Frequently Asked Questions

• About the Event
• What is Market Day at Birka?

Market Day at Birka is an annual event sponsored by the Society for Creative Anachronism, Inc. It is primarily a showcase for our merchants, but it does also offer indoor heavy list and fencing tourneys, and other activities. More detailed information can be found by visiting the main event web site.

• Where is the event being held?

The event will be held at the Center of New Hampshire Radisson Hotel and Expo Center, in Manchester, NH. For more details about the facility and Manchester, visit our local information page.

• I want to attend the event without merchanting.

You are more than welcome to do so. If you just want to attend, you will find more useful information by viewing our main event web site.

• This will be my first SCA event. What do I need to know?

We can't give you a full introduction to the SCA here. For a good overview of the SCA check out the online SCA Demo. We suggest you read those, and if you still have questions, then contact the merchant coordinator .

• I want to be a vendor. Do I have to wear a costume?

Yes. The SCA is a participatory organization. All attendees are required to wear an attempt at pre-seventeenth century costume. We won't throw you out if your attempt is less than 100% accurate, but we do insist that you make an attempt. The only people you should see at the event not wearing appropriate garb will be employees of the site and local police and/or fire officials. People often don't wear costume while they are setting up, but we do expect you to be in costume when the doors open to the general populace.

• How many people attend Market Day at Birka?

It's difficult to predict accurately in advance. Last year's attendance was about 1600 adults. We're expecting a similar turn out this year.

• What is the date of the event?

The event will be held on Friday January 29 and Saturday Jan. 30, 2010.

• What hours is the event open to the public?

The Expo Center portion of the site will be open from 7 PM to 10 PM on Friday January 29. The entire site will open at 9 AM., and close at 11 PM on Saturday January 30. The merchant area will close at 8 PM on the 30th..

• Is crash space available?

If you need crash space, contact the merchant coordinator and/or the autocrat

• How can I find a nearby hotel?

Visit our local information page. It has information on reserving rooms at the Radisson. We will probably be adding some information on other local hotel resources later, based on your recommendations.

• About the Application Process
• When can I apply?

You can apply immediately. Please finish reading this page, then go to the application link which appears at the top of this page.

• When will I know if I have space?

Notices of our decisions will start being sent out on Nov. 22.

• Why are you asking about what category my merchandise belongs in?

We anticipate having more interested merchants than we have space to accommodate them. We want to insure that we have a good variety of merchandise, so we are establishing quotas for space for the various categories. Each category will be given a certain percentage of the total space, and that space will be allocated to merchants whose goods belong in that category. If you sell goods in more than one category, your space request will be split among the appropriate categories.

For example, if you sell real swords and SCA legal armor, you would fall into two categories, "Real/Costume Weapons", and "SCA weapons/armor". If you requested 4 spaces, we would allocate 2 from the quota for each category to filling your request.

If we don't get sufficient requests to fill what we've allocated for a given category, the spaces there will go into a general pool, and will be given to other categories where there is a waiting list.

• How are decisions made about who will be given space?

Several factors will be weighed in deciding who gets space. We will consider the type of merchandise you are proposing to sell. We will have space quotas for each category, to insure that we have a variety of merchandise for sale. We will also be weighing heavily whether or not the majority of your merchandise contributes to the overall historical accuracy of our recreation, either by being accurate itself in the case of finished goods, or by being appropriate to assist our members in being historically accurate in the case of raw materials and tools.

Second, we will consider your activity level in the SCA. While we welcome non-participants who want to offer their wares, we do exist primarily for our members, and therefore being an active participant will give you some priority over a merchant with similar merchandise who mostly operates at Renaissance Fairs and only comes to an occasional SCA event.

We will also consider your history with us. While having been a merchant in past years does not guarantee you space, we will take it into consideration.

• Who decides if I get my space?

Decisions will be made by a committee consisting of the Merchant Autocrat, the Event Autocrat, the local Seneschal, and the local Baron and Baronessa. This should, I hope, insure that there will be no concerns about decisions being affected by the personal biases of a single individual.

• Why do you want to know about my level of SCA participation?

We're asking this because we do want to give priority to vendors who are actively involved in our group. Being involved is not a requirement, and is secondary to the appropriateness of your merchandise, but if the other factors are equal, we will take it into consideration.

