West Virginia Wild and Wonderful
Celtic Festival and Highland Games
Vendor Application
Please fill out and return the application form with any payment due or use the Pay link to pay now
2025 Food and Merchandise Vendor Information
Thank you for your interest in our festival. Here is some of the information that you might need if you are interested in joining us as a vendor. If you have any other questions, please contact us. We would be glad to help.
We are excited to welcome you to our third annual Celtic festival and Highland games. Our 2025 festival will be held on June 21st, 2025, at Camp Pioneer in Beverly, West Virginia. The number of guests at our festival doubled from 2023 to 2024 to over 2,700 guests. We anticipate an even greater attendance in 2025, which will likely surpass 3,000 and create excellent traffic and visibility for participating vendors. We are looking for Retail and Food Vendors with quality goods to offer our visitors. If you have unique wares or an interesting menu and would like to be considered for a Retail Merchant or Food Vendor space, please continue to read these instructions.
For Consideration
For new food and merchandise vendors to be considered for our festival, applicants should send us a menu or a list of merchandise to the email or address listed below. A photograph of your business at a similar event would also be accepted and appreciated. Please include any web address and/or social media links if you have one for us to review. If selected, your photographs, merchant list, web address, social media pages and/or menu will be advertised on our website and social media pages once your deposit is received. We will reply to you as quickly as possible. If approved our reply will include an application and instructions. If you have participated in one of our past events you are pre-approved and do not need to ask for consideration. Please obtain a copy of our vendor application and follow the instructions included.
Application Instructions
Please complete the application and mail or email it back to us with any payment required. Electronic payments and on-line registration are available on the Pay Now link above.
Spaces are limited so we advise that applications are submitted as early as possible. Participation by any vendor requires that you provide a signed liability waiver. A copy of the liability waiver is attached with the application above. Merchant submissions will be kept on file by our festival committee and reviewed for future festival invites. Food and merchandise vendors may advertise upcoming events, collect names for mailing lists, distribute membership information, etc.
Set Up Information
Food and merchandise vendors will be allowed to setup on Friday the June 20th from 8 AM until 10 PM or Saturday June 21st after 5 AM. The festival and games begin at 8:00 AM on Saturday June 21st. Vendors should be ready for visitors by 9 AM. We ask that you stay open as long as possible for our guests.
Tear Down Information
The festival closes after 7 PM. Our music and beer garden will remain open after the festival to allow time for participants and vendors to relax and enjoy some of the festivities. Some vendor and participation awards will be announced at the main stage during this time. Vendors are welcome to stay open during this time. Food and merchandise vendors will be allowed until 2 PM on Sunday June 22nd to tear down.
Send all Merchant/Vendor submissions to:
WVWW Celtic Festival and Highland Games
5034 Laurel Lane Clarksburg, WV. 26301
or by email them to wvcelticfestandgames@gmail.com
Retail Vendors
Retail merchants considered for participation at our festival are preferred to have an inventory of some Celtic merchandise. All merchants will be chosen by our committee based on merchandise selection, quality and uniqueness. We will try not to have duplicate items amongst merchants whenever possible to create an interesting variety of choices to our visitors and a more profitable event for our merchants. Merchandise vendors will not be permitted to sell weapons such as knives, daggers, swords, etc. to minors. Vendors may sell wooden and toy weapons to minor children with a parent or guardians' approval.
Food Vendors
For food vendors, traditional Celtic menu items are always preferred, but not mandatory. Food vendor applicants will be chosen by our committee according to, uniqueness of menu, and overall booth presentation. Our goal is to prevent duplicate menu items amongst existing vendors whenever possible to create an interesting variety of choices to our visitors and a more profitable event for our merchants. In most cases, food vendors are situated in areas with picnic tables and shade whenever possible.
Food vendors must have or obtain a food handlers permit from the local health department prior to June 20th, 2025. Food safety manager and food handler training courses are free and available Online at: http://www.randolphhealthwv.net or http://www.tapseries.com All food vendor stands will be inspected by the local health department prior to opening for business. Our festival staff will arrange for food stand inspections on June 21st, prior to 8:00 AM at no cost to the vendor. Makeup inspections at later times may include fees.
For problems obtaining your permits contact the Randolph County Health Department at:
32 Randolph Avenue
Suite 101 Elkins, WV 26241
Phone: 304-636-0396 Fax: 304-637-5902
Vendor Fees
Vendor fees may vary depending upon type and demand or products. Non-profit organizations are normally free of charge. Some stipulations may be required.
Due to the great success of our last festival, we have decided not to raise our vendor fees for this year. Each Retail or Food merchant that is registered by May 15th, 2025, will be provided an initial 10' x 10' frontage space for $100.00. In addition to your initial frontage space, you may utilize the 10' x 10' foot space directly behind your frontage space (for storage, hospitality, etc.) at no additional cost. Extra 10' x 10' frontage spaces are available and may be purchased for a fee of $75.00 for the first extra 10' x 10' space and $50.00 for each additional 10' x 10' space. Large vendor spaces should be requested prior to April 15th, 2025, to guarantee availability. An additional deposit may be required for extra-large spaces.
As part of your registration, we will provide vendors up to four (4) free festival admission tickets for you and those working with you in your booth. Large vendors may be allotted more tickets. We will allow for late registration only if spaces are available.
Trailers and trucks can be accommodated at our festival. Electric and water hookups are available for an extra fee. Fees for water and electric are based on the type and purpose for the hookup.
Security Deposit
In an effort to limit no shows and to protect our reputation we have elected to charge a security deposit. The security deposit will be in the amount of $50.00. The security deposit is due at the time of application. Your application, with the included deposit guarantees your space at our festival. Once we receive your application and deposit, we will start advertising your product and appearance at our festival. We have always advertised our vendors on our website, social media pages, and some printed advertising materials prior to our festival. It not only looks bad on our organization when an advertised vendor fails to show, it is also very disappointing for our guests who expected them to be there after being advertised. The application deadline is May 15th, 2025. We will accept late applications only if space is available. The security deposit is fully refundable If we are notified of your cancellation prior to the May 15th deadline. You may receive a partial refund if you have to cancel between May 15th and June 20th. We understand that things happen. Our committee will make a determination concerning full deposit refunds after the May 15th deadline. Refunds may not be made until after June 21st. The security deposit will be deducted from your total amount due if not paid in full at the time of application. All fees must be paid prior to setting up at the festival.
Optional Items
Canopy tents, tables, and chairs will be available for rent. 10' x 10' canopy tents are $25.00 each. One folding table and two chairs are $10.00 each. Overnight camping is available for Friday and Saturday nights. RV sites with hookup are $40.00 per night. RV sites will be reserved on a first come, first serve basis. Tent sites with with water and electric are $10.00 per night. Tent sites with no utilities are $5.00 per night. Vehicle camping will be permitted in a designated parking areas. Shower houses and restrooms will be available. To ensure that we have adequate supplies, payments for tents, tables, chairs, extra tickets, and camping must be paid by May 15th, 2025