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Exhibitor
Information
The Milton Canada Day Committee (MCDC)
invites you to apply for exhibit space at
our Milton Canada Day Celebration. Food and
general merchandise vendors wishing to
participate are required to complete and
return an application form. Please email
Daniel@miltoncanadaday.ca
to obtain an application form after you have
read this Exhibitor Information package and
have determined you can meet the various
vendor requirements to participate.
We expect approximately 10,000 visitors to
join us in the Milton Fairgrounds on
Wednesday July 1st, 2009.
The planned events include a variety of
family oriented attractions and
demonstrations, dedicated kids and teen
activity zones, a petting zoo, midway rides,
food and craft vendors, live musical
entertainment and of course a fireworks
show.
The MCDC mandate is to host a high quality
event while maximizing each exhibitor’s
sales, therefore only a limited number of
booths are available and duplicate food
menus and products are avoided. A standard
booth has a 10 foot frontage with a 10 foot
depth. We can accommodate a limited number
of special size concession spaces.
You must provide your own equipment such as
tent or canopy, tables, chairs and display
stands. Please remember that this is an
outdoor event and many locations are in
full sunlight. Vendor parking is available
close by. Booth locations are assigned by
the Site Convener and
his/her decision is final.
PLEASE TAKE NOTE OF THE FOLLOWING
INFORMATION:
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The MCDC reserves the right to limit the
number of exhibitors in any one category
and the right to final decision
regarding entry into the park.
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Deadline for return of applications will
be June 5, 2009.
Prior year vendors are offered space
first, after that date we will consider
other vendors who have expressed an
interest in participating
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We are requesting payment in full
to accompany the application
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NSF cheques will be subject to a $25.00
service charge.
-
The Canada Day events happen rain or
shine.
-
MCDC is not responsible for lost or
damaged articles or displays under any
circumstances.
All Exhibitors and Food Vendors also agree
to submit the following important
information as part of this application:
1.
Site booth operational diagram including
electricity and water needs etc. Please be
as specific as possible including your
equipment list and the number of amps you
will require to operate your food service
equipment.
2. Specific details on your tent or booth
structure including the level of fire
ratings for any of the covering materials
used.
3. Number of vehicles in your entourage,
including support vehicles, as well as
specific parking or logistic requirements.
4. If you are a food vendor please include
your planned menu along with your price
list.
5. Cheque or money order payable to the
Milton Canada Day Committee.
Booth Dimensions & Fee Schedule:
Food Vendors
Non Food Vendors
One 10 ft x 10 ft
space $150.00
$75.00
One 15 ft x 10 ft space
$225.00
$115.00
A limited number of special size concession
spaces may be
accommodated at special rates. Please call
for a quote. A standard 15A outlet for
lighting purposes only is available as part
of the standard rental. Concessions
requiring hydro beyond a single 15A breaker
are charged an additional $35.
Set up Time:
Tuesday June 30th 9:00 a.m. to
7:00 p.m. and Wednesday July 1st
* 8:00 a.m. to 11:00 a.m.
Hours of Operation:
Food Vendors - Wednesday July 1st
11:00 a.m. to 10:00 p.m.
Non Food Vendors - Wednesday July 1st
11:00 a.m. to 7:00 p.m.
TERMS AND CONDITIONS
Booth Placement Priority
Booth placement is entirely up to the
discretion of the site convener.
Booth Construction
Each vendor will set up, maintain, market,
operate, take down and remove their own food
booth from the space provided to them.
Size of Space
Space is measured and assigned to you by the
MCDC site convener.
Health Guidelines
Food Vendors must register either in person,
or by phone or fax, with the appointed
Regional Municipality of Halton Health
Department representative at 1151 Bronte
Road Oakville, at least FOUR Weeks prior to
the event and receive their Food Handling
Health Manual. A Regional Municipality of
Halton Health Department representative can
be reached by phone at 1-866-442-5866. Each
food vendor must provide their own hand
washing stations for food service personnel
according to their guidelines at the
Festival site. You will be inspected during
the Fair by the Health Department to make
sure you are selling only healthy, safe and
clean food and it is your sole
responsibility to meet all of their food
preparation and cooking requirements of
cleanliness. The MCDC accepts no liability
for your rejection from the park by the
Health department after their inspection for
any reason whatsoever.
