Renegade Pop-Up @ Pitchfork Music Festival

Congratulations on your acceptance to the Renegade Craft Pop-Up @ Pitchfork Music Festival!

We are so excited to have you as a part of our community! Please read through our Participation Kit to get ready for the Fair. Please take a moment to click through and read each section, which has detailed and important information. We can’t wait to see you and what you’ve been making!

YOU'RE IN! SPREAD THE WORD!

Congrats, you’ve been accepted to Renegade @ Pitchfork Music Festival!

Help spread the word and post this eflyer to social media, embed on your website, blog, or email and tag @RenegadeCraft. Search Renegade Craft in gifs and add a sticker to your Story ☺︎

FAIR INFORMATION

Email

Prior to the Fair, send us your questions and ideas via email to Info@RenegadeCraft.com. We will get back to you asap during regular working hours M-TH.

At The Fair

During the weekend of the Fair, you can find our team at our Info Booth located in the Renegade/Chirp tent near the entrance closest to the stages.

There is not an official check-in, but please feel free to pop by our Info Booth at anytime to say Hi, ask a question, share ideas, or meet the Renegade team.

We will have complimentary enamel pins and stickers available while supplies last.

Text or Call

You can also call or text our on-site crew on the Rc hotline phone. That number is: 312-723-5867.

Your Onsite Crew

☺︎ Meet our team here

Participants must fill out this form to submit names for festival passes and to sign Pitchfork’s waiver. Please submit the form by June 30, thank you!

Each business will be allowed four people per day to work their booth, and each will receive a General Admission Vendor Wristband.

You must provide the four full names of staff that will be present in your booth each day. Staff can check in each day at the vendor entrance.

Pitchfork Music Festival

Renegade’s Pop-Up

venue + address:

Union Park
1501 W. Randolph St.
Chicago, IL 60606

festival notes:

Pitchfork Music Festival will take place July 19-21, 2024 from 12pm – 10pm.
You will need a valid photo ID to enter.
Children 10 and under can attend the festival for free.
Service animals are welcome! Sorry, your adorable pets are not permitted.
Please visit Pitchfork’s website for detailed information of what’s permitted to bring into the Festival, and much much more.
Vendors are welcome to bring in snacks and drinks if they enter during set-up times or via the vendor entrance during fest times.

set-up notes:

This Fair will be held outdoors, rain or shine, within the Pitchfork Music Festival at Union Park.
Renegade’s area will be tented. No pop-up tents are allowed.
We will be sharing one large tent and set-up alongside Chirp Record Fair.
There will be ambient string lighting throughout the tent.

venue character:

Our Pop-Up takes place inside Pitchfork Music Festival in Chicago’s Union Park, so be festival-ready! Comfortable shoes, sun protection, layers from day to night, water and snacks are a must. The Pop-Up is curated under a large tent on a tennis court that we share with a vinyl record marketplace. Get ready for a weekend of good music & good vibes!

Pitchfork Music Festival is committed to making its facilities accessible and usable by all patrons and visitors. There are ramps from the sidewalks to the street, ADA restrooms, and an ADA entrance.
They have designated viewing platforms for ADA festival attendees at all three stages.
Please contact Pitchfork ahead of time with any questions, needs or concerns. If you need space to store any equipment such as oxygen tanks or insulin, please email them ahead of time at info@pitchforkmusicfestival.com, so that they can make accommodations.

BOOTH INFORMATION

Rentals

Head here to reserve rental items, including tables, chairs, garment racks, and table linens.

+ Rental orders are due by June 30.

Pitchfork provides tenting, no need to bring your own or rent.
There will be ambient string lighting throughout the tent.
If you’re booth is located along the outer edge of the tent, you will have a backdrop to help protect from the elements.

WiFi

WiFi is not available at this Fair. We recommend contacting your cellular service provider for a mobile hotspot, running offline sales, or buying a universal hotspot to use at the event. In any case, please test your tech before the event.

Electricity

Access to electricity is not readily available, and is only considered if you need it for your product. Please get in touch if you have additional questions.

At the Fair

If you rent tables or clothing racks, those will be placed in your space. If you rent table linens or chairs through us, you will need to pick them up from the Info Booth during load-in.

Depending on which size booth you applied for, your footprint at the Fair measures 3’x6’ for a shared booth, 6’x6’ for a full booth, or 6’x12′ for a double booth.

