Participant Rules and Regulations

Event Check-In

Check in with event staff at the event gate on arrival for space and parking assignments.

Gates and Quiet Hours

Event gates will close at 10 pm each day, and quiet hours for all participants start at 11pm. Additional information to follow upon confirmation.

Event Set-Up Time

Participants will be allowed to begin setting up their space starting at the above times. Vehicles may be parked in the parking lots adjacent to your space while loading and unloading. All vehicles must be moved to assigned parking (assignments provided at check-in) by 9am on the Saturday of each weekend. PERSONAL VEHICLES MAY NOT BE DRIVEN ON THE GRASS in the event space—pull carts are recommended to bring equipment to your space. Space in the lots will be limited. If transport is needed between vehicles and your event space, please contact the Event coordinators. All anchors/supports for tents, booths, and structures may go a maximum of 12” into the ground. All setups must avoid the upright sprinklers within the Event space. Sunset will begin at 4:30 pm each day, Participants are encouraged to bring appropriate lighting for their areas during the Event and for set-up and breakdown. See section #29 for information on lighting type guidelines.

Breakdown

Participants may not break down their booth before the closing of the Event. Items being removed must be staged and ready prior to bringing vehicle(s) on site. Vehicles will not be allowed on site until all visitors have left the site and security feels it is safe to bring vehicles on site. Vehicles may then be brought to the closest adjacent parking lot to your space. ALL EQUIPMENT MUST BE CLEARED AND PARTICIPANTS MUST DEPART FROM THE EVENT SITE BY 4:30 PM MONDAY EVENING FOLLOWING FINAL WEEKEND UNLESS PRIOR AUTHORIZATION HAS BEEN GIVEN BY HISTORIC EVENT PRODUCTIONS. Any materials left on site will become the property of the Event.

Vehicles and Parking

After the designated set-up time, parking will be provided only in assigned areas on and off-site. All vehicles must be parked in their assigned parking areas and not on roadways. Some handicap parking will be available on site–please request access via info@YuletideMedievalFestival.com. Shuttles will be available from off-site parking to the event space. VEHICLE PASSES ARE TO HAVE NAME AND BOOTH, GUILD OR ACT WRITTEN ON THEM AND ARE TO BE KEPT VISIBLE ON VEHICLE DASH/WINDOW AT ALL TIMES. CARPOOLING IS ENCOURAGED.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.128; Sec. 41.127

RV/Trailer Parking

Due to limited available space, Participants with RVs and trailers will need to be approved by the Event coordinators prior to arrival. Please specify if you wish to bring an RV/Trailer with your application.

Participant Fee (per Person)

$10 per weekend; $18 for both weekends if paid by 2 weeks prior to the first weekend (Vendors and Entertainers see your contract for details). Fees may be pre-paid at www.YuletideMedievalFestival.com.

Site Entry

Participants must show their wristband to security upon request and will not be allowed to enter the Event without it. Every Participant must sign the Rules and Regulations and Waiver of Liability and Hold Harmless Agreement and have paid their contracted fees to receive a wristband.

Rented Space

Rented space is assigned within your contract. This space is the Participant's sole sales area. No mobile sales may be set up without written permission from the Event. Participant shall not assign or sublet space or share space with another Participant without the prior written consent of the Event. No participant is to change location without prior approval of the Event.

Power

Power will be provided to Participant spaces only on request. Please contact your Event coordinator to specify your needs and learn about options.

First Aid/Medical Assistance

In the case of an emergency, locate a staff member with a radio or go to the First Aid tent.

Restrooms

Please be respectful of the facilities and others. Flush toilets, portable ADA toilets, and hand wash stations will be available. All Participants are responsible for keeping the facilities clean and disposing of waste properly. Please let a staff member or County Park Ranger know if a facility needs attention. Participants may not loiter in or around restrooms, and may not use the restroom assigned to the opposite sex.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.120

Non-Period Tenting

Tent City will be available for all participants who are using non-period tents to camp. Non-period tents can be used in guilds and booth areas during non-operational times. By opening of the Event each day, all non-period tents not in tent city must be taken down and stored out of sight or covered properly to maintain the illusion of the Event. The Producers have the right to have a covered tent be removed at any time and will exercise that in instances such as - the non-period tent not being covered properly to the standards of the event or if it is in a position that breaks the illusion of the event.

Guest Services

The Participant check-in booth at the park entrance will transition to a Guest Services information booth once the Event commences. All general questions and staff requests can be addressed here for Participants and Visitors.