• Do I have to be a paid member of the SCA, Inc. to merchant?

You do not have to be a paid member of the SCA, Inc. to be accepted as a merchant, and this is not a factor in our decisions as to whether or not your application is accepted.

The Board of Directors has mandated that we collect a $3 surcharge from each person at the event who does not have a paid membership. If you are not a paid member, we will be collecting that in addition to the regular site fee.

If you do not provide us with the requested information regarding your membership, we will be forced to assume that you are not a member, and will expect the $3.00 surcharge. Corporate policies give us very little in the way of ability to be flexible in this area.

• What happens if I need to cancel?

If you need to cancel, please contact the merchant coordinator as soon as you know you need to cancel. If it is more than 7 days before the event, you will receive a full refund of your fees, no questions asked. If you cancel less than 7 days before the event, we will give you a full refund if we can fill your space with someone from the waiting list. While we can't guarantee this, based on past experience, it's very likely that we will be able to fill your space up till 24 hours before the event.

If you are unable to make it to the event, I would appreciate it if you notify me, even if it is as late as the morning of the event. We have had small merchants attend the event with their wares on hand, in hopes of a last minute cancellation, and if I know you aren't coming I may be able to use your space. Your space confirmation will include my cell phone number, for last minute emergencies.

We may, at the autocrat's discretion, issue refunds for last minute cancellations due to emergencies. This will be decided on a case-by-case basis.

• What are the site fees?

Everyone attending the event must pay a site fee, including merchants, accept for a few staff, and royalty.

Site fees prior to the event (received by Jan. 6, 2009) are as follows:

Adults: $10 SCA members, $13 non-members. You will need a membership card to prove your membership status when you check in.

Youths (ages 13-17): $5.

Children under 13 are free.

Site fees on the day of the event (including Friday night check-in) are:

Adults: $10 SCA members, $13 non-members. You will be charged the non-member rate if you cannot present a valid SCA membership card at the door.

Youths (ages 13-17): $5.

Children under 13 are free.

• Can I pay at the door?

All merchant space applications must be accompanied by registration for at least 1 adult. We urge you to pre-register your entire staff, as this does save you both money and time at check-in. Merchants will have a separate check-in, but anyone who is not pre-registered will have to go through the regular check-in line.

Unless you have requested and exception to this policy, and have received a response granting it, you must pay for your space and at least one adult site fee by December 16, 2010. If you have not done so, your space will be forfeited, and offered to someone on the waiting list. We regret having to be inflexible about this, but too many people have abused our flexibility in recent years.

• Do I have to pay the site admission fee for myself and my workers if they're not going to do anything at the event but be behind my table?

Yes. Everyone at the event is paying admission, with the exception of a few staff members, and the attending royalty.

• I've submitted my request. When should I send money?

You should not send money until you receive confirmation from us that your application has been accepted. When you receive that, you should print out the email and follow the instructions it contains regarding sending payment.

• I'm from Canada. Do I need to get a money order in US funds?

Due to the work and high bank fees involved in handling payments in foreign currencies, we frequently make exceptions to our policy of requiring advance payment in the case of our Canadian neighbors. If making payments in US funds is difficult for you, please contact the merchant coordinator to request an exception.

Please be aware that under no circumstances will we be accepting Canadian currency, for the sake of our Exchequer's sanity.

• What should I expect at check-in?

The primary merchant will need to sign a merchant agreement. You will be sent a copy of it, and all other required paperwork with your confirmation. It will save you time at check-in if you sign and return it and the required waiver along with your check. If you do not, you will have to do so when you check in.

All merchants and their staff must check in at the gate when they arrive. For pre-registered merchants and their staff, there will be a special line on Friday night, and on Saturday morning until 11AM. After 11AM you will need to go to the regular pre-registered line.

If any of your staff are not pre-registered, they will have to go through the regular line for non-preregistered attendees.

Every member of your staff will need to visit gate and either show a BLUE SCA membership card, which indicates that you already have a signed waiver on file, or sign the standard SCA site waiver which is required of everyone on site.

If you cannot produce a membership card, or only have a white card, you will be required to sign a waiver or you will not be admitted to the event.

We've been told by our Kingdom superiors that there is no room for flexibility here. We apologize for the inconvenience, and ask that you please bear in mind that the person asking you to sign the waiver has no control over the policy.

