2024 Pirate Day in the Bay Vendor Information & Application.
Pirate Day in the Bay is held by The Mystic Krewe of the Seahorse. The Event Committee has complete and final authority over the event operations and reserves the right to immediately remove any vendor from the festival who violates any stated regulation.
ELIGIBILITY: Open to all crafters and artists; Vendors will be subject to approval by the event committee. There will be NO food Vendors allowed this year.
Applications will be considered for approval once completed form is received by the event committee. If you are approved, you will receive an invoice and be notified of acceptance on or before March 10, 2024. No spot is guaranteed until fee is paid and merchandise pictures have been received.
DISPLAY EQUIPMENT: Canopies, protective coverings, display stands, tables, chairs, extension cords at least 100' long, fans, etc.., are the Vendor's responsibility. Vendor should bring trash bags for picking up and disposing of own trash and should come prepared for any kind of weather. Vendors will have adequate space in the back of booths for chairs, etc., but space between booths is limited. There will NOT be parking for vehicles or trailers at the booths.
LOCATION/OPERATION SCHEDULE: Booth spaces are located in the parking area between Pirate Central and Cuz's Old Town Oyster Bar & Grill. The following is the operating schedule for vendor booths. The event is open until 11pm each night and you may stay open until that time if you would like to.
Friday, May 17, 2024: 4 pm until 8 pm. Check-in and Set-up time is from 10am - 3pm. Set-up times will be assigned, please do not arrive any earlier than your assigned times. Vehicles will only be allowed in the vendor area during set up hours on Friday. All vehicles must be removed by 3pm. There are no Saturday only vendors this year.
You may bring your vehicle back to your booth after 11pm on Friday and before 9am on Saturday to remove or replenish your merchandise. No vehicles are to be on the grounds during the festival.
Saturday, May 18, 2024: 10 am until 8 pm. The event closes at 11pm. If you would like to close between 8pm and 11pm, you will have to walk your merchandise out. For safety concerns, vehicles will not be allowed into the vendor area until the close of the festival.
BOOTH SIZE & FEE: A both space (approximately 12' front and 10' deep) will be provided for two days, Friday & Saturday of event weekend. Artist must furnish all set-up equipment, including tents, extension cords if needed, display tables and chairs.
The booths are $125 each for both days. Power will be an additional $20 per booth - 20 amp limit.
BOOTH ASSIGNMENT: Booth spaces are limited and will be on a first come first serve basis. Booth choice is available but not guaranteed, and an email or phone call form the event committee will confirm your booth choice. Availability is NOT guaranteed until your confirmation is received. Applications will be accepted until all spaces are filled. Special request for booth position (proximity to other vendors, etc) should be noted on the applications form under special requests. Accommodations will be made by the event committee if possible.
LIGHTING/ELECTRICITY: If electricity is needed, PLEASE let us know at time of application. Extension cores are the responsibility of the vendor. It is suggested to bring extension cords of at least 100'. Electricity will be an additional fee of $20 per booth - 20 amp limit.
WEIGHTS FOR CANOPIES: Appropriate weights to secure canopies are required since the booth swill be on concrete. 50lb weights on each corner secured by 300lb tensile strength rope secured to the upper frame are recommended. Please no sharp edges to avoid injuries.
Additional tent safety information is available upon request.
Weights will be checked during setup. If you do not have the appropriate weights at the time, you will not be able to sell merchandise until appropriate weights are installed.
CHECK-IN/SET-UP: All vendors must check-in to receive registration packet with includes booth number, sales tax form and other information. There will be event personnel located between Pirate Central and Cuz's Old Town Oyster Bar & Grill to help with check-in and assist with locating your assigned space.
Friday, May 17, 2024: Check-in and Set-up times are from 10 am - 4 pm. Set up times will be assigned, please do not arrive any earlier than your assigned times.
SECURITY: There will be security on site Friday night, however; we encourage you to not leave any merchandise visible. Please drop your tent(s) at night for security. YOU ARE RESPONSIBLE FOR YOUR OWN MERCHANDISE.
TAX FORMS: Everyone will receive a tax form in the vendor check-in packet. IT IS THE VENDOR'S RESPONSIBBILITY TO RETURN ALL TAX FORMS AND PAYMENTS PRIOR TO DEPARTURE.
PARKING: There is parking at the Parking Garage on Court Street.
EXHIBITION STANDARDS & RULES:
Booth spaces may not be transferred or otherwise assigned.
Pirate images may not be used on shirts, posters or flags but is allowed on other items.
The use of "Pirate Day in the Bay" and "Mystic Krewe of the Seahorse" on merchandise is prohibited unless written permission is obtained from the festival committee.
Vendors are responsible for cleaning up vendor spaces, including areas in front/rear of booth.
Booth number must be prominently displayed.
Tents must be properly secured and tied down with proper weights attached.
No offensive (including any profanity), racial or drug related merchandise will be displayed, sold or distributed. This will be monitored, and objectionable merchandise will be removed from booth immediately. Failure to comply will result in immediate closure of the the booth.
No weapons of any sort are allowed.
No pets are allowed in Vendor booths.
No food vendors will be allowed. No Food or Drinks can be sold.
If any permits are required, it is the Vendor's responsibility to obtain that permit.
REFUNDS FOR WEATHER: There will be no refunds due to weather conditions. In the event of a storm/hurricane or other significant event, the festival may be rescheduled, and all original booth commitments will be honored.
HOLD HARMLESS: Vendor agrees and covenants to indemnify, defend, and hold harmless the Mystic Krewe of the Seahorse and its officers, directors, volunteers, officials, employees, members, agents and assignees from and against any and all liabilities, claims, suits, and causes of action of whatever nature or type (including but not limited to causes of action based upon tort, strict liability or otherwise), and all attorney fees, costs, and expenses incidental thereto, which may arise or in any way be connected directly or indirectly, with Vendor's participation in the festival. This indemnification is absolute, personal to the Vendors, and is not limited by the Vendor's insurance coverage.
CONTACT INFORMATION: If you have any questions, concerns, or comments, please contact Betty Greiner at 816-536-1374 or by email firstname.lastname@example.org.