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Ravenwood Foundation, a Virginia nonprofit corporation, is the owner and operator of Ravenwood Faire held this year at the Frederick County Fairgrounds located at 250 Fairground Road Clear Brook, VA 22624.  Ravenwood Faire is a themed venue aiming to provide the community a family friendly experience, consistent with our mission, reflective of the life and times of civilization around the world in the late medieval and high renaissance period of history.  This event is open to the public with ticketed admission.  The venue success is dependent upon quality vendors, skilled artists and performers, volunteers, admissions, and effective marketing campaigns.  These rules have been designed to provide the best attendee experience, further the mission of Ravenwood Foundation and to comply with provisions it is beholden to.

In addition to the Ravenwood Faire General Rules, all VENDOR, ARTIST, PERFORMER AND VOLUNTEER participants must review and comply with the following rules:

(NOTE: Time sensitive deadlines within Business License, Permits and Certificates)

Sites
Sites are reserved for event weekend October 26th through 27th (10 a.m. – 7 p.m.),  In summary the fees:

  • Application Fee is $25
  • 12′ x 12′ Site Fees are fixed at $125 -OR- 10% of gross receipts (your choice)
  • 24′ x 24′ Site Fees are $250 -OR- 10% of gross receipts (subject to approval)
  • REGISTRATION DEADLINE is October 15th

The Vendor Application form will allow you to enter contact information and provide information about your business for the vendor committee to review prior to approval.  Terms and conditions, optional amenities and payment mechanisms are also available within the form.  Contact sales@ravenwoodfaire.us for multi-site discounts, gross receipts based fee option and general questions.

Tent and Equipment

Participants will provide their own tent, booth, cart, tables, chairs and décor.  Participants are responsible for erecting, securing and ensuring conformance with faire theme.  Staff will be onsite during the posted times to coordinate setup, operation and breakdown. Tents must be flame retardant or treated with flame retardant materials.

Any special accessibility needs, site(s) requirements or special access times should be brought to the attention of Ravenwood Foundation at least two (2) weeks prior to event for consideration.

Décor

Tent, temporary booth or cart décor must fit the festival theme. Contemporary table and chairs legs must be covered completely. Plastic or contemporary storage containers must be kept out of sight. 

Attendance

Participants must have at least one representative operating their approved site(s) from 9:30AM through 7:00PM for each public operating day.  Having an assistant is encouraged to give you breaks. All participants must be listed on the participant form for security check-in and have a signed release agreement for our records.

Amenities

Electricity, water and other special requests must be approved at least two (2) weeks prior to event.  Participants should maintain one fire extinguisher per site.  Prior approval from Ravenwood Foundation is required for participants relying upon or incorporating fire or flammable materials within the fairgrounds.  This approval will stipulate additional requirements (i.e. fire-retardant materials, fire suppression, insurance).

All staff, vendors, performers and volunteers are required to wear attire to fit the faire medieval and renaissance theme (approximately 1200 A.D. through 1700 A.D.).  It is the responsibility of each performer to obtain costumes.  At time of writing, there will be no Costume Shop available at Ravenwood Faire.

All participants must obtain and produce on demand a “Participant Badge”.  All participant vehicles will be required to prominently display a “Participant Parking Permit” in their vehicle while on the fairgrounds.  Badges and permits can be obtained from the Security Station at each of the fairground entrances.

Participants are responsible for holding valid and in effect required licenses, permits and/or certificates required to participate at Ravenwood Faire.  Ravenwood Foundation must receive copy of same prior to operation within the faire.

Frederick County Vendor Permit

Specifically, Frederick County Virginia requires the out of jurisdiction (those not already registered to do business in Frederick County) must complete and submit with the $35 fee to the county directly.  They require this no later than October 18th.  The application directly with the county is here:

Products sold to Ravenwood Faire patrons must be handcrafted of natural materials and fit the medieval and renaissance theme (approximately 1200 A.D. through 1700 A.D.).  We discourage imported or mass-produced items.

In addition to General Site Rules, Food Sites have additional requirements.  Food products must be of high quality.  Food vendors must comply with health department rules and regulations and provide a current copy of food permits.  All food service utensils (napkins, plates, cups, etc.,) must be biodegradable or recyclable, no Styrofoam allowed.

