Procedures for Rentals / Deliveries at Pennsic
A new process is being used for Pennsic 41 - please read carefully!
The rental or purchase of goods and merchandise is considered a private contract between an attendee and a local vendor, and
it is their responsibility to coordinate the delivery, subject to the rules below.
The staffs of Pennsic War and Cooper's Lake
Campground will not be directly involved in the delivery of any goods. You, the attendee, will be required to meet the vendor at the appropriate
point of entry to receive your goods or to escort the vendor to your campsite for delivery.
General Delivery Rules / Pickup Dates & Times for Deliveries
Except for deliveries of Pizza and Firewood:
All deliveries must be made between the hours of 9 am and 6 pm
No deliveries will be allowed before 9 am on Monday, July 30, 2012 One Exception: Individual sleeping tents may be delivered between noon and 6 pm on land grab Saturday July 28, 2012
No deliveries will be allowed on Saturday, August 4 or Sunday, August 5, 2012
No deliveries will be allowed after 1 pm on Friday, August 10, 2012
Any and all goods must be picked up by 3 pm, August 13 (Monday) or they will be considered abandoned and forfeit
If you are renting a shade tent for the battlefield:
Tents cannot be set up before 8 am on Tuesday, July 31st
Battlefield tents require a tent ID tag, available from Information Point, Inspection Point or from the battlefield staff
Tents without proper ID may be removed from the field
All vendors upon completion of their deliveries must leave the campground. Failure to do so may result in the vendor being barred from future entry.
Procedures for Renters/Attendees Provide to your vendor:
Modern name under which the items are being rented/purchased
The date and estimated time you wish to have your item(s) delivered
Cell Phone Number
On-site Contact Person (with cell phone number if different from above)
Group Camping With (including block number if known at time of arrangement)
Which entry point you wish to meet them at (West Gate, North Gate, Main Gate, Parking/Battlefield Gate)
When you are arranging your rental, let your vendor(s) know:
Tents being rented for the battlefield cannot be set up before 8 am on Tuesday, July 31st
No deliveries will be accepted during the middle weekend of Pennsic: August 4th and 5th
No deliveries will be accepted after 1 pm on Friday, August 10
To facilitate their entry into the campground their staff should have:
A commercial vehicle, preferably with their company name prominently displayed on it
A "uniform" such as t-shirts with company logo or name, or other such clothing to identify them as non-attendees
They should call you before they arrive at the campground so you can meet them at an entry point
They are to immediately leave the campground once your business is complete
Information for Vendors
You should have been supplied by your customer with:
their cell phone number and/or the cell phone and name of the person who will meet you at an entry point
the date and approximate time for your to deliver your goods
which gate you are to meet them at
what block they are camped in.
To facilitate your entry it is suggested that:
your vehicle be a commercial vehicle with your company name displayed on it
your staff wear a "company uniform" which could be as simple as T-shirts with your company name on them.
you call your customer at least one hour prior to your arrival to ensure they will be available to escort you their campsite.
If you have multiple customers for a specific day, please contact all your customers for that day and have them all meet you at a specific entry point and work a schedule for the day with all of them.
Upon completion of your transactions, we ask that you promptly leave the campground.
Please be advised that any and all property of yours must be picked up by 3 pm, August 13 (Monday) or they will be considered abandoned and forfeit. We are working on a tight schedule and must vacate the campground by 8 am on Tuesday.
Pennsic War is an annual event between
the East and Middle Kingdoms of the
Society for Creative Anachronism, Inc
and is hosted by
Kingdom of Æthelmearc
Coopers' Lake Campground
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