General Information
The primary focus of the Walnut Valley Festival are the 8 national flat picking championships and more than 200 hours of main stage music. Running in conjunction with the festival is the Paulette Rush Arts & Crafts Show. This event provides music fans a wide range of quality craftwork to shop including jewelry, artwork, pottery, leatherwork, carving, clothing, photography, metalworks, and other original work by artists and craftspeople. Prize-providing luthiers are also invited to exhibit and sell their hand-crafted instruments.
Craft Application Process and Acceptance Criteria
Applications to this Juried Show are considered on the basis of quality and originality. Crafters are carefully selected to provide a variety of quality and unique crafts for every fan. Located in the center of the Cowley County Fairgrounds, the arts and crafts show is focused on providing handcrafted items, and as such, a very limited number of buy/sell vendors are admitted. It is to your advantage to get your application in early since the first selections will be made in March. All will be notified as to whether or not they have been selected.
Product Guidelines
You may sell only those items listed on your application form and previously approved by the WVF acceptance panel. You may not sell any additional items without the express consent of the Crafts Director. WVF reserves the right to perform vendor merchandise audits throughout and request removal of nonconforming items.
- Vendors may not sell musical CDs, DVDs or musical instructional materials of any kind. Only designated luthiers may sell musical instruments and accessories.
- The ‘Walnut Valley Festival’ name and logo are registered trademarks. Therefore, no product or service bearing the Walnut Valley Festival name or logo may be sold or marketed in any manner without prior written consent from the festival. Questions regarding this should be directed to main office HQ@WVFest.com.
- WVF may, at its discretion, remove any vendor, merchandise, or display that does not conform to Paulette Rush Arts & Crafts Show
Prohibited Items
- Lewd Images: Items featuring explicit content, including nudity, are strictly prohibited.
- Curse Words: Products containing offensive language are not allowed.
- Weapons: Any images of weaponry, guns or ammunition are not permitted.
- Copyright Infringement: No copying or pasting of popular images onto items is permitted. Items featuring logos or branding from alcohol brands (e.g., Budweiser) and copyrighted entities such as Disney, NFL, sports organizations, colleges, etc., are not allowed unless the vendor can provide a valid license for commercial sales.
- Political Items: No partisan, political-themed products are allowed.
Exclusions, Exceptions, and Restrictions
- “Value Added” Items: Sublimated items are permitted, provided there is no copyright infringement or inclusion of banned wording or imaging, as mentioned above. Additionally, handmade, hand-painted, or personalized items are strongly encouraged.
- Bulk Resale: Items for resale in bulk, including Amazon-type merchandise and body jewelry (lip rings, belly button rings, nose rings, etc.), are not permitted. Purchasing any item solely for resale at the event is strictly prohibited.
We appreciate your cooperation in adhering to these guidelines, as they are designed to maintain the integrity and authenticity of the Paulette Rush Arts & Crafts Show. Our goal is to showcase the talent and creativity of our vendors while providing attendees with a unique and enjoyable shopping experience.
Vendor Rules and Guidelines
Refunds
No refunds once you have been accepted.
Booth Fees
The Walnut Valley Festival and Paulette Rush Arts & Crafts Show are NOT separate events. Your booth fee includes full festival wristbands for booth personnel, detailed below. Additional wristbands may be purchased online, by phone or mail, and at the WVF office. There will be a charge for children ages 6-15, payable at the gate upon initial entry.
All Areas (Pavilion, Pantry, Veranda)
- 10′ x 10′ Single Booth: $190.00. Includes 2 wristbands and 1 vendor parking pass.
- 10′ x 15′ Enlarged Booth: $285.00. Includes 3 wristbands and 1 vendor parking pass.
Grandstands only
- 8′ x 8′ Single Booth: $160.00. Includes 2 wristbands and 1 vendor parking pass (additional vendor parking passes are not allowed). Located under sloping ceilings, rear of booth display must be 5’ or less.
- 8′ x 16′ Double Booth: $320.00. Includes 3 wristbands and 1 vendor parking pass. Located under sloping ceilings, rear of booth display must be 5’ or less.
