Potrero War

Merchanting at Potrero War FAQ

When does Potrero War take place?
Potrero War happens twice a year over Memorial Day Weekend (last weekend in May) and Labor Day Weekend (first weekend in September). The event runs from noon Thursday to noon Monday.

Where is Potrero located?
Potrero County Park,
24800 Potrero Park Road,
San Diego County, California 91963

How many people attend the wars?
May war has attendance close to 3000, September is closer to 1000. Shopping is a big thing at both wars

What are the fees?
Booth space is $45 per 15' x 15' lot (this is subject to change). This includes the Gate Entry Fee for one person. There is a $5 discount if you send proof of SCA membership. Additional booth spaces are available for $20 per space (no additional entry fee and no membership discount).

When do I need to pay my fees?
You must pay all your fees with your reservation form. Gate Entry for one person is included in the fee for your first booth space. Reservations are not guaranteed until your paperwork and complete payment is received.

What is the pre registration deadline?
Pre registration deadline is usually 6 weeks prior to the event (around April 15 for May War and July 21 for September). But, this event is a very popular one with many merchants applying for a limited number of spaces. Even sending your registration prior to the deadline may not guarantee a space at the event.

When will I know if I am in?
You will receive a confirmation/gate admittance card and parking permit in the mail a few weeks before War if your application form is postmarked on or before the pre registration deadline. You must bring this card with you to the event. It is your proof of payment and reservation. Do not lose it, as it cannot be replaced.

I missed the Pre Registration Deadline, how will I know if I am in?
We strongly discourage missing the deadline, but if that happens, you will receive an email or phone call from the Merchant Steward

How do I get my confirmation/parking permit in this case?
After the deadline, you must see the Merchant Steward at the event to get your space assignment and parking permits.

What about other people who work in my booth or camp with me?
All others need to pre register through the main gate, be sure to put the booth name in the space where you list your household or affiliation. No one will be allowed on site to help with set up unless they are pre registered.

What about bringing my kids?
All children MUST wear properly filled out ID bracelets; there will be no exceptions! You must bring a properly completed and notarized waiver form for each child not your own.

When can I start setting up my booth?
Pre-registered merchants arriving Wednesday may check in at Noon in Merchants' Row. Pre-registered merchants may begin set-up at Noon on Wednesday. Only the Stewards and their official set-up crews will be allowed on the site prior to this time. There will be no booth set-up between 10pm and 8am during the event. You must treat your neighbors with consideration. Hammering stakes at 2 am is not considerate.

Can you provide assistance with my booth set up?
Set up staff will not be available to help set up booths.

Is there parking close by?
Due to limited adjacent merchant parking, spaces will be on a first-come, first-served basis. When you arrive at the site, park your vehicle in either the paved or overflow merchant lots (see the maps). Please display your Merchant Parking Permit on the dash of the vehicle address side up!! It MUST be visible!!

What if I am handicapped?
There are "special permit" spaces for our merchants who require them, a handicapped placard is required.

What about camping?
Pre-registered merchants may camp Wednesday, but are limited to one camp space in the merchant area and only for those people with prepaid site fees. You will be required to pay the Park Rangers for the extra night. There will be no reserving of space for others arriving later. Perimeter booths may have additional space behind them for camping. If you wish to camp in your booth or space, you will be asked to camouflage your modern gear during the day.

Can I bring an RV?
There are a number of free, reservable RV spaces in the Caravan Circle around the Closed Ramada. Merchant R.V.s are permitted in the main R.V. camping, but you must pre-register and pay an additional $10 fee. R.V. hook-ups are available only in "Sleepy Hollow"

When will the Merchant Steward be available?
The Merchant Steward will be on site prior to the event and is available Wednesday through Monday from around 9 am to around 5 pm. We will not be available between 10 pm Friday night and 8 am Saturday morning. Nor will we be open or available during Court on Sunday afternoon.

Is there electricity?
Access to electricity is severely limited and available only to food merchants by prior arrangement. There are electrical outlets at the "Court Yard" Ramada, but they are extremely limited and available by prior arrangement only. You must provide your own electrical cords.

Can I bring a generator?
Because of Park regulations, no portable generators are allowed.

Can I drive off the pavement to load/unload my vehicles?
Due to Park regulations, there will be no driving off the pavement. You will be permitted to park on the access road briefly to unload your equipment. A constable will be on duty to watch your equipment until you return from parking in a merchant parking lot. You may then move your equipment and merchandise to your space for set-up.

Can I listen to modern or amplified music?
ABSOLUTELY no amplified or non-period music that can be heard beyond your booth is permitted during set-up or during the event. This includes the time from Noon on Thursday through Noon on Monday.

Can I sublet my booth?
NO SUBLETTING OF BOOTH SPACE WILL BE ALLOWED. If you reserve space and cannot attend, you may request a full refund by approximately two weeks prior to the start of the event You may not send a different business to use your space.

But I have a family emergency!
If you cannot attend due to extenuating circumstances or emergency, and wish to send an agent or employee to run your booth for you, you must have that individual see the Merchant Steward upon arrival to fill out a new MERCHANT AGREEMENT, since they will be the person responsible for your booth and selling space. No additional fee for this arrangement will be required.

Do I need a Seller's Permit?
All merchandise sellers must have valid Seller's Permits issued by the California Board of Equalization, please include a copy of your permit with your application. THIS IS REQUIRED BY MUNDANE LAW. No exceptions, even for out-of-state merchants. This means you must collect sales tax on all transactions and file all the appropriate returns.

I don't sell merchandise do I still need a seller's permit?
If you provide a service and do not sell any merchandise, you will not need a permit. If you have a permit already, bring it with you. If you do not, contact your local California Board of Equalization office on how to obtain a permit.
I don't have a permanent seller's permit, I am from out of state
If you have a temporary permit, write "pending" in the space marked for the permit number on the registration form, but be sure you report this information to the Merchant Steward before you set up at the event. See the following website for details: http://www.boe.ca.gov/sutax/faqseller.htm

I am a food vendor, are there extra requirements?
Food merchants must have a current health permit, a copy of this permit needs to be submitted with your paperwork, and be at your booth at all times. You must be familiar with all rules and regulations concerning the sale of food at the event.. It will be your sole responsibility to ensure all requirements are met;

Does the Board of Health ever inspect this event?
The Board of Health routinely inspects at our event, so be sure you are in full compliance with the regulations.

Can I discard my cooking oil or grey water on Merchant's Row?
No grey water or cooking oil may be discarded ANYWHERE in Merchants' Row!!

Is there running water available?
There is drinkable running water available throughout the Park, however you may wish to bring your own as access to faucets is somewhat limited.

Are there showers?
There are hot showers in the privy building in "Sleepy Hollow."

What about fires?
No ground fires are allowed in this Park. Use the steel fire rings provided or bring a safe fire pit (with at least a 12 inch clearance from the ground), and obey all fire laws and regulations that may be in effect at the time, whether or not they are mentioned here. If in doubt, please check the bulletin board at the Ranger Station for any fire warnings when you arrive at the site.
Fire extinguishers are REQUIRED! !

Is the site secure?
While you are ultimately responsible for your own booth, the Constabulary will make their usual rounds during the event. Volunteers to assist with these watches are also appreciated. Please contact the Volunteer Autocrat when you arrive at the site if you would like to help out.

How do I contact the autocrat?
If you have any further questions, or wish to vend at our event, please contact the Merchant Steward at: Merchants@potrerowar.org

If you wish to contact the Barony directly, the address is:
S.C.A., Barony of Calafia
P.O. Box 900122
San Diego, Ca 92190-0122