Gulf Wars XXXIV – March 14-22, 2026

Fees

MERCHANT FEES DO NOT INCLUDE YOUR GULF WARS SITE ENTRY FEES.

Selling spaces at Gulf Wars cost 10 cents per square foot* plus a nonrefundable $20 processing fee.

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LATE REGISTRATION FEES

There is an ADDITIONAL $25 non-refundable late fee for registrations after November 19th

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BOUNCED CHECK FEES

A $35 fee will be assessed for each check that is bounced. If you bounce a check, your application will be canceled, and you still owe Gulf Wars the bounced check fee. Do not expect your checks to be cashed immediately but they will be deposited within two weeks. If you don't like your account to be "unbalanced" for a period of time, send a money order.

NOTE: *Merchant fees are for the sales tent with ropes and any extra sales space you may need outside your tent. Living space behind your tent in the merchant area is available on a limited basis at no additional cost. Camping space is included in your site fees, but not in the merchant area. If you have concerns or questions, please email the mechantcrat.

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Acceptance Criteria

Merchant space is limited. Acceptance as a Gulf Wars merchant will be made from the pool of applications based on:

• How well you follow the instructions in this application
• History as a Gulf Wars merchant
• Acceptable tent - NO pop-ups.
• Acceptable merchandise
• Space available

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What if I am not Accepted?

Merchants whose applications are not accepted after all regular spaces have been assigned will be notified and given a choice of three options:

1. Refund of fees
2. Placed on a waiting list for cancellations
3. Placed on a list for odd or no-show spaces

NOTE: Spaces not occupied by 5 PM on Sunday, March 15, 2026 without previous notification of the merchantcrats will be assigned to merchants on the waiting list.

Merchant space use is limited to the persons listed on the application unless the Merchantcrats are notified in advance.

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Participation as a merchant constitutes agreement with the published rules and regulations. By registering to merchant at Gulf Wars all merchants, their agents, employees and affiliates agree to abide by all the rules and regulations of the State of Mississippi, The Society for Creative Anachronism Inc., King's Arrow Ranch, and the Autocrat/Merchant Staff of Gulf Wars XXXIV. Merchants are responsible for acquainting themselves and their staff with these rules and standards - ignorance is not an excuse.

All the rules that apply for Gulf Wars in general also apply to Merchants (merchants are responsible for acquainting themselves with SCA rules and standards - ignorance is not an excuse.)

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SIGNS FOR YOUR SHOP

Every merchant MUST have a sign that is visible as people walk around the marketplace. Note: The Merchant Staff and Autocrat reserve the right to reject offensive business names.

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DRESS CODE

All merchants must conform to acceptable SCA standards of dress. Garb must be worn at all times from 3 P.M. the first Saturday of the Gulf Wars to the end of business the last Saturday of Gulf Wars.

NOTE: This means Medieval/Renaissance clothing, not fantasy garb. Modern clothing may not be worn at Gulf Wars. You must wear garb while on site/anywhere at the war, not just the marketplace.

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APPROPRIATE MERCHANDISE

updated 2/29/24

As Gulf Wars is a family event, merchandise inappropriate to a family situation should not be sold.

Adult paraphernalia, hate symbols, anything that promotes illegal drug use are not allowed. This is Medieval reenactment, NOT fantasy, science fiction, or post-1600 CE time period. Remember this in your merchandise selection. Modern clothing with SCA-theme artwork should be displayed folded, not hanging.

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PERIOD, OR PERIOD-APPEARING TENTS ARE REQUIRED.

It may rain! It may flood! Come prepared! All modern-looking items such as modern tables, chairs, plastic tubs, shelving units, etc. must be covered. Items visible from the road should look period.

• Allowable tent materials are canvas or other solid fabric covering.
• Commercial rental tents are allowed.
• Pop-ups are NOT allowed.
• Plastic tarps not covered by slip covers are forbidden.
• Parachutes are NOT tents. They are a FIRE HAZARD and are strictly forbidden!
• Storage trailers may be left at the back of your space, if there is enough room, but they must be hidden inside a structure, or completely covered.
• THE FINAL DECISION INVOLVING QUESTIONABLE TENTS OR IN REFERENCE TO ANY OF THE ABOVE WILL RESIDE WITH THE MERCHANTCRATS.

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AMBIENCE

Any music inappropriate to SCA period is banned (e.g, modern music); all other music or offensive noise WILL be moderated at your neighbor's request. IF IT ANNOYS YOUR NEIGHBOR, IT WILL ANNOY THE MERCHANTCRATS.

