APPLICANT FAQs

  • FERRY BUILDING — SAN FRANCISCO:

    Booth Count: 30-55 max | Foot Traffic: 1500-2500

    Location: Back Plaza, between Ferry Terminals

    Mar - Oct | Outdoors | 11-5p

    • Single Booth | 10’ x 10’ = $200

    Nov + Dec | Outdoors | 11-4p

    • Single Booth | 10’ x 10’ = $225

    N. MAIN STREET — WALNUT CREEK:

    Booths: 60-95 max | Foot Traffic: 1500-2500

    Location: N. Main Street from Bonanza to Mt. Diablo.

    Mar, May + Oct | Outdoors | 11-5p

    • Single Booth | N. Main Street | 10' x 10' = $200

    Dec | Outdoors | 11-4p

    • Single Booth | N. Main Street | 10' x 10' = $225

    HAYES VALLEY — SAN FRANCISCO:

    Booths: 75-100 max | Foot Traffic: 3000-5000

    Location: Hayes St (Octavia to Gough), Patricia’s Green (Fell to Hayes) + Linden St (Octavia to Gough)

    Apr, Jun + Sept | Outdoors | 11-5p

    • Single Booth | Hayes Street | 10' x 10' = $375

    • Half Booth | Patricia’s Green | 6’ x 10’ = $300

    • Half Booth | Linden Street | 6’ x 10’ = $275

    Nov | Outdoors | 11-4p

    • Single Booth | Hayes Street | 10' x 10' = $375

    • Half Booth | Patricia’s Green | 6’ x 10’ = $300

    • Half Booth | Linden Street | 6’ x 10’ = $275

    THE BARLOW — SEBASTOPOL:

    Booths: 30-75 max | Foot Traffic: 1500-3000

    Location: McKinley Street between Morris St and Brown St.

    3rd Sundays, Mar - Oct | Outdoors | 11-5p

    • Single Booth | 10' x 10' = $200

    Nov + Dec | Outdoors | 11-4p

    • Single Booth | 10' x 10' = $225

    SOUTH B STREET — SAN MATEO:

    Booths: 25-50 max | Foot Traffic: 1000-2000

    Location: South B Street from 1st Avenue to 3rd Avenue — 2 Blocks of Pedestrian Only

    3rd Saturdays, Mar - Oct | Outdoors | 11-5p

    • Single Booth | South B Street | 10' x 10' = $200

    Nov + Dec | Outdoors | 11-4p

    • Single Booth | South B Street | 10' x 10' = $225

    *This venue will be CART IN only. BRING YOUR WAGON to transport your booth items, including your 10×10 canopy tent. You will not be able to pull up next to your booth space to load-in or load-out, however you will be able to park within 1-2 short blocks for this. In addition, a discounted parking garage will be accessible within 20 yards.

    STATE STREET — LOS ALTOS:

    Booths: 35-70 max | Foot Traffic: 1500-3000

    Location: State Street (2nd to 4th) + 3rd Street (Cross Street)

    4th Sundays, Mar - Oct | Outdoors | 11-5p

    • Single Booth | State Street | 10' x 10' = $200

    • Single Booth | 3rd Street | 10’ x 10’ = $175

    FOURTH STREET — BERKELEY:

    Booths: 50-75 max | Foot Traffic: 1000-2500

    Location: Lot Next to Rejuvenation, between Fourth St & Fifth St

    Mar, May + Aug | Outdoors | 11-5p

    • Single Booth | 10' x 10' = $200

    ***Disclaimer for all venues:

    Occasionally, marketplaces may decrease in size due to weather, holidays and other uncontrollable circumstances.

  • PARTICIPANTS include Makers, Merchants, Crafters, Designers + Artists, as well as Non-Profit Organizations. Preference will be given to handmade, locally sourced, small batch, eco-friendly, conscious offerings and products. Mass manufactured and MLM companies will not be considered.

    Carts/Trailers/Trucks = Email hello@headwestmarketplace.com for booth fee questions + availability.

    ELIGIBILITY: All participation is by application submission, and must be accepted through the application process.

    REQUIREMENTS: All applicants must have an active + accurate reflection of brand offerings via social media presence (i.e. Instagram, Facebook Page, etc) as well as an e-commerce website (.com, Etsy, etc).

    STANDARD MARKETPLACE BOOTHS: All are welcome to apply for a Standard Marketplace Booth. These booth spaces require an up-front booth fee payment with an application submission.

