VENDOR REGISTRATION - Orillia & Area Black Community Association

COMMUNITY FEST — VENDOR REGISTRATION FORM

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- Step 1 of 4

Business / Vendor Name

Contact Person *

First

Last

Email *

Phone

City you are located in

Vendor Fees & Categories.

Vendor Types & Rates

Artisan Vendors (handmade, or handcrafted goods): $100
Food Vendors: $150

Space Upload are

Payment Terms

Full payment is required to confirm your vendor space. Payments can be sent via e-transfer (EMT) to blackcommunityoforillia@gmail.com.

Please note that your space is not reserved until payment has been received.

If payment is not received by May 31, one follow-up email will be sent to confirm your interest. If payment is still not received after this, your application will be moved to the waitlist and your spot will be offered to another vendor.

Fee Policy

All vendor fees are non-refundable, except as outlined in Section 9 of this agreement.

Community Fest is a rain or shine event, and weather conditions will not be considered grounds for a refund.

Vendor Space & Setup

Space Allocation

Artisan Vendors: 10’ x 10’ space
Food Vendors: 10’ x 10’ space
Food Trucks: Assigned parking and serving location

To help create a smooth and enjoyable experience for everyone, vendor placement will be organized by the Community Fest team. Please note that vendors are responsible for bringing their own tables, chairs, tents, and any other setup materials needed for the day. We kindly ask that all vendors keep their products, equipment, and personal items within their assigned 10’ x 10’ space to ensure safety and a comfortable layout for all participants.

Setup & Timing

Vendor setup begins at 10:30 AM. A detailed email with load-in instructions will be sent out ahead of the event.

All vendors must be fully set up by 11:30 AM.

Please plan to arrive on time.

Parking arrangements and any associated costs are the responsibility of each vendor.

Tear Down

Tear-down begins at 6:30 PM after the event ends. Early departure is not allowed.
All vendors must be packed up and off the venue by 6:45 PM.

Equipment Requirements

Vendors must bring their own setup, including:

Tent and weights
Tables and signage
Required health certificates and food handler licenses (food vendors only)

Food Safety & Permits

Food vendors must follow all guidelines from the Simcoe Muskoka District Health Unit.

Required:

Food service permit
Health inspection certificates and food handler license
All documents available on-site

The Special Event Food Vendor Form must be submitted at least 14 days before the event. Vendors who do not submit on time will not be able to participate. A reminder and link will be sent one month before the event.

Insurance & Liability

All vendors must carry general liability insurance. Proof may be requested.

If you need one-day insurance, please email the organizers for a link.

Vendors participate at their own risk. The Organizer is not responsible for theft, damage, injury, weather-related issues, or utility interruptions.

Conduct & Operations

Vendors are expected to:

Keep their space clean and safe
Stay open during festival hours
Be respectful to guests and staff
Follow all safety guidelines
Keep noise, smoke, and odors reasonable

Note: There are public washrooms available at the park. Please plan ahead and consider bringing someone to cover your booth if needed.

Waste & Disposal

Vendors must:

Keep their area clean
Use designated garbage bins
Take excess waste with them
Not dump grease or wastewater on the ground or in drains

Food vendors must bring proper disposal containers. All hazardous waste must be taken off-site.

Security

Vendors are responsible for their own belongings. The Organizer is not responsible for lost or stolen items.

Cancellation & Refunds

Vendor fees are non-refundable. This is a rain or shine outdoor event.

Refunds will only be considered in rare situations such as natural disasters, government shutdowns, or public safety emergencies.

Termination

Vendors may be removed (without refund) if they:

Violate safety rules
Sell unapproved items
Act in a disruptive or unprofessional way
Do not follow festival policies

FOOD & SAFETY REQUIREMENTS (FOR ALL FOOD VENDORS)

Upload Food Handler Certificate:

Drag & Drop Files, Choose Files to Upload

INSURANCE

Liability Insurance

Yes, I have liability insurance
No
In progress

Social Media Handles

Anything else we should know to support your setup?

Photo Permission

Yes, I am comfortable with my photo being taken and used.
No, I prefer not to be photographed.

Photo & Media Disclaimer

By registering for this event, you acknowledge that photos and videos may be taken during the Community Fest. These images may be used by the Orillia & Area Black Community Association for social media, promotional materials, and community storytelling.
If you prefer not to be photographed, please select “No” above and let a team member know when you arrive.