Fire Regulations Regarding Use of Cooking
Equipment
Food vendors must be aware of the Milton
Fire Department rules regarding the
operation of a food service facility in the
fairgrounds, especially in regard to the use
of any propane or other cooking equipment.
If, for any reason, they reject a food
vendor from operating for failure to comply,
it will be solely the responsibility of that
food vendor, and there will be no rebate on
their rental fee or legal recourse against
the MCDC, as a result of their cancellation
by the Fire inspector or any other
regulatory agency.
General Fire Regulations for ALL
Participants at the Festival
Tents larger than 20 X 20 must be fire proof
and meet local fire department rules and
regulations. It is the sole responsibility
of each exhibitor to know and obtain all
necessary permits. There is no refund of
your rental fee for your failure to comply
with local fire regulations.
Size of Tents
Tents larger than 20 X 20 will require a
building permit from the Town of Milton
Building Department which is the
responsibility of each individual exhibitor
to obtain.
Digging
You are financially responsible for breaking
any hydro or underground water lines as a
result of driving stakes or spikes into the
park grounds to install your tent or booth.
Electricity
Electrical outlets and electricity needs
must be submitted with this application for
prior approval on your booth diagram. One
standard 15 amp electrical outlet is
available, additional power requirements
will be subject to an additional charge.
Waste Water
Food vendors must have waste water holding
tanks and are not permitted to empty or
drain the tanks on the grass.
Liability Insurance
All vendors will be required to carry proof
of their own individual liability insurance
for $2 million and must provide a
Certificate of Insurance naming The Halton
Agricultural Society and the Milton Canada
Day Committee as additional insured.
Security
Overnight security will be provided on June
30th only.
Tear Down and Removal
Tear down and removal of your booth from the
park is to be done immediately after the end
of the event on July 1st. Due
to driving restrictions in the park during
the day, exhibitors will not be permitted to
drive vehicles to/from their concession
space until the park is being prepared for
the evening activities or until the park is
vacated of spectators after the fireworks
show.
Damages
Exhibitors are financially responsible for
any damages they cause to park property
during the setup, operation, teardown and
removal of their booth and will be notified
of such damages by the MCDC after final site
inspection. The repair of the damages will
be done by the MCDC. The MCDC will bill the
offending exhibitor accordingly. Exhibitors
and/or Food Vendors agree to pay such bills
immediately to avoid any further legal
charges.
Garbage Clean up, removal and disposal
All vendors are responsible to manage and
clean their site of all garbage throughout
the festival according to the Halton
Regional Health Department Rules. All
vendors are encouraged to minimize waste by
avoiding the use of unnecessary packaging
and to use environmentally friendly products
including recyclable serving dishes, cutlery
and drink cups. All vendors are expected to
separate their own recyclable garbage from
non recyclable waste and make use of our
recyclable facilities in the park.
Driving in the Park
Driving in the park for setup, operation,
take down and removal of your booth may be
no faster than 5 mph. and only 30 min. prior
and 30 min. following the events hours of
operation. Any vendor who breaks this rule
may have their booth space canceled without
notice and their fee forfeited as liquidated
damages to the MCDC. Pedestrian safety is
our highest priority.
Parking Rules
Your vehicles can only be parked in the
designated area provided by the MCDC to you.
Vehicles illegally parked in the park during
the event will be ticketed and towed at the
expense and liability of the registered
owner. Be warned that the parking
regulations will be strictly enforced by the
Halton Regional Police and the MCDC accepts
no responsibility whatsoever for any tickets
received by any exhibitor during the Fair.
Rain or Shine
The Canada Day events will take place rain
or shine unless inclement weather puts
either our volunteers or participants at
risk or harm. There are no refunds for use
of space as a result of inclement weather.
Indemnification
Each exhibitor indemnifies the MCDC, its
management team, volunteers and the Halton
Agricultural Society from any litigation
resulting from any loss or damage that they
may incur as a result of their being
accepted and operating a booth on Canada Day
for any reason.
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