Ontario Not-For-Profit Incorporation No.1016581
VENDOR APPLICATIONS OPEN
vendors specifically, please ensure you contact Taylor Craig (tcraig@callander.ca or at extension 306) regarding Vendor Permit requirements in advance.
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Please Note: Vendors specifically, please ensure you contact
Taylor Craig (tcraig@callander.ca or at extension 306)
regarding Vendor Permit requirements in advance.
VENDOR NCMA - RULES & POLICIES:
1. All vendors must meet specified requirements to be accepted at our
2025 Open Country Singing Contest.
2. All products sold by vendors must follow an ethics code. The vendor Owner/Manager will use good judgement in the selection of the products to be sold, ensuring that there is no pornographic or suggestive content. NCMA Management reserves the right to decline or remove any product found unsuitable or inappropriate. If the above rules are not followed, the vendor may be asked to leave the site and the vendor registration fee will be forfeited.
3. The approved vendor will be the sole operator of his/her booth. No sub-leasing will be allowed.
Once accepted, vendors are required to submit a general listing of their products and prices and they must remain the same. Prices cannot be raised on the site at any time.
4. If additional items are to be sold, changes must be submitted in writing before July 15th, 2025.
5. All vendors must have signage that is professionally lettered. Signage is only permitted on vendor booth or table.
6. All vendors are responsible for putting their own garbage in the dumpsters provided on site.
7. Safety Guidelines
All equipment must comply with Canadian Gas Codes.
All propane tanks must be properly installed.
Fire Extinguishers are required for all FOOD VENDORS and all staff should know how to use them
It is the vendor's responsibility to ensure the safety of their items.
8. Permits & Licenses
All vendors must agree to obtain and display any permits and/or licenses required by government agencies.
Vendor will be responsible for all damages to any property of the Contest Site.
9. Insurance Requirements
All vendors are responsible to insure their own property and employees from damage or loss from any cause. NCMA Open Country Singing Association nor the facility at the Bill Barber Community Centre, will assume liability for loss or damage to the vendor or their employees.
All vendors are responsible for the cost and placement of Public Liability Insurance related to the festival.
All vendors must provide a copy of their insurance with the acceptance of their application.
10. Vendor Set Up, Take Down & Hours of Operation
Vendors may enter the festival site as early as 12:00 PM on Thursday to begin set up.
Contest starts at 10 am on Friday August 1st, 2025 and goes to 9 PM Usually.
There will be patrons on site on Thursday July 31st, 2025 for Rehearsals.
Vendors must remain on-site as long as their booth is set up.
Vendors must agree to keep their areas surrounding their booth clean at all times.
All vendors spaces must be left clean and free of debris upon take down which will be
no later than 7:00 PM Sunday August 3rd, 2025. Unless the Board of Directors Extends the time then the vendor will be notified verbally on-site.
There will be a charge to vendors who do not leave their spaces clean and tidy.
11. Vendor Fees
All retail vendors will pay a fee of $100 for the three days which is to be paid in full upon acceptance and no refunds will be issued.
12. All Food Truck vendors will pay a fee of $300 for the three days, which is to be paid in full upon acceptance and no refunds will be issued.
If you have any questions or would like more information, please contact us at nipissingcma@gmail.com
Sincerely,
Board of Directors
Nipissing Country Music Association
***
Your application is subject to review. The NipissingCMA Contest Committee reserves the right to select the vendors that will be the most appropriate to the event. Exclusivity cannot be guaranteed but every effort will be made to limit the number of vendors offering similar products. Accepted vendors will be notified by telephone or by email.
LIABILITY INSURANCE
All vendors must provide proof of insurance.
RAIN POLICY
Vendors should prepare for the possibility of rain and ensure that they are equipped with a rain plan.
NO REFUNDs, THIS IS A RAIN OR SHINE EVENT.
CANCELLATION POLICY
Cancellations will be considered only if received in writing, via email only, by June 30th 2025.
There will be a $50 administration fee for any cancellations.
NSF CHEQUES
NSF cheques will be returned to sender and invoiced a $50.00 administration fee and the applicant will forfeit their exhibit space.
BOOTH INSTALLATION & REMOVAL
Exhibitor must provide and set-up their own booths, tables, tents, lighting, chairs or any other items needed to do business at the event. In addition, vendors are required to secure their booths/tents with proper weights or sandbags. If not compliant, the Town of Callander will require you to remove your tent. Vendor’s will have designated times to load in on-site and will be advised of date and time closer to the event.