Vendors
Vendors are carefully selected to provide a variety of quality and unique goods for every MerleFest fan. Included in the vendor fee is the cost of your tent, tent setup, fire extinguisher, gutters, table, chairs, lightbulb for nighttime illumination, on-campus security, as well as general admission passes for the entire festival and one on-campus parking pass. Simply put – IT’S A DEAL!
Vendor applications will close on January 15, 2025.
The Shoppes at MerleFest are four aisles of vendor booths located just past the festival entrance gate. Festival-goers will walk thru the Shoppes area to access stages. All vendors are chosen by a selection committee, and we are looking for unique and special products for our fans to enjoy. Please note that we do not allow any tobacco or alcohol related products to be sold.
Vendor applications will close on January 15, 2025.
Refunds
No refunds will be provided.
Booth Fees
Booth fee covers all four days of the festival and includes tent, table, chairs, sides, one light, and guttering for double and triple booths, if required.
- 10’×10′ Single Booth: $875.00. Includes two 4-day general admission wristbands and one (1) on-campus parking pass.
- 10’×20′ Double Booth: $1,750.00. Includes four 4-day general admission wristbands and one (1) on-campus parking pass.
- 10’×30′ Triple Booth: $2,625.00. Includes six 4-day general admission wristbands and one (1) on-campus parking pass.
Optional Fees
- On-Campus Tent Camping: $105.35 (includes tax & fees) (Limit 2 per booth). Includes one (1) vendor tent camping laminate and one (1) on campus parking pass. Pop-up campers are permitted in place of a tent. NO ELECTRIC HOOK-UPS AVAILABLE. One tent per laminate. On campus tent camping available Tuesday before the festival through Sunday. Tent camping laminates will be checked by festival staff.
- On-Campus RV Camping $780.35 (includes tax & fees). Includes one (1) on-campus RV Lot Camping parking pass and one (1) vehicle on-campus parking pass. RV Lot Camping available Tuesday through Sunday.
Vendor Credentials
Each 10’x10’ space receives two (2) 4-Day general admission wristbands and must be worn by vendor(s) according to festival instruction. Vendors without proper credentials will not be allowed access on festival grounds. Vendor is allowed to exchange a 4-Day general admission wristband for four (4) single day general admission passes (good for any day). One (1) on campus vehicle parking pass may be issued for each Shoppes vendor and must be displayed according to the instruction in the credentials package or on the pass. Vehicles without the issued parking pass will not be allowed access on the festival grounds and those without a parking pass, or parked in the wrong location, may be removed at owner’s expense.
General Booth Information
Vendors in The Shoppes at MerleFest will be based on criteria as developed by Wilkes Community College Foundation and implemented in a manner that creates an optimum competitive environment for all vendors. Tents will be provided and installed by MerleFest. Vendor is responsible for constructing, furnishing, maintaining and removing your own booth materials, leftovers, and trash. Vendor must have:
- An attractive, professional, maintained booth appearance
- A professional looking sign
- Quality merchandise
- Courteous, friendly, music-loving personnel
Any damage to the tent during the festival will be the responsibility of the vendor. No tarps or personal sides may be used. Tents are not to be moved or altered by vendors. Vendor assignments are final. No changes or substitutions may be made on-site. Vendors are only to use the space rented. Extending beyond the boundaries of the rented space could result in additional fees and/or expulsion from the festival. All business or other activity, for which the vendors have rented space, must be conducted within the designated booth space only. No distribution, canvassing, flyers, nor vending of any kind may be done by strolling through the festival grounds.
Electricity
MerleFest may provide each 10’x10’ tent with a light. These circuits cannot be modified and no additional connections can be made to any circuit. There is no additional electricity available. It is MerleFest policy that propane lanterns and any open-flame apparatus will not be allowed. Battery powered lanterns will be permitted. No generators or internal combustion engines will be allowed in The Shoppes at MerleFest per fire code regulations.
Vendor Check-In & Setup
Vendor check-in for all booths will begin on festival week Wednesday AFTER 3:00 p.m. Vendors MUST check-in upon arrival to receive booth location information as well as passes and parking credentials. MerleFest staff will be available on site until 7:00 p.m. to show you to your tent location. Vendors will be allowed to drive up to the Shoppes area and begin unloading / setting up without interference from public traffic. There is no time limit in setting up on Wednesday evening, however, set up MUST BE COMPLETE by festival Thursday prior to 1:00 p.m. All vehicles must be removed from the Shoppes by 1:00 p.m. Gates will open at 1:30 p.m. There is no security on site for festival Wednesday – any inventory stored in your tent will be at your own risk.
