The Festival reserves the right to determine the location of all Vendors on site. The Festival reserves the right to accept or reject any application for any reason whatsoever. Vendors are responsible for any permits, licensing and insurance they may require, including vendor licence and health permits. Vendors must maintain strict compliance with all municipal, provincial and federal health and safety codes and must provide a copy of their vendor licence on demand. Vendor is responsible for all clean up and removal of personal items brought on-site. Please note that the Festival is held rain or shine. All fees are non-refundable.
PRE-FESTIVAL: The Festival will contact the Vendor no later than the third week of May to review all requirements. If the Vendor account is in order a booth location will be confirmed. Vendors with outstanding accounts will NOT be permitted on festival grounds.
LOAD IN: Load in for all Vendors begins Tuesday and will continue through Thursday. The Festival will confirm load in dates and times no later than the third week of May. Vendors must be operational by 5:00 pm Thursday, and be open to the public during Festival hours.
FESTIVAL HOURS:
Friday, 5:00 pm to 11:00 pm
Saturday, 7:00 am to 11:00 pm
Sunday, 7:00 am to 6:00 pm
LOAD OUT: Load out commences at 6:00 pm on Sunday. It is the Festival’s policy that anyone found tearing down prior to the designated time will not be permitted to participate the following year. All Vendor property and materials must be removed from the Festival site no later than 5:00 pm Monday.
VEHICLES, PARKING and RESTOCKING: No vehicles are permitted on site during Festival hours for any reason. No vehicles are to be left on the Festival site after load in or before tear down. Deliveries and pick-ups are to be made through the delivery gate as specified on the site plan via hand or cart, which are the responsibility of the Vendor. Any vehicles found on site during the restricted times will be towed at the owner’s expense. The only exceptions are emergency and Festival vehicles. Vendor parking is available off-site and a parking pass is required. A parking pass will be provided prior to the Festival along with your site number and map, providing your account is in good standing. For clarification, all equipment/vehicles etc. must be contained within your allocated space, and may not be removed until load out on the Sunday. This rule applies to all reefer trucks, storage trucks/units, mobile food units and personal vehicles. If allocated space is exceeded, the Vendor will be required to pay an additional fee based on space pricing as per the Price List. Failure to comply will result in eviction from the Festival site without refund.
ELECTRICAL: The electrical system on site is modular and powered by diesel generators. Vendors that have requested power will find the connection(s) at their space upon arrival. If you require more power than you have requested, you will be charged onsite for this additional rental. Payment for extra power is required before connections are made. The Festival’s electrical supplier will make final determinations of power use. All electrical equipment must be certified. This includes, but is not limited to, all lighting, cooking, and demonstration equipment as well as vendor pre-wired trailers and booths. All recognized Electrical Saftey Authority approval stickers can be found at : http://www.esasafe.com/electricalproducts/marks
PROPANE: If propane tanks are brought on site, appropriate licensing is required as per City of Ottawa Guidelines. Details can be found through the City of Ottawa website and is the responsibility of the Vendor. You must inform the Festival, as we must report this to the Ottawa Fire Department.
GENERATORS: Portable generators may not be used on the Festival site for any reason. On-site Power Generators will be operational beginning Wednesday until Sunday evening.
ALCOHOLIC BEVERAGES: The Festival shall be the only vendor of alcoholic beverages. Should you experience any difficulties with intoxicated individuals, please refer the matter immediately to a Festival organizer or security personnel. They will resolve the matter. Please do not attempt to police the situation.
PRODUCTS and PRICING: The Festival reserves the right to limit the quantity of Vendors and to determine the number of similar applicants. There will be no under-cutting of a competitor’s pricing. Should a problem of this nature arise, the Festival will set a fair price, at the Festival’s sole discretion, to be observed by all parties. The sale of coffee or coffee related products on site is strictly prohibited. This includes specialty coffees, teas, cold coffee beverages, etc.
SALES REPORTS: Daily sales reports are required for our records. Daily sales reports should be given to the Festival Special Events Assistant at the end of each day. Failure to complete and submit daily sales reports will harm future applications from the Vendor.
PERMITS, REGULATIONS AND INSURANCE: It is the responsibility of the Vendor to ensure that all necessary permits and insurance forms have been properly obtained with proof provided to the Festival. All Vendors must follow all federal, provincial and municipal regulations that apply. Deadline for providing the Festival with proof of liability insurance (minimum of $2,000,000.00 per occurrence) is last day of April. The Insurance Certificate must name the Ottawa Dragon Boat Festival as an additional insured and must be in English. Each Vendor will be inspected by the City Bylaw Department inspectors on opening day and must comply with any directions made by them. The Vendor hereby agrees to indemnify and save the Festival harmless from any claim or action which may arise as a result of the Vendor not having obtained the necessary permits and/or licenses or as a result of the Vendor not complying with the applicable health and safety regulations. As a reminder you must have a copy of the TSSA Inspection Certificate located on the last page of this application present for the inspector (which is an additional inspection from the City inspection).
SIGNAGE – HAND DRAWN SIGNS ARE NOT PERMITTED. All signs must be professionally produced. Vendors are permitted to display signs representing their products in only those areas for which they have contracted space.
FLOORING: Flooring is required in all food preparation spaces.
INDEMNITY: The Vendor hereby agrees to indemnify and save the Festival harmless from any claims, actions or causes of action arising as a result of any action or actions taken by the Vendor, or as a result of any action or actions not taken by the Vendor in connection with the sale and/or distribution of its products at the Festival.
WAIVER: The Vendor and the Festival hereby agree that the Festival shall not be held liable for any event or circumstance which may postpone, delay or cancel the Festival, or any damages whatsoever arising therefrom, nor shall it be held liable for a power failure or any failure in the electricity being supplied to the Vendor nor shall it be held liable for the failure to provide any other services.
SUBCONTRACTING: Under no circumstances shall the Vendor subcontract in whole or in part the rights and privileges granted to it herein.
GENERAL: This Agreement shall be construed in accordance with the laws of the Province of Ontario. All of the terms and provisions contained in this Agreement shall be binding upon and shall ensure to the benefit of the parties hereto, their respective successors and assigns.
CANCELLATION: If the Vendor cancels or breaches this Agreement at any time and for any reason the Vendor shall forfeit its payment herein and the Festival shall be indemnified for, and shall recover from the Vendor, any unrecoverable costs or commitments it made, incurred or entered on the representation by the Vendor that it would participate in the Festival.
The Festival may cancel this Agreement for any reason on giving the Vendor ten (10) days written notice, and upon receipt of such notice, the Festival shall provide the Vendor with a full refund of any payments made by the Vendor to the Festival as provided herein.
PAYMENT: The Festival only accepts CERTIFIED CHEQUES, VISA and MASTERCARD payments. Please make certified cheques payable to the Ottawa Dragon Boat Festival. Space is limited. Applications are first-come, first-served and will be secured when full payment is received. Full payment is due upon agreement and delays will forfeit agreed upon space. This Agreement shall only become effective once it has been signed by the Vendor and has been signed and accepted by the Ottawa Dragon Boat Festival and full payment has been received.
