On behalf of Festival Committee, we welcome you to the annual Sunderland Maple Syrup Festival and hope for a successful event, both for our visitors but also for you, our exhibitors and vendors. Below are some basic rules and regulations that will secure we all can co-exist and achieve our objectives during the festival.
1) LIABILITY & INSURANCE
While all precaution will be taken to guard against loss of equipment or display material, the Festival Committee will not assume any responsibility for damage or loss of any kind. Exhibitors and vendors must have adequate liability insurance and to insure their goods and/or equipment against any damage or loss.
2) VENDOR APPLICATION
Contract and payment must be received in full prior to festival deadline.
3) BOOTH SET-UP
The Exhibitor may not under any circumstance sublet all or any portion of their booth space rented under the terms of this contract. No knives, guns, pornographic or any offensive material is allowed. Space number and location will be provided at festival registration on respective set-up date. Booth space not occupied by 9:00 a.m. will be re-sold immediately. NO refunds will be given.
Booths are on a hard surface and require weights to hold them down. 50 pounds per corner is recommended. If a booth is having a generator it has to be an untra-quiet model.
4) BOOTH OPERATION
Booth must be staffed during all hours of operation. Hydro is not provided but may be arranged by vendors with local stores. Movement of cars is not allowed in the festival area during the hours of operation. In case where sound and or video equipment is used, Exhibitor is required to ensure that there is no disturbance to neighboring exhibitors.
5) TEAR-DOWN, CLOSING
Tear-down of booth or exhibitor area must not commence prior to 4:00 pm on Saturday and 3:00 pm on Sunday. Booth must be torn down between the festival days as River Street and Church Street are open to public traffic after hours.
6) FOOD VENDOR
Food vendors must comply with regulations of Durham Region’s Health Department, and obtain permit no later than 15 days prior to the event. Guidelines and applications can be provided upon request. Only locally made syrup may be sold. Beverage may be sold in plastic or paper cups, or cans. No glass bottles are allowed.
7) FIRE REGULATIONS
The Exhibitor agrees to observe all Fire Regulations and maintain acceptable Fire Prevention practices as required by the Sunderland Fire Department. There is no smoking allowed indoors. Smoking is confined to the designated smoking area outside.
8) ENVIRONMENTAL COMPLIANCE
All vendors are encouraged to act in an environmentally responsible way in terms of minimizing waste, recycle material where possible, and minimizing energy consumption. All recycled material and refuse must be placed in the respective bins provided.
9) REFUND POLICY
There will be NO refund of vendor fee for cancellation less than 14 days prior to the Festival.
10) VENDOR COMPLIANCE
Vendors must comply with the Festival rules as stated. Failure to do so may lead to immediate expulsion at the discretion of the Festival committee and will result in automatic refusal of space to Exhibitor in subsequent years.