• About Merchandise
• What kind of merchandise is appropriate at the event?

This is an extremely important question, which we ask you to consider carefully. The SCA is an organization dedicated to the recreation of pre-16th century Europe and its neighbors. Therefore we ask that you consider honestly whether your merchandise is either

• a reasonably accurate representation of items used in this time period, in the case of finished goods, or
• useful in helping our members create such items in the case of raw materials, tools, and research materials.

I've receive inquiries from an increasingly large number of vendors who are coming from the pagan, new age, and fantasy role playing communities. While many of our participants are also avid participants in one or more of these other communities, merchandise aimed at them does not enhance our efforts to be more historically accurate. We don't wish to give offense to any of these other groups, but if your merchandise in general is better suited to one of these other venues, please either be prepared to select your wares carefully so that a majority of them will be historically appropriate, or reconsider applying for space.

• How can I figure out what category my merchandise is in?

We have a created a list of categories with detailed explanations of what we had in mind for them. You can read it here.

• My merchandise doesn't fit any of your categories. Or it fits in more than three. What do I do?

If after careful consideration you don't think any of our categories fit you, that's what we put the "Other" category in for. Please also send the merchant coordinator a message describing your merchandise and why it doesn't seem to fit. We may have failed to think of something that is appropriate, and will adjust the list accordingly for next year.

If you have things that fit in too many categories, we suggest you start by considering what percent of your wares would belong in each. If the numbers on some categories are small (say less than 10%), ignore them. We don't expect the category you list in to describe 100% of your merchandise, just the majority of it. If you still have too many categories, pick the top three.

• Can I share my space with another merchant?

If you wish to share your space, you may do so. However, you must provide a description of all the merchandise involved on your application. You may not just describe your own merchandise, then bring along a second merchant with entirely different goods.

• Do I need to collect sales tax?

New Hampshire has no sales tax.

If your home state requires you to collect on out-of-state sales, you're in a better position to know that than we are.

• Do I need a business license?

No.

• Are there things I may not sell?

We require that your merchandise be historically appropriate.

Our agreement with the site forbids the presence of gasoline, kerosene, acetylene, propane, or other flammable or explosive substances. You may not bring these into the building, although they may remain in your vehicle in the parking garage.

The site also retains the right to "refuse entry and/or remove any objectionable exhibits, persons or advertisements, souvenirs or any other feature that will in the judgment of the Radisson impair the high standard of the Radisson." So far we are aware of no instances where this has been invoked, but you should be aware that it exists.

If you will be selling weapons, real or costume, you are responsible for compliance with all local, state and federal ordinances. In addition to those, we request that you not sell any weapon to a minor unless their parent or guardian authorizes the purchase.

Food products are restricted. Please see the section on food below.

• Can I demonstrate incense, candles, or similar items?

Fire regulations do not permit the use or demonstration of any incense, candles, or other combustible products within the building.

In addition, we request that you exercise courtesy in the demonstration of any product that may affect your neighbors. You may play music at a reasonable volume, unless your neighbors request that you not do so.

If you are selling scented products whose use does not involve fire, please keep them covered except for offering potential customers brief samples. There are many people who are extremely sensitive to scents, and we don't want to drive away any potential customers.

• Can I sell food?

Per our agreement with the site, "No food products, with the exception of commercially wrapped candy, may be distributed by vendors at any show without prior written approval from the Center of New Hampshire. Requests will be considered when the product is the principle product of the exhibitor. Each approved vendor must then obtain written approval from the Manchester Health Department, Suite 303, 795 Elm St., Manchester, NH 03101. Telephone: (603) 624-6466.

We suggest that if you are considering trying to get approval for food sales that you contact the Health Department informally first to find their approval requirements, and whether you have any prospect of meeting them, before you submit any application to the Radisson. It is our understanding that Health Department approval requires payment of additional fees to the city.

Should you feel that you are likely to be approved by the Health Department, the address for the Radisson is:

Radisson Hotel Manchester, 700 Elm St., Manchester, NH 03101Phone: 603-625-1000 / Fax: 603-206-4000

• About Your Merchant Space
• How big is my space?