Internet Access

El Monte County Park is in a dead zone. This means there is NO Cell Coverage and currently no Wi-Fi. The producers will provide Wi-Fi coverage. Here are the parameters: Internet access will be available via password only for authorized Participants. Passwords distributed MAY NOT be shared— adding unauthorized users to the bandwidth will significantly affect processing speed.

1. Credentials will be provided to Guild leaders for set-up purposes only and access will be turned off for the event.
2. Vendors will be given credentials for processing sales during the Event.
3. No Guild Leader or Vendor is to share this access unless for the express purpose it was given.
4. Hotspot provided by the county is available in the main parking lot.

Vendors, please be prepared for cash transactions in case we are not successful in providing WIFI or the WIFI goes down during the event. ATM Machines will be provided at the event.

Proof of Admission

The gate pass wristband received on entry must be always worn or on your person. People inside the event area not showing the weekend’s wristband may be asked to pay the admittance fee or be escorted out. The weekend wristband can be shown at the gate for re-entry, if necessary, but please limit times Participants are entering and exiting the Event.

Conduct

The Event reserves the right to remove any Participant if proper conduct is not followed. This includes, but is not limited to rudeness, public intoxication, illegal substances, excessively spoken profanity, selling works not authorized, security violations, obstructing traffic, etc. The Event reserves the right to refuse admittance/remove/close the sales of any Participant for dress code or behavior.

Fire

1. Fire extinguishers: Each Vendor/booth, Guild Encampment, and Actor’s Camp residence is responsible for bringing an all-aspect (A/B/C) fire extinguisher of a 5-pound capacity or larger. Extinguishers must have been purchased or recharged within a year of the Event start date.
2. Fire hazards: Fires are permitted only in designated areas with pavers under the fire, which may include above-ground pits on durable surfaces, if authorized by the Event Coordinators. All fires are at the discretion of a National Weather Service red flag warning or decision by the Director of Parks on safety. Any burning or combustible material must be disposed of in proper receptacles.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.118; Sec. 41.119

Smoking

Smoking of any kind is not permitted within the Event space. The only area available for smoking is the lot across the street from the El Monte County Park entrance.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.118.5

Alcohol

May not be brought into the Event by Participants. Alcohol may only be brought and served by permitted providers.

Weapons and Fireworks

Fireworks of any kind are not permitted in the Event spaces. Weapons are authorized only for use in Participant programming or sales and must be given express permission by the Event coordinators. Weapons as part of costuming must be worn safely and must be piece always tied. Misuse of weapons could lead to removal from the Event.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.117

Pets and Other Animals

Animals are not permitted unless they are Certified Service Animals or part of a demonstration/entertainment group pre-approved by the Event. If Participants have been provided express permission by the Event for an animal, the County Ordinances must be adhered to.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.123

Waste Disposal

Participants are responsible for disposing of their own waste in the provided shared receptacles. Please place your own trash and recycling container within your booth for collection during the day. Dispose of trash and recycling in the shared event dumpster each night and at the end of the event. Proceeds of the recycling collected will go to Scouting America who is managing disposal.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.116

Supervision of Underage Group Members

Participants are responsible for supervising any members under the age of 18. Any such member must have a chaperone who is 18 or older. There will be children-focused areas throughout the Event space, but supervision is NOT provided by the Event. 2-deep supervision is strongly recommended for all children.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.131

Erection of Structures

All building for Participant performances or spaces beyond what is provided by the Event must be approved in your contract by the Event coordinators.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.122

County Park Protections

Participants must comply with all County Park Requirements for the facility in addition to Event-specific directives.

1. Comply with and respect all instructions from County Park rangers and posted signs
2. Respect all plants, trees, and wildlife
3. Respect park landscape and geological features
4. Respect all park facilities and amenities

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.106; Sec. 41.111; Sec. 41.112; Sec. 41.113; Sec. 41.115

Event and Governmental Requirements

Participant shall operate in complete compliance with all rules, regulations and directives of the Event, County Park Ordinances Health Department. Failure to follow such will be deemed to give authority to the Event to close any Participant's booth(s) or programming and to bar the Participant and his/her employees from the Event site. The Event management shall be the sole determiner of such failure. Each Participant is responsible for any necessary and appropriate city, county, state and/or Federal licenses, taxes and permits. The Participant, as an independent contractor, is solely responsible for

1. his/her own Workman's Compensation insurance as regards to his/her own employees as Vendors or Entertainers, or
2. his/her own insurance for volunteers as Guild Leaders. Participants shall be responsible for keeping satisfactory records of all transactions and shall pay California State Sales Tax attributable thereto. If any booth(s) are forced to shut down, due to a lack of required licenses or permits, this notice serves as a caution that the Event is not liable for such licenses and will not refund fees and deposits in such instances. The Event reserves the right to remove any such instances.

