VENDOR INFORMATION
West Coast Craft Winter ’25
November 22 & 23, 2025, 10am — 6pm
Festival Pavilion • Fort Mason Center

Welcome!

We’re so excited to have you at West Coast Craft Winter ‘25! This guide has everything you need to prepare for the day, from booth setup and fire safety to load-in logistics and marketing materials. It’s designed to be friendly, skimmable, and easy to follow.

IMPORTANT DATES & DEADLINES

TUESDAY, SEPTEMBER 9
Rental store opens

  • Rent tables, chairs, and racks. All sales final.


TUESDAY, SEPTEMBER 23
Load-in time slot sign-up opens at 5:00pm PDT

  • Link to sign up will be here.

Food Permit Applications Due

  • Any booth vendor planning to serve or sample food must complete and submit their food permit forms by this date to nick@westcoastcraft.com

  • → Access food permit documents here


TUESDAY, OCTOBER 7

  • Load-in sign-up closes

  • Rental store closes


FRIDAY, OCTOBER 10

  • Deadline to request electricity (email info@westcoastcraft.com)


FRIDAY, OCTOBER 31
CA Seller’s Permits Due

  • WCC is required by the State of California to keep your seller’s permit number
    on file

  • → Submit your seller’s permit here


FRIDAY, NOVEMBER 21
Vendor Set-up: 10:00am–8:00pm

  • Must be show-ready by 8:00pm


SUNDAY, NOVEMBER 23
Vendor Breakdown: 6:00pm–11:00pm

ACCESSIBILITY & ACCOMODATIONS

  • West Coast Craft is committed to creating an inclusive and welcoming environment for all participants.

  • If you need any accommodations, whether physical, sensory, cognitive, or otherwise, please let us know.
    We’re happy to work with you to make sure your experience is as smooth and supportive as possible.

  • Email us at info@westcoastcraft.com, ideally at least one week before the event, and we’ll do our best to accommodate your request.

BOOTH DETAILS

Booth Sizes

  • 6'x10' booths: 10' wide x 6' deep

  • 10'x10' booths: 10' wide x 10' deep

  • Shared booths will have two vendors within the listed size

  • Pipe & drape walls: black drape, 8' back wall, 3' side walls

Design Guidelines

  • Booth displays may extend above back walls

  • Items that overlook neighboring booths must be neutral, finished, and logo-free on the backside

  • No adhesive on floor (use only gaffer’s tape); no stickers or decals

  • No tables, chairs, or power included (see Rentals)

  • Booth placement requests are only accepted for accessibility or power needs

Footprint Enforcement

  • Vendors must stay within designated booth size

  • WCC and the Fort Mason Fire Marshal will conduct a walkthrough

CANCELLATION POLICY

If WCC cancels: no refunds will be issued.

If you cancel:

  • Cancel up to 30 days before the show for a full refund (minus $25 application fee) or a credit

  • Within 30 days: no refunds or credit

  • Booths unclaimed by 9:00pm on November 21 may be reassigned without refund

CHANGING AREAS & DRESSING ROOMS

There are no public dressing rooms available at the event. If you need a private space for customers to try things on,
please plan to incorporate a small changing area within your booth setup.

CHECKLIST FOR SHOW DAY

  • Seller’s permit (printed & submitted)

  • Fire retardancy certifications

  • Displays, tables, rugs

  • Fire extinguisher

  • Tools & fasteners

  • Chargers, phone/tablet, POS reader

  • Cleaning supplies, self-care kit

  • Hand cart/dolly (none available on site)

  • Broom, dustpan, garbage bin

  • Snacks & water

CLEAN-UP: Leave No Trace

  • Please leave your booth ‘broom ready’ — clean, clear, and just as you found it

  • No dumpsters available; pack out everything

  • $250 fine for trash or items left behind

DAMAGES

Vendors are responsible for any damage to the venue or equipment. Please be respectful of the space.

