Please read the following information before completing and submitting your Vendor Application Form for the 2023 Festival Market & Art Expo.

RHAC & Organizer Contact Information

Click here to contact our Richmond Hill Arts Council

Market Location, Dates & Hours of Operation

Location: The Richmond Hill Centre for the Performing Arts
Address: 10268 Yonge Street, Richmond Hill, ON
Date: December 3, 2023
Doors open to the public from 10:00am to 6:00pm (vendors must be set up by 9:45am latest)

Application & Selection Process

Every vendor must complete and submit the following application form. In addition to this form, vendor applicants must also send at least 5 or more images of their products or past vendor booth shots to rhartscawesbite@gmail.com - Once the firm has been submitted and the images have been received, the RHAC events team will review the application and select vendors on a first come first serve bases and for their individuality and uniqueness so as not to specifically duplicate mediums or wares available to customers at the event. The following will be considered:

• The items offered for sale are made or produced by the applicant with originality and quality of craftsmanship

• The items are unique and do not copy or closely remember similar products being sold by other vendors at the event

Vendor & Product Approval Process

The Richmond Hill Arts Council’s events team makes the decision for vendor and product acceptance. Should vendors wish to sell products that have not been listed on their application form or in the image submissions, they must submit a new list &/or any pictures of the item(s) to rhartscawebsite@gmail.com for approval before they can be offered for sale at the event. Any decisions to reject a vendor or product(s) will be communicated via email to the contact on this application prior to the event. The event manager & administrator will maintain a list of all types of products or works approved for sale at the event and reserves the right to ask vendors to remove any types products from their table that were not previously approved (e.g. if in your application’s product list you mention you sell paintings, but on the day of the event decide to bring soap or pottery as well).

Vendor Fees

All accepted fees are non-refundable and must be paid by the applicant before they can be approved as a vendor for the event. All fees are non-refundable except in the event of cancellation by the Richmond Hill Arts Council. Details on payment methods and instructions can be found at the bottom of the application form, or by contacting us if you have any questions. Please note that tables and vendor spaces are limited and will not be considered reserved until payment has been received. Once we have received you payment, the completed applications form below and the 5+ image submissions, we will contact you to let you know that your application is complete. If for any reason your vendor application is not accepted, we will refund you your payment. Please note vendors will not be allowed entrance to set up at the event until the required fee is paid or other arrangements have been made with the Richmond Hill Arts Council prior to the event. Fees:

• If you are a RHAC Member (to receive this rate, applicants must apply to be a member or already hold membership status): $90 for 1 table (6ft) and 2 chairs

• If you are not a member or prefer not to become a member: $150 for 1 table (6ft) and 2 chairs

• Extra tables are $40 each for both members and non members. Please note extra tables may be limited and are not guaranteed. If we are unable to provide you with a 2nd table on your request, and if you have already paid the extra table fee, your extra table fee will be refunded to you. Please note that vendors may NOT bring outside tables into the event, unless previously communicated with and approved by the Richmond Hill Arts Council.

• Extra chairs are free however are at limited quantities and may be unavailable. If you need any more than 2 chairs at the event, please indicate so on this form.

• All fees include vendor acceptance & administration costs, 1 table (6ft), 2 chairs, and promotion on our social media and website for the event.

Space Allocation, Dimensions & Info

The typical space dimensions for 1 table are approx. 10x10ft space per vendor and will be provided to vendors upon arrival to set up at the event. Due to safety and venue limitations, approved vendors should not bring in any displays that exceed the parameters given (if there is any doubt, please contact us prior to the event). Please note that displays that exceed limits given or are in direct violation of the venue’s guidelines will be asked to be torn down or not set up at the event. The RHAC will assign vendor locations which cannot be changes or switched with other vendors without receiving approval from the RHAC event manager or administrator first. Priority will be given to RHAC members who apply as a vendor. The RHAC’s event committee will assign spaces taking into consideration:

• Table / space availability & member priority

• Date of application & completed fee payment

• Product category or artwork medium and its compatibility with neighbouring vendors

• Special requests such as hydro. Please note that we may not be able to guarantee these requests, however they will be taken into account.

Vendor Responsibilities & Contract Agreement

All vendors and vendor applicants are responsible for making themselves aware of, and fully compliant with, the Richmond Hill Arts Council’s vendor information above and below and the governing Municipal, Provincial and Federal legislations.

Legislation: It is the vendor’s sole responsibility to make themselves aware of, and comply with any and all Municipal, Provincial and Federal Laws and Regulations over sales, packaging, labelling, measures of health & safety of product being sold at the event, as well as possible or required insurance or certification. The Richmond Hill Arts Council, Richmond Hill Centre for the Performing arts, City of Richmond Hill, and any volunteers or staff at the event are not responsible for advising vendors of these laws and regulations or for dealing with government officials that may visit the market for the purpose of inspection.

Set Up & Tear Down: Vendors will be allowed into the building and to their allocated space starting at 8:30am. Vendors must be fully set up at their allocated space and table(s) no later than 9:45am. Doors open to the public starting at 10:00am and will remain open until 6:00pm. Tear down will commence no earlier than 6:05pm. Vendors must have their entire allocated space completely torn down and returned to its original condition before 7:00pm. Volunteers may be available to help bring in and out products and displays during set up and tear down times, however it is the vendor’s sole responsibility to make sure all their products are set up or torn down within the appropriate times mentioned in this section.

Cleanliness & Garbage Removal: Product sale must be confined and purchased within the designated table area. Additional stock and personal belongings should be stored under the table and the area kept neat, tidy and secure for accessibility and safety purposes. Table(s) and the allocated space must remain clean and free from waste/garbage for the whole duration of the event. This is crucial for the prevention of safety hazards and event flow.

Vendor Punctuality & Participation: Vendors, or their substitutes, must remain and keep their table(s) open for the whole duration of the event from 10:00am to 6:00pm unless prior arrangement with the Richmond Hill Arts Council has been made and agreed upon. Late arrivals or early departures that are not approved by the RHAC disrupt the event, can be a safety issue, and annoy customers and other vendors or performers. Vendors who may experience last minute emergencies that would prevent them from setting up or tearing down on time, or staying for the full event, must contact the RHAC’s event manager and administrator (contact info provided upon acceptance as a vendor to this event) to advise them of the situation immediately.

Subletting & Substitutions: Vendors and vendor applicants should be advised that they may not sell, sublet or rent out their allocated space or table(s) to other vendors or persons. However, vendors who wish to send or place substitutes at their booth may do so at their discretion. It is the vendor’s sole responsibility to inform their substitutes of the above and below information and legislations. It is the vendor’s sole responsibility to provide a substitute should they need to take a break or if in the case of an emergency.