Exhibitor & Visitor FAQ

General Exhibitor Info

Who can apply? Artists, artisans, musicians, authors, and specialty food makers. Only handmade items made by the exhibitor are accepted.

Can non-profits participate? Yes, space is limited. Free booth space, no sales allowed. Refundable deposits may be required. Please email us for non-profit application link.

Can I send someone to work my booth? Only in special cases (e.g., illness). No hired reps or third-party sellers.

Application & Jurying

What are the jury requirements? Originality, craftsmanship, and market fit. Work must be handmade by the exhibitor.

How do I apply? Applications go online each January. Online through Eventeny only.

When should I apply? Apply early. Categories fill quickly.

What if I want to sell multiple product types? All items must be listed. Cross-category sales are limited and require approval.

Can I demonstrate my craft? Yes! Indicate this on your application for potential booth upgrades.

Do you accept performers? For select events. Please email us for talent application. info@castleberryfairs.com

Application Status & Waiting List

When will I hear back after applying?
Once you submit your application online, you’ll receive an auto-confirmation email letting you know we’ve received it.
During the busy early season (especially for Spring shows), we receive a large volume of applications, so please allow about three weeks before hearing back.
Applications for Spring events are reviewed first, and after the initial rush, most applications are processed within a few days.

What if I’m placed on the Waiting List?
If your category is full, we may place you on a Waiting List — no deposit is required at this time.
If a space opens up due to a cancellation, we’ll reach out to Waiting List applicants.
If we contact you and you can’t participate, no worries — we understand you need to plan your show season and will not hold it against you.

What is Not Permitted at the Event?

We do not allow:
– Buy and resell (commercial products)
– Sales representatives or multi-level marketers
– Imported goods
– 3D printed items or insulated tumblers
– Hawking or calling out to passersby
– Booth sharing or subletting space
We reserve the right to remove any offensive or non-juried product at our discretion.

Sublimation Printing Policy
Simply using sublimation printing to apply stock images, text, or graphics to purchased “blanks” (e.g., mugs, tumblers, bags, etc.) does not qualify as handcrafted and will not be accepted.
Sublimation may be allowed if:
– You are the artist or photographer and are reproducing your own original work
– You are a clothing designer printing your own designs on fabric or apparel
– You are enhancing a handcrafted item you made using your own sublimation artwork

Booth Rules & Display Requirements

All Displays must be kept neat and professional.
Display must be contained within your own booth space with no signage, chairs or racks or product in the aisle.
All tables must be covered to the floor on all sides, with no visible boxes, back stock, dollies, etc.

Outdoor Shows:
– Canopies must be flame-retardant and capable of withstanding wind/rain
– Canopies require 40 lb weights per leg (minimum)
– Sidewalls are required
– Quick shade, camping tents and cheap pop-up tents will not be accepted

Indoor Shows:
– If you sell exclusively off the aisle pull displays in 1 foot from all aisle sides

Fees, Payments & Cancellations

Is there a fee to apply? We never charge jury, registration, or commission fees. However, all shows require a non-refundable deposit to secure your space. This deposit goes toward your total booth fee. Once your application is accepted and your deposit is received, we begin promoting you as part of our event — through advertising, social media, and print campaigns. From that point on, we are working for you.

When is payment due? Booth fees are due in full 45 days before the event. Eventeny automatically charges the credit card on file.

What if I need to cancel? All cancellations must be in writing through Eventeny. Deposits are non-refundable. 

Insurance, Tax & Legal Requirements

Do I need liability insurance? If you sell consumable products (items that are “used up” such as food, edible goods, candles, soaps, or personal care items), you must carry liability insurance.
You will need to provide a Certificate of Liability Insurance listing:
Castleberry Fairs & Festivals as Additional Insured –  Office: 110 N Pembroke Rd. Pembroke, NH 03275
We recommend contacting your insurance provider well in advance of the event.

Do I need to collect sales tax Yes. As a business owner, you are responsible for collecting and remitting sales tax to the state where the event takes place. Sales tax laws vary by state. Even if you are traveling from another state, you must register in the state where you are selling.
Castleberry Fairs does not collect or remit sales tax on your behalf.