Signage
All vendor spaces must have a professional looking sign. Signs must not exceed 3 feet by 8 feet and may include only the vendor name or logo and no other brand names or logos. MerleFest retains the right to remove any inappropriate signage. If you have questions about your signage, please contact the Shoppes Coordinator prior to the festival.
Hours of Operation
The Shoppes at MerleFest hours of operation are:
- Thursday 1:30 p.m. – 9:00 p.m. (festival hours – 1:30 p.m. – 10:30 p.m.)
- Friday 9:30 a.m. – 9:00 p.m. (festival hours – 9:30 a.m. – 10:30 p.m.)
- Saturday 9:30 a.m. – 9:00 p.m. (festival hours – 9:30 a.m. – 10:30 p.m.)
- Sunday 9:30 a.m. – 5:30 p.m. (festival hours – 9:30 a.m. – 5:30 p.m.)
Vendor is required to be open to the general public for the duration of the entire festival. Closing to the public before the end of the event or not opening on time to the general public is grounds for exclusion from participating at future events. Performances typically will continue until 10:30 p.m. on Thursday, Friday and Saturday; any vendor wishing to remain open may do so. Vendor closing and demolition will not begin until 5:30 p.m. on Sunday. Vehicles will not be allowed into the Shoppes area until 6:30 p.m. to allow for crowd dispersion. Early close and demolition will not be allowed.
Product Restrictions
- No glass containers, breakable plastic, alcohol, tobacco products, illegal drugs or firearms are allowed on the festival grounds, including camping areas. If you market products that are made of glass or other breakable materials, you will be required to supply and use packing materials such as boxes or bubble wrap as the product is sold to ensure safe transport throughout the festival.
- You may sell only those items listed on your application form and previously approved by the MerleFest Vendor Selection Committee. You may not sell any additional items without the express consent of the Vendor Coordinator. MerleFest reserves the right to perform vendor merchandise audits throughout and request removal of nonconforming items.
- No food or beverage products of any kind are to be sold by Shoppes vendors unless previously authorized by the Vendor Coordinator.
- Vendors may not sell musical CDs, DVDs or musical instructional materials of any kind. Only designated sponsors may sell musical instruments and accessories.
- No illicit products may be displayed in any form. This includes, but is not limited to any product that represents or implies drug use, drug paraphernalia, pornography, criminal activity, or violence.
- The ‘MerleFest’ name and logo are registered trademarks. Therefore, no product or service bearing the MerleFest name or logo, or the name and logo of any of its sponsors, may be sold or marketed in any manner without prior written consent from the festival or the sponsor. In some cases, consideration will be made for licensing the MerleFest name or logo. Questions regarding this should be directed to the Vendor Coordinator at 336-838-6220.
- MerleFest may, at its discretion, remove any vendor, merchandise, or display that does not conform to The Shoppes at MerleFest rules.
Inventory Replenishment
Vendor inventory replenishment will take place between the hours of 11:00 pm – 12:00 am as well as the hours of 8:00 am – 9:00 am. Inventory replenishment vehicles will be allowed in the Shoppes area during these hours only. Festival security will remove, at owner’s expense, vehicles in The Shoppes at MerleFest anytime outside these stated hours.
Weather
This event takes place rain or shine. All tents are located on pavement. Vendors should be prepared for inclement weather.
Safety & Security
All vendors must comply with fire codes and instructions from the Fire Marshall. Failure to do so may result in expulsion from the festival. North Carolina State Fire Codes also state that if an open flame or other device emitting flame or fire is used, an appropriate fire extinguisher must be on hand. Fire extinguishers must have a current inspection date within one year. A representative will check all fire extinguishers to see that they meet NC fire code requirements. The vendor will also be required to present a certificate executed by an acceptable testing laboratory, certifying that any decorative materials meet the requirements for flame resistance as determined in accordance with both the small scale and large scale tests in NFPA 701, and that such flame resistance is effective for the period specified by the permit. Vendors who have a vendor space located next to a fire break must keep the area clear. The Fire Marshall and festival staff will be inspecting these areas. Vendors will be responsible for the security of their vendor spaces. Wilkes Community College Foundation assumes no responsibility for items lost or stolen from the vending areas.
Taxes
The collecting – and reporting – of this tax is the responsibility of all vendors who engage in retail sales. An application fee for North Carolina Sales Tax license is no longer required, but you must obtain an NC Sales Tax Number. If you need to acquire a NC Sales Tax Number, contact the NC Department of Revenue at www.dor.state.nc.us, application form AS/RP1 or call at 1-877-252-3052.