A single space is intended to be large enough to accommodate a single 8' table with at least 3' of space behind it for the vendor to sit. If your tables are arranged in other than a straight line, those 3' spaces behind the table may overlap each other.

• What does a space cost?

The fee for a single space is $15. Please note that this is in addition to the site fee, which must also be paid for each person attending.

• What comes with a space?

A space includes a table, and up to 3 chairs, at no extra charge.

• How big are the tables?

The tables we are renting for the event are standard banquet tables, 8' long by at least 2'5 wide.

• How many spaces can I rent?

You may request a maximum of 8 spaces.

• How are spaces laid out?

Spaces are laid out either in islands, or in straight lines. You may request the type of layout you would prefer as part of the registration process.

• Can I get electricity in my space?

The site imposes an extra charge for providing electrical service in your space. You are not permitted to use any outlets that may be present in the expo center unless you have made arrangements with the hotel and paid for it.

• Can I sleep in my space?

No. If you choose to set up on Friday night, you will be have access to the space only until a reasonable hour (probably around 10pm), at which point the hotel staff will lock the expo center for the night.

• What restrictions are there on displays?

Your display may not extend outside the space you have rented in such a way that either intrudes upon your neighbor's space, or into the walkways between islands. These are laid out to be the minimum required by the Fire Marshall for safety.

Fire regulations also prohibit any kind of roof on your display, as that might impede the effectiveness of the sprinkler system in the event of a fire under it.

There are no formal restrictions on height, as long as the display is stable and does not appear to present a danger of falling over on your neighbors or customers.

As always, courtesy is the best guideline. If you think that your display may inconvenience others, it's probably best not to use it.

• What are my responsibilities?

You are responsible for the safety of your own merchandise, including your cash box. We endeavor to provide a generally safe environment, but we are not employing any professional security personnel in addition to those normally on the hotel staff. We recommend not leaving any valuables unattended at any time.

You are responsible for leaving the space you are using in the same condition as you found it. The any trash you generate should be deposited in an appropriate receptacle. Large items such as boxes and displays must be removed. You may not tape or otherwise attach signs to the walls or support columns.

• I liked the 10x10 and 10x20 spaces you offered two years ago. How do I get something like that?

We decided not to offer those options this year because they resulted in considerable confusion, both during the reservation process and during the setup process. If you want a 10x10 space, you can get it by requesting 3 spaces and putting a note in special requests saying that this is what you are trying to duplicate. For 10x20, request 4 spaces and include a similar note.

• Why are you no longer using the Armory for merchants?

With a few exceptions, we felt that most of the merchants who were in the Armory in the past felt ill-used by being there. We decided after some thought that we would prefer to use that space for other things, rather than put people in it who weren't happy about being there.

If you are one of those who absolutely loved being there, we can still accommodate you. Just let us know in the Special Requests section of the form that you'd still like to be there. We may not have access to the Armory to set up on Friday night, and it will definitely not be open to the public on Friday.

• Can I merchant without a fixed space?

Yes. We had several requests last year from people who wanted to be able to just walk around with some of their wares for sale. We are experimenting with doing so this year. The rules are simple:

0. You must register as a merchant. There will be a fee of $5.00 per person selling as a floating merchant. If only one person will be vending, then your fee will be $5.00 above the normal site fee. If you wish to have more than one member of your party walking around with merchandise, the fee will be assessed on a per person basis.
1. You will be given a special token identifying you as a wandering merchant. Anyone engaging in sales without one of these will be asked to leave.
2. You may sell in specific areas of the event - the armory, expo center, and area outside the ballroom. You may pass through the central lobby, but should not be actively selling there.
3. You must not impede general traffic flow, create a safety hazard with your sales, or impede access to the spaces of fixed space merchants.
4. Last, but not least, try to be courteous to and considerate of those around you. If you're following this rule, you shouldn't run into any trouble.
• About the Site
• What is the site address?

Radisson Hotel Manchester, 700 Elm St., Manchester, NH 03101. Phone: 603-625-1000.

• What kind of facility is this?

This is a full service conference facility, with an attached parking garage. For more details, look at our Local Information page, which includes links to the facility's own web site.

• Are we sharing the site with any other activities?

This year we are renting the bulk of the hotel's function space. However, the hotel will have guests who are not part of the event, and the Expo Center's corridors are public areas, so you can expect to see a number of people in street clothes in those areas. Please be considerate of them.

