Merchant Frequently Asked Questions

Thank you for your interest in becoming a merchant at the Oregon Celtic Festival. 

Please read the following frequently asked questions (FAQs) prior to filling out the application.  

When can I apply to be a merchant at the Oregon Celtic Festival? 

Applications open in January and will be reviewed at the mid February and then every few weeks until we are full.  Although the application will remain open until all spots are filled, some categories do fill up very quickly.  Prospective merchants are encouraged to complete their applications as early as possible.     

When is the festival and where can I find more info about the festival?

The 2024 Oregon Celtic Festival is September 13, 14, and 15 in Canby, Oregon. More info about ORF can be found at orcelticfest.com

What is the process for becoming a merchant at the festival?  

Complete the application form on event hub.  We will review your application and let you know if you have been approved or not.  The first application review will occur mid February and each month thereafter.  Once approved you will need to sign your contract, upload your insurance certificate, and pay your invoice by the deadlines contained in your approval notice. 

Why do I need to submit photographs?

Quality product photographs are very important as they comprise the largest single factor in our decision-making process.  Make sure you are showcasing your merchandise in the best possible light.  

Prospective merchants should fill out the on-line application, and submit photographs and descriptions of their merchandise/products.  Additional photographs of your products or services, and booth set up may be emailed to merchants@wanderingintime.com with your business name and the words application photos in the subject line.  

You may include links to an online store, drop box, etc. but make sure the selection you include with your application puts your best foot forward.  We will only follow these links or review email submissions if we determine that your initial application merits further consideration.  

If your application is accepted, you will receive an acceptance email with information about what is required and other important information.  Acceptance notices begin to be sent out in late February and continue until all spaces are filled. 

What is included in my booth fee?

Your booth fee covers the booth space, ID badges for you and any booth staff, weekend camping in participant camping or in your booth, and security on the weekends, day and night.

Does the festival have booths/tables for use by merchants at the festival?

No.  Merchants are required to bring their own tables, chairs, carts, booths, tents, pavilions, or other items used to sell their merchandise, products, or services.

Can I reserve a specific spot for my booth?

There are no reserved booth spaces at the festival.  Booth placement is determined based on many factors.  You may indicate preferences and make placement requests as part of the application process, but we cannot guarantee that we will be able to honor your requests. Final placement is at the sole discretion of the event staff.  

Is there power available for my booth?

Only food booths have available power at the festival, and that is included in the food booth fee.

Does my booth have to be open all day?

Yes. Festival hours are 6:00 PM to Midnight Friday, 10 a.m. to Midnight Saturday and 10 a.m. to 7 p.m. Sunday.  You must be ready to open no later than 15 minutes prior to show opening each day and must close promptly at midnight Friday and Saturday and 7 P.M. Sunday.  

If you sell out of all your merchandise, you are required to have at least one person in your booth to speak with customers for the remainder of the festival.

How much does it cost for a booth space at the festival?

Booth fees are based on the amount of dedicated space you require.  Up to 5 feet between booths for shared crossover tie down space is included in your booth fee.  If you need dedicated backspace or space in front of or to the side of your booth’s footprint be sure to include that in your calculation.  We do offer discounts for Service and Activity booths, which are negotiated as part of the approval process.  

NOTE:  Space for booths above 25×25 is very limited.   

The following are the 2024 booth fees:

Booth Size Frontage x max depth	General Merchant	Food Merchant
Roving Cart*	135	175
5×5 Kiosk	160	220
10×10	320	420
10×20	370	525
15×15	370	590
20×20	420	660
25×25	470	695
30×30	520	820
35×35	590	975
40×40	675	1115
Additional depth x5 feet	25 (Max Depth 40’)	35 (Max Depth 40’)
Additional Cart	100	100

*Roving Carts must be moved every 30 minutes.

What insurance coverage is required?

All merchants must have general liability insurance with the following coverage:  $1,000,000 per occurrence, and a General Aggregate of $2,000,000.  Certificates of additional insured must be provided as outlined in the acceptance notice.  

Why do I need to have insurance?

Insurance covers you, your booth, your business, and your products, merchandise, or services in case of accidents, or other incidents.  For example, a windstorm may blow your pavilion over and destroy some of your merchandise, for which you may make an insurance claim.  Or someone may knock over a display or trip over a guy line, stake, or even the ground and fall in your booth, which could result in a lawsuit against you, or your business.  Insurance would help in the event of a lawsuit and protect some of your assets and/or future earnings.

You do not need to have an insurance policy in force to fill out the merchant application.  If you are accepted as a merchant, you will need to submit the additional insured certificate to the merchant coordinator at least 3 weeks prior to your arrival for setup for the festival.

Who must be listed as an additional insured on my insurance certificate?

“Washington Renaissance Arts and Education Society, Wandering In Time Productions, the Oregon Celtic Festival, and the Clackamas County Fairgrounds” Site Address: 694 NE 4th Avenue, Canby, OR 97013.  Wandering in Time Business Address:  Wandering In Time Productions, PO BOX 236, Burley, WA 98322

Where do I send my insurance certificate?

Once you have been approved you will receive a link to upload your insurance certificate.  Please use this link.  Do not send certificates by email or snail mail.  

What if I am accepted and have to cancel?  Do I get my booth fees back?

Booth fees are refundable if received prior to 5:00 PM Pacific on July 1.  Cancellations received after July 1 for any reason will result in forfeiture of any paid booth fees.  In the event of a cancellation of the festival prior to the event, refunds will be issued.

Is there a preference for any type of merchandise, product or service?

Hand-crafted merchandise, products, or services are preferred over mass-produced or imported goods.  Unique, one-of-a-kind items are also preferred.

Are there any merchandise, products, or services that are not sold or allowed to be sold at the festival?

Alcohol of any type is only sold in the ale houses (bars) at the festival and may not be sold by any merchant.  Beverages may not be sold in clear plastic cups outside of the bars.  Marijuana and regulated derivatives may not be sold at all.  Styrofoam products and containers are not allowed.

What about camping at the festival?  What is offered?  How much does it cost?

Accepted merchants may camp in your booth or in Participant Camping. Limited camping space is available behind your booth in some areas.

Only those with participant ID badges are allowed in the participant camping area.  There is no available power for camping.  Water is available to fill water jugs or tanks at some faucets, but there are no water hook-ups on the site in the  camping area.  Porta-potties are placed throughout participant camping.   

There MAY be a limited number of water and power hookups for RVs for a $200.00 surcharge. 

Can my friends visit me in the camping area?

Only those with participant ID badges are allowed in the Merchant/Cast and Crew camping area.  

What amenities are provided in camping?

For the most part it is dry camping only.  There are faucets to fill water jugs or tanks.  Porta-potties are placed throughout participant camping and are cleaned on the weekends and Monday mornings.  

Are there noise limits or quiet hours in the camping area?

Quiet hours start a half hour after the evening show concludes and continue until 6 a.m.  Noise is limited to conversation level.  Generators may not be run during quiet hours.  Security will patrol throughout the night and advise those who are making noise above the allowed levels.  Failure to comply with the quiet hours may result in removal from the camping area and/or show.

When am I allowed to set up my booth?

Merchant booth set up is by appointment.  A link to schedule your appointment will be sent at least 1 month before the show. 

 

I have children.  Do I have to pay to bring them to the festival with me?

Your family members may help you in the booth or stay in your camp during the festival.  All minors must always be accompanied by an adult. Note:  there are no babysitting services at the festival.

If you have any questions that weren’t answered, here email them to merchants@wanderingintime.com