Off-site Vendor Office - Policies and Procedures

Because of the large number of deliveries from off-site vendors (vendors not registered with the Pennsic Merchant Office), anyone arranging delivery of items such as:

• tents
• tables and chairs
• propane
• appliances
• lumber
• oxygen
• food, etc.

must arrange their delivery with the Pennsic Off-Site Vendor Office (OVO).

All deliveries must be registered with the OVO at least 24 hours prior to delivery. Contact the OVO before Pennsic by email, and during the War at The Watch Tent.

Firewood and Pizza deliveries and Catered meal services are exempt from this policy, however, other delivery protocols will apply to these items. Please see the Site Rules about MAIL AND PACKAGE DELIVERIES and OUTSIDE CATERING for specific requirements.

Please read through the following procedures carefully, and note the information you will need to provide to vendors, your Land Agent, and the Off-Site Vendor Office.

For all Deliveries

1. Provide to your vendor:

• Modern and SCA names of the renter/purchaser
• Cell phone number
• On-site contact person (with cell phone number if different from above)
• Group camping with (include block number if known at time of arrangement)

Inform your vendor(s) that:

• All deliveries must be made between the hours of 9 am and 6 pm.
• No deliveries will be accepted before 9am on Monday, August 1, 2011. The only exception to this rule is individual sleeping tents, which can be delivered between noon and 6 pm on land grab Saturday (July 30, 2011).
• No deliveries will be accepted during the middle weekend of Pennsic: Saturday, August 6 – Sunday, August 7.
• No deliveries will be accepted after 1 pm on Friday, August 12.
• Any and all rental goods must be picked up between August 15 (Monday) and August 16 (Tuesday) or they will be considered abandoned and forfeit.

2. Provide to the OVO, at The Watch Tent:

• Modern and SCA names of the renter/purchaser
• Cell Phone Number
• On-site Contact Person (with cell phone if different from above)
• Group Camping With, including block number
• Off-Site Vendor Company Name
• Item Description (type of Item being delivered)
• Date and Time that the Delivery is Expected

You may fill out the delivery info form ahead of time and bring it with you to Pennsic, or e-mail it to the Off-Site Vendor Officer.

3. On the day of your delivery:

• Ensure someone is in at the Watch Tent 30 minutes prior to the expected delivery.
• You will be expected to show your vendor where your encampment is.
• The OVO will not accept deliveries on your behalf.
• Vendors will not be permitted to wait in your encampment if you or your named representative is not there when they arrive.

If the vendor does not have a company logo on the vehicle and logo uniforms, they will be required to wait at the Watch Tent for a monitoring escort from the OVO.

If the vendor has a company logo on the vehicle and logo uniforms, no monitoring escort will be needed. Vendors must sign out at The Watch Tent before they leave site.

In addition, for tent deliveries to blocks with gas lines or other features requiring special placement:

1. the vendor will sign in with the OVO in the Watch Tent.
2. an OVO escort will be required to accompany the vendor to your encampment and establish the location of gas lines, etc. The vendor will then be left to complete the setup on their own.
   
3. vendors must sign out at The Watch Tent before they leave site.

Tent Rental Deliveries

Once Land Grab is complete on Saturday, off-site vendors may begin setting up individual sleeping tents, but only if the delivery has been pre-registered with the Off-Site Vendor Officer. Tents can be set up between the hours of noon - 6 pm.

If you are renting a shade tent for the battlefield, please note that they cannot be set up before 8 am on Tuesday, August 2nd. 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.

For Renters

Your Land Agent will need to register your tent delivery with the OVO in person during the Land Grab process.

Make sure they have the following information before they leave for Land Grab:

• Modern and SCA names of the renter
• Renter’s arrival date
• Cell phone number
• On-site contact person (with cell phone if different from above)
• Group camping with, including block number
• Name of the Rental Company & their contact info
• Tent description and size
• Rental contract ID or reference number
• Date and time that the delivery is expected

Incomplete information or failure to pre-register the delivery will delay the arrival of your tent.

For Land Agents

All deliveries of rental tents must be registered at least 24 hours in advance with the OVO.

• Delivery info forms are available online, in the barn during Land Grab, and at Information Point once Land Grab is completed.
• The OVO will be available in the barn during Land Grab, and can be contacted via Information Point or the Watch Tent during the rest of Pennsic.
• The Completed delivery info form must be submitted directly to the OVO.

On the day of your delivery:

• Ensure someone is at the Watch Tent 30 minutes prior to expected delivery.
• You will be expected to show your vendor where your encampment is.
• The OVO will not accept deliveries on your behalf.
• Vendors will not be permitted to wait in your encampment if you or your named representative is not there when they arrive.

NOTE: Deliveries of rental tents to land blocks with gas lines or other features requiring special placement of tents will require a monitoring escort to supervise tent placement, and must be scheduled well in advance of the desired delivery date to ensure availability of an OVO escort.

REMEMBER: You will need to be in your encampment to receive YOUR delivery. Vendors will not wait for your return or leave items in camps in your absence.