Lilies War XXXII Merchant Information
The Lilies War is Calontir’s way to show the Known World just how much fun a war can be when you fight amongst yourselves. It is traditionally held the second full weekend in June. The site features open fields, separated by wooded areas and a swimming lake that never closes. Come join us for a week of battles, tournaments, classes, archery, medieval games, shopping, and nights of singing, dancing and reveling.
Dates for this year’s war: June 8-17, 2018
Site: Kelsey Short Youth Camp, Smithville Lake, Missouri. About 30 minutes north of downtown Kansas City (and even closer to the KC airport).
Website for Calontir War of the Lilies: http://www.lilieswar.org
Pre-registration for merchanting at Lilies XXXI is strongly encouraged. Pre-registration for the Food Court is MANDATORY! While we still have plenty of space for camping, the merchant areas are getting cozy. Pre-registration assures you will have a reserved space in a merchant area. Find the Pre-Reg form on the Forms page: http://www.lilieswar.org/forms/
Deadline: Deadline for pre-registration is APRIL 15, 2018.
Envelope MUST be postmarked by April 15th at the latest.
Registrations received postmarked after this date will be charged a $20 late fee, have no contact information in the war booklet, and no rights to customary space. Registrations received postmarked after April 10th will NOT have information in the war booklet.
Do not put anything in the mail to us after May 15, 2018!
Merchant Market: Starting in 2018 there will only be one merchant area, with the exception of the food court. This will be in the large triangular plot of land across from the archery range, where the “Old Market” has been in the past.
Food Court: along asphalt road south of the Medical Recharge Tent.
- Along with the new pricing, starting in 2017 the $50 merchant fee for the Old Market or New Market pays for a 30ft x 30ft space. If more space is needed, a second space will need to be purchased. Please see Pre-Reg form for details.
Blanket: fees are $25 for Merchants wishing to sell from a blanket in the Merchant Market Only. If you wish to blanket merchant in another area check with the merchant coordinator first. Blanket Merchants must be on a blanket no bigger than 10ft x 12ft. Blanket merchants will only be allowed to be selling from sun up to sun down, with the exception of midnight madness.
In Camp: Merchants wishing to merchant from a tent in a location other than the designated merchant areas will be considered “In Camp” merchants. The fee for this is the same $50 as the Market Merchants. In Camp merchants will not have a reserved spot, and will not be able to get onto site until 3:00 PM on Friday, June 9th, but they will be able to have as large of a set up as they would like at no additional cost.
Fees: (merchant fee does NOT include site fee). Merchant fees are $50.00 for Merchants wishing to setup in the Merchant Market, Food Court, or In Camp.
Make checks payable to: SCA Inc. – Calontir Lilies War
Send Merchant fee with completed registration form to Marie Le Faivre:
Kate Sachs, 100 E Scioto St., Saint James, MO 65559
E-mail confirmations will be sent when a registration request is received so please be sure your e-mail address is correct.
Pre-registered merchants will be allowed on site at noon on Friday, June 8th. Start at Troll to pay your site fee then continue to your merchant area to check-in. Merchants may setup in their designated spot in their merchant area. Merchants may NOT use this opportunity to claim ‘open’ land. Merchants who do so will be designated non-compliant (see next page).
Merchants who have not pre-registered will be allowed on site at 3 pm when the gate opens. Go to the New Market area and see the merchant autocrat before setting up. This includes Blanket and In Camp merchants.
Moonlight Madness is scheduled for Wednesday, June 13th. All merchants are encouraged to stay open as late as possible for this shopping tradition.
Public Tours: the Lilies site will be open to the public for tours during the day on Sunday, June 10th. This is a conservative Midwestern community and we request that you do not display items of blatantly sexual or pagan themes on this date as we would like to continue to make a good impression with the locals. Vehicles will be banned from the merchant areas from 10am to 4pm Sunday, June 10th.
No Smoking in Merchant tents: Per Calontir Kingdom law; “Smoking is prohibited in all areas, inside or out, in which members of the populace must be present in order to participate in any aspect of an event”. Selling and teaching space/tents are affected by the law, personal tents are not.
