Vendor Registration

Vendor Contract Agreement & Liability Waiver

Terms And Conditions

Note: Non-profit and charitable organisations must provide proof of fee-exempt status.

1. Contract Cancellation
   If it becomes necessary to cancel this contract, the Vendor must notify the Caledon Agricultural Society (CAS) at least fifteen (15) days prior to the opening day of the Fair. Failure to do so will result in the full amount being assessed and considered due and owing.
2. Electrical & Water Access
   No electrical outlet will be available or provided. Any electrical service required for outdoor vendor space is the responsibility of the Vendor and must be approved by CAS prior to the event. CAS accepts no liability for electrical systems used by vendors.
   Limited access to potable water is available.
3. Public Address Systems
   Public address systems are not permitted unless authorised in writing by CAS.
4. Raffle Tickets
   Selling raffle tickets on the fairgrounds is prohibited unless approved by CAS.
5. Vendor Property
   All displays, concessions, and goods are placed on the fairgrounds at the Vendor’s own risk.
6. Restricted or Prohibited Items
   CAS reserves the right to demand the removal of any item(s) or service(s) not approved or not clearly described in the Vendor’s application.
   Items deemed offensive, inappropriate, hazardous, risqué, obscene, or posing a health or safety risk must be removed immediately upon verbal notice from a CAS Director.
   Vendors may be required to vacate the premises without refund.
   All goods must be available for inspection by law enforcement at any time during the Fair.
   Food vendors selling hamburgers, sausages, or hotdogs will not be accepted due to existing concession agreements.
7. Risk & Safety Requirements
   Vendors are responsible for eliminating hazards such as slips, trips, and falls associated with their display, including tent guide wires, extension cords, and display components.
8. Insurance Requirements
   Non-food vendors must carry a minimum of $1,000,000 liability insurance.
   All food vendors must carry a minimum of $2,000,000 liability insurance.
   A Certificate of Insurance naming the Caledon Agricultural Society and the Caledon Fairgrounds (18297 Hurontario Street (Hwy 10), Caledon, ON) must be provided before set-up is permitted.
   Recommended insurance providers:
   – Sara C. Astrom, Co-operators: (705) 745-2667
   – Duuo Insurance (available online)
9. Alcohol Policy
   Alcohol is prohibited in vendor areas. Vendors under the influence will be required to vacate the premises without refund.
10. Dispute Resolution
    Any dispute not addressed in this contract will be resolved by CAS or its Directors, and their decision will be final.
11. Vendor Passes
    Vendors will receive two (2) passes per day for each 10′ x 10′ outdoor space rented.
    No additional free passes will be issued.
12. Vendor Compliance & Removal
    CAS reserves the right to cancel this contract and/or refuse future rentals to vendors who do not comply with these terms.
    Food truck vendors who fail to comply with health regulations, safety requirements, or contract terms may be required to cease operations and vacate the premises immediately. CAS maintains sole discretion in such matters, and no refund will be issued.
13. Payment Requirements
    All vendor fees must be paid in full before set-up will be permitted.
    Spaces are assigned on a first-come, first-served basis upon receipt of completed application, proof of insurance, and full payment.
    No refunds will be issued once payment is received.
    Vendors without proof of payment will not be permitted to set up.
    Upon approval, payment instructions will be provided by the Vendor Convenor.
    All vendor fees must be paid in full by June 12, 2026.
14. Pricing Structure:
    – Non-food vendors: $35 per 10′ x 10′ space, per day
    – Food trucks/trailers: $200 for the weekend
    – Multiple spaces available upon request
15. Set-Up & Tear-Down
    Set-up times:
    – Friday, June 19th, 2026 — 4:00 p.m. to 6:00 p.m.
    – Saturday, June 20th, 2026 — 8:00 a.m.
    – Sunday, June 21st, 2026 — 8:00 a.m.
    Vendors must be fully set up and ready for business by event opening times. Vehicle access may be restricted after opening for safety reasons.
16. Event Hours:
    – Friday: 6:00 p.m. to 10:00 p.m.
    – Saturday: 9:00 a.m. to 9:00 p.m.
    – Sunday: 9:00 a.m. to 5:00 p.m.
    All goods, tents, trailers, and equipment must be removed by 6:00 p.m. on Sunday, June 21st, 2026.
17. Security & Property Responsibility
    Security is provided, but CAS is not responsible for damage to or theft of vendor property.
    Vendors are responsible for securing their own goods.
18. Cleanliness & Permits
    Vendors must keep their space clean and orderly.
    All required permits must be available for inspection.
19. Food Vendor Menu Approval
    Vendors offering food or refreshments must submit a complete menu for approval.
    Items conflicting with CAS-operated concessions (including hamburgers, sausages, and hotdogs) are prohibited.
    Approved menus and pricing must remain unchanged for the duration of the Fair.
20. Food Safety Compliance
    Food vendors must comply with all applicable Municipal, County, Provincial, and Federal regulations, including the Occupational Health and Safety Act of Ontario.
21. Parking & Vehicle Space
    Space for vehicles and trailers is limited.
    If space is available near the vending area, parking may be permitted; otherwise, vendors will be directed to designated parking.
    Final decisions rest with the CAS representative assisting vendors.