Festival Policy
MerleFest is held rain or shine. We recommend bringing clothes for all seasons! For your safety and the consideration of all guests and our campus, the following are restricted from MerleFest:
- All tobacco products
- All electronic oral devices (e-cigarettes, e-cigars, e-pipes, etc.)
- Alcoholic beverages and illegal drugs
- Weapons
- Pets
- Unauthorized ATVs, golf carts, Segways®(or similar vehicles) on campus and campgrounds
- Glass containers
- Tents or canopies (small infant dome tents are allowed provided they do not obstruct the view of others)
- Folding chairs that block the view for other fans (Canopy chairs will not be allowed)
- Beach or Patio Umbrellas (small personal umbrellas will be allowed as long as they do not obstruct view of others)
- Unauthorized video recording, audio recording or flash photography (at the artists’ request)
- Drones
- Personal grills, charcoal or gas are not allowed on festival grounds at any time (Only approved food vendors are allowed to operate grills)
No one is permitted backstage without proper credentials (wristband).
Important Dates
- Applications due: January 15, 2025
- Merchandise items and applications approved: February 15, 2025
- Vendor fees due: March 15, 2025
- Proof of insurance due: March 15, 2025
Acceptance
- Acceptance notifications will be emailed/mailed mid-February.
- Vendor fees will be due no later than March 15, 2025.
- Certified Money Orders, checks, credit card payments through PayPal are accepted.
- All returned checks will be an automatic disqualification of acceptance.
- Proof of Insurance is required.
- No vendor will be allowed to set up on festival grounds unless full payment has been received.
- It is understood that any policies, procedures or instructions that have been sent to vendors of the festival at any time are considered a part of the agreement.
Contact Information
MerleFest Vendor Coordinator
Telana Wiles
PO Box 120, Wilkesboro, NC 28697
Office: 336-838-6220
Email: tlwiles896@wilkescc.edu
Website: www.merlefest.org
The Heritage Crafts Tent offers some of the region’s finest demonstrating artisans. A place not only to sell their handicrafts but also to demonstrate and educate MerleFest fans about their craft. Located in the center of The Shoppes at MerleFest area, the Heritage Crafts Tent is focused on providing strictly handcrafted items only; no resale items are permitted. Crafters are carefully selected to provide a variety of quality and unique crafts for every MerleFest fan. Artisans must hold ongoing demonstrations throughout the day.
Vendor applications will close on January 15, 2025.
Selection
Heritage Craft Vendor selection will be made based on the following criteria:
- All crafters must demonstrate their craft onsite.
- All crafters will display and sell handmade products.
- Commercially produced merchandise and / or imports are not eligible for display or sale.
- First preference will be given to crafters who are a current member of a crafting association.
- Emphasis will be placed on creativity and quality of products.
Refunds
No refunds will be provided.
Booth Fees
Booth fee covers all four days of the festival and includes tent, table, chairs, sides, one light, and guttering for double and triple booths, if required.
- 10’×10′ Single Booth: $400.00. Includes two 4-day general admission wristbands and one (1) on-campus parking pass.
- 10’×20′ Double Booth: $800.00. Includes four 4-day general admission wristbands and one (1) on-campus parking pass.
Optional Fees
- On-Campus Tent Camping: $105.35 (includes tax & fees) (Limit 2 per booth). Includes one (1) vendor tent camping laminate and one (1) on campus parking pass. Pop-up campers are permitted in place of a tent. NO ELECTRIC HOOK-UPS AVAILABLE. One tent per laminate. On campus tent camping available Tuesday before the festival through Sunday. Tent camping laminates will be checked by festival staff.
- On-Campus RV Camping $780.35 (includes tax & fees). Includes one (1) on-campus RV Lot Camping parking pass and one (1) vehicle on-campus parking pass. RV Lot Camping available Tuesday through Sunday.
Vendor Credentials
Each 10’x10’ space receives two (2) 4-Day general admission wristbands and must be worn by vendor(s) according to festival instruction. Vendors without proper credentials will not be allowed access on festival grounds. Vendor is allowed to exchange a 4-Day general admission wristband for four (4) single day general admission passes (good for any day).
One (1) on campus vehicle parking pass may be issued for each Crafts vendor and must be displayed according to the instruction in the credentials package or on the pass. Vehicles without the issued parking pass will not be allowed access on the festival grounds and those without a parking pass, or parked in the wrong location, may be removed at owner’s expense.
