Liberty Bay Festival

Booth Space

Booth Space is Available at Downtown Poulsbo Waterfront Park.

The Liberty Bay Festival is a special event celebrating our maritime history, and we’d be delighted to have your business join us. Whether you’re a retail shop showcasing unique products or a nonprofit making a difference in our community, we’d love to include you.

Each booth space is 10 ft x 10 ft, and please note that equipment and power are not included.

Booth pricing for the full festival weekend is $300.

Nonprofit pricing is available—contact us for details.

All participating vendors are also featured on our Festival Vendor Page, which includes:

A short description of your business
Links to your website and social media
Photos you’d like to share

We receive many inquiries about booth reservations, so please leave your contact information and a brief description of your business, and we will follow up with you.

Liberty Bay Festival
Vendor Information Packet
Poulsbo Historical Society

1. Event Overview
Event: Liberty Bay Festival
Location: Poulsbo Waterfront, Poulsbo, WA
Dates: July 16th-18th
Festival Hours:

Friday 2:00 PM-10:00PM,

Saturday 10:00 AM – 10:00 PM,

Sunday 10:00 AM-4:00 PM

The Liberty Bay Festival is a community celebration of maritime heritage, local artisans, music, and family-friendly activities. This packet provides all required information for vendors
participating in the festival.

2. Booth Details
Booth Size & Inclusions
● Standard booth: 10′ x 10′ space
● Space only; vendors must bring their own:
○ Tent/canopy
○ Tent weights (minimum 25 lbs per leg recommended)
○ Tables, chairs, displays, signage
● Power: Not provided
● Water: No direct water access at booth sites
Booth Placement
● Booth assignments are determined by festival staff.
● Final booth numbers and the festival map will be emailed once approved by the City of Poulsbo.
● Placement considerations include vendor type, safety, and traffic flow.
3. Setup & Teardown Instructions
Setup
● Date: Friday July 16th
● Setup Window: 11:00am-1:00pm
● Vendors must be fully set up by 1:30 pm
Load-In Procedure
● Volunteers will be available for basic assistance.
Teardown
● Date: Sunday, July 18th
● Teardown Window: 4:00 PM – 6:00 PM
● Early teardown is not permitted for safety reasons.

4. Fees, Payment, and Required Documents
Booth Fees
● Merchant/For‑Profit Vendors: $300 (full weekend)
● Nonprofit Vendors: $150
Payment Options
● Online payment link (provided via email)
● Check payable to: Poulsbo Historical Society
Mailing Address: PO Box 844, Poulsbo, WA 98370
Refund Policy
● Fees are non‑refundable unless the festival is canceled.
Required Documents
● Signed Vendor Agreement
● Proof of insurance (if applicable)

5. Rules, Policies & Expectations
Operating Requirements
● Vendors must be open during all festival hours.
● No early teardown.
● Tents must be properly weighted; staking into pavement is prohibited.
● Vendors are responsible for keeping their area clean.
● Trash must be packed out or placed in designated dumpsters.
Safety & Emergency Information
● Emergency exits and pathways must remain clear.
● In case of emergency, contact festival staff immediately.
● Secure all tents and displays.

6. Marketing & Promotion
Vendor Promotion Benefits
All registered vendors receive:
● Listing on the Liberty Bay Festival website
● Business description (2–4 sentences)
● Website and social media links
● 2–3 promotional photos
Information Needed From Vendors
Please submit:
● Business name
● Contact person
● Email and phone number
● Website and social links
● 2–3 photos
● 2–4 sentence business description
● Any special booth needs
Send materials to: anastasia@poulsbohistory.org

7. Day‑Of Support & Amenities
On‑Site Contacts
● Vendor Coordinator: Anastasia (Poulsbo Historical Society)
● Contact number will be provided in the final confirmation email.
Amenities
● Restrooms located near the waterfront and festival grounds

8. Additional Notes
● Please refresh the vendor webpage periodically to see updated listings.
● Booth map and final instructions will be emailed once approved.
● Follow festival signage and staff instructions at all times.

9. Contact Information
Poulsbo Historical Society
PO Box 844
Poulsbo, WA 98370
Email: anastasia@poulsbohistory.org
Website: www.poulsbohistory.org

Liberty Bay Festival – Merchant Booth Space Agreement

Poulsbo Historical Society

Festival Dates: July 16th-18th, 2027

Location: Poulsbo Waterfront, Poulsbo, Washington

1. Booth Space & Fee

Booth Fee: $300 for the full festival weekend (July 16th-18th, 2027).
Booth Size: One (1) space measuring 10 ft x 10 ft.
What’s Provided: Booth space only.
What’s Not Provided: Vendors must supply their own tent, tables, chairs, displays, and equipment.

2. Electricity & Utilities

No electricity is available at any booth location.
Vendors are responsible for any battery‑powered needs.

3. Location & Setup

Booths are located along the Poulsbo Waterfront within the designated Liberty Bay Festival vendor area.
Specific booth placement will be assigned by the Poulsbo Historical Society and may not be changed without approval.
Setup and teardown instructions will be provided closer to the event date.

4. Vendor Responsibilities

Vendors agree to:

Operate their booth during all published festival hours by day (close at 8 friday/saturday).
Maintain a clean, safe, and professional booth environment.
Comply with all local, state, and federal regulations, including sales tax requirements.
Ensure all tents are properly weighted for waterfront conditions (no staking).
Remove all items and trash at the end of the festival.

5. Liability

The Poulsbo Historical Society is not responsible for:

Loss, theft, or damage to vendor property.
Weather‑related impacts, including wind, rain, or other natural conditions.
Any injury or incident occurring within the vendor’s booth space.

Vendors participate at their own risk and agree to hold harmless the Poulsbo Historical Society, its staff, volunteers, and partners.

6. Payment & Confirmation

Booth space is confirmed only after full payment of the $300 booth fee.
Fees are non‑refundable unless the event is canceled by the Poulsbo Historical Society.

7. Agreement

By signing below, the vendor acknowledges they have read, understood, and agree to all terms outlined in this Merchant Booth Space Agreement.

Vendor Name: __________________________________________

Business Name: _________________________________________

Phone: ______________________ Email: __________________________

Signature: _____________________________________________

Date: ______________________

Poulsbo Historical Society Representative: __________________________