    SHARED BOOTHS: Shared Booth information may be submitted with a Standard Marketplace application. HEAD WEST do not match up applicants in Shared Booths. There is no need for each applicant to submit their own application, as only one Standard Marketplace application should be submitted and include the shared booth applicant’s information where requested.

    NOTIFICATIONS: Applicants will receive decision notifications within 2-3 weeks of submission, or sooner.

  • While HEAD WEST is built on a ‘shared-fate’ foundation where it is expected that all accepted Participants be actively promoting and sharing their upcoming Marketplaces, HW spends between 10-15% of all booth fee revenue annually on paid-advertising and promoting efforts across digital and print media, focusing on digital impressions through social media, consistent open and click rates through email announcements and fostering high engagement with targeted demographics and populations that are SHOP SMALL enthusiasts via hyperlocal news outlets and event promoters!

    Below find our media partners:

  • Applicants offering pre-packaged food and drinks that are not immediately consumed on-site may apply at select marketplaces.

    • Ferry Building in San Francisco

    • The Barlow in Sebastopol

    • Fourth Street in Berkeley

    Interested applicants must email hello@headwestmarketplace.com for consideration prior to applying. Any applications submitted without approval by email will be automatically non-accepted.

    Applicants offering hot/served food and drinks may be considered for future opportunities. Interested applicants can email hello@headwestmarketplace.com to be notified with updates.

    In efforts to become a more Clean + Green Marketplace, any food or drink MUST be served in/on eco-friendly, compostable bio-ware. Plastic packaging is highly discouraged.

    Eligible venues may require Temporary Food Facility permits and/or Health Department Licenses in which HEAD WEST will communicate via email.

    *EAT REAL FEST is no longer active.

  • Those that identify as BIPOC, AAPI and/or LGBTQIA+, as well as Non-Profit Organizations are encouraged to apply for a no-cost Community Booth.

    Community Booth recipients are based on Need, Journey, Impact + Contribution.

    If granted, applicants will receive 1 Community Booth per year. If additional Participation is desired, no-cost Community Booth applicants can also apply for Standard Marketplace Booths. Visit the COMMUNITY BOOTH Page for more information.

    BIPOC | Black, Indigenous, People of Color

    AAPI | Asian-American, Pacific Islander

    LGBTQIA+ | Lesbian, Gay, Bisexual, Transgender, Queer, Intersex, Asexual

    Non-Profits | Any certified organization doing good in the community, that aligns with HEAD WEST’s Mission.

    NOTIFICATIONS: Applicants will receive an email notification only if selected as a recipient. These booth spaces are granted on a rolling basis, dependent upon space availability and have no deadline to apply - and no deadline for when to receive notification. Again, applicants should only expect to hear back if accepted — non-acceptance notifications will not be sent.

  • CA SELLERS PERMIT: It is required that all Participants hold a valid California State Seller's Permit required by state law. Only permanent permits will be accepted — no temporary permits allowed. Please do not email requesting HEAD WEST’s personal information, as it will not be provided.

    California Department of Tax & Fee Administration

    Complete due diligence in researching this information is the responsibility of the applicant. California Seller’s Permits are free of charge. Please be vigilant for scams requesting payment for this permit. All Participants are expected to accurately collect Sales Taxes based on the City/County in which they are selling and remit those monies to appropriate State, County, and Local Municipal tax boards through the CDTFA. See your State, County and Local tax boards for specific sales tax rates.

    BUSINESS LICENSES: Accepted Participants are required to hold any applicable business licenses each venue’s City may require. It is your responsibility to do the research and hold any applicable licenses. HEAD WEST will not advise on this.

    INSURANCE: Each Participant is responsible for any business or personal insurance necessary to cover their liability for all activities made and performed at HEAD WEST, to itself, event Patrons, other Participants and the Venue Partner. The Participant waives all responsibility and liability from HEAD WEST LLC + its Venue Partners/Property. HEAD WEST will not advise on this.

    LIABILITY: HEAD WEST, its Owners and its Venue Partners will not be responsible for any damage or loss to the Participant property, injury to, or death of the participant or to the Participant's sales. The Participant holds themselves accountable for all risks involved including loss, damage, liability, or injury from any cause. Participant releases and waives any claims against HEAD WEST, its owners and its venue partners related to the previously mentioned statements.

  • WHAT TO BRING: Participants are REQUIRED to provide their own canopy tents, tables, displays and fixtures — as only space is provided. Electricity is not provided unless requested and approved in advance.