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ELECTRICITY AND LIGHTING

Electricity cannot be guaranteed. If you need electricity, make sure to include it in your application.

Generators are NOT allowed in the merchant area.

All extension cords crossing a road or walkway must be buried before use.

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FIRES

Braziers, Ground fires, open flames, and tiki torches are FORBIDDEN in the marketplace due to fire hazard. If you use flame-producing appliances such as Coleman-type lanterns or stoves they must be the "on-off" type. You must have a fire extinguisher immediately available.

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FOOD MERCHANTS

You must comply with the standards of the MS department of health. If you want to be a food merchant, please send menu and prices along with electrical amperage per appliance needed to: merchantcrat@gulfwars.org

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ALCOHOL

No alcohol may be sold anywhere on the site; therefore no merchant may offer for sale or otherwise distribute alcoholic beverages, subject to immediate eviction from the site.

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SERVICE ANIMALS

Owners of service animals should contact animalliaison@gulfwars.org in advance of the event for important information.

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**TRASH**

There will no longer be trash pick up in the merchant area. Trash is the responsibility of each individual attending war. There will be large trash dumpsters at 4 locations throughout the site. The locations will be marked on the site map.

• Trash CANNOT be piled up in camp, outside of camp, or on the side of the road or anywhere in the merchant area.
• Cardboard must be broken down before placing it in the dumpster.
• Do not use the trash cans around the merchant area to dispose of your business or personal trash. These are for shoppers.
• Do not place propane tanks of any size in the dumpsters. Those can be placed neatly on the outside of the dumpsters.
• Sharps are to be disposed of at watch, located at 5 points.

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SALE TAX

Mississippi state sales tax of 7% for your sales made at Gulf Wars. This is to be remitted at the merchant office the last Saturday of the war.

• The tax form and instructions will be available in the merchant office.
• You do not need to get a separate tax number.
• If a merchant fails to report or pay taxes they will not be allowed to merchant at Gulf Wars again.
• Sales tax rate will be checked for changes prior to Gulf Wars.

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MERCHANT CHECK-IN

The site will be available for merchant check-in on FRIDAY, March 13th, from 12 Noon until 6 P.M.

DO NOT arrive before noon. You will not be allowed on-site earlier.

If you arrive after 6 P.M., you will have to wait until the regular Troll opening time of 1 P.M. on Saturday

NOTE: Spaces not occupied by 5 PM on Sunday, March 15, 2026 without previous notification of the merchantcrats will be assigned to merchants on the waiting list.

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FRIDAY ARRIVALS

You and your helpers MUST be entered into early form if arriving on Friday. You do not have to do this now, you have until site pre registration closes to do so.

EVERYONE on your list must be preregistered for site. The merchant office provides a list to the gate. They will NOT be allowed on site if they are not on this list —NO ARGUMENT, NO APPEAL. Merchants are limited to 5 adults (no limit on minor children).

The earliest you'll be allowed on site is NOON. The latest you can arrive on Friday is 6 PM. Check in with the merchant office BEFORE setting up. You must "troll in" Saturday morning between 9 A.M. and noon for site.

Friday merchant arrivals are for merchant set up. You and your helpers are expected to set up your merchant tent before setting up your personal camps elsewhere on site.

**Merchants arriving Friday are expected to have their vehicles out of the merchant area by 11 A.M. on Saturday**. Failure to do so could result in the merchant's early on privilege being revoked.

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VEHICLES

Vehicles must be moved to the parking lot as soon as you are done unloading. If you arrive at night, you may wait until morning to move.

Your vehicle must be parked in the parking lot before you may begin selling.

Merchants who arrive on Friday must have their vehicles out of the merchant area by 11 A.M. on March 10th.

Vehicles are NOT permitted in the merchant area between 11AM to 6 PM (except during set up and pack out).

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MERCHANTING DAYS

Saturday, March 14th — Saturday, March 21st.

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SELLING HOURS

You must be open from 11 A.M. until 6 P.M. daily starting Monday the Start of War.

Selling hours are from 3 P.M. Saturday, March 14th through ** 3 P.M.**, Saturday, March 21st.

Quiet time is from 11 P.M. to 7 A.M.; you may sell during these hours, just keep your noise level down.

**If a merchant wishes to close (for non emergencies) during required selling times, they must prearrange it with the merchant office. Notice must be posted at least a day ahead of time on the merchant information boards and at the merchant's tent.**

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MOONLIGHT MADNESS

Wednesday, March 18th from 7 P.M. to 10 P.M.