Do I need a Massachusetts Sales Tax ID? Yes, if you are selling at a Massachusetts event.
You must register before the event. Registration is free. Register through MassTaxConnect
Massachusetts sales tax rate: 6.25%

Do I need a Vermont Sales Tax ID? Yes, if you are selling at a Vermont event.
Register  through the Vermont Department of Taxes
Vermont sales tax rate: 6%
Essex Junction includes an additional 1% Local Option Tax (7% total total).

What if my business is based in New Hampshire? New Hampshire does not have general sales tax. However, if you sell in Massachusetts or Vermont, you must still register and collect tax in those states.

What about tax-exempt sales? If you make tax-exempt sales (such as wholesale or sales to qualifying nonprofit organizations), it is your responsibility to collect and retain proper exemption documentation in accordance with state law. If you are unsure how this applies to your business, please consult the appropriate state tax authority or your accountant.

Food Vendors

Specialty Food Vendors: Apply using the Juried Artisan Application for each evebt, Include ServSafe, Allergen Certificate, & Insurance.

On-Site Food Vendors: Use the separate Food Vendor Application for select events. Provide menu ServSafe, Allergen Certificate, & Insurance. Locations are limited.

Demonstrations & Talent

Can I demonstrate? Yes! It’s encouraged. May result in larger booth or premium placement. Be sure to let us know on your application.

Do you hire musicians? Yes, for select events. Email info@castleberryfairs.com to inquire.

Security, Weather & Policies

Will my booth be secure? Outdoor shows have overnight security. All Exhibitors MUST cover/enclose their booth at closing each day. Security is only a deterrent. Castleberry Fairs and Festivals are not responsible for any loss or damages.

Bad weather? Shows are held rain, snow, or shine. In extreme cases show hours and set up hours are “subject to change” due to weather.

Local venue rules apply. All Exhibitors and Staff must follow policies at various show venues regarding fire lanes, masks, parking, plastic bags, bottled water, outside food, etc.

Scam Warnings & Safety

Scam Alert: Castleberry Fairs & Festivals does not sell, rent, lease, or share attendee or exhibitor contact lists. We do not offer hotel bookings or discounted accommodations.

All legitimate exhibitor applications, invoices, and event communication are sent only through Eventeny or from official Castleberry Fairs email addresses.

If you receive an email, message, or phone call offering:
– Attendee or exhibitor lists
– Hotel reservations or discounted lodging
– “Guaranteed acceptance” or expedited placement
These offers are fraudulent and are not associated with Castleberry Fairs & Festivals or Eventeny.
Please do not respond, click links, or submit payment.

For Show Visitors

How can I reach an exhibitor? You can search our Artisan Directory or email info@castleberryfairs.com with as many details as possible.

Can I bring my pet? Friendly, leashed pets are welcome at our outdoor events only.
Pets are not allowed at indoor shows, except for service animals trained to perform specific tasks related to a person’s disability (as defined by the ADA). You can read more about what qualifies as a service animal here on the ADA website.
Pets are not allowed inside food booths at any event.

Is the event kid-friendly? Yes! Our events are open to all ages and are a great outing for the whole family. Kids often enjoy watching artisan demonstrations and discovering handmade treasures just as much as adults.

Are restrooms available at your events?
Yes — all of our events provide restroom access. At indoor venues, permanent restrooms are available.
At outdoor locations where facilities are not on site, we provide at least two portable restrooms, including one that is handicap-accessible, as well as a hand wash station when available.

Why are some shows free while others charge admission? While our outdoor shows are free to attend, indoor events come with significantly higher production costs — including pipe and drape, electrical infrastructure, staffing, cleaning crews, and multi-day venue use. We also invest heavily in advertising and promotional efforts to ensure strong attendance. We do not accept corporate sponsors or outside advertising, so admission fees go directly toward producing the event and supporting our artisan community.
Your ticket is valid for every day of the event, and we publish a full exhibitor list on our website so you can plan your visit. At our indoor shows, we also offer a great door prize and free shopping totes for the first 500 shoppers each day — just a few ways we aim to make your experience extra special.

Where should I stay? We recommend searching Booking.com for lodging options.

Still Have Questions?

For special inquiries, please email us at info@castleberryfairs.com.

Please note:
If you have applied for a show, all event-related communication must take place through Eventeny.

Warmly,
Terry & Chris Mullen & Family
Castleberry Fairs & Festivals