    CANOPY TENTS: Participants are REQUIRED to provide their own 10’x10’ canopy tent with minimum 10lb weights on each leg, totaling 40 lbs at all venues. Canvas tent tops MUST be white, no exceptions. We uphold this tent color policy in order to protect our Participants and Patrons from heat exposure/inclement weather, as well as minimize distractions pulling emphasis away from the goods being sold.

    Professionally custom-branded tents are allowed but must be approved prior to acceptance; please email hello@headwestmarketplace.com with photos for approval after you have submitted your application(s).

    Canopy tent coverage is mandatory, as there will be no tents available day-of.

    Mobile cart/trailer Participants must provide their own shelter/shade (i.e awning or shelter within your allotted booth space).

    Canopy tents are a safety requirement that all Participants must comply with. You will not be able to set up without a 10’x10’ canopy tent with a white tent top. See below for venue specific requirements and exceptions:

    Ferry Building — San Francisco

    • Canopy Tent Side Walls + Back Walls are allowed.

    N. Main Street — Walnut Creek

    • Canopy Tent Side Walls are allowed, Back Walls NOT allowed.

    Hayes Valley — San Francisco

    • Canopy Tent Side Walls are allowed, Back Walls NOT allowed.

    Hayes Valley — San Francisco

    • HAYES STREET (between Octavia + Gough) 10’x10’ Single Booths — 10’x10’ Canopy Tents (w/ white top only) are required for all booth spaces.

      • All 10x10 Canopy Tents must be self provided.

    • PATRICIA’S GREEN (between Fell + Hayes) 6’x10’ Half Booth — Umbrellas (in white or beige only) are recommended. 5’x5’ or 5’x10’ Canopy Tents are also allowed in these spaces, w/ white top only.

      • 10’x10’ Canopy Tents are NOT allowed in these spaces.

      • All 5’x5’ or 5’x10’ Canopy Tents + Umbrellas must be self provided.

    • LINDEN STREET (between Octavia + Gough) 6’x10’ Half Booths — Umbrellas (in white or beige only) are recommended. 5’x5’ or 5’x10’ Canopy Tents are also allowed in these spaces, w/ white top only.

      • 10’x10’ Canopy Tents are NOT allowed in these spaces.

      • All 5’x5’ or 5’x10’ Canopy Tents + Umbrellas must be self provided.

    The Barlow — Sebastopol

    • Canopy Tent Side Walls are allowed, Back Walls NOT allowed.

    South B Street — San Mateo

    • Canopy Tent Side Walls are allowed, Back Walls NOT allowed.

    State Street — Los Altos

    • Canopy Tent Side Walls are allowed, Back Walls NOT allowed.

    Fourth Street — Berkeley

    • Canopy Tent Side Walls + Back Walls are allowed.

  • PACK IT IN/PACK IT OUT: Participants are committed to leaving their booth space cleaner than found.

    BRAND SIGNAGE: In efforts to become a more eco-friendly + clean environment marketplace, Vinyl/PVC (polyvinyl chloride) signs are highly discouraged due to the high toxicity of the material + the earth impact of production. Fabric and custom, hand painted/handmade signage is highly recommended.

    SHOPPING BAGS/PACKAGING: Single-use plastic bags of any kind are not allowed for same reasons, only paper bags or purchased reusable bags. Single-use plastic product packaging is highly discouraged.

    REUSABLE WATER BOTTLES: Strive to create less landfill waste/recycle when possible; reuse water bottles for refills, take all trash upon leaving, no leaving oversized boxes or broken furniture (as this will result in a fine and banning from future marketplaces), and remember that a clean planet is a green planet.

  • ACCESS: All outdoor venues are kid + pet-friendly, with ADA Accessible entrances and publicly maintained restrooms for use.

    HEALTH + SAFETY MEASURES: While we may be out of a global pandemic, HEAD WEST is committed to following any and all federal, state and local ordinances as it relates to masking, physical distancing, hand sanitizing and other safe guards. As always, we will always look out for the best interests, health and well-being of our Team, Participants & Patrons. Additionally, Participants reserve the right to enforce their own rules within their given booth spaces (i.e. asking Patrons to wear a mask, distance, sanitizing, etc).

    COVID-19 DISCLAIMER + WAIVER: As a Participant applicant, you have read and understood all HEAD WEST Rules and Regulations outlined, and agree to comply and adhere to them, in addition to certifying that the undersigned is the responsibility party for this application. I further agree to indemnify, defend and hold harmless the coordinating venue in which HEAD WEST operates well as their officers, directors, employees, and attorneys against any and all damages, liabilities, lawsuits, claimers and/or damages arising out of negligence, error, omission, intentional acts, or any other cause. An inherent risk of exposure to COVID–19 exists in any public place where people are present. COVID–19 is an extremely contagious disease that can lead to severe illness and death.