DISPLAY & PRODUCT RULES

  • Only sell items under your business name (unless accepted as a retailer)

  • No tent structures unless pre-approved

  • Pipe & drape: no hanging objects from pipe; light fabrics may be clamped or pinned

  • Promotional materials only allowed within your booth space

ELECTRICITY

  • If your product or display requires electricity, you must request by October 10. Limited availability.

  • Please email info@westcoastcraft.com

FOOD VENDORS

  • Submit food permit forms by September 23

  • All sampling and cooking must be pre-approved by WCC

FIRE SAFETY

  • Indoor tents are not allowed

  • Booth materials must be flame-retardant—bring documentation if applicable

  • Please do not bring open flames like candles or incense

  • Cooking must be pre-approved and include a 2A10BC fire extinguisher

  • Keep all storage neatly within your booth footprint

HEALTH & SAFETY NOTE

By participating, you voluntarily assume all risks related to exposure to COVID-19. WCC cannot guarantee safety from exposure.

INTERNET ACCESS

  • Network name: WCC WINTER 2025

  • Password: 20WINTERVENDORS25

  • Max 2 devices per vendor

  • Use for POS & social only


Using Square in Offline Mode

No WiFi? No problem. You can still accept card payments with Square’s Offline Mode:

  1. Before the event:

    • Open the Square app while online.

    • Go to Settings → Checkout → Offline Mode and toggle it on.

  2. During the event:

    • Accept chip or swipe payments without internet.

    • Payments process automatically once you're back online.

  3. Heads up:

    • Square won’t cover declined payments made offline—use with care.

More info: Square Offline Mode



Using Shopify in Offline Mode

Using Shopify POS at the show? You can still sell even without internet:

  1. Before the event:

    • Open the Shopify POS app while online.

    • Log in and load your products so they’re stored on your device.

  2. During the event:

    • You can accept cash, card (with reader), or manual card entry.

    • Payments and inventory sync once you're back online.

  3. Heads up:

    • Discount codes, gift cards, and receipt emailing may be limited offline.

    • Use a backup hotspot or charger for reliability.

More info: Shopify POS Offline

LOAD-IN & LOAD-OUT: How It Works

Friday, November 21 — Reserved Load-in

  • 30-min unload directly outside venue

    Must move car after


Friday, November 21 — General Load-in

  • Anytime 10:00am–7:00pm from parking lot

  • Must finish by 8:00pm


Sunday, November 23 — Load Out

  • Begins at 6:15pm

  • Must finish by 11:00pm

  • Load-out slips issued at Info Desk when packed

  • Return rentals to Info Desk

  • No children under 16 during set-up or breakdown

PARKING

  • Affordable on-site parking at Fort Mason

  • Additional free parking along the Marina Green

PERMITS (Required!)

CA Seller’s Permit

  • All vendors must bring a CA Seller’s Permit

  • Out-of-state vendors must register for a temporary permit here.
    List West Coast Craft as host: 4104 24th St #352, San Francisco, CA 94114

Food & Beverage Permits

  • Required for all vendors sampling or selling food or drink

  • All necessary permitting forms can be found here

  • Submit by September 23 to nick@westcoastcraft.com

PETS

Booth vendors and attendees are prohibited from bringing pets into the venue. Service animals are welcome.

RENTALS

  • No items included with booth

  • Rental store is open September 9 – October 7

  • Available items:

    • 6’ Table: $40

    • 8’ Table: $40

    • Garment Rack: $55

    • Folding Chair: $8

SECURITY

  • Overnight security provided, but WCC is not responsible for items

  • Take valuables with you each night

SHIPPING

WCC & Fort Mason do not accept shipments on behalf of vendors

SHOW HOURS

  • Show Hours: 10:00am–6:00pm, Saturday & Sunday

  • Arrive 7:00–9:30am to set up

  • Must be show-ready by 9:30am

  • Booths must stay open for the full duration, no early departures

SPREAD THE WORD: Logos & Posters

Official posters + logos to promote the market: link coming soon!

TERMS & CONDITIONS

View our full Terms & Conditions here: westcoastcraft.com/vendor-terms-and-conditions

QUESTIONS?

Email us at info@westcoastcraft.com