COMMUNITY FEST — VENDOR REGISTRATION FORM

Please enable JavaScript in your browser to complete this form.

- Step 1 of 4

Business / Vendor Name

Contact Person *

First

Last

Email *

Phone

City you are located in

Vendor Fees & Categories.

Vendor Types & Rates

Artisan Vendors (handmade, or handcrafted goods): $100
Food Vendors: $150

are you else

Payment Terms

Full payment is required to confirm your vendor space. Payments can be sent via e-transfer (EMT) to blackcommunityoforillia@gmail.com.

Please note that your space is not reserved until payment has been received.

Fee Policy

All vendor fees are non-refundable, except as outlined in Section 9 of this agreement.

Community Fest is a rain or shine event, and weather conditions will not be considered grounds for a refund.

Vendor Space & Setup

Space Allocation

Artisan Vendors: 10’ x 10’ space
Food Vendors: 10’ x 10’ space
Food Trucks: Assigned parking and serving location

Setup & Timing

Vendor setup begins at 10:30 AM. A detailed email with load-in instructions will be sent out ahead of the event.

All vendors must be fully set up by 11:30 AM.

Please plan to arrive on time.

Parking arrangements and any associated costs are the responsibility of each vendor.

Tear Down

Tear-down begins at 6:30 PM after the event ends. Early departure is not allowed.
All vendors must be packed up and off the venue by 6:45 PM.

Equipment Requirements

Vendors must bring their own setup, including:

Tent and weights
Tables and signage
Required health certificates and food handler licenses (food vendors only)

Food Safety & Permits

Food vendors must follow all guidelines from the Simcoe Muskoka District Health Unit.

Required:

Food service permit
Health inspection certificates and food handler license
All documents available on-site

Insurance & Liability

All vendors must carry general liability insurance. Proof may be requested.

If you need one-day insurance, please email the organizers for a link.

Vendors participate at their own risk. The Organizer is not responsible for theft, damage, injury, weather-related issues, or utility interruptions.

Conduct & Operations

Vendors are expected to:

Keep their space clean and safe
Stay open during festival hours
Be respectful to guests and staff
Follow all safety guidelines
Keep noise, smoke, and odors reasonable

Note: There are public washrooms available at the park. Please plan ahead and consider bringing someone to cover your booth if needed.

Waste & Disposal

Vendors must:

Keep their area clean
Use designated garbage bins
Take excess waste with them
Not dump grease or wastewater on the ground or in drains

Food vendors must bring proper disposal containers. All hazardous waste must be taken off-site.

Security

Vendors are responsible for their own belongings. The Organizer is not responsible for lost or stolen items.

Cancellation & Refunds

Vendor fees are non-refundable. This is a rain or shine outdoor event.

Refunds will only be considered in rare situations such as natural disasters, government shutdowns, or public safety emergencies.

Termination

Vendors may be removed (without refund) if they:

Violate safety rules
Sell unapproved items
Act in a disruptive or unprofessional way
Do not follow festival policies

FOOD & SAFETY REQUIREMENTS (FOR ALL FOOD VENDORS)

Upload Food Handler Certificate:

Drag & Drop Files, Choose Files to Upload

INSURANCE

Liability Insurance

Yes, I have liability insurance
No
In progress

Social Media Handles

Anything else we should know to support your setup?

Photo Permission

Yes, I am comfortable with my photo being taken and used.
No, I prefer not to be photographed.

Vendor Fees & Categories.

Payment Terms

Fee Policy

Vendor Space & Setup

Setup & Timing

Tear Down

Equipment Requirements

Food Safety & Permits

Insurance & Liability

Conduct & Operations

Waste & Disposal

Security

Cancellation & Refunds

Termination

FOOD & SAFETY REQUIREMENTS (FOR ALL FOOD VENDORS)

INSURANCE

Photo & Media Disclaimer

Vendor Fees & Categories.

Payment Terms

Fee Policy

Vendor Space & Setup

Setup & Timing

Tear Down

Equipment Requirements

Food Safety & Permits

Insurance & Liability

Conduct & Operations

Waste & Disposal

Security

Cancellation & Refunds

Termination

FOOD & SAFETY REQUIREMENTS (FOR ALL FOOD VENDORS)

INSURANCE

Photo & Media Disclaimer

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