Highlands War XVI—The Northlands Strikes Back
(For a list of Merchants click here)
Merchant Information
(click here to download registration packets)
GREETINGS! Thank you for your interest in being a merchant at Highlands War XVI. We look forward to seeing many of you once again and others of you for the very first time! The Site for war is again at the incomparable Mormon Lake, approximately 40 miles southeast of Flagstaff, AZ on route SR 487 (aka Lake Mary Rd). FYI: Directions are not reliable. GPS is not recommended to find Mormon lake Lodge, as there have been many people stranded by the bad roads these routes can take you on. Be forewarned: the most direct routes ( and therefore GPS routes) often traverse unmaintained forest service roads! www.mormonlakelodge.com
From I-40 traveling East or West: Take the Sedona/Phoenix south turn-off and get onto 1-17 South. Take the first off-ramp Sedona 89A/Pulliam Airport exit and turn left and cross back over the freeway and get back onto I-17 North. The first off ramp is Lake Mary Hwy. At the off-ramp stop sign turn right and travel according to the following directions.
From Flagstaff: Take the Lake Mary Hwy (FH3) about 21 miles (towards Payson) to the Mormon Lake Village turn-off sign. Turn right and travel about 7 miles to the lodge. You will see the roping arena, campground and RV Park on your left and you will not miss the lodge.
Merchant Steward : Lady Violet Elliott, violetelliott@yahoo.com
Merchant Steward Deputy : Lord Angus MacLeod, angus1321@yahoo.com
Date : Thursday 8am to Monday Noon, 3rd-7th June 2010 Merchant arrival may begin Wednesday, 2 June 2009 after 2pm.
MERCHANT REGISTRATION and Booth Space Fees:
Mormon Lake Lodge is doing some construction, so we will be moving out of the Equestrian Arena. We will now be located in Town Square. This will be the Hub of the Event, where there will be A&S classes, Youth Center, Court Area and the Haffla, with the Merchants as the borders to these areas, thus giving more exposure to our Merchants. We will also be allowed to have our own Food Vendors this year. Due to these changes there will be some different requirements and options for Booth sizes. If you have an RV or are Camping in a Trailer, you will be required to Park in the RV Area, which will be located North of the Equestrian Arena. For Merchants NOT Camping with Households/Groups, there will be an area North of the Town Square for Merchants Only , this includes your helpers/immediate family, Not Households. If you are Camping “behind” your Booth in your allotted space, you need to know you will be surrounded or exposed and must adhere to the SCA look requirements for your Booth Space. Please ask if you do not understand. Everyone will be required to park all vehicles in the designated Parking area or Dry RV areas.
Booth 15’ Wide x 20’ Deep is $50; includes One adult site fee.
Booth 20’ Wide x 30′ Deep is $75; includes One Adult site fee.
Food Booth 20’ Wide by 30’ Deep is $100; includes Two Adult site fees.
Merchant Fees for a booth includes Site Fee for ONE (1) adult. Two (2) additional Adult Site Fees may be obtained, in exchange for merchandise items totaling $25 retail value for each admission. Each request must be accompanied by an alternative payment admission Form. If you are the only Person for your Booth, you may use the Alternative Payment Form and deduct $25 from your Booth Fee. ALL attendees must fill out a Merchant Pre-Registration Form through the Merchant Autocrat. DO NOT USE ACCEPS.
Your entire set up, including ropes, must fit INSIDE the space. If your set up cannot fit within these measurements WITH the ropes included, you MUST buy 2 spaces. This fee must be paid in advance. All returned checks, for non-sufficient funds, will incur an additional fee of $25. Please remit payment by check or money order payable to Barony or Ered Sul, SCA, Inc.
Merchant Site fees are $25, adult member, $10 children 10-17 and free for children 9 and under. All Non-Members will need to include the $3 Non-Member fee. All minors not your own must have appropriate forms filled out and two copies brought with them to event. In Atenveldt those forms are:
Temporary Guardian Form and a Medical Release Form. www.atenveldt.com under Law, then Forms.
Merchant registration including payment should be received no later than May 10, 2010 . All Merchants must be pre-registered and their space fee pre-paid for the event. Registration can be accomplished one of two ways:
1. Print and fill out the Merchant Registration form and return it and your payment (made payable to The Barony of Ered Sul SCA Inc) to: Janice Bloomer, PO Box 591, Holbrook, AZ 86025
2. Electronically send your Merchant Registration, this does not guarantee a Booth, until payment is received.
Late Registrations will be considered at the discretion of the Merchant Steward. You will be notified, via email, when your registration information and/or payment have been received. We are only allowing 20 Merchants, including 2 Food Merchants, on a First Come, First Served, basis according to wares/service appropriateness. Merchants with a good history with Highlands War will be eligible for placement. You will be notified within a couple of days of receipt of your Merchant Packet of your status.
Merchant fees are non-refundable after 15 May 2010 . This includes merchants who do not show up for the event. However, merchants not chosen to attend will have their check or money order returned to them. Deadline for Refunds is 15 May 2010.
All communications will be through electronic communications. If you would like a “Paper” notification, then you need to provide a stamped, self-addressed postcard, or envelope, so that you may be notified.