Lilies War Refund Policy: The Lilies War Exchequer must RECEIVE requests for refunds in writing or e-mailed no later than June 1, 2018 and should include the same information in the request as included in the registration form (Business Name, Modern name, complete address, phone number and e-mail address). Requests should be sent to the Lilies War Exchequer, HE Catherine Anne Jourdayn (Kathy Jennings 2920 Stephanos Drive, Lincoln, NE 68516) or firstname.lastname@example.org and notification of same will be sent to the Lilies War Merchant Autocrat to maintain accurate records. After June 1st, 2018, all refund requests are processed at the discretion of the Lilies War Exchequer and the Lilies War Event Stewarts with advice of the Merchant Autocrat. No refunds will be issued for ANY REASON after June 8th, 2018. There is a processing fee of $5 on ALL refunds. Refund checks will be issued within 30 days of request.
Merchant Rules and Guidelines: Merchants are subject to the event rules listed in the Lilies War XXXI Booklet. Egregious transgressions of merchant or war rules may cause a merchant to be marked as non-compliant (see below). Serious transgression may result in complete removal from the site for the duration of the war.
Trailers: per the event rules: “Trailers may not be parked in Camps, and must be parked in the Trailer lot.” Exceptions have been made for merchants on a case-by-case basis. Contact the merchant autocrat, with photos, BEFORE May 15th if you need your trailer in camp. NOTE: Lilies War is not responsible for moving your trailer in or out of your merchant space!
Sales tax: Merchants are responsible for collecting and forwarding sales taxes to the State of Missouri. Tax information will not be provided.
Alcohol: No alcohol may be sold on site.
Food: Only pre-packaged non-perishable food may be sold outside of the Food Court
Liability Insurance: Merchants of blades, weapons, and other “inherently dangerous” merchandise are not required to have liability insurance; however, it is recommended. Merchants who do not have proof of liability insurance are required to post a sign in their sales area stating to the effect: “These Wares are Dangerous. You Could Hurt Yourself Handling Them. Handle At Your Own Risk. Govern Children Closely”
Music: No mundane music is allowed and please watch the volume on any music you do play to be sure it is not disturbing to your neighbors.
Check out: All merchants must be packed up and ready to leave by noon on Sunday, June 17th.
Each merchant MUST check in with the merchant autocrat for their area before leaving, to allow for a walk through of their site. Failure to check in before leaving will cause the merchant to be marked as non-compliant. (see below)
At noon on Sunday, the merchant autocrat will record any merchants still on site, documenting such through photographs. All such merchants will be recorded as non-compliant.
Any merchant whose site requires additional cleanup will be marked as non-compliant. Lack of cleanup will be documented with photographs.
Lilies War does not provide any assistance for setting up merchant camps. No merchant help will be allowed onsite Friday before the registered merchant has checked in. Names of “Ghost” helpers (ie; someone not attending the war and only onsite to help with setup) need to be noted with merchant registration.
Non-compliant Merchants: All merchants who are marked as non-compliant will be notified by the end of July by at least two of the following means: by letter, by phone, by email or in person in the presence of either the Lilies autocrat or the chair of the Lilies Committee.
In the year following being marked as non-compliant, a merchant must meet the following additional requirements:
- Be pre-registered by April 1
- Submit a $50 deposit with the pre-registration (per the Lilies Committee Financial Policy; the check will be deposited, and a refund, if appropriate, will be issued after the end of the War.)
- Perform five hours of community service, arranged through the Merchant Autocrat.
- The merchant shall surrender seniority of position within the marketplace.
If a non-compliant merchant does not participate in the next consecutive Lilies War, the merchant must submit to the above requirements on the first year they return to the war. That is, you may not escape the consequences by skipping the next war, and come back washed clean.
After a year in which a merchant was listed as non-compliant, he or she again is non-compliant, it will be deemed that the merchant is unable to follow the War of the Lilies rules, and the merchant shall be denied registration as a merchant at Lilies for the next three years. Additionally, no refund of the deposit will be issued.
Any merchant who has been marked as non-compliant three times in a period of six years will be deemed to be unable to follow the rule and will similarly be rejected for the next three years
The merchant autocrat will list any merchants who have been deemed non-compliant, as well as any merchants who have removed themselves from such status as part of the final Lilies report.
In addition to the compliance issues noted above, merchants are subject to the same expectations of conduct as any participant in any activity of the Society for Creative Anachronism. Discourteous, disorderly, or dangerous behavior of any type may result in a penalty to the merchant including and up to ejection from the event site. In case of ejection, we regret that no fees or funds of any kind will be returned or prorated. By paying registration fee, the merchant agrees to and understand the foregoing conditions and agrees to abide by same.
Any other questions please contact Mistress Miranda Logansdottir or email@example.com