Terms and Conditions - Kingston Sheep Dog Trials

Kingston Sheep Dog Trials Festival - August 7- 9, 2015
Handcraft and Commercial Vendors, Terms and Conditions 2015
This document must be returned with your application and will become a binding agreement if you are
accepted to participate in the festival.
Festival Vendor Hours
The festival is open from 8 AM to 6 PM. Craft and Commercial Vendors must be on site and open for
business each day from 9 AM to 5 PM. However, vehicles must not be brought to the tent area after 8am or
before 6pm. Vendors who wish to leave by 5pm must wheel anything they remove from their booth, to their
vehicles, to ensure the safety of spectators on site, rather than bringing their vehicles to the tent.
Festival Vendors must commit to the entire 3 days of the Kingston Sheep Dog Trials Festival.
Application Process
Submitting an application form does not guarantee acceptance.
Fully completed applications are due on or before June 30, 2015 and must be accompanied by a signed
Terms and Conditions form. Full payment is required upon acceptance as a vendor. Applications will not be
considered until all requested information has been received.
Festival organizers reserve the right to determine whether a product will be considered in the craft or
commercial category, as it relates to the payment of fees.
Where commercial items are sold in combination with handcrafted items, the Commercial rate will apply.
Selection Process
1) All Craft and Artisan applications are juried by a committee. For new vendors, or vendors who have
new or different product lines, it is helpful if you can provide pictures (either hard copy or electronic) of
your product with your application or bring a sample to the office. If you have a website, please provide
the website URL.
2) You will be notified as to the success of your application within two weeks of receipt at which time full
payment must be forthcoming.
3) Craft/artisan vendors are defined by the Festival organizers as crafters or artisans who offer for sale
items which are no less than 90% handmade by him or herself. These items must be crafted by the
person that submits the application
4) Commercial Vendors will be juried based on the number of like products already for sale in the vendor
area. The Festival committee reserves the right to limit the number of similar product types.
Vendor Location
The Festival will assign a location to vendors in discussion with each individual vendor. Once assigned,
request for changes will only be considered unless under extenuating circumstances. Changes will be made at
the sole discretion of the Festival committee.
As in past years, on the Saturday evening some crafters inside the large tent may be required to
dismantle/move their booth to create space for a dinner function which takes place in the vendor’s tent at the
end of the day. Every effort will be made to locate crafters with more difficult setups at the end of the tent that
will be not in use for the dinner; however, you will be made aware prior to set-up if you need to move on the
Saturday evening. Assistance to move your booth will be provided if required. Organizers reserve the right to
reconfigure the booth set-up as needed.
Page 1 of 4
Assignment and Use by Others
Each location is restricted to the applicant to whom it was assigned. The Applicant may not provide space to
any other applicant, person, firm or organization to use any part of such space without the express written
permission of the Festival organizers. Where approval is given for a commercial group to share booth space
with a non-profit group, the commercial rate will apply.
Booth Size and Structure
Booths are generally 10ft x 10ft or the same square footage in a different configuration, depending on where
you are located. There are 8 inside booths which do not require shade tents. All remaining booths are located
at the end of the craft/vendors tent and vendors are responsible for providing their own shade tents should they
wish to have one.
All booth covers/shade tents provided by the vendor must be of sturdy construction, and must be either
weighted down or be secured with guy ropes that do not cause a trip hazard for visitors to the park. If a booth
is unstable, Kingston Sheep Dog Trials Festival reserves the right to dismantle the booth for public safety, at
the expense of the Vendor.
Untreated recreational tents or tarps are no longer permitted by fire code at any function. Tents must be
manufactured with a flame retardant material (NFPA701, ULC S109 and CPIA 84 flammability regulations).
Most shade tents are now sold pretreated with a flame retardant coating. Your supplier can confirm whether
your tent is flame retardant.
Electricity/Hydro
Hydro is not available at the sites designated for crafters/artisans.
Access to Event Site
We have a new ticketing system for the trials, which will require a different system for people coming and
going from the site. All vendors will be updated closer to the event, with more details. There will be an
advanced rate this year for the general public ($10 per day) however, this year, children under the age of 12
years will be admitted free.
Each commercial booth sale will include up to three (3) free admission bracelets, (six bracelets for non- profit
groups or volunteer agencies) for booth workers at no charge. All other friends, family, volunteers and staff will
be required to pay the regular admission daily or weekend fee. Other arrangements may be considered on a
per case basis under extenuating circumstances, but a request must be submitted in writing to the organizers
at least two weeks in advance of the event. Crafters and Commercial Vendors must provide the names of ALL
personnel working at their booth during the Festival before the event begins. All booth personnel will be
required to wear a bracelet or they will not be given access at the gate. There will be no exceptions to this rule.
Cancellation Policy
No refunds will be granted once entry into the festival is confirmed and payment has been received, except for
medical or very extenuating circumstances. The Kingston Sheep Dog Trials Festivals reserves the right to
determine eligibility for refunds. A no-show at the Festival will forfeit their entire fee and depending on the
circumstances, may not be allowed to return to the festival the following year.
Public Health Approval for Vendors Selling Food Items
Crafters/Artisans selling food at their booth are responsible for obtaining their own health department approvals
and must provide copy of approval before selling on site. Applications forms must be submitted to the
Kingston, Frontenac, Lennox and Addington Health Unit no later than 30 (thirty) days in advance of the Festival
The Public Health Food Service form can be found at:
http://www.kflapublichealth.ca/Files/Resources/Special_Event_Application.pdf
A copy of your approved application should be forwarded to Lesley Kimble at lkimble@cityofkingston.ca
You can contact KFL&A at 613-549-1232 or 1-800-267-7875 for questions.