We also recommend strongly that you not leave any personal property unattended, particularly in these public areas. The parking garage is also a public facility, and may be used by people attending other events in the downtown area.

• What activities will be taking place in the various parts of the site?

The Expo Center will be occupied primarily by merchants, with a corner reserved for performers who wish to busk. The Ballroom and adjacent Armory will be home to fighting, fencing, dancing, the fashion show and court.

• What do the merchant areas look like?

View the event site map here.

• About Loading, Unloading, Parking, and Setup
• When can I set up?

You will be able to set up as early as Friday afternoon if you wish. The exact time will be announced with your space confirmation.

• If I set up on Friday, will my merchandise be safe?

The Expo Center and Armory will both be locked by hotel staff when we leave on Friday night, and opened again for us on Saturday morning. There is every reason to expect that your merchandise will be undisturbed, but we cannot take responsibility for insuring that. If you set up on Friday night you must do so at your own risk.

The Armory cannot be locked in a way that prevents unauthorized access from Hotel Staff areas. We do recommend that if you are in the Armory you leave no small items of value overnight.

• I don't want to set up until Saturday morning. When can I start?

We will open for setup at 7:30 AM. on Saturday. Please don't try to arrive before that.

• Is there a loading dock I can use?

The site has three loading docks. Which one you will use depends on your space location, and your vehicle.

If your space is in the Expo Center, and you have do not have a trailer or oversized vehicle, you will use the loading dock which is located inside the parking garage.

If your vehicle is oversized, or you have a trailer, you will need to use the loading dock. This dock is designed for people making deliveries from large trucks, and has a height of 49".

• Where can I park?

There is a parking garage attached to the Expo Center. We have negotiated a validated parking rate of $2.00 per vehicle per day. To take advantage of this rate you will need to bring your parking ticket to Gate to have it validated. Please note that this garage can't accommodate large trucks, or vehicles with trailers.

• How can I tell if my vehicle fits in the parking garage?

The garage clearance is 7'. If your vehicle is taller than that, you must use the parking lot for oversize vehicles. Your vehicle must also be able to fit in a standard parking space, so vehicles with trailers or unusually long vehicles must also use the oversize parking area.

• My vehicle won't fit in the parking garage. Where else can I park?

There is an outdoor lot which will be used to accommodate both unloading and parking of all merchant vehicles which won't fit in the parking garage. This lot is restricted to vehicles which need to be there, as it is small and cannot accommodate everyone. We will be taking a list of vehicles parking there, so that if we run out of space due to vehicles which need not be there, we can request that the hotel have some of them removed.

• The parking garage says it is completely full. Now what do I do?

There is a small chance that if there is also an event at the nearby Verizon Arena that the parking garage will be full. This is unlikely to impact merchants, unless you send someone out during the middle of the event, as events typically start in the evening, or afternoon.

If you need access to the loading dock inside the garage, but the garage is full you can still get access by telling the attendant that you are staying at the hotel.

• The road to get to the garage is closed. What do I do?

Unfortunately the city of Manchester is in the habit of temporarily closing roads in the downtown area just before events at the Verizon Center begin and end. We will attempt to find out if any of these are scheduled for Friday or Saturday, but cannot guarantee that we will know about them in advance. If you run afoul of one of these, the only option is to find somewhere to wait and try again in half an hour or so. Those of us who live here aren't too fond of it either.

• When do I have to be packed up and out of the site?

You need to be packed and out of the merchant areas by Saturday at 10pm.

• Will there be equipment like hand trucks and dollies provided by the site to help with loading or unloading?

No. You must bring your own equipment. The site does not provide any.

• Will there be anyone available to help me load or unload my merchandise?

No. It is up to you to arrange for sufficient people to handle your merchandise. Also, please note that we expect all loading docks to be busy, and will expect you to move your vehicle away from them as soon as you have unloaded your merchandise.

• If I can't get there before the site opens to the public, how long will you hold my space?

If you contact us and let us know when you expect to arrive, we will hold it for you as long as it takes. I will be giving out my cell phone number as part of your space assignment, so you can reach me on the morning of the event. If you don't contact us and haven't shown up by 11AM, we will allow your space to be picked up by one of your neighbors if they are interested.

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