Vendor and Exhibitor Application Form

Types of Businesses and/or Organizations:


Non-Food Vendor:

Private organizations that provide a high-quality product or service to the community at a cost and exhibits at festivals and events to market these products/services.

Single-Item Food Vendor:

Vendors who sell only one type of high-quality food item. Not including the sale of beverages.

Multi-Item Food Vendor:

Vendors who sell multiple types of high-quality food items. Not including the sale of beverages.

Artisan:

An individual who provides a handmade product to the community at cost and exhibits at festivals and events only to market these products. This does not include pre-purchased souvenirs or merchandise.

Not-For-Profit:

Organizations/charities providing a service to the community, are funded by donations by the private/public sectors and want to raise awareness of the organization, no solicitation. Please provide a FREE activity to all festival and event participants. Booth is to be used for awareness only. Groups will not be permitted to sell products or fundraise at an event.

Rules and Regulations

  • Submission of a Vendor and Exhibitor application does not guarantee the vendor or exhibitor will be offered 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 limit the number of vendors dealing in sales/promotions of similar products. However, this does not give anyone vendor exclusivity of any specific product or service. The Town of Ajax further reserves the right to select and approve all products for sale, exhibition or promotion at the festival or event.
  • Booth spaces and fees are based on a 10' x 10' space. A limit of two booth spaces per festival or event will apply unless otherwise approved. Trading/relocating/sub-contracting of confirmed booth space(s) is strictly prohibited.
  • Booths will be supplied with one (1) table and two (2) chairs, if requested.
  • Booths must provide their own electrical, water, ice and equipment including tents, cable mats, and extension cords.
  • Booths using tents, sun shelters or any other temporary structure must ensure the proper safety equipment is used (i.e. weighed down). If the proper equipment is not used, Festival and Event Organizers have the right to have the structure removed. Note: nothing can be staked into the ground.
  • Booths must be staffed during the operating hours of the festival or event.
  • Booths must be kept clean at all times 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.
  • No alcoholic beverages may be sold on Town of Ajax property without a liquor license and unless otherwise approved.
  • Only items listed on the Vendor and Exhibitor Confirmation can be sold and/or sampled unless otherwise approved.
  • An orientation package will be e-mailed two weeks prior to the confirmed festival or event outlining all required information (i.e. set-up instructions, rules and regulations etc.) that must be adhered to at the festival or event.
  • No refunds will be made to Business or Organizations who cancel within one month of the festival or 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 2 weeks upon being confirmed to participate in the festival or event. Failure to present adequate documentation/payment within the time frame outlined will result in your Business or Organization being unable to participant in the confirmed festival or event.

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.

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

Successful food and beverage vendors must complete the Durham Region Public Health Vendor Application and review the Durham Region Public Health Special Event Guidelines for more information.

Is your business a food vendor or exhibitor?

Booth Details

Menu Information (applies to food and beverage vendors only)

Logistical Requirements

)?
Will you require a table (booth fee includes 1 table if requested in the application)?
Will you require chairs (booth fee includes 2 chairs if requested in the application)?

List of Events

Please check all that apply.

Winterfest - February 18, 2019 (Approximately 4000 attendees)
Trailfest - June 23, 2019 (Approximately 500 attendees)
(Approximately 10,000 - 12,000 attendees)
(Approximately 10,000 - 12,000 attendees)
Music in the Square - July 3, 17, 31, August 14, 28, 2019; Kids in the Square - July 10, 24, August 7, 21, 2019 (Approximately 400-500 attendees per performance)
Movies in the Park - July 19 & August 16, 2019 (Approximately 500-800 attendees per movie)
55+ Wellness Fair - September 12, 2019 (Approximately 150 - 200 attendees)
Pumpkinville - October 19, 2019 (Approximately 10,000 - 12,000 attendees
New Year's Eve Celebrations - December 31, 2019 (Approximately 1500-1800 attendees)

Festival and Event Insurance and Liability

Collection of Personal Information

Personal information collected on this form is collected pursuant to the Municipal Act, 2001, s. 11(1), and will only be used for the purpose for which it is collected, and will not be distributed or used by the Town of Ajax for any other purpose. Questions about this collection may be directed to the Town of Ajax Records and Freedom of Information Coordinator at 65 Harwood Avenue South, Ajax, Ontario, L1S 2H9 or 905-683-4550.

Learn more about the Town of Ajax's Privacy Policy.

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.