Grandstand booth spaces will be locked at night with nobody allowed inside until open to the public the following morning. Exhibitors are solely responsible for any loss, theft, or damage to property exhibited. Nothing of value, or easily picked up items, should be left unattended. Display items in a way that minimum attention is necessary by the exhibitor. We regret that NO OVERNIGHT STORAGE can be provided for any outside spaces. Exhibitor is responsible for items.
Optional Fees
On-Campus Tent/RV Camping: $15/day (without electric hookup), $27/day (with electric hookup). NEW THIS YEAR: Vehicle permits are no longer automatically included in the camping fee. Any vehicle parked in West or Pecan campgrounds needs a vehicle permit, $12/day; or, you may use long term parking at no cost.
Vendor Camping has limited availability and is open Monday before the festival through Sunday. Inquire directly to Crafts@wvfest.com for more information.
Vendor Credentials
Each booth space receives a predetermined amount of full festival wristbands (see Booth Fees above) and must be worn by vendor(s) according to festival instruction. Vendors without proper credentials will not be allowed access on festival grounds. One (1) vendor parking pass may be issued and must be displayed when occupying vendor parking.
General Booth Information
Vendors in the Paulette Rush Arts & Crafts Show will be based on criteria as developed by Walnut Valley Association and implemented in a manner that creates an optimum competitive environment for all vendors. 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 items sold in booth space during the festival will be the responsibility of the vendor. Outdoor vending areas are open to the elements and September can be very windy and rainy; it is suggested to use pop-up canopies with sides that can close, or bring items to keep goods dry and intact. 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
Electricity is available at no additional cost. Bring enough extension cords for your use.
Vendor Check-In & Set-Up
Vendor check-in for all booths will begin on festival week Wednesday at 8:00 am. Vendors MUST check-in upon arrival to receive vendor packets and Wednesday nametags. WVF staff will be available on site until 8:00 pm to show you to your booth location. Vendors will be allowed to drive up to their area and begin unloading / setting up without interference from public traffic.
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. WVF retains the right to remove any inappropriate signage. If you have questions about your signage, please contact the Crafts Director prior to the festival.
Hours of Operation
The Paulette Rush Arts & Crafts Show hours of operation are:
Thursday 10:00am – 9:00pm (festival hours – 9:00am – 11:30pm)
Friday 10:00am – 9:00pm (festival hours – 9:00am – 11:30pm)
Saturday 10:00am – 9:00pm (festival hours – 9:00am – 11:30pm)
Sunday 10:00am – 2:00pm (festival hours – 9:00am – 3:00pm)
Craft Show Timeline
Wednesday, September 17th – Setup Day
- Set up times for luthiers and craft vendors in all areas will begin at 8:00am.
- Due to emergency and safety regulations, set up time for crafters will be on a staggered basis.
- Pavilion, Pantry, and Veranda (outdoor spaces) vendors may stay open for sales once set up.
- The Grandstand Buildings 1 & 2 will be closed to the public on Wednesday. Only luthiers and craft vendors allowed access to grandstand buildings.
- The Grandstand Buildings 1 & 2 will close at 8:00pm Wednesday evening.
Thursday through Saturday, September 18th – 20th
- Only luthiers and crafters will be allowed in the Grandstand Buildings 1 & 2 at 9:30am to prepare their booths for the day’s activities.
- The Grandstand, Pavilion, Pantry, and Veranda will be open to the public at 10:00am.
- Grandstand and all vending areas close at 9:00pm.
Sunday, September 21st– Last Day of Festival
- Same timeline as Thursday through Sunday except for closing time.
- Closing time will be 2:00pm. Vendors shall not dismantle or remove booth exhibit sooner than at closing of show. Doing so will jeopardize the opportunity to participate in future events. This will allow our Sunday crowd further chance to shop as well as keep crafts in operation until the closing of the stage performances Sunday afternoon.
Other Craft Information
- Preferred craft vendors are selected by the Walnut Valley Festival Craft Judges or by the Walnut Valley Association Staff and are automatically accepted in the show.
- Non-preferred craft vendor applications will be submitted to our Craft Acceptance Panel.
- Applicants not accepted will be placed on a waiting list in case of cancellation by an accepted craftsperson.
- All applicants will be notified of acceptance, waiting list status, or rejection.
Direct any questions to:
Walnut Valley Association
Attn: Craft Director
PO Box 245
Winfield, KS 67156
620-221-3250
crafts@wvfest.com