Vendor Terms & Conditions | essex-fun-fest

Terms and Conditions

As a condition of approval for all vendors to attend or participate in the Essex Fun Fest, hosted on Town of Essex property, the event organizer is obligated to ensure that all vendors comply with the following requirements:

Essex Fire and Rescue Services

1. Cooking Activities:

Any cooking activity within any enclosed tent is strictly prohibited;
Public access is prohibited under any open sided canopy used to cover cooking,
Fuel fired cooking will be conducted a minimum of 1.2 metres (4 feet) from combustible materials and/or any tent unless the appliance is labelled for specific clearance to combustibles,
Any canopy used over a cooking activity shall have a high degree of flame resistance in accordance with one of the following standards: NFPA 701 or Note 4 of Test Method 27.1 of the CAN 24.2 or CAN/ULC S-109-M,
A portable fire extinguisher with a minimum 2A 10BC rating with a technician’s tag certifying maintenance within the last 12 months shall be provided for any cooking activity other than deep fat frying, and
Any extinguisher with a minimum 40BC or K class rating shall be provided with a technicians tag certifying maintenance within the last 12 months for any deep fat frying.

2. Fuel Safety Concerns: (Propane, Natural Gas, etc.)

The event organizer shall arrange for a general inspection by the Technical Standards and Safety Authority of all vendors utilizing fuel fired cooking appliances, and
Vendors with propane fired equipment must have a Mobile Food Service Equipment Inspection completed and a copy of the report on site. Vendors that have any questions specific to the certifications and approval of their equipment should contact the Fuel Safety Division of the TSSA (416) 734-3351, a minimum 30 days prior to the event.

3. Portable Fire Extinguisher Protection:

Vendors must have a portable fire extinguisher with a minimum 2A 1OBC rating. The extinguisher shall have a technicians tag attached certifying maintenance within the last 12 months.

4. Vendor Tents:

If a tent, tarp or canopy or similar shelter is being supplied and used by the Vendor, it MUST:

Have an aggregate area of less than 60 square metres (645 sq. ft.) - ALL larger tents require a building permit;
Must be labelled or have documentation confirming the tent material has a high degree of flame resistance in accordance with one of the following standards: NFPA 701 or Note 4 of Test Method 27.1 of the CAN 24.2 or CAN/ULC S-109-M; and
Multiple tents in groupings shall not exceed a maximum area of 60 square metres (645 square feet) without a minimum three (3) meter fire break separating the grouping from other tents or structures.

5. Electrical Service and Installation:

Any electrical work (service/generator supply, box, or panel connections, lighting appliances etc.) will be undertaken by a qualified, licensed electrician, and will be subject to an inspection by ESA; and
All electrical equipment, devices, and appliances shall be listed and approved for use in Canada. Details of the electrical requirements shall be provided to the event organizer for inclusion in the electrical permit application covering the event, if one is applied for.

It is imperative that this application is filled out accurately as placement planning will be based on the information contained within. Should information not be filled out accurately, and this result in issues during the Festival weekend, you will be subject to an additional $100.00 fee. If we are unable to accommodate you due to an issue on your application, you may not be permitted to operate at our festival, and you will not be refunded any space rental monies. You must be accurate,