  1. Coolers, phones, calculators and other post renaissance innovations must be out of attendees view or covered.
  2. Vendors using open flame must receive prior approval of Ravenwood Foundation.
  3. Food Vendors are required to be on site, completely set up, and ready for Health Department inspection no later than 9am on Saturday October 26th
  4. Ravenwood Foundation reserves the right to limit the duplication of food items.
  5. No generators are permitted.  Power requirements to be reviewed and approved in advance.
  6. Vendors are responsible for keeping the area around their booth and any nearby seating area, clean from trash.
  7. Booths using hot grease must reviewed and approved in advance for fire safety compliance.
  8. Kitchen access in the Manor Hall (i.e. grills, stoves, deep fryer, microwaves, refrigerators and perp surfaces) must receive prior approval by Ravenwood Foundation.

Being able to accept credit/debit cards is encouraged and will make it easier to sell your products and/or services.  Though we anticipate having an ATM available to faire guests, we cannot guarantee its availability.  Make sure you have cash on hand to make change for cash transactions as the Manor will not be able to provide change services.

  1. Participants are responsible for procuring and maintaining their own insurance as may be required by the nature of business they operate and their tolerance for risk exposure. Ravenwood Foundation does not require a certificate of insurance for general participants.
  2. Participants which may present any elevated risk (i.e. rides and games, weapons displays and demonstrations, food preparation and service) to the fairgrounds, guests, staff or other participants will be required to provide a certificate of insurance showing proof of current General Liability or event insurance in the minimum amount of $1,000,000 and, if applicable, Insurances as required by Federal, State or Local statute, and agrees to name Ravenwood Foundation as an additional insured in respect to liability.

Participants shall indemnify, defend and hold harmless Ravenwood Foundation and its parents, subsidiaries, affiliates and their directors, officers, employees, agents and subcontractors against all third-party claims or actions, and any liabilities, losses, expenses, damages and costs including, but not limited to, reasonable attorney fees related participation at Ravenwood Faire.  Participant agrees to assume all liability, jointly and severally, for any injuries or damages that may be performance related, or that participant or its employees or contractors may cause to any persons or property arising from participation at Ravenwood Faire.

Participants will have access to the Frederick County Fairgrounds at 250 Fairground Rd, Clear Brook VA 22624 for load-in, setup and load-out.  Ravenwood Faire staff will be on-site to coordinate vehicle and foot traffic to and from sites.  Allow extra time as queue times may vary.

Reserved vendor parking will be provided in an adjoining lot.  Reserved parking is limited to two (2) vehicles per site rented.  Additional parking, if required, will be on first come first serve basis.

Load-In

  • Friday October 25th 2019 between 3:00PM and 6:30PM.
  • Saturday October 26th 2019 between 6:00AM and 9:00 AM
  • Sunday October 27th 2019 between 6:00AM and 9:00 AM

Load-Out

  • Saturday October 26th 2019 between 7:45PM and 10:00PM
  • Sunday October 27th 2019 between 7:45PM and 10:00PM
  • Monday October 28th 2019 between 7:00AM and 9:00AM

Ravenwood Faire staff and lead volunteers will hold two (2) daily meetings.  Participants are welcome to attend.  The venue, time and agenda are as follows:

Opening Meeting at 9:00AM in the Manor Hall

Kickoff, recapping roles and responsibilities, logistics and announcements

Closing Meeting at 7:30PM in the Manor Hall.

Recapping days performance and announcements.

  1. Participants parking of RVs and campers is limited and must be approved for both location and times. Electrical and/or water hookups cannot be guaranteed unless arranged and approved in advance.  Approved participants will receive am “Overnight Parking Permit”.
  2. Participants may overnight with their booths, as long as aisles and roadways are kept clear at all times. In all cases, fairground sites must be ready for inspection by 9:00AM and operational by 9:30AM each operating day.  Approved participants will receive an “Overnight Badge” for each person approved.
  3. No guests are permitted within fairgrounds outside of public operating hours 10:00AM through 7:00PM each operating day. Security will escort from fairground premises and/or notify proper authorities for any individual not in possession of an “Overnight Badge” with corresponding proof of identity.
  4. No open fires (i.e. campfires, bon fires, burn barrels, etc.) will be permitted.
  5. Quiet time is 10:00PM through 6:00AM. Please be mindful of your neighbors and the community.

Ravenwood Foundation will provide security as it deems reasonably necessary during faire operating hours.  Off-hours security will not be responsible for losses of merchandise or equipment not removed from the fairgrounds or left unattended.

Ravenwood Foundation is a nonprofit organization and is an approved 501(c)3 federal tax exempt organization (See Ravenwood Foundation in the Faire Facts menu).  This status does not relieve participants in any way of sales, income or excise taxes they may me liable for while transacting business at Ravenwood Faire.  Ravenwood Foundation will not be liable for, reporting of or withholding of any federal, state or local taxes on behalf of participants.