Each 6’x6′ booth will be marked on the ground in chalk. There is no pipe or drape to divide each booth, so please plan accordingly. Be mindful of your setup to ensure the back and sides of your booth aren’t obtrusive to your booth neighbors.

Only the items you applied with are allowed to be sold at the event. If you outsource any of the items in your collection, you may only sell the items you’ve designed or made yourself.

Please note that shared booths most typically are oriented with the shortest side facing the aisle. Please work with your booth partner and plan your setup and rental needs accordingly.

Shared Booth Setups

Please note that shared booths most typically are oriented with the shortest side facing the aisle. Shared booths at this Fair are 3′ wide x 6′ deep. Please work with your booth partner and plan accordingly so that shoppers can browse both of your setups. Read more on sharing a booth here.

Here are a handful of diagrams to give you some ideas on how you could set up a shared booth space. The diagrams are to scale, so please notice how the displays fit within the booth and how much space is available for attendees to browse both of your products.

Dedicated Half Booths

This fair has some dedicated half booths where booth partners aren’t assigned. If you signed up for a shared booth but didn’t receive a booth mate, you are in a booth that is 6′ wide x 3′ deep (see map). Dedicated half booths are #’s 12, 13, 26, 27, 40, and 41.

AT THE FAIR

Booth Number

Your Booth Assignment, the Roster, and Map will be posted after curation is complete, around June 25. Please keep an eye out for an email update from us!

Roster

Click the tile for your business on the Roster and make sure all looks great. Here you will find your:

Booth Number
Artist Profile
Location
Instagram Link

Your tile and profile will also be added to our Collective, you’re in great company! Please reach out if you need any updates.

Map

If you requested a corner placement in your application, we tried our best to accommodate your request, however corner placements are not guaranteed. Please see the map for your booth placement.

Thursday Load-In

Load-in will begin on Thursday, July 18 between 6–9pm via Gate 2. Vendors will park in the RHA parking lot (Respiratory Health Association 1440 W Washington Blvd).

Vendor name must be listed for parking pass. To access the lot, vendors will arrive via the alley entrance off Washington. Vendors will receive a parking pass and be directed to their parking space. Once parked and unloaded vendors can receive their wristband and walk their goods over to the park via Gate 2.

When done unloading vendors will remove their vehicle by exiting the lot onto Ogden. No vendors will be able to pull in vehicles on the grounds or up to festival gate. Vendors must transport goods from parked cars via dolly/cart. Once unloaded, vehicles must be removed from the lot.

Friday/Saturday/Sunday Load-In

You will have access to the Festival beginning at 10am on Friday, and 11am on Saturday & Sunday and you will have until 12pm to setup. You can enter through Gate 2 if you already have your wristbands. If you need to pick-up your wristband you can do so at the Vendor Entrance first and then load-in through either gate.

Notes:

Participants can pick up their wristbands at the Gate 2 at Randolph & Ogden on Thursday, and at the Vendor Entrance on Ashland & Warren on Friday, Saturday, & Sunday. Once you’ve gotten your wristband, you should be able to use any festival entrance.
If you rent tables or clothing racks, those will be placed in your space. If you rent table linens or chairs through us, you will need to pick them up from our Info Booth located inside the Renegade/Chirp tent during load-in.
We will have a few hand trucks available for vendors to use for load-in and out, but we recommend bringing your own if you have one. The hand trucks will be available on a first-come-first-served basis and will require a photo I.D. as collateral.

Load-in Map

Please note that parking is limited in the area and is not guaranteed. The parking that is available is street parking only, so please be very mindful of all posted signage.

The venue will be locked overnight, but we strongly encourage you to take your merchandise and anything valuable with you for the night.

If you choose to leave your displays, merchandise, etc., please note that anything you leave overnight is done so at your own risk. Pitchfork and Renegade Craft Fair are not responsible for any damages or theft that may occur.

Breakdown begins at 10 p.m. Please do not pack up early unless it’s an emergency. Help us make this a smooth and easy load-out by packing up your booth before bringing your car around.

Vendors are responsible for disposing of their own trash at the end of the night! Thank you for doing your part, we appreciate it.

In the event that an emergency situation forces the Pitchfork Music Festival to evacuate the park, we must do so in a calm and safe manner. The below information is to help you best prepare yourself and your staff in case of evacuation. In the case of an emergency, we will contact you via email if possible.

If possible, Renegade will send communication to our vendors via email in the event of an evacuation or emergency.

