2012 Fairie Festival Vendor Information

Date & Hours of the 2012 May Day Fairie Festival

Friday May 4 – Sunday May 6 2012
YOU MUST BE PRESENT ALL THREE DAYS.

Entry Deadline

Application and jury fee (if required) must be received by January 20, 2012. Notifications of
acceptance/rejection will be emailed no later than February 15 2012.

Art at the Festival

70 vendors will be selected for this year's show. Of the vendors we select, approximately
75% will be current vendors; 25% will be new. Your art must be original and handmade with
the exception of no more than 5 vendors who will be permitted to sell mostly re-sell items.
Of those, we will give preference to those who sell fair trade, unique, items. Please acquaint
yourselves with the mission of the Farm as it aligns with the Festival's mission. You will
find it useful to check out last year's vendors.

Eligibility

Your work must be original, handmade, and you must be present to display and sell.
Exception: if you have licensed work such as manufactured figurines, it may represent up to
10% of your inventory. No representatives or dealers allowed. Your work should represent a
positive vision of fairy, nature, woodland, Celtic, or other fanciful theme.

Please do not attempt to sell or submit a non-juried artist's work.

Every artist must complete an application.

NOTE TO ALL: NO GUNS or OTHER WEAPONS WHETHER REAL OR REPLICA ARE
PERMITTED. NO DRUG PARAPHANALIA OR HERBAL PHARMACEUTICALS, LEGAL OR
ILLEGAL, WILL BE TOLERATED.

Jury and Vending Fees

All artists must submit an application for jury. Applicants who have not vended with us before
must pay a non-refundable $10 jury fee. The jury fee must be sent on the same day that
your application is filed. Make your check out to Spoutwood Farm or use Paypal link on the
application page.

If mailing check, make it out to Spoutwood Farm and mail to Bibi Hahn/228 Spring Valley Dr/
Berkeley Springs, WV 25411

The 2011 Festival vending fees are as follows:
Maximum 12x12 space: $300
Maximum 12x20 space: $450
Maximum 20x20 $600
(NOTE: THERE WILL NO TENTS ALLOWED OVER 20x20 THIS YEAR
"Portable" vendors (no space allotted): $150

We cannot guarantee any specific space or configuration (ie, corner space, etc.)

DO NOT SEND VENDING FEE AT THIS TIME. Instructions for payment will be sent upon
acceptance.

Jury Procedure

All applicants, new and returning, must display images of your work on a website.
Absolutely no slides or emailed JPGs will be accepted.
Please do not apply until your website includes your jury photos. You may only exhibit and
sell work of the type represented in your application. BE SURE TO LIST EVERY TYPE OF
item you want to sell! You will not be permitted to add items to your application once you're
accepted, since it wasn't available during the jury period.
Some websites that allow you to upload images:
www.flickr.com
www.Picasa.com
www.Etsy.com
Blog sites such as blogger, and wordpress
If you use a photo-sharing site such as Flickr, please make sure you make them public so that
all members of the jury can access them.
Your images should at least include price range of product(s) and a brief description.

You are responsible for making sure your website is available during the entire jury period
(September 15 2011-February 10, 2012).

Set-Up

You are responsible for your own tent, tables, etc. We expect you to decorate your tent in
keeping with the Fairy theme of the Festival. No electricity is provided. We ask that you use
recycled and/or recyclable materials for your packaging, etc. We are striving to be a zero-
waste festival. Festival will be held rain or shine. Be prepared. There is no rain date.

Sales Tax

You are responsible for reporting and paying your own sales tax. Please be sure to include
your sales tax permit number on your application. If you don't have one, you must provide
us with your 2012 sales tax permit number within 15 days of acceptance. Apply online at
www.pa100.state.pa.us . It's free. Our promoter number is 10007833.

Insurance

All accepted vendors must provide proof of insurance within 20 days of their acceptance
notification to meet these requirements:

$1,000,000 General Aggregate Limit
$1,000,000 Products and Completed Operations Aggregate Limit
$500,000 Per Occurrence Limit
$500,000 Personal Injury and Advertising Injury Limit
$100,000 Fire Damage Liability Limit
$5,000 Medical Payment Limit

Spoutwood Farm Center Inc. and Robert and Lucy Wood 4255 Pierceville Rd Glen Rock PA
17327 must be listed as additional insureds on the policy.

In addition, exhibitors are responsible for their own insurance for displayed work, tools and/
or equipment. The May Day Fairie Festival assumes no liability for damage due to weather or
other natural causes or theft.

Communications

This is VERY important!

Please be very careful to type your email address correctly on your application. You should
receive an acknowledgement within 5 days of applying. YOUR ACCEPTANCE/REJECTION
will be via email. If your email bounces at any time, we will not make a second attempt to
contact you.

All communication leading up to the Festival is via email.

Payment Terms

If you are accepted, you will receive an invoice that includes all required and optional fees
(vending, parking, camping, advertising, etc.) Payment will be due upon acceptance. If you
haven't paid your vendor fee by March 15, your vending status will be revoked. No refunds of
vendor or other fees will be given after April 1st.

Ready?

For further information, or to check on the status of your application, contact the May Day Fairie Festival vendor coordinator Bibi, by e-mailing This e-mail address is being protected from spambots. You need JavaScript enabled to view it .