee each booth $50 flat fee for Merchants that need electricity per booth is VERY limited and may limit the area(s) your booth can be placed. Booth #1 (single booth) Booth #2 (if multiple booths) Booth #3 (if multiple booths) Booth Fee $ Booth Fee $ Booth Fee $ Electricity Fee $ Electricity Fee $ Electricity Fee $ TOTAL FEES $ TOTAL FEES $ TOTAL FEES $ 1 st preferred booth # 1 st preferred booth # 1 st preferred booth # 2 nd preferred booth # 2 nd preferred booth # 2 nd preferred booth # 3 rd preferred booth # 3 rd preferred booth # 3 rd preferred booth # If your application/contract is rejected for any reason, your full payment will be mailed back to you or credited back to your credit card/debit account. 1. On a separate piece of paper, please describe the theme of your booth. Include a detailed description of products, services or games. Pictures of booth setup, primary product, and Employee Names required. 2. Please initial in the bottom left of EACH contract page to acknowledge you have read that page. 3. Please mail the ENTIRE CONTRACT, booth description page and pictures, and all payments to the address listed below. *All payments must be made out to OKC Ren Fest LLC (checks or money order only.) MAIL TO: Oklahoma City Renaissance Festival P.O. Box Oklahoma City, OK I have read and understood the terms and conditions of this contract and the aforementioned rules and guidelines: Merchant s Signature Date Festival Signature Date OKC Ren Fest Contract page 4

6 2017 Oklahoma City Renaissance Festival Vendor Map