Vendor and Exhibitor Application Form

Types of Businesses or Organizations:

Non-Food Vendor:

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

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:

Individuals who provide handmade goods to the community at a cost and exhibits at festivals and events to market or sell these products. This does not include handmade food and/or bakery goods or pre-purchased souvenirs and merchandise.

Not-For-Profit:

Organizations/charities providing a service to the community, raise awareness of their cause and are funded through donations by the private/public sectors. Not-for-profits groups are asked to please provide a FREE activity to all festival and event participants. Groups will not be permitted to sell products or fundraise at an event. No solicitation.

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. A max limit of two booth spaces per festival or event will apply unless otherwise approved. The 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, tent weights, cable mats, duct tape and extension cords.
• Booths using tents, sun shelters or any other temporary structure must ensure the proper safety procautions are followed including weights/sand bags. 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 staffed at all times 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.
• 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 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.
• The use of cannabis and related products are strictly prohibited.
• 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 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 within 2 weeks of 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 restricted 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 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.

Booth Details

Menu Information (applies to food and beverage vendors only)

Logistical Requirements

List of Events

Please check all that apply.

Festival and Event Insurance and Liability

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!