Booth space may not be sub-let or sub-leased to any third party,
All Vendors must supply their own vending area tables, chairs, electrical connections, water connections and further necessary equipment. The Essex Fun Fest is supplying the space and electrical/water hook-ups as requested in the previous applicant registration section,
The Essex Fun Fest is supplying the space and electrical/water hook-ups as requested in the previous applicant section. All Vendors must provide their own connections to access the hook-ups. Hydro Information: Only three-pronged electrical cords with ground-fault circuit interruption (GFCI) are permitted and must be provided by the Applicant. It is the Applicant's sole responsibility to meet all electrical requirements. Applicants will be held financially responsible for damage, tampering, or alterations to all power carts. No refunds will be issued for failure to comply with electrical requirements. Applicants will forfeit their deposit if they use more than the approved number of outlets. Electrical is based on availability. Applicants must ensure trip hazards by cords or other hook-ups are prevented,
The Town of Essex, the Essex Fun Fest Committee and any/all of its Agents, Employees or Representatives therein, assumes no responsibility or liability for security, loss, theft, fire, or damage to your buildings, tents, merchandise, supplies, equipment, or any other property of the Applicant or its agents,
The Essex Fun Fest provides overnight security of the fairgrounds from Wednesday, July 2, 2025 at 8:00 pm until Monday, July 7, 2025 at 8:00 am.
Applicants must provide proof of at least $2,000,000. liability insurance naming the Town of Essex as an additionally insured party, (see Insurance Section)
All ropes, cords, wires, poles, tables, or display items must be within designated space with no exceptions. All Applicants/Vendors of tents or booths located on cement/asphalt parking lot are strictly prohibited from using an anchoring system of any type including anchoring poles, pegs, or wires. Any Applicant/Vendor who causes damage, deformity, or destroys the parking lot in any way will be subject to fines and/or related fees associated with the repair or replacement of any damage caused;
The Fairgrounds Main Office (located at 60 Fairview Avenue West, Essex) is open from 8:30 AM until 4:30 PM Monday thru Friday excluding holidays. If a vendor requires a specific setup time outside of what is posted on the application, a special request must be given thru Non‐Food Vendor Co‐ordinator, Katie McGuire‐Blais at katiermblais@gmail.com, or Food Vendor Co-ordinator, Joe Garon at joegaron@hotmail.com ,
Vendors cannot sell candy floss, candy apples, popcorn or caramel corn, as those products are exclusive products of the World's Finest Shows,
All booths MUST be vacated and removed from the premises on or before 4:00 PM on the Monday immediately following the festival. Any equipment or property remaining thereafter, will be subject to dismantle and storage fees as imposed by the Festival Committee for each day thereafter,
Vendors must adhere to all safety standards including abiding by the electrical requirements as previously stated. Vendor booths will be subject to an inspection prior to the opening of the Festival. Vendors must plug into the power units with no adapters between the panel and the vendor booth. Vendors are to contact Festival Staff for panel access as the panels will be locked. No refunds will be given if a Vendor fails to meet or comply with any of these requirements as set out herein and/or with the requirements as set out by the Windsor-Essex County Health Unit,
All merchandise, service, and/or products must be sold from the booth space(s). Wandering of the grounds or entertainment venues for the purposes of selling merchandise, products or services is not permitted at any time,
Applications must be received and paid in full with proof of insurance by the dates as set out in this application as it pertains to food and non-food booths,
The Essex Fun Fest grounds are a smoke-free, vape-free facility,
The Town of Essex will have a water bottle filling station on site,
All applicants will comply with the Town of Essex Fire and Rescue Services regulations as set forth on the following pages of this application, and
All food Vendors MUST complete an application with the Windsor-Essex County Health Unit. Please visit https://www.wechu.org/food-vendor-application and reference documents listed under Food Vendor Applications.
Vendors will be charged at the time of acceptance to the Festival. Refunds will only be permitted prior to May 31st (subject to an administrative charge of; Non-Food Vendors $50.00 and Food Vendors/Snack & Beverage Vendors $100.00). After May 31st, refunds will only be granted if the Festival can fill your space with another vendor,
Security Deposit is not a requirement with submission of your application however, in the event you do not comply with the festival's terms and conditions, you may be charged additionally up to $100.00, and you may be banned from participating in future festivals
Vendors must act and treat Festival participants, committee members, event staff, volunteers, etc. appropriately. Failure to represent the Festival in accordance with good business practices is grounds for removal from the Festival, with no refund.

Insurance:

As indicated in our terms and conditions (item 5), liability insurance is a requirement for all applicants regardless of type of vendor.

Note: If you have seasonal blanket insurance, submit it with this form. It is best to ensure you are an approved vendor prior to purchasing insurance for our event. Once approved by the committee and you received approval, insurance can be forwarded to the facilityclerk@essex.ca or alternatively, the vendor co-ordinator will reach out to you prior to processing any payment and obtain your insurance policy.

Submit a required copy of your liability Insurance policy naming The Corporation of the Town of Essex, Additional Insured, in the amount of at least $2,000,000 liability insurance at time of in-person payment in full or alternatively, upload a copy of your liability Insurance below where indicated.

If you do not have insurance, it is recommended to go through either:

https://duuo.ca for Duuo Canada or https://palcanada.com for PAL

When completing your insurance for this event, please note the following that must appear on your completed policy:

1. The Fun Fest event dates are from July 3 to July 6, 2025 inclusive,

2. Event Address: Essex Centre Sports Complex 60 Fairview Ave., W., Essex, ON N8M 1Y1

3. Additional Insured: The Corporation of the Town of Essex, 33 Talbot St. S., Essex, ON N8M 1A8

The Applicant has read and agrees to be bound by this request and all Terms and Conditions contained or attached hereto, and hereby warrants and represents that he/she executes this request on behalf of the applicant and has sufficient power, authority, and capacity to bind the applicant with his/her signature.

The Applicant further acknowledges sole responsibility for any damage or additional fees assessed against their booth location due to damage or additional storage requirements.

The Applicant further acknowledges and provides consent that any photography or video image of this event may be used by the Town of Essex or their representative and further waives the right to remuneration or ownership claims for the use of such media content collected during the festival.