Commercial and Nonprofit Exhibitor Information

The 2018 Exhibitor Application is now live. Apply at the bottom of this page.

General Information

To be accepted, products must fit nautical, wooden boat and maritime audience.

Festival Hours are Friday and Saturday from 9 AM to 6 PM, and Sunday from 9 AM to 5 PM. You agree to stay open until 4 PM Sunday. You will not be invited back if you leave early.

Move-in is Thursday, September 7, after 12:00 PM. We have very little time to set up the Festival. Please be aware your tent may not be set up if you arrive early; please be patient.

Your lanyard (incl. Festival passes and a parking pass) may be picked up at Festival HQ anytime Thursday. HQ is located at the exhibitor entrance to the Festival.

Parking is EXTREMELY limited. Each exhibitor is provided with one parking pass, but this does not guarantee you a spot. We encourage you to carpool.

You must have a proper business license to do business in Port Townsend.

You are assigned space according to what you purchased. Extra space is available to purchase in front of your space or tent. See pricing below.

The layout of the Festival is a moving puzzle. If you have been coming for years, it’s likely you will have the same spot; however, there are many logistics and factors in play, and sometimes we have to move things around to fit everyone in. Preference is given to sponsors.

You will be notified of your location in mid August, along with directions, maps, and final notices for the 2018 Festival.


What to Bring

Trash container

Fire extinguisher

If you ordered electricity on your application, bring a 100-foot extension cord of the appropriate size for your load. Please label both ends of cord with your business name.

Zip ties for hanging or securing displays to the bars of your tent. You must clean up your zip ties before departure; please use them sparingly.

Cleanup

You are responsible for leaving your area totally clean. Please pick up everything that came with you, including the zip ties that held the display together, and by-products from your display: metal shavings, wood chips, etc.

If you leave your area for Festival staff to clean up, you may not be invited back.

Dumpsters for trash and recycling are in the “Back 40.” You will receive a map via email closer to the Festival with all services.

Not Allowed

No exhibitor may sell logo t-shirts, hats, sweatshirts, or posters on site.

No bottled water sales or single-use, plastic-bottled drinks allowed on the Festival grounds.

Dogs are not allowed on the Festival grounds.

Rent a Tent From Us

Tents come with one table and two chairs—you can order more when applying.

Commercial Rates
10 x 10 = $700 (incl. 3 passes)
10 x 20 = $1400 (incl. 4 passes)
20 x 20 = $2800 (incl. 8 passes)


Nonprofit Rates
(For verified nonprofits)
10 x 10 = $500 (incl. 3 passes)
10 x 20 = $1000 (incl. 4 passes)
20 x 20 = $2000 (incl. 8 passes)

Bring Your Own Tent

(Pay for open space)

Commercial Rates
10 x 10 = $500 (incl. 3 passes)
10 x 20 = $1000 (incl. 4 passes)
20 x 20 = $2000 (incl. 8 passes)

Non-profit Rates
(For verified non-profits)
10 x 10 = $400 (incl. 3 passes)
10 x 20 = $700 (incl. 4 passes)
20 x 20 = $1400 (incl. 8 passes)

Frequently Asked Questions


Step 1: Complete the application process including waivers.

Step 2: Within a few days you will hear via email if we can accept you.

Step 3: Within a week after acceptance, you will receive an invoice via email from our finance department with options and instructions on how to pay.

• They have 4 sides so you can completely close up at night.
• They are very heavy-duty, staked or weighted, and unlikely to blow away.
• They are very secure.
• Less expensive
• Can set up at your convenience
• You must bring a plan for high wind
Extra space is available during the application process. You pay for the space you sign up for. If you would like some sprawl space, that is possible and recommended!
The Festival Committee will review applications and generally let you know within a week if you have been accepted. Applications are accepted according to the following parameters: relevance of business, service to boating/festival community, and previous experience (if any) at Festival.
Placement in Festival is according to years in Festival, electric and other needs, fit and relevance to other vendors, sponsorship level, and application date.

We try our best to accommodate everyone’s needs and wishes in booth placement. Every location has its benefits and limitations.

• Have an eye-catching banner raised up above the main entrance to your tent.
• Have fun!
• Have interactive activities.
• Be engaging! Reach out to the public.
Advertise in the program!
• Drive people to your booth with something enticing: a contest, a drawing, or a giveaway.
We have security that patrol throughout the night. You are responsible for the safe-keeping of your merchandise and equipment.
Most locations are not accessible by car during the Festival. If you require a location that you can drive close to, let us know ahead of time and we will place you accordingly.

Arrival & Departure Information

In our eco-friendly spirit, we will not have exhibitor packets again this year! You should be able to find all the information you need here on the website! Your passes, lanyards, etc. will either be waiting for you in your tent when you arrive, or will be delivered to you by the end of the day on Thursday.
Your passes, lanyards, etc. will either be waiting for you in your tent when you arrive, or will be delivered to you by the end of the day on Thursday.
We will notify you via email of your exact booth location one week prior to Festival.
Move-in is Thursday between noon and 5:00 p.m. All cars must be off the interior Festival grounds by 5:00 p.m.

For safety/traffic flow we pre-arrange arrival and departure times. You will be assigned an arrival and departure time according to your location in Festival. You will receive this information via email one week prior to the Festival.

If you have to arrive late please email wbf-concierge@nwmaritime.org to work out arrival. There are a few locations that can accommodate late arrival or early departure. You will be placed in one of those locations if you need to arrive after streets are closed, (5 p.m.).
All cars must be out of the exhibitor areas by 5 p.m. on Thursday. If you arrive after 5 p.m., access to your booth with a vehicle may not be possible. If you must arrive late please check in with Juliette ahead of time. Email is best – wbf-concierge@nwmaritime.org.
The Festival stays open until 5 p.m. on Sunday. Please do not start to take down your booth until 5 p.m. If you have an emergency and need to leave before then, please notify the Exhibitor Gate. We will try to find a way to extract you that is safe and doesn’t affect the booths and vendors around you. Please note: needing to catch a ferry is not considered an emergency. Early departures are dangerous and very distracting to the other vendors and crowd, so please be considerate and plan your trip to stay until closing time at 5 p.m. Breaking down or leaving before 5 p.m. on Sunday will be considered in the next year’s acceptance process. Please do not close early.

Hospitality Suite

The Hospitality Suite will be available to exhibitors, sponsors, and presenters again this year, located on the second floor at the harbor end of the Chandler Education Building (the red NWMC building). Come enjoy the best view of the Festival, complimentary snacks and beverages, and a lovely place to take a break from the busy Festival grounds. Hours are 10 a.m. to 4 p.m., and your lanyard is your pass to get in.

We look forward to seeing you and hope you have a great Festival!

Please don’t hesitate to let the folks at the Exhibitor Gate know if there’s anything we can help you with during the weekend!

Please be mindful that there are 80 vendors and 40 trailer boats trying to get in and get set up within a five-hour window, so exercise caution driving and backing up, bring your sense of humor, and please be patient! Our festival is staffed by volunteers who are putting in long hours to help make everyone’s Festival a great experience, and we ask that you follow any instructions they give you!