    By Participating or Patroning HEAD WEST, you voluntarily assume all risks related to exposure of COVID–19. You further acknowledge that HEAD WEST can not guarantee that you will not become infected with COVID-19. You understand that the risk of becoming exposed to and/or infected by COVID-19 may result from the actions, omissions, or negligence of myself and others, including, but not limited to, HEAD WEST staff, HEAD WEST Participants, and HEAD WEST Patrons.

  • All outdoor marketplaces are held light rain or shine.

    In cases of inclement weather, ensure you come prepared with canopy tent walls (allowed at select venues), tarps and other necessities to protect you, your shoppers and your product from the elements.

    If a marketplace is cancelled in its entirety due to an emergency and/or safety issue, booth fees will be issued in the form of booth credits to be used in the current year, unless otherwise specified. Rollover booth credits to the following year are not allowed, unless otherwise specified.

    To the best of our abilities, weather or emergency-related cancellations will happen by 5pm on Thursday via direct email and social media channels, prior to each marketplace.

    HEAD WEST has and will always put the safety of its Participants and Patrons as priority.

    See CANCELLATION POLICY below for further details.

  • BOOTH FEE PAYMENT: Upon submitting an application, please proceed to the ‘SHOPPING BAG’ icon to pay the required booth fee(s) upfront. All booth fees will be collected at time of application submission, with a decision notification given to the applicant within 2-3 weeks or sooner.

    DECISION NOTIFICATIONS: Applicants are encouraged to apply as soon as possible, as there are limited booth spaces available during each marketplace date/venue. Applications are open on a rolling basis, with deadlines one week out to each marketplace date/venue, to provide the most accessibility to all. Once all booth spaces have been filled, applications will show as ‘Reached Capacity’ on the APPLY page.

    MARKETPLACE CANCELLATIONS: Any cancellations of a HEAD WEST Marketplace in its entirety, initiated by HEAD WEST, will result in a 100% booth credit offered for all booth fees paid (i.e. a $150 booth fee would result in a $150 booth credit). Booth credits may be used to apply for future dates/venues within the calendar year in which they are issued, unless otherwise specified.

    BOOTH CREDITS: If a Participant is issued a booth credit checkout code for any reason, booth credits are non-transferable and must be used by the original Participant to which they are issued. Any abuse of the booth credit system is grounds for permanent ban from current participation and future applications.

    APPLICANT CANCELLATIONS (Prior to receiving a decision notification): A $25 Cancellation Fee will be assessed to any Applicant-initiated cancellation after submission of the application + paid booth fee(s), but prior to receiving a decision notification.

    PARTICIPANT CANCELLATIONS (Post acceptance notification): There are no refunds available once an application has been processed and accepted — but the accepted Participant can request a date/venue change for a fee. See date/venue changes below.

    DATE/VENUE CHANGES: Request to change of date/venue after an application acceptance notification is given incurs a $25 Change Fee per date/venue. The request must be received 1 week prior to the original marketplace date (i.e. if the original marketplace date is on Sunday, the request must be emailed, completed and payment confirmed by the Sunday prior).

    Any cancellations within 1 week of the original marketplace date will forfeit any booth fees paid, which includes sudden illness, calendar conflicts, calendar errors, application errors, travel delays, vehicle trouble, inclement weather, etc.

    For any other reasonings, please email hello@headwestmarketplace.com — we’re happy to help.

    All booth credits must be used in the year in which they are issued, unless otherwise specified.

    NON-ACCEPTANCE NOTIFICATIONS: Applicants that are not accepted into HEAD WEST will be given notification via email + will receive a full refund within 7 business days.

    NON-REFUNDABLE APPLICATION/ADMIN FEE: HEAD WEST strives to continue in offering space that is as affordable and accessible as possible. This includes NOT charging an application or administration fee on applications.

  • If a marketplace date/venue ‘Reaches Capacity’, you can submit your email for its waitlist (if available) on each application page — as there will be an entry form available.

    Should additional booth spaces become available, you’ll be notified to apply since you have signed up for the waitlist. These booth space applications are first come, first serve and do not guarantee acceptance as they are equally juried.

  • Participants + Patrons allow HEAD WEST and it's Venue Partners to publish photos from your social media/online presence + capture/film of your person and your booth day-of for promotion purposes only.

  • Email us at hello@headwestmarketplace.com