ONLINE SUBMISSIONS - Please upload a file listing all proposed selling items and proposed pricing. Please include either a photo of your product(s) or provide a link to a webpage where they can be viewed. (Merchandise Items/Pricing and Photos can also be submitted via US Mail). We reserve the right to ask you to adjust your items to reduce duplication at the event. Undisclosed merchandise MAY or MAY NOT be displayed at the discretion of the MerleFest Vendor Selection Committee.
No refunds will be provided.
*Booth fee covers all four days of the festival and includes tent, table,
chairs, sides, one light, guttering for double and triple booths, if
10x10 Single Booth
Includes two, 4-day general admission wristbands and one (1) on campus
10x20 Double Booth
Includes four, 4-day general admission wristbands and one (1) on campus
10x30 Triple Booth
Includes six, 4-day general admission wristbands and one (1) on campus
The following optional credentials must be purchased through the MerleFest box office by April 14th, 2023. Call the box office at 1-800-343-7857 to order by phone.
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
$555.35 (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.
Single day general admission pass $80.25 (includes tax & fees)
Good for any day (LIMIT 4 PER BOOTH)
4-Day general admission wristband $224.70 (includes tax & fees)
(LIMIT 2 PER BOOTH)
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
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
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.
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 without approval from
VENDOR CHECK-IN & SET UP
Vendor check-in for all booths will begin on festival week Wednesday AFTER
3:00 pm. 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 pm 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 pm. All vehicles must be removed from the Shoppes by 1:00PM. Gates will open at 1:30 pm.
*There is no security on site for festival Wednesday – any inventory
stored in your tent will be at your own risk.*
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:
||1:30pm – 9:00pm
||(festival hours – 1:30pm – 10:30pm)
||9:30am – 9:00pm
||(festival hours – 9:30am – 10:30pm)
||9:30am – 9:00pm
||(festival hours – 9:30am – 10:30pm)
||9:30am – 5:30pm
||(festival hours – 9:30am – 5:30pm)
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 pm on Thursday, Friday and Saturday; any vendor wishing to remain
open may do so.
Vendor closing and demolition will not begin until 5:30 pm on Sunday.
Vehicles will not be allowed into the Shoppes area until 6:30pm to
allow for crowd dispersion. Early close and demolition will not be
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
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
Questions regarding this should be directed to the Vendor Coordinator
MerleFest may, at its discretion, remove any vendor, merchandise, or
display that does not conform to The Shoppes at MerleFest rules.
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.
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
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.
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.
MerleFest is held rain or shine. We recommend bringing clothes for all
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
Unauthorized ATVs, golf carts, Segways® (or similar
vehicles) on campus and campgrounds
Tents or canopies (small infant dome tents are allowed as long as 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)
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).
ADDITIONAL INFORMATION/IMPORTANT DATES:
Applications Due: January 31, 2023
Merchandise Items and applications approved: February 15, 2023
VENDOR FEES DUE: March 15, 2023
Proof of insurance due: March 15, 2023
Acceptance notifications will be emailed/mailed mid-February.
Vendor fees will be due no later than March 15, 2023.
Certified Money Orders, checks, credit card payments through Paypal are
Checks can be mailed to the address below.
All returned checks will be an automatic disqualification of
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.
MerleFest Vendor Coordinator
PO Box 120
Wilkesboro, NC 28697
Office – 336-838-6220
Email – email@example.com
Website – www.merlefest.org
All vendors must carry a one million dollar liability insurance policy,
listing Wilkes Community College Foundation as additionally insured. Proof of insurance is required.
The organization hereby agrees to indemnify and hold harmless the Wilkes
Community College Foundation, Foundation employees, MerleFest, Wilkes
Community College, and assignees against any and all claims, damages,
liabilities (including, but not limited to, liability for personal injury,
property loss, and liability for breach of confidentiality), costs and
expenses, including, without limitation, reasonable legal fees and costs
arising out of any event sponsored by or associated with the festival, or
resulting from any third party action of any kind, or incurred for by
reason of breach of signee of any of the obligations, warranties,
agreements, covenants or representations herein contained.
Signee represents and warrants that it shall take all reasonable
precautions to assure accuracy of, and to protect, against negligent
disclosure of and unauthorized access to all MerleFest internal and
administrative information. Festival schedules of all activities, explicit
and implicit, express and implied, are at the discretion of MerleFest and
therefore subject to change.
The festival shall not be held responsible for events beyond the festival's
control, such as, without limitation, acts of God, acts of war, terrorism,
strikes, or governmental restrictions, or for acts of omissions of persons,
entities or companies not controlled by it, such as, without limitations,
police officials and government entities. All activities described or
referred to herein are deemed to be for the festival, unless otherwise
Discrimination against any employee or customer because of race, religion,
color, ethnicity, physical disability or sexual orientation will result in
immediate expulsion from the festival.
Failure to comply with the Vendor Rules and Guidelines and/or instruction
of MerleFest staff may also result in expulsion from the festival. Vendor
agrees to comply with all state, local, and municipal laws and regulations.
Submission of this application, valid for the current year only, signifies your understanding and acceptance of, and agreement to abide by The Shoppes at MerleFest Rules and Guidelines if invited to participate. We reserve the right to accept or reject any vendor. By submitting this form, I am responsible for employees that may assist me.
This agreement is between vendor stated above and Wilkes Community College Foundation. MerleFest Mission Statement: MerleFest was founded in 1988 in Memory of Eddy Merle Watson as a fundraiser for Wilkes Community College and to celebrate traditional plus music.