General Booth Information
Vendor must have:
- An attractive, professional, maintained booth appearance
- A professional looking sign
- Quality merchandise
- Courteous, friendly, music-loving personnel
Tents will be provided and installed by MerleFest. Vendor is responsible for constructing, furnishing, maintaining and removing your own booth materials, leftovers, and trash. Any damage to the tent during the festival will be the responsibility of the vendor. No tarps or personal sides may be used. Tents are not to be moved or altered by vendors. Vendor assignments are final. No changes or substitutions may be made on-site. Vendors are only to use the space rented. Extending beyond the boundaries of the rented space could result in additional fees and/or expulsion from the festival. All business or other activity, for which the vendors have rented space, must be conducted within the designated booth space only. No distribution, canvassing, flyers, nor vending of any kind may be done by strolling through the festival grounds.
Electricity
MerleFest may provide each 10’x10’ tent with a light. These circuits cannot be modified and no additional connections can be made to any circuit. There is no additional electricity available. It is MerleFest policy that propane lanterns and any open-flame apparatus will not be allowed. Battery powered lanterns will be permitted. No generators or internal combustion engines will be allowed in The Shoppes at MerleFest per fire code regulations.
Vendor Check-In & Setup
Vendor check-in for all booths will begin on festival week Wednesday AFTER 3:00 p.m. Vendors MUST check-in upon arrival to receive booth location information as well as passes and parking credentials. MerleFest staff will be available on site until 7:00 p.m. to show you to your tent location. Vendors will be allowed to drive up to the Shoppes area and begin unloading / setting up without interference from public traffic. There is no time limit in setting up on Wednesday evening, however, set up MUST BE COMPLETE by festival Thursday prior to 1:00 p.m. All vehicles must be removed from the Shoppes by 1:00 p.m. Gates will open at 1:30 p.m. There is no security on site for festival Wednesday – any inventory stored in your tent will be at your own risk.
Signage
All vendor spaces must have a professional looking sign. Signs must not exceed 3 feet by 8 feet and may include only the vendor name or logo and no other brand names or logos. MerleFest retains the right to remove any inappropriate signage. If you have questions about your signage, please contact the Shoppes Coordinator prior to the festival.
Hours of Operation
The Heritage Crafts Tent at MerleFest hours of operation are:
- Thursday 1:30 p.m. – 9:00 p.m. (festival hours – 1:30 p.m. – 10:30 p.m.)
- Friday 9:30 a.m. – 9:00 p.m. (festival hours – 9:30 a.m. – 10:30 p.m.)
- Saturday 9:30 a.m. – 9:00 p.m. (festival hours – 9:30 a.m. – 10:30 p.m.)
- Sunday 9:30 a.m. – 5:30 p.m. (festival hours – 9:30 a.m. – 5:30 p.m.)
Vendor is required to be open to the general public for the duration of the entire festival. Closing to the public before the end of the event or not opening on time to the general public is grounds for exclusion from participating at future events. Performances typically will continue until 10:30 p.m. on Thursday, Friday and Saturday; any vendor wishing to remain open may do so.
Vendor closing and demolition will not begin until 5:30 p.m. on Sunday. Vehicles will not be allowed into the Shoppes area until 6:30 p.m. to allow for crowd dispersion. Early close and demolition will not be allowed.
Product Restrictions
- No glass containers, breakable plastic, alcohol, tobacco products, illegal drugs or firearms are allowed on the festival grounds, including camping areas. If you market products that are made of glass or other breakable materials, you will be required to supply and use packing materials such as boxes or bubble wrap as the product is sold to ensure safe transport throughout the festival.
- You may sell only those items listed on your application form and previously approved by the MerleFest Vendor Selection Committee. You may not sell any additional items without the express consent of the Vendor Coordinator. MerleFest reserves the right to perform vendor merchandise audits throughout and request removal of nonconforming items.
- No food or beverage products of any kind are to be sold by vendors unless previously authorized by the Vendor Coordinator.
- Vendors may not sell musical CDs, DVDs or musical instructional materials of any kind. Only designated sponsors may sell musical instruments and accessories.
- No illicit products may be displayed in any form. This includes, but is not limited to any product that represents or implies drug use, drug paraphernalia, pornography, criminal activity, or violence.
- The ‘MerleFest’ name and logo are registered trademarks. Therefore, no product or service bearing the MerleFest name or logo, or the name and logo of any of its sponsors, may be sold or marketed in any manner without prior written consent from the festival or the sponsor. In some cases, consideration will be made for licensing the MerleFest name or logo. Questions regarding this should be directed to the Vendor Coordinator at 336-838-6220.