You must be open until **10 P.M.** on Wednesday March 18th for Moonlight Madness. You may close Wednesday for up to 2 hours during the day with a sign as to when you are returning. You should reopen by 7 P.M. You may stay open later if you wish.

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OUT OF STOCK

If a merchant sells out of merchandise before the end of war. They must remain open during regular shopping hours and be available to customers who may still want information.

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LEGAL INFORMATION

IMPORTANT: King's Arrow Ranch is a private property with the right to limit the hours, location and operation of any and all businesses on its premises. Gulf Wars XXXIV merchants sell by invitation and must conform to the policies established regardless of license. Merchants sell at their own risk.

Registration gives the merchant the privilege of selling as an independent operator, not as an employee or agent of King's Arrow Ranch, Gulf Wars XXXIV, or the SCA. Registration as a merchant is a privilege granted by King's Arrow Ranch, not a right. The Merchant Coordinator, Autocrat, or Site owner may revoke said approval or refuse to accept any application without reason or cause of any kind. Infractions of the rules may result in withdrawal of merchant privileges, expulsion from Gulf Wars XXXIV, and can affect registration for future Gulf Wars.

CANCELLATIONS AND REFUNDS

Refunds must be requested Two Weeks Prior to the beginning of War. In order to receive a refund of your Merchant Fees you must:

1. Notify the Merchantcrats of your cancellation
2. Requests for refunds must be made IN WRITING and must include a completed Refund Request Form. (You can find copies at https://gulfwars.org/registration/.)
3. Requests should be sent to reservations@gulfwars.org. The form can also be mailed to the Registration address at Gulf Wars Registrations, 209 S Dogwood Ave, Broken Arrow, OK 74012.
4. Requests submitted at least two weeks prior to the beginning of War will be made for any reason.
5. Requests submitted after registration closes up to the day prior to expected arrival at Gulf Wars will be at the discretion of the Gulf Wars Exchequer and the Gulf Wars Autocrat(s). Any request for a refund after the expected date of arrival will not be honored, except in the more dire of circumstances.
6. There will be a $10 (Ten Dollar) per canceled person processing fee on ALL site registration refunds. Merchants will forfeit their processing fee for any cancellations.
7. All refunds will be sent via check after War has ended. No refunds will be given on-site. Make sure the Refund Request Form includes a valid mailing address.

Gulf Wars Merchant Agreement

I, the undersigned merchant for myself and my agents, employees and affiliates, have read and understood the accompanying information and regulations and agree to abide by all rules established by the state of Mississippi, The Society for Creative Anachronism, King's Arrow Ranch Campground, and the Autocrat Staff of Gulf Wars XXXIV. By registering to be a merchant, I am declaring that I have the proper business permits to sell in Mississippi and will pay the Mississippi sales taxes through the Gulf Wars merchant office. I acknowledge that I am solely responsible for all permits and fees associated with vending. I acknowledge that I am an independent operator and neither I nor my agents, employees or affiliates have any authority to contract or incur liability for or obligation on behalf of the S.C.A., Gulf Wars XXXIV, King's Arrow Ranch Campground or any of their agents; and will indemnity the above entities against any and all claims that may be made against them due to my activities. I assume responsibility for any claims, costs, expenses or attorney fees incurred by King's Arrow Ranch or Gulf Wars XXXIV due to my activities. I agree that if anyone using the assigned merchant space fails to comply with these rules or any portion at this agreement. King's Arrow Ranch, the Autocrat and Merchant Staff may take immediate steps which in their sole judgment may be necessary to protect Gulf Wars XXXIV interests. Including, but not limited to, the closing of the contracted selling site, removal of selling materials, removal of merchant and halting all merchant activities at King's Arrow Ranch without refund of any fees to the merchant. I acknowledge that King's Arrow Ranch is a private property with the right to limit the hours, locations and operation of any and all businesses on its premises. I acknowledge that the assigned merchant space is non-transferable, and that use is limited to the persons listed with this agreement and assume responsibility for the actions of all and any persons who use the assigned space. Parcels shipped to King's Arrow Ranch are done so at my own risk; neither King's Arrow Ranch nor Merchant Staff, nor Gulf Wars XXXIV is responsible for any items delivered to the site. I will, by the closing time of 12 Noon Sunday March 22, 2026, remove all equipment, supplies, merchandise, propane bottles, and trash from the assigned space, and pay all charges, including all merchant and camping fees. I assume responsibility for any hauling charges or other expenses incurred for disposal and for cleanup of the merchant site occupied.