Festival Information
Refunds: No refunds will be provided.
No Beverage Sales.
US Foods inventory and storage on site.
All propane fuel and related service provided by MerleFest, courtesy of G&B Energy
Vendor Fees and Requirements
*Vendor fee covers all four days of the festival and Wilkes County special event Food Permit.
10x20 booth or Single truck vendor: $1200.00 plus 15% of gross sales
Includes four, 4-day general admission wristbands, or 16 single day wristbands, and one (1) on-campus parking pass, in addition to one (1) pass for the truck if needed.
Optional Fees
The following optional credentials must be purchased through the MerleFest box office by April 13, 2027. Call the box office at 1-800-343-7857 to order by phone.
On-Campus Tent Camping $105.35 (includes tax & fees) (Limit 2 PER BOOTH)
Includes one (1) vendor tent camping laminate and one (1) on campus parking pass. Pop-up campers are permitted in place of a tent. *NO ELECTRIC HOOK-UPS AVAILABLE. One tent per laminate. On campus tent camping available Tuesday before the festival through Sunday. Tent camping laminates will be checked by festival staff.
On-Campus RV Camping $890.35(includes tax & fees)
Includes one (1) on-campus RV Lot Camping parking pass and one (1) vehicle on-campus parking pass.
RV Lot Camping available Tuesday through Sunday.
Additional Tickets
Single day general admission pass $107.00(includes tax & fees)
Good for any day (LIMIT 4 PER BOOTH)
4-Day general admission wristband $ 267.50(includes tax & fees)
(LIMIT 2 PER BOOTH)
VENDOR CREDENTIALS
Each Shoppes area food truck vendor receives four(4) 4-Day general admission wristbands and must be worn by vendor(s) according to festival instruction. Vendors without proper credentials will not be allowed access on festival grounds. Vendor is allowed to exchange a 4-Day general admission wristband for four (4) single day general admission passes (good for any day).
In addition to one(1) pass for the truck, one(1) additional on campus vehicle parking pass may be issued for each Shoppes vendor and must be displayed according to the instruction in the credentials package. Vehicles without the issued parking pass will not be allowed access on the festival grounds. Those parked in the wrong location, may be removed at owner's expense.
GENERAL VENDOR INFORMATION
Food vendors at MerleFest will be based on criteria as developed by Wilkes Community College Foundation and implemented in a manner that creates an optimum competitive environment for all vendors.
Any needed tents will be provided and installed by MerleFest. Popup canopies are not permitted. Vendor is responsible for constructing, furnishing, maintaining and removing your own vendor materials, leftovers and trash.
Vendor must have:
- An attractive, professional, maintained business appearance
- A professional looking sign clearly displaying menu items and pricing
- Quality food, ample portions
- Courteous, friendly, music-loving personnel
Any damage to tents during the festival will be the responsibility of the vendor. No tarps or personal sides may be used. Tents are not to be moved or altered by vendors. 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 Vendor space only. No distribution, canvassing, flyers, nor vending of any kind may be done by strolling through the festival grounds.
ELECTRICITY
Quiet generators will only be allowed in the Shoppes for food trucks at MerleFest per fire code regulations, and with approval from Festival Management.
VENDOR CHECK-IN & SET UP- check-in for all Food Vendors will need to be coordinated with Festival Management and can begin on festival week Tuesday AFTER 3:00 pm. Vendors MUST check-in upon arrival to receive Vendor location information as well as passes and parking credentials. MerleFest staff will be available on site until 7:00 pm to show you to your tent location. Vendors will be allowed to drive up to the Shoppes area and begin unloading / setting up without interference from public traffic. There is no time limit in setting up on Wednesday evening, however, set up MUST BE COMPLETE by festival Thursday prior to 1:00 pm. All non-vending vehicles must be removed from the Shoppes by 1:00PM. Gates will open at 1:30 pm.
SIGNAGE
All vendor spaces must have a professional looking sign and clearly display menu and pricing. Signs will include only the vendor name or logo and no other brand names or logos. MerleFest retains the right to remove any inappropriate signage. If you have questions about your signage, please contact the Shoppes Coordinator prior to the festival.
HOURS OF OPERATION
The Shoppes at MerleFest hours of operation are:
Thursday 1:30pm – 9:00pm (festival hours – 1:30pm – 10:30pm)
Friday 9:30am – 9:00pm (festival hours – 9:30am – 10:30pm)
Saturday 9:30am – 9:00pm (festival hours – 9:30am – 10:30pm)
Sunday 9:30am – 5:30pm (festival hours – 9:30am – 5:30pm)
*Food truck hours of operations to be determined based on menu items and location*
*Food vendors in the main food tent will operate until 10:30pm on Thursday, Friday, and Saturday nights.
Vendor is required to be open to the general public for the duration of the entire festival. Closing to the public before the end of the event or not opening on time to the general public is grounds for exclusion from participating at future events. Performances typically will continue until 10:30 pm on Thursday, Friday and Saturday; any Shoppes vendor wishing to remain open may do so.
Vendor closing and demolition will not begin until 5:30 pm on Sunday. Vehicles will not be allowed into the Shoppes area until 6:30pm to allow for crowd dispersion. Early close and demolition will not be allowed.