REQUIRED DOCUMENTATION
1) Proof of SCA membership and Non-Members–Proof of membership, is a copy of your membership card, a copy of your newsletter-mailing label, or copy of correspondence from the Registry stating that you have received your renewal, with an Expiration Date. Please submit a copy with your Merchant Packet. Non-Members will be required to pay the non-member surcharge of $3 to be included in your Packet Registration.
2) Tax information–All merchants are required to have a current Arizona Department of Revenue permit or temporary transient vendor’s tax license to sell at Highlands War. We require a Copy of your Arizona State Sales Tax License with your Registration. You must apply directly to the AZ Department of Revenue. Contact AZ Dept of Revenue, http://www.azdor.gov/Business.aspx .
3) Food Vendors—Food vendors selected must have a Coconino County Food Handlers Permit, or Special Event Permit. These must be obtained a minimum 2 weeks before the Event. Please contact the Coconino County at http://www.coconino.az.gov/cocopal/ to obtain licenses/permits. We will need a copy of your license/permit included with your Merchant Paperwork. Expect to have Coconino County Board of Health visit and inspect booths and permits during the event. Food Merchant Booths will be 20’ x 30’. There will be no electrical hookups. Water is available on Site. Ice Vendors will be on site.
SITE RULES
Merchant Set upand Hours of Operation— Merchants may begin setting up Wednesday after 2 pm. Merchants are responsible for setting up and taking down their own space. We do not provide volunteers to assist in set up or tear down. (Sometimes you can get help by offering to pay site fees for those willing to help you, post on the yahoo lists for inquiries).
Unloading and Loading will be done from behind your booth space. Vehicles will only be allowed in Town Square at the discretion of the Merchant Steward. Site closes at NOON on Monday, 7 June 2010. All merchants would benefit by operating on a minimum of eight hours a day. Hours of operation are at the discretion of the Merchant.
Booth Space assignments – Merchant space is not transferable and its use is limited to the persons listed on the application. No space is guaranteed and may change due to circumstances that may become known after the original assignment.
Camping : It will help us if you include your exact measurement requirements for your booth. If you plan to camp in your RV/Trailer you will be required to locate it in the Dry RV area. Their will be a Merchants camp area on the North side of Town Square. This is offered to Merchants (and family/helpers) only, not to households.
Acceptable merchandise — It is not our goal to restrict the trade of any merchant, if you feel your merchandise may be inappropriate please contact the Merchant Autocrat, she/he also has the discretion of asking removal of offensive merchandise. Merchandise must be Medieval and/or SCA related. Sales items consistent with the historical time period of the SCA or current SCA usage. Booth operators and their assistants are also required to dress in medieval style throughout the event. The Merchant Staff reserves the right to demand removal of any inappropriate merchandise. Merchants may NOT sell weapons to minors, doing so may cause risk of being removed from sight and being banned from further association with Highlands War. New Merchants will need to send pictures of your booth and merchandise.
Advertising on site — Any advertising to be placed on privies must be approved by the Merchant and Privy Post staff. Advertising is limited to medieval and/or SCA related material. The Merchant Staff reserves the right to remove any advertising deemed inappropriate. Check site rules for more information.
Business Identification — All merchants must have a business sign that is visible to shoppers walking by. The signs can be carved/painted or sewn of fabric, anything really to let shoppers know who you are.
Electricity — There are no Electrical hookups available.
Fires — No fires will be allowed in the Booths. Fires will only be allowed in the Merchant camping area. All fires must be in an above ground covered fire pit and attended at all times. There must be a fire extinguisher in site, at all booths and kitchen areas, and water available to extinguish fires. Unattended fires will result from expulsion from site, with no refunds of any kind. All Ash must be removed from fire pits upon leaving the event.
Food —All Food Merchants must have a Food Handlers Permit. This must be obtained prior to two weeks before event (earlier the better). No merchant may sell any Foods or Beverages in their booths, i.e.; (bottled water, juices, fruit, etc) other than Food Merchants.
SCA Booths/Garb — All merchants and Booths must conform to SCA standards.
Merchant Classes — Any merchant that is willing to teach a class, please contact A&S Steward for information
Music — Music must be SCA appropriated. All other music or offensive noise will be moderated at your neighbor’s request. Rule of thumb-if it annoys your neighbor, it will annoy the Merchant Steward.
Rules and Regulations — Are available www.highlandswar.org. Copies of the Gatebook will be available when you check in.
Security –Merchants are responsible for the security of their booths. We will however, have Security walk the areas on a regular basis several times within a 24 hours period, especially at night.
Water — Water is available for purchase, from the lodge at $0.10 per gallon. They also have coin operated Showers.
Vehicles —All vendors vehicles must be moved to the parking area upon unloading. Please unload as quickly as possible. Dry RV camping will be available as well as an oversized vehicle parking area
Departure: Each merchant MUST check in with the Merchant Steward for clearance of their area before leaving, to allow for a walk through of their site. Failure to check in before leaving will cause the merchant to be marked as non-compliant and will reflect in future invitations.
Merchant Gatebook Ads: Pages will be about half of an 8x10 page. Let me know if you have camera ready copy and I will, upon payment, give you the email address for the Gatebook Steward.
1/4 $10
1/2 $15
full page $25
We look forward to an exciting War this year thanks to you!
Any Questions or Concerns please Contact:
Lady Violet Elliott, Merchant Steward, Highlands War XVI violetelliott@yahoo.com or
Lord Angus MacLeod, Merchant Deputy Steward, Highlands War XVI angus1321@yahoo.com