Violations of County Code of Regulatory Ordinances

Violations of County Park Ordinances may result in an infraction, misdemeanor, or civil penalties of up to $2500 per day.

San Diego County Code of Regulatory Ordinances, County Parks and Recreation Sec. 41.107

Theme

The theme for this event is MEDIEVAL. All Participants must portray the 5th to late 15th Century. Dress, content, and decor must adhere to the theme or have a way to relate to period-appropriate lore.

Participant's Costuming and Space Construction

Participant shall be responsible for creating their own costume attire and area theme, which must comply with the Event's theme and be worn/in-use during all Event hours. Except for battery-operated lights, all modern items such as tables and aluminum tent poles must be covered. No vinyl tent walls or roofs, bungee cords, or plastic of any kind will be allowed. All group areas must also comply with government rules and regulations regarding health, fire and safety. Participants shall provide the Event committee with pictures of their costume and booth for approval.

1. For any participant whose costume, programming, or theme require weapons, refer to #20 for requirements and permissions.
2. All theme items and costumes must be family friendly and adhere to the conduct requirements specified in #16

Signage

All signs must follow the theme of the Event. No plastic banners or non-period colors will be allowed. Signs should be made of wood or cloth and painted with colors suitable with the theme. Merchants are required to post their business sign. All licensing and required permits must be displayed.

Amplified Music

Tape-recorded or amplified music will not be allowed by anyone other than a Vendor selling authentic music. Vendors selling authentic music must have speakers covered and out of sight or use headsets for the customers. NO RADIOS.

Attendance

Participant agrees, by the signing of their contract, to always be present when the Event is in operation. Operations must be open during event hours. To assure a consistency in the breakdown and cleaning process Sunday evening, all Participants shall remain open until the Event closes on Sunday.

Vending

Selling of merchandise or services is only permitted in rented spaces or as an approved roving vendor, with a seller’s permit as included in your contract. Selling of merchandise or services is not permitted within a Guild Encampment unless prior agreement has been made with the Event.

Vendor's Merchandise

The Participant shall use the rented space for the purpose of selling only those items that have been approved by the Event's committee. Any changes must be approved by the Event. The Participant shall sell items continuously during Event hours. Participants will be allowed to utilize their booth(s) only for the purposes applied for in the application.

Use of Participant Name or Photograph

Participant consents to the use of his/her name, picture, image, recorded voice or music and those of his/her employees and agents by the Event, its assignments and its licenses, in connection with Events and without inspection, for such purposes of commercial or promotional usage. You’re welcome to promote our event on your site via this link.

Right to Deny Admission

The Event reserves the right to deny admission or to require a person/persons already admitted to leave the event without refund, liability, or compensation if we consider that the circumstances so require.

Rules and Regulations May Change

Park rules and regulations are subject to change without notice.

Uses of Service Mark or Logo

Participant understands and agrees that the Event "Names" and various logos thereof are the service marks and trademarks of Historic Event Productions Inc. Participant understands and agrees not to use said marks without express written authorization.

Cancellation

CANCELLATION MUST BE RECEIVED IN WRITING 30 DAYS PRIOR. NO REFUNDS WILL BE ISSUED.

Disclaimer

The Event shall not be responsible in any manner or form whatsoever for failure of the Event to be open or be operable for any reason of cause whatsoever; it being the intent of the parties that all risks of operation or lack of operation of the Event shall be borne entirely by the Participant and negotiations, if any by the Event shall be at the direction of the Event and further that any demands, torts, or causes of action shall be submitted to a mutually agreed upon arbitrator for negotiation and settlement. The Event will provide security of site; however, the Event shall have no liability of theft or damage to merchandise or displays of any Participant or other persons entering the Event grounds with or without the consent of the Event.

Severability

Each and every covenant and agreement contained in a Participant’s contract shall be for all purposes construed to be a separate and independent covenant and agreement, and the breach of any covenant or agreement herein by the Event shall in no way or manner discharge or relieve the Participant from the Participant's obligation to perform each day and every convenient and agreement herein. If any term or provision of their contract, or the application thereof to any person or circumstance shall, to any extent be invalid or unenforceable, the remainder of their contract shall not be affected thereby, and each term and provision of this contract shall be valid and shall be enforceable to the fullest extent permitted by law.

Validity

Participant’s contract will be received and signed by the Participant. The contract will become valid once all required fees are paid and upon being signed by authorized personnel of the Event.

Acceptance

We reserve the right to refuse service to anyone. Receipt of application does not automatically confer acceptance to the Event. Until your contract is signed by authorized personnel of the Event, your application is not confirmed/valid.