PRODUCT RESTRICTIONS
- No glass containers, breakable plastic, alcohol, tobacco products, illegal drugs or firearms are allowed on the festival grounds, including camping areas. If you market products that are made of glass or other breakable materials, you will be required to supply and use packing materials such as boxes or bubble wrap as the product is sold to ensure safe transport throughout the festival.
- You may sell only those items submitted with your application, and previously approved by the MerleFest Vendor Selection Committee. You may not sell any additional items without the express consent of the Vendor Coordinator. MerleFest reserves the right to perform vendor merchandise audits throughout and request removal of nonconforming items.
- No beverage products of any kind are to be sold by food vendors. All beverages sold at Merlefest are a function of WCC student club fundraising efforts, with proceeds directly benefiting student clubs.
- No illicit products may be displayed in any form. This includes, but is not limited to any product that represents or implies drug use, including hemp, marijuana or CBD oils, drug paraphernalia, pornography, criminal activity, or violence.
- The ‘MerleFest’ name and logo are registered trademarks. Therefore, no product or service bearing the MerleFest name or logo, or the name and logo of any of its sponsors, may be sold or marketed in any manner without prior written consent from the festival or the sponsor. Questions regarding this should be directed to the Vendor Coordinator at 336-838-6220.
- MerleFest may, at its discretion, remove any vendor, merchandise, or display that does not conform to The Shoppes at MerleFest rules.
INVENTORY REPLENISHMENT
It is recommended that food trucks remain parked for the duration of the festival. Vehicles are only allowed into and out of the shoppes area before and after festival hours. So arrive and leave between the hours of 11:00 pm – 12:00 am as well as the hours of 8:00 am – 9:00 am. Inventory replenishment vehicles will be allowed in the Shoppes area only during these hours. Festival security will remove, at owner’s expense, vehicles in The Shoppes at MerleFest anytime outside these stated hours.
**A US Foods representative will be onsite with refrigerated trailers during the festival to assist with pre-arranged inventory storage and replenishment.
WEATHER
This event takes place rain or shine. All Shoppes vendor spaces are located on pavement. Vendors should be prepared for inclement weather.
SAFETY & SECURITY
All vendors must comply with fire codes and instructions from the Fire Marshall. Failure to do so may result in expulsion from the festival. North Carolina State Fire Codes also state that if an open flame or other device emitting flame or fire is used, an appropriate fire extinguisher must be on hand. Fire extinguishers must properly rated and have a current inspection date within one year. A representative will check all fire extinguishers to see that they meet NC fire code requirements. The vendor will also be required to present a certificate executed by an acceptable testing laboratory, certifying that any decorative materials meet the requirements for flame resistance as determined in accordance with both the small scale and large scale tests in NFPA 701, and that such flame resistance is effective for the period specified by the permit.
Vendors who have a vendor space located next to a fire break must keep the area clear. The Fire Marshall and festival staff will be inspecting these areas.
Vendors will be responsible for the security of their vendor spaces. Wilkes Community College Foundation assumes no responsibility for items lost or stolen from the vending areas.
TAXES
The collecting - and reporting - of this tax is the responsibility of all vendors who engage in retail sales. An application fee for North Carolina Sales Tax license is no longer required, but you must obtain an NC Sales Tax Number. If you need to acquire a NC Sales Tax Number, contact the NC Department of Revenue at www.dor.state.nc.us, application form AS/RP1 or call at 1-877-252-3052.
FESTIVAL POLICY
MerleFest is held rain or shine. We recommend bringing clothes for all seasons!
For your safety and the consideration of all guests and our campus, the following are restricted from MerleFest:
- All tobacco products
- All electronic oral devices (e-cigarettes, e-cigars, e-pipes, etc.)
- Alcoholic beverages and illegal drugs
- Weapons
- Pets
- Unauthorized ATVs, golf carts, Segways® (or similar vehicles) on campus and campgrounds
- Glass containers
- Tents or canopies (small infant dome tents are allowed as long as they do not obstruct the view of others)
- Folding chairs that block the view for other fans (Canopy chairs will not be allowed)
- Beach or Patio Umbrellas (small personal umbrellas will be allowed as long as they do not obstruct view of others)
- Unauthorized video recording, audio recording or flash photography (at the artists' request)
- Drones
- Personal grills; charcoal or gas are not allowed on festival grounds at any time (Only approved food vendors are allowed to operate grills)
No one is permitted backstage without proper credentials (wristband).
ADDITIONAL INFORMATION/IMPORTANT DATES:
Applications Due: December 1, 2026
Menu Items and applications approved: December 15, 2026
VENDOR FEES DUE: March 15, 2027
Proof of insurance due: March 15, 2027
ACCEPTANCE
- Acceptance notifications will be emailed/mailed mid-February.
- Vendor fees will be due no later than March 15, 2027.
- Certified Money Orders, checks, credit card payments through Stripe are accepted.
- Checks can be mailed to the address below.
- All returned checks will be an automatic disqualification of acceptance.
- Food service permits and proof of Insurance is required.
- No vendor will be allowed to set up on festival grounds unless full payment has been received.
- It is understood that any policies, procedures or instructions that have been sent to vendors of the festival at any time are considered a part of the agreement.