Before Evacuation

❖ We recommend you have a plan in place with your lead on-site managers. These leads can change day to day, so please make sure they are aware of your plan each day/shift.
❖ Have contact info for all employees working that day, for all shifts, not just the present.
❖ Have a designated safe house, this could be a vehicle or planned location ahead of time so that all employees can be accounted for.
❖ Designate a time to meet back at the park after evacuation. Plan on meeting outside the park in case there is no re-entry for the rest of the day (from 30 minutes to an hour depending on the weather, this can be amended between you and your staff)
❖ Use technology to keep staff informed and updated. There are mass texting services that can help with this, but the best course is just to start a group text or email chain at the beginning of the day with all of your employees that day on it.
❖ If there is a possibility of evacuation due to weather, you will be warned ahead of time by the head vendor/sponsor coordinators, and they will keep you updated as decisions are being made both via email/text to contacts you provided before the event and in person, when applicable.
❖ If there are warnings of evacuation, prepare your space by putting away stock in sealable tubs with lids, and tie down all equipment that could move around during high winds and rain. An alternative to this is tarping your space, be sure to secure tarps with rope and not bungee cords. Leave all large heavy equipment. Begin to taper off sales and stop cooking food (food vendors).
❖ Throughout the weekend, your vendor/sponsor coordinator will show you your evacuation exit that is closest to you, out of the park, and exits will be marked on your site map.

Evacuation

❖ To best prepare retail vendors, a vendor coordinator will update you when a weather warning hits.
❖ If Pitchfork Music Festival decides to evacuate the park, you will be notified directly by the Event Coordinators, either directly or by announcement.
❖ If you hear Evacuation announcements on loudspeakers in the park, then evacuate following the evacuation route marked on your site map (this also will be pointed out during load-in.)
❖ In the event of an evacuation, all equipment must be turned off and all fires extinguished.
❖ In the event of evacuation, the festival will be turning off all nonessential electric generators and propane. Generators that supply electricity to food vendors will remain on to ensure proper food safety temperatures are maintained.
❖ In the event of evacuation leave all equipment behind, have your necessities on you, and exit the park through the nearest exit.
❖ Once evacuated, meet your staff at your designated safe house and do a headcount.
❖ Wait for the weather/cause of evacuation to subside and wait for updates prompted from the vending/sponsor coordinator via text, email, or Twitter.

After Evacuation

❖ Await messaging before returning to the park.
❖ To return to the park, please proceed to Vendor CheckIn (Gate 1 and 2 will also be an option, but only if wearing your vendor wristband).
❖ Upon returning to the park, assess your space, equipment, and note any damage that may have occurred due to weather.
❖ There is a generator schedule for power after a storm and our stages take first priority. After the stages are up and running, we will set up vendors with power. This may take up to an hour, so please be patient and plan accordingly.
❖ The 3rd party propane contractor on site will be inspecting all hookups and equipment after a storm or evacuation to ensure safety. This may take from 20 min to 1 hour depending on the weather and how long the evacuation lasted, please be patient as safety is our utmost concern.

Evacuation FAQ’s

What do we do in the event of evacuation?

In the event of the park being evacuated you are to follow an evac plan that is already in place with your staff (this means evacuating the park), reporting to a safe house and checking in.

Where do we go in the event of evacuation?

You should have a planned safe house whether it’s a restaurant or bar close to the park that you’ve coordinated with beforehand, a vehicle, or someone’s apartment close by. Wherever you choose to go, it cannot be inside Union Park.
Nearby businesses:

○ Cobra Lounge 235 N Ashland Ave, Chicago, IL 60607

○ McDonald’s 1380 W Lake St, Chicago, IL 60607

○ Plumbers’ Union Parking Garage, 1371 W Randolph, Chicago, IL 60607

○ Billy Goats Tavern 1535 W Madison St, Chicago, IL 60607

How do we notify our staff?

We recommend using technology as much as possible to communicate with staff, whether it’s through group chat, email, or mass texting services, be sure to have this plan in formation before the event.

Can we bring any of our equipment?

NO EQUIPMENT can be moved during an evacuation. Tie down with tarps, cover, and leave.

What about our money, ipads, registers, and personal belongings?

We recommend having a safety/safe locker as part of your setup. It’s under lock and key, your site manager will have the key or code, and when the warnings for evacuation roll through, begin collecting and locking all designated items you want to go in the safe. We also recommend this safe/safety locker living inside a sealed waterproof container.

What can we do to prepare for evacuation?

