Required fields are marked with asterisks (*)

2024 Christmas in the Village - Vendor Application Form

The Town of Ajax invites you to be part of Christmas in the Village! Join us on Saturday, November 30 from 3 to 7 p.m. on Old Kingston Rd for this holiday-themed event filled some great attractions, including Santa photo ops, trackless train rides, a vendor marketplace, arts and crafts, horse and wagon rides, face painting and the annual tree lighting at 5 p.m.! Apply today to participate in the vendor marketplace!

Please select the vendor category that best suit your organization/business
 

Rules and Regulations

  • Submission of a Vendor and Exhibitor application does not guarantee an opportunity to participate in a Town of Ajax festival or event. Upon receipt, your application will be reviewed, and a Festival & Event representative will contact you should you be selected to participate.
  • The Town of Ajax reserves the right to select and approve all products for sale, exhibition or promotion at the Festival or Event. The Town of Ajax further reserves the right to limit the number of vendors dealing in sales/promotions of similar products. However, this does not give any vendor exclusivity of any specific product or service.
  • Booth spaces and fees are based on a 10' x 10' space. The trading/relocating/sub-contracting of confirmed booth space(s) is strictly prohibited.
  • Booths must provide their own electrical, water, ice and equipment including tents, tent weights, tables, chairs, cable mats, duct tape and extension cords.
  • Booths using tents, sun shelters or any other temporary structure must ensure the proper safety precautions are followed including weights/sandbags. If the proper safety measures are not taken, Festival and Event Organizers have the right to have the structure removed. Note: nothing can be staked into the ground.
  • Booths must be always staffed during the operating hours of the festival or event.
  • Booths must always be kept clean and maintained in accordance with Public Health regulations and all other legal and municipal requirements.
  • Selling or soliciting products/services from outside the booth space is strictly prohibited.
  • Only items listed on the Vendor & Exhibitor Confirmation and/or Public Health Application can be sold and/or sampled unless otherwise approved.
  • An orientation package will be e-mailed one week prior to Christmas in the Village outlining all required information (i.e. set-up instructions, rules and regulations etc.) that must be adhered to at the event.
  • The use and/or sale of alcohol is strictly prohibited unless contracted by the Town of Ajax Festival and Event organizers.
  • Single use plastics are strictly prohibited (i.e. cups, cutlery, non-compostable, take-out containers etc.)
  • No refunds will be made to Business or Organizations who cancel within one month of the event. The Town of Ajax will assume no responsibility or liability for any loss, damage or injuries occurring or suffered during the operation of the booth, within the area of operation of the booth, nor does the Town of Ajax assume any liability or responsibility for financial loss of any kind.
  • Prices shall be prominently displayed for public view for all items being offered for sale.
  • Payment, Insurance and Public Health forms (if applicable) must be received within 2 weeks of being confirmed to participate in the event. Failure to present adequate documentation/payment within the time frame outlined will result in your Business or Organization being restricted from participating in the event.
  • Propane heaters are prohibited.
  • No excessive noise, including from a generator. Please use a cover if using a loud generator

Failure to abide by these rules may result in the vendor or exhibitor’s removal from the festival or event, forfeiting your fee.

Festival and Event Insurance and Liability

The Business or Organization shall indemnify and save harmless the Town of Ajax, its employees, officers and agents, from, and against any and all claims, actions, losses, expenses, costs, demands, suits or damages of every nature and kind whatsoever arising out of or as a result of the actions of the Business or Organization, its agents or employees in the performance of this agreement.

The Business or Organization agrees to furnish a Certificate of Insurance issued by an insurance company authorized by the law to carry on business in the Province of Ontario. Such policy shall have inclusive limits of not less than $2 million (or $5 million if requested) for bodily injury and property damage. The Town of Ajax must be named as an “additional insured” on the certificate. A copy of the insurance certificate must be submitted within 2 weeks upon confirmation of your participation at a Town of Ajax festival or event.

The Business or Organization agrees to furnish a Certificate of Insurance issued by an insurance company authorized by the law to carry on business in the Province of Ontario. Such policy shall have inclusive limits of not less than $2 million (or $5 million if requested) for bodily injury and property damage. The Town of Ajax must be named as an “additional insured” on the certificate. A copy of the insurance certificate must be submitted within 2 weeks upon confirmation of your participation at a Town of Ajax festival or event.

To participate at a Town of Ajax festival or event, insurance is mandatory. Please indicate below how you will proceed if selected to partcipate
 

Durham Region Public Health (Applicable to food & beverage vendors only)

Successful food and beverage vendors must:

• Complete the Community Special Events and Farmers’ Markets Vendor Application Form
• Review the Durham Region Health Department Requirements for Community Special Events guidance document for more information

The application form and guidance document can be found in the 'Special events/farmer's markets' section of the Durham Region's Food Safety web page.

By checking this box, you are acknowledging on behalf of the Business or Organization that you have read, fully understand and agree to the Exhibitor Rules and Regulations, Public Health (if required) as well as the Insurance and Liability requirements.
 
I acknowledge that failure by the Business/Organization to comply with the intent of the Festival/Event, the Exhibitor Rules and Regulations and the Insurance and Liability requirements may result in the Business/Organization being denied participation.
 

Collection of Personal Information

Personal information collected on this form is collected under the Municipal Act, S.O.2001, c.25, and will be used for the selecting and administering the Vendor & Exibitor application. Questions of this collection should be address to the Town of Ajax Records and Freedom of Information Coordinator at 65 Harwood Avenue South, Ajax, Ontario, L1S 2H9.

Learn more about the Town of Ajax’s Privacy policy

 https://www.ajax.ca/en/inside-townhall/privacy-policy.aspx

Accessibility

If you require this form in an alternative format, please contact the Town of Ajax Accessibility Coordinator, at 905-683-4550, or by e-mail at contactus@ajax.ca.

NOTE: Once you hit submit, if you do not see a thank you for applying message on your screen, it means that there are errors on your application that need to be fixed. Please scroll down the page and you will see a list of errors. Please correct and reclick "submit".

If your application was submitted correctly, you will receive an auto-reply with a copy of all your answers. If you do not see it, please check your spam/junk folder!

If you require assistance, please e-mail leanne.hearn@ajax.ca.