Vendors Terms And Conditions

The Festival reserves the right to determine the location of all Vendors/Exhibitors/Artisans on site. The Festival reserves the right to accept or reject any application for any reason whatsoever.

FESTIVAL RULES

 DEFINITIONS

A Vendor sells products or services and may provide promotional samples of products on site. An Exhibitor does not sell on site, but may provide promotional samples of products. An Artisan sells hand-made products and will not re-sell pre-bought items at the festival.

 PRE-FESTIVAL

The Festival Vendor Manager will contact all Vendors/Exhibitors/Artisans no later than the week of July 12th 2017 to review all requirements. Accounts must be in order. At that time your booth location will be confirmed. Vendors/Exhibitors/Artisans with outstanding accounts may be rejected and deposit forfeited.

 LOAD IN

Load in schedules will be worked out prior to the week of Aug11th with the Operations Coordinators.

June 17. No payments will be refunded for late arrivals.

All Vendors/Exhibitors/Artisans must be on-site and operational by 11:00 a.m. Saturday, August 12, 2017 by 2:00 pm and open to the public during Festival hours. There will be no exceptions to this rule and no refunds given for any reason.

RESTOCKING

Deliveries and pick-ups are to be made through the delivery gate as specified on the site plan. No vehicles are permitted on site during Festival hours for any reason. Restocking must be done by hand cart. Contact Festival Operations Assistant for restocking times as they may change from day to day. No restocking is to be done after 4pm on any day of the festival, please be prepared.

 LOAD OUT

Load out commences at 8:00 a.m. on August 14, 2017. Please arrange a load out time with the Vendor Manager. Once you are ready to load your vehicle, please notify Festival Staff, who will determine if you may enter the site. This is to avoid blocking roadways and to ensure that vehicles enter and leave safely and in an orderly fashion.

Special arrangements can be made to accommodate early load out after closing on  August 13th, 2017. Please contact  vendors@ottawareggaefestival.ca.

VEHICLES

There is no parking for vendors on site. 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. Any vehicles found on site during the restricted times will be ticketed and/or towed at the owner’s expense. Vendors driving vehicles on site will forfeit their deposit.

ALCOHOL

The Festival site is licensed. 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. Vendors consuming alcohol will not be tolerated and will be asked to leave immediately.

PRODUCTS AND PRICING

The Festival reserves the right to limit the number of Vendors/Exhibitors/Artisans 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.

GIVE-AWAYS and SPECIAL PROMOTIONS

Samples of promotional items or give-away items or draws must be provided to the Festival for approval prior to the event. No exceptions.

PERMITS, REGULATIONS AND INSURANCE

Deadline for providing the Festival with proof of liability insurance (minimum of $2,000,000.00) is August 12, 2017.

It is the responsibility of the Vendors to ensure that all necessary permits and insurance forms have been properly obtained with proof provided to the Festival.

Ottawa International Reggae Festival must be named as additional insurer.

All Vendors must follow all federal, provincial and municipal regulations that apply. Each Vendor may be inspected by By-Law Department inspectors and must comply with any directions made by them and must provide a copy of their vendor license on demand.

PROPANE

If you plan to bring propane tanks on site, you must inform the Festival, as we must report this to the Ottawa Fire Department. The vendor will be responsible and provide proof of fire inspection.

GENERATORS & FLOORING

Portable generators may not be used on the Confederation Park site, however they may be allowed at the festival plaza. If your space requires flooring and it is not supplied by you, it must be ordered from the Festival. Only Festival approved flooring is allowed. Please note ALL FOOD VENDORS require flooring in food prep area, unless you are setup on concrete.

 POTABLE and GREY WATER

There is running water on site. Grey water barrels must be used for waste water. One barrel is supplied by the Festival. Additional barrels w/service must be ordered from the Festival at an additional cost. Sink units with hot water capability are the responsibility of the vendor and must be pre-approved by the festival.

HAND WASHING STATIONS

All food vendors must provide hand washing stations within their food prep area. Should vendors require a wash station, one can be provided at an additional cost.

Be sure to calculate your space requirements including trailer tongues. Note that ALL

Equipment must fit within the rented space.

ELECTRICAL OUTLETS

When determining the amount of electricity that is required, be sure to check the “electrical name plate” on each piece of equipment. Vendors/Exhibitors/Artisans who have requested power will find the connection(s) at their space.

If you require more power than you have requested, you will be charged for this additional rental. Final determinations of power use will be made by the Festival electrical supplier. Payment for extra requirement (if possible) is required before connections are made.

TENT RENTAL

All vendors must be covered from the elements. Unless your tent is pre-approved by the Festival all tents must be rented from the Festival.