Following the info sheet as a template, each vendor/sponsor should have their own evacuation plan following exiting the park. Have all your staff members’ contact info saved in your phone, and begin to tie down and cover equipment. Stop cooking food.

Can we re-enter the park after evacuating?

If evacuation is due to weather, wait until the weather has subsided before making your way back to the park. If heavy weather lasts longer than 1 hour, we may close the park down for the remainder of the day. If this is the case, you will be notified via a phone chain by the head vendor/sponsor coordinator.

When do we return to the park after evacuating?

Either 45 min-1 hr or after the weather subsides. Vendors and crew will be able to reenter the park ahead of festival attendees.

What do we do with equipment?

Turn off all equipment and tie it down before exiting the park. Don’t take any equipment with you.

Will power be shut off?

Power to Food Vendor Row will remain on throughout the evacuation process to ensure proper food safety holding temperatures. For all other areas of the festival, electrical power will be shut down. The propane provider (KEP) will turn off all propane as soon as the evacuation order is issued. Please properly extinguish all charcoal fires before exiting the park.

When will the power be turned back on?

There is an order to power being turned on starting with the stages. Safety is our utmost concern so expect up to an hour after returning to the park to have power. Plan accordingly.

Can we stay in the park?

In the event that we need to evacuate the park, you are required to evacuate the park.

TIPS

Start a group message with all of your staff at the beginning of each day, so that you can communicate
Set a meeting point outside of the festival grounds to regroup in case of weather Page 4 of 5
Make sure staff is familiar with the exits of the park, and which one is most convenient for them.
Have staff bring a rain jacket or poncho and a light change of clothes.

FOR YOUR BUSINESS

We have your credit card stored on file and will charge your booth fee on or shortly after June 17. Thank you!

Booth Sizes + Prices

3’x6′ Shared Booth – $415
6’x6′ Full Booth – $865
6’x12′ Double Booth – $1765

If you requested an upgraded corner placement and received one, we will charge your credit card on or after June 25 ($50 for a shared booth, $100 for full booths, $150 for double booths).

If for any reason we’re unable to charge your card, we will send you an invoice. Thanks!

In the event you must cancel your participation:

If you cancel before or on the cancellation deadline of June 16, we will not charge the booth fee.
If you cancel your participation after the cancellation deadline of June 16, we cannot offer a refund.
The $35 application fee for each event canceled is nonrefundable.
Once you cancel, you forfeit your spot in the Fair and you are not permitted to sell or trade your space.

All vendors making sales in Illinois are required to report and pay all tax due based on their total receipts within ten (10) days of the close of the Fair.

Once accepted into the event, you can use an Illinois Department of Revenue Special Event Tax Coupon to send to the Department of Revenue along with your payment.

For more information about Illinois sales tax, please visit Illinois Revenue’s website. Renegade and Pitchfork take no responsibility for calculating, reporting, or otherwise having any involvement with such reporting, other than to make you aware of the requirements based on our understanding of IL State regulations with regards to sales at Special Events.

Pitchfork is required to supply a list to the IL Department of Revenue with participating vendor information, including:

1) the name of the business
2) business address
3) individual contact person
4) IL Department of Revenue tax account number (IBT Number) if you have one

How and When to Pay:

If you are an existing business in the State of Illinois with an IBT number, and you regularly make payments to the State, you can include your sales at Pitchfork with your regular filings. There’s no need to make a separate payment using the coupon provided in the Participation Kit.

If you are not an existing business in the State of Illinois, don’t have an IBT number, or don’t make regular payments to the State, simply use the coupon above to remit payment within 10 days of the event as per the instructions on the coupon.

Here is a link to the 2024 Participation Agreement that you electronically signed during the application process. We are excited to work together!

Be on the watch out for people or businesses that are contacting Renegade applicants and vendors and attempting to get them to pay for products or services that are not authorized through us. Many are simply scams or misleading association with us, so even if some are offering legitimate services, we do not endorse any of these companies sending these solicitations, and you are not required to use them.

Examples include: selling our attendee or mailing list to vendors. Accepting application and/or booth fees directly (we only ever take registration through the Renegade Craft website). Hotel discounts and deals that are not affiliated with us. And other similar products and services.

If you see any of these types of solicitations via email, Facebook, Instagram, or other sites please report them through the appropriate channels. Thank you for your help!

We’d love to hear about your experience after the event. Take our survey to let us know. You could win a free booth at an upcoming fair ✿