- MerleFest may, at its discretion, remove any vendor, merchandise, or display that does not conform to MerleFest rules.
Inventory Replenishment
Vendor inventory replenishment will take place between the hours of 11:00 pm – 12:00 am as well as the hours of 8:00 am –9:00 am. Inventory replenishment vehicles will be allowed in the Shoppes area during these hours only. Festival security will remove, at owner’s expense, vehicles in The Shoppes at MerleFest anytime outside these stated hours.
Weather
This event takes place rain or shine. All tents are located on pavement. Vendors should be prepared for inclement weather.
Safety & Security
All vendors must comply with fire codes and instructions from the Fire Marshall. Failure to do so may result in expulsion from the festival. North Carolina State Fire Codes also state that if an open flame or other device emitting flame or fire is used, an appropriate fire extinguisher must be on hand. Fire extinguishers must have a current inspection date within one year. A representative will check all fire extinguishers to see that they meet NC fire code requirements. The vendor will also be required to present a certificate executed by an acceptable testing laboratory, certifying that any decorative materials meet the requirements for flame resistance as determined in accordance with both the small scale and large scale tests in NFPA 701, and that such flame resistance is effective for the period specified by the permit. Vendors who have a vendor space located next to a fire break must keep the area clear. The Fire Marshall and festival staff will be inspecting these areas. Vendors will be responsible for the security of their vendor spaces. Wilkes Community College Foundation assumes no responsibility for items lost or stolen from the vending areas.
Taxes
The collecting – and reporting – of this tax is the responsibility of all vendors who engage in retail sales. An application fee for North Carolina Sales Tax license is no longer required, but you must obtain an NC Sales Tax Number. If you need to acquire a NC Sales Tax Number, contact the NC Department of Revenue at www.dor.state.nc.us, application form AS/RP1 or call at 1-877-252-3052.
Festival Policy
MerleFest is held rain or shine. We recommend bringing clothes for all seasons! For your safety and the consideration of all guests and our campus, the following are restricted from MerleFest:
- All tobacco products
- All electronic oral devices (e-cigarettes, e-cigars, e-pipes, etc.)
- Alcoholic beverages and illegal drugs
- Weapons
- Pets
- Unauthorized ATVs, golf carts, Segways®(or similar vehicles) on campus and campgrounds
- Glass containers
- Tents or canopies (small infant dome tents are allowed provided they do not obstruct the view of others)
- Folding chairs that block the view for other fans (Canopy chairs will not be allowed)
- Beach or Patio Umbrellas (small personal umbrellas will be allowed as long as they do not obstruct view of others)
- Unauthorized video recording, audio recording or flash photography (at the artists’ request)
- Drones
- Personal grills, charcoal or gas are not allowed on festival grounds at any time (Only approved food vendors are allowed to operate grills)
No one is permitted backstage without proper credentials (wristband).
Important Dates
- Applications due: January 15, 2025
- Merchandise items and applications approved: February 15, 2025
- Vendor fees due: March 15, 2025
- Proof of insurance due: March 15, 2025
Acceptance
- Acceptance notifications will be emailed/mailed mid-February.
- Vendor fees will be due no later than March 15, 2025.
- Certified Money Orders, checks, credit card payments through PayPal are accepted.
- All returned checks will be an automatic disqualification of acceptance.
- Proof of Insurance is required.
- No vendor will be allowed to set up on festival grounds unless full payment has been received.
- It is understood that any policies, procedures or instructions that have been sent to vendors of the festival at any time are considered a part of the agreement.
Contact Information
MerleFest Vendor Coordinator
Telana Wiles
PO Box 120, Wilkesboro, NC 28697
Office: 336-838-6220
Email: tlwiles896@wilkescc.edu
Website: www.merlefest.org
Food Vendors: Apply to be a MerleFest food vendor! MerleFest is looking for a few select non-profit organizations to fill availability in the main food tent! If your civic organization or local non-profit has food service experience and would like to participate please complete our Food Vendor Application.
Food Trucks: New for 2025, a select number of food trucks will be featured in the Shoppes at MerleFest. These vendors will be hand-picked in order to bring only the best offerings and services to our fans. The ideal applicant will have a diverse menu featuring traditional menu items, as well as vegetarian, vegan, and or gluten-free options. If you would like to participate, please complete our Food Truck Vendor Application.
Vendor applications will close on January 15, 2025.
If you have any questions or concerns, please contact the MerleFest Vendor Coordinator:
Telana Wiles
PO Box 120, Wilkesboro, NC 28697
336-838-6220
tlwiles896@wilkescc.edu