Page 2 of 4
General Information
Set-Up – Thursday, August 6, noon to 7pm by pre – arrangement, or Friday, before 9am.
Moving of supplies and equipment is the responsibility of the vendor at all times. Set-up will take place on
Thursday, August 7, from 10am to 7pm or Friday, from 7am to 8am. All booths must be set up and ready to go
by 8:00am Friday. For those with their own tents or a more labour intensive set up, we recommend you set up
Thursday. Security will be provided overnight on Thursday evening.
Tear-Down – Sunday, August 9, 5pm to 8pm
Tear down of booths will not be permitted until the close of the event on Sunday evening however, vendors
may remove items at each days end, for security purposes. Vehicles may not be driven up to the tents except
outside of event hours (before 8am and after 6pm) . We suggest you bring a wheeled cart to assist in move
in/move out if you are not set up outside of event hours.
Garbage
All vendors are responsible for the disposal (off site) of packaging waste generated due to their participation at
the Kingston Sheep Dog Trials Festival event. Vendors are responsible to ensure that their booth remains
clean and tidy at all times. Garbage and packaging should be moved from the booth area, and should not be
left behind booth space or stacked around the booth. Any garbage concerns will be addressed by the
Kingston Sheep Dog Trials Festival committee and related charges will be billed back if necessary.
Eco-Friendly Environment/Water Bottles
All vendors are encouraged to use recyclable packaging, products and supplies wherever possible.
Plastic water bottles are not allowed to be sold on site however, there is a water buggy on site providing free
refills of water bottles. We encourage all vendors and their workers to bring refillable water bottles with them to
the trials.
Security
General site security is provided from 9pm to 7am each evening, beginning Thursday evening until Monday
morning, so craft/vendor booths may be left unattended overnight. While every effort will be made to ensure
the security of the craft areas, vendors are obligated to cover their tables, and remove valuables, electronics or
things that can be easily moved, to ensure their security.
Vendors must assume the risk for their own operations and equipment and protect themselves against loss or
damage through their own insurance policies. Vendors agree to abide by and conform to all rules and
regulations from time to time adopted or prescribed by the Kingston Sheep Dog Trials Festival for the
governance, safe operations and management of the Kingston Sheep Dog Trials Festival and associated
services. The City of Kingston and the Kingston Sheep Dog Trials Festival are not responsible for any loss or
damage to product or valuables.
Parking
For safety reasons, vehicles are not to be driven to the tent area for load in or move out, while spectators
between the hours of 8am and 6pm. A small parking area will be provided for vendors on a first come, first
served basis. Vehicles may be brought to the craft tent/area to unload but must be moved to the assigned
parking area before the event opens to the public or to the loading area at the top of the road, until their movein is complete. Vehicles may not remain in the loading area or leave vehicles there unattended. Where
possible, booth workers are asked to car pool. If parking is not available in the vendor parking area you will be
required to park in public parking which is free, but further away from the vendor area.
Weather
The Kingston Sheep Dog Trials Festival is a “Rain or Shine” outdoor event. Please ensure you take reasonable
precautions and prepare for a variety of weather changes/conditions. We encourage vendors to use sturdy,
commercial grade shade tents which will stand up better in winds or poor weather.
Page 3 of 4
City of Kingston's No Smoking/ Alcohol By-law Applies to Vendors and Spectators
Municipal laws require that NO ALCOHOL OR TOBACCO PRODUCT OR THE USE OF ANY OF THESE IS
PERMITTED AT ANYTIME IN THE PARK.
The City of Kingston's No Smoking By-law prohibits smoking in all enclosed public places and work places as
well as a number of newly designated outdoor places. As of 2012, smoking is also prohibited at:




parks & beaches,
sports fields & playgrounds,
outdoor community meeting areas,
within 3 metres of all entrances or exits of publicly accessible places and work places
Failure To Comply With Kingston Sheep Dog Trials Festival Rules and Regulations:
Any violation may result in: a written warning and/or loss of booth(s). Loss of booth(s) will result in all monies
being forfeited. All decisions made by the Kingston Sheep Dog Trials Festival are final.
By signing this terms and conditions I declare that I have read and understand the rules and regulations
associated with participation in the Kingston Sheep Dog Trials Festival.
_________________________
Authorized Signature of Vendor
__________________________
Date
_________________________
_______________________
Rec’d by (City of Kingston Staff):
Date:
_______________________________________________________________________________
Please include with your completed and signed registration form:
 Signed copy of the Handcraft and Commercial Vendor, Terms and Conditions
 Image of products
 Image of Booth Structure if available
 Special Occasion Food Permit (Health Unit) if selling food at your booth
Required once accepted:
 Special Occasion Food Permit (Health Unit) if selling food at your booth
 Full payment by Cheque, Cash, Debit, Visa or Mastercard.
Submit to Lesley Kimble, Assistant Supervisor, Recreation and Leisure Services, 216 Ontario St. Kingston,
On, K7L 2Z3
Telephone: 613-546-4291 ext. 1715 Email: lkimble@cityofkingston.ca
Personal information, as defined by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), including (but not limited to),
names, addresses, medical/physical concerns, is collected under the authority of the Municipal Act, 2001, and in accordance with MFIPPA, and all
other relevant legislation. All personal information may be used to form participant lists, and therefore will be made available to staff
and/or volunteer leaders. Questions regarding the collection, use, and disclosure of this personal information may be directed to the Corporate
Records and Information Officer, City Clerk’s Department, 216 Ontario Street, Kingston, Ontario, K7L 2Z3.
Approved -Yes/No ____
Staff initial_____
Page 4 of 4