1. Vendor Registration & Approval - All vendor applications are subject to approval by the event organizers. Vendors must provide accurate information regarding their business and the products or services they intend to sell. The organizers reserve the right to limit or decline vendors in order to maintain a balanced variety of products and services and to ensure the event remains suitable for the community and attendees. ---
2. Vendor Fee - The vendor registration fee is $25 per day. Vendors may register for one, two, or all three days of the event, subject to availability. Daily Vendor Fee: - September 24 — $25 - September 25 — $25 - September 26 — $25 Vendor spaces are not considered confirmed until registration requirements and applicable fees have been received. Vendor fees are non-refundable once a vendor space has been confirmed, except where the event is cancelled by the organizers and the organizers determine that a refund is appropriate. If a vendor cancels, fails to attend, or leaves before the scheduled closing time, the vendor fee will not be refunded. ---
3. Vendor Hours & Daily Schedule- The following schedule applies to each event day: 2:00 p.m. — Vendor Setup Begins Vendors may begin setting up their booths at 2:00 p.m. 3:30 p.m. — All Vendor Vehicles Must Be Out of the Event Area All vendor vehicles must be completely removed from the event area by 3:30 p.m. Vehicles may not remain beside or behind vendor booths during event hours unless specifically authorized by event organizers for accessibility or operational reasons. 4:00 p.m. — Event Begins All vendor booths must be completely set up, staffed and ready for customers by 4:00 p.m. 8:00 p.m. — Event Closing Vendors are expected to remain open, staffed and available to customers until 8:00 p.m. each evening. Vendors may not begin dismantling or packing up their booth before 8:00 p.m. unless specifically authorized by event organizers. 8:15 p.m. — Vendor Vehicles May Re-Enter Vendor vehicles may begin entering the event area at approximately 8:15 p.m. for loading and pack-up, if required. Vehicles must be operated carefully and safely, with consideration for guests, pedestrians, children and other vendors. ---
4. Vendor Space- Vendor spaces will be assigned by the event organizers. Vendors must remain within their assigned space and may not block: - Walkways - Entrances or exits - Emergency access areas - Fire lanes - Neighbouring vendor spaces - Public areas Vendor spaces may not be shared, transferred, sublet or assigned to another business without prior approval from the organizers. ---
5. Products & Services- Vendors may only sell products or provide services that were listed on their application and approved by the event organizers. Any additional products or services must receive prior approval. The organizers reserve the right to prohibit any product or service considered inappropriate, unsafe, offensive, illegal or inconsistent with the nature of the event. ---
6. Food Vendors FULLY BOOKED Food vendors are responsible for obtaining and maintaining all required permits, approvals, food-safety certifications and licences. Food vendors must comply with all applicable provincial and local health regulations. Each food vendor is responsible for the safe preparation, storage, handling and sale of their food products. ---
7. Outdoor Tents & Weather- This is an outdoor event and vendors should be prepared for changing weather conditions. Vendors are responsible for providing their own suitable tent, tables, chairs, displays and weather protection. All tents must be properly secured with appropriate weights on every tent leg. Tent weights must be suitable for the size of the tent and current weather conditions. The organizers may require a vendor to take down, modify or secure a tent or display if it becomes unsafe. The organizers may delay, modify, suspend or cancel portions of the event due to severe weather, unsafe conditions, emergency situations or circumstances beyond their reasonable control. No refund is guaranteed due to weather-related conditions. ---
8. Setup & Tear-Down- Vendor setup begins at 2:00 p.m. each day. All vendors must be completely set up and ready for customers by the 4:00 p.m. event start. All vendor vehicles must be removed from the event area by 3:30 p.m. Vendor vehicles may return at approximately 8:15 p.m. for loading and pack-up. Vendors must not begin dismantling or removing their booths before the 8:00 p.m. closing time, unless permission has been given by event organizers. All garbage, boxes, packaging and other materials must be removed from the vendor's space at the end of the event. Vendors must leave their assigned area clean and free of debris. ---
9. Booth Appearance & Safety- Vendors are expected to maintain a clean, professional and attractive display. All merchandise, signage, tables, racks and displays must remain within the assigned vendor space. Displays must not create a safety hazard or obstruct public access, emergency exits, fire lanes or neighbouring booths. The organizers may require the removal or adjustment of any display considered unsafe or inappropriate. ---
10. Sales & Taxes- Vendors are responsible for their own sales, payment processing, receipts, taxes and reporting obligations. Vendors are responsible for complying with all applicable federal, provincial and municipal laws and regulations relating to their business. ---
11. Vendor Conduct- Vendors and their staff must treat customers, event staff, volunteers and other vendors respectfully. Harassment, bullying, discrimination, threatening behaviour, excessive noise or inappropriate conduct will not be tolerated. The event is intended to be welcoming and family-friendly. Failure to comply may result in removal from the event without refund. --- 12. Alcohol & Restricted Products- Vendors may not sell, distribute or provide alcohol unless specifically authorized by the event organizers and all required licences and approvals have been obtained. Vendors are responsible for complying with all applicable laws regarding restricted or regulated products. ---
13. Marketing & Photography- By participating in the event, vendors acknowledge that photographs and/or video may be taken during the event and may include vendor booths, products and event activities. The organizers may use event photographs and video for promotional purposes, including social media, advertising and future event promotion. Vendors may also provide photographs, logos and business information for event marketing purposes. ---
14. Event Changes- The organizers reserve the right to change vendor locations, event schedules, layouts or operating procedures when reasonably necessary for safety, weather, traffic flow, attendance, venue requirements or event operations. The organizers will make reasonable efforts to communicate significant changes to vendors. ---
15. Organizer's Right to Remove a Vendor- The organizers reserve the right to refuse admission or remove a vendor who: - Violates these Terms & Conditions - Fails to comply with applicable laws or regulations - Creates a safety risk - Sells unapproved products - Engages in inappropriate or disrespectful conduct - Fails to maintain a clean or professional booth - Fails to provide required permits or licences - Disrupts other vendors, staff or event guests - Fails to follow event setup, operating or closing requirements Removal for violation of these Terms & Conditions will be without refund. ---
16. Vendor Acknowledgement By clicking below, the vendor confirms that they have read, understood and agree to follow these Outdoor Oktoberfest Vendor Terms & Conditions. The vendor acknowledges the required daily schedule, including: - 2:00 p.m. — Setup begins - 3:30 p.m. — All vendor vehicles must be out of the event area - 4:00 p.m. — Event begins and booths must be ready - 8:00 p.m. — Event closes and vendors may begin packing up - 8:15 p.m. — Vendor vehicles may re-enter for pack-up
