2026 Craft Fair Rules

Event Details:

• Date: Saturday, November 7, 2026
• Time: 9:00 AM to 3:00 PM (rain or shine)
• Location: Olivenhain Meeting Hall, 423 Rancho Santa Fe Rd, Encinitas, CA

Vendor Rules:

1. Products:

   • All items sold must be embellished, improved, repurposed, or homemade.
   • Direct resale of mass-produced or commercially manufactured merchandise ("buy-sell") is not permitted.
   • Food sales are limited to prepared, prepackaged foods. No on-site cooking or food preparation is permitted.

2. Juried Vendor Fair:

   • The Olivenhain Town Council reserves the right to refuse registration to any party at any time.

3. Booth Assignment:

   • Booth maps are approximations. The Town Council will strive to maintain the booth layout as depicted on the map but reserves the right to make adjustments as necessary.

4. Registration Fee (Minimum Revenue Share):

   • $50 – OTC Members who reside in Olivenhain, as defined by the City of Encinitas. Payable at registration.
   • $75 – All other vendors. Payable at registration.
   • The registration payment is a prepaid, non-refundable minimum revenue share that is credited toward the 10% revenue share described below.
   • The fee covers an 11’ x 11’ outdoor space or a limited number of 6’ x 3’ indoor spaces.

5. Revenue Share:

   • Vendors are required to share 10% of their total sales with the OTC.
   • At the end of the event day, if 10% of total sales exceeds the amount paid at registration, the vendor must remit the difference. If 10% of total sales is less than the amount paid at registration, no additional payment is due; the registration payment is not refunded.

6. Sales and Permits:

   • Vendors are responsible for managing their own sales, taxes, and any necessary permits, including a California (CDTFA) seller's permit where required.
   • Vendors selling prepackaged foods must hold and display any required San Diego County health permits.

7. Payment:

   • Registration payments may be made via credit card or check.
   • Event day payments can be made via credit card or cash.

8. Set-Up:

   • Set-up begins at 6:00 AM and ends at 8:45 AM.
   • Vendors must be ready for sales by 9:00 AM.
   • Vendors must follow staff directions for unloading.
   • All canopies and tents must be adequately weighted or secured; stakes are not permitted.

9. Breakdown:

   • Booths must remain open and staffed until 3:00 PM. Early breakdown is not permitted without staff approval.

10. Parking:

    • All vendors must park behind the Hall in the designated area.

Terms and Conditions:

This Vendor Agreement (“Agreement”) is made and entered into as of the date of the Vendor's registration by and between the Colony of Olivenhain Town Council (“OTC”) and the registering vendor (“Vendor”).

1. Non-Transferability:

   • This Agreement is personal to the Vendor and may not be transferred or assigned to any other party without the prior written consent of the OTC.

2. Indemnification:

   • Vendor hereby agrees to indemnify and hold harmless the OTC, its affiliate companies, and their respective representatives, officers, directors, owners, members, trustees, agents, employees, successors, and assigns from any and all losses, liabilities, damages, and costs (including reasonable attorneys' fees) arising out of or related to Vendor’s actions and omissions at, around, or while traveling to and from the craft fair.

3. Waiver and Release:

   • Vendor waives, discharges, holds harmless, and covenants not to sue the OTC from any and all liability arising out of or in connection with the craft fair, including claims, causes of action, obligations, lawsuits, charges, complaints, controversies, damages, costs, or expenses of any kind, whether or not caused by the negligence or gross negligence of the OTC.

4. Assumption of Risk:

   • Vendor acknowledges that participation in the craft fair is voluntary and at Vendor's sole risk, including but not limited to risks arising from weather, theft, vandalism, property damage, and personal injury.

5. Compliance:

   • Vendor agrees to comply with all local, state, and federal regulations, including obtaining any required sales permits and reporting sales tax.

6. Independent Contractor:

   • Vendor is an independent contractor. Nothing in this Agreement creates an employment, agency, partnership, or joint venture relationship between Vendor and the OTC, and Vendor has no authority to bind or act on behalf of the OTC.

7. Intellectual Property Warranty:

   • Vendor warrants that all items offered for sale are lawful and do not infringe any copyright, trademark, patent, or other intellectual property or proprietary right of any third party. Vendor agrees to indemnify and hold harmless the OTC from any claim, loss, or expense (including reasonable attorneys' fees) arising from the goods Vendor offers or sells.

8. Booth Space:

   • Vendor is responsible for their booth setup, including any tables, chairs, and displays.
   • Booths must be staffed at all times during the event hours.

9. Sales Reporting and Revenue Share:

   • Vendor agrees to report total sales at the end of the event and remit any 10% revenue share owed in excess of the minimum revenue share paid at registration.

10. Liability:

    • The OTC is not responsible for any loss, damage, or injury to Vendor or their property. Vendor is encouraged to carry their own insurance.

11. No Security:

    • The OTC does not provide security for the event or the grounds. Any equipment, merchandise, or other property left on the premises at any time, including before or after event hours, is left at Vendor's sole risk.

12. Photography Release:

    • Vendor grants the OTC permission to photograph the event, including booths and merchandise, and to use such photographs for OTC promotional purposes.

13. Cancellation:

    • The event will proceed rain or shine. In the case of extreme weather or other unforeseen circumstances, the OTC reserves the right to cancel or reschedule the event.
    • NO REFUNDS within 30 days of the event.

14. Force Majeure:

    • If the craft fair is cancelled in whole or in part due to a Force Majeure Event, Vendor will not be entitled to a refund. A "Force Majeure Event" includes acts of God, terrorism, natural disasters, war, strikes, labor disputes, court orders, severe weather, or any other occurrence beyond the reasonable control of the OTC. The maximum remedy for the cancellation of any part of the craft fair will be the face value of the registration fee.

15. Clean-Up:

    • Vendor agrees to clean up their booth area at the end of the event and dispose of any trash appropriately.

16. Encinitas Prohibited Items:

    • Single-Use Plastic Bags (EMC 11.26).
    • Expanded Polystyrene (Styrofoam) containers (EMC 11.27).
    • Expanded Polystyrene (Styrofoam) packing materials (foam peanuts, foam popcorn, foam packing noodles) (EMC 11.27).
    • Plastic Utensils (EMC 11.27).
    • Plastic Beverage Straws (EMC 11.27).
    • Single-Use plastic bottled beverages one liter or less (EMC 11.29).

17. Right of Removal:

    • The OTC may require the removal from display or sale of any merchandise that, in its sole judgment, violates these rules (including non-handmade or prohibited items), without refund and without terminating this Agreement.

18. Termination:

    • If the Vendor fails to comply with any of the rules outlined in this Agreement, the OTC reserves the right to terminate this Agreement immediately and without refund. Additionally, the Vendor will not be invited to participate in future events.

19. Venue and Disputes:

    • Any dispute arising out of or relating to this Agreement or the craft fair shall be resolved exclusively in the state or federal courts located in San Diego County, California. The prevailing party in any such dispute shall be entitled to recover its reasonable attorneys' fees and costs.

20. Electronic Acceptance:

    • Completing registration for the craft fair constitutes Vendor's acceptance of, and agreement to be bound by, this Agreement, with the same force and effect as a physical signature.

21. Miscellaneous:

    • This Agreement constitutes the entire agreement between the parties and supersedes all prior negotiations, representations, and agreements, whether written or oral. No amendment or modification of this Agreement shall be valid unless in writing and signed by both parties.
    • If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
    • This Agreement shall be governed by and construed in accordance with the laws of the State of California.