Vendor Terms & Conditions
Please read the following Terms and Conditions carefully before completing and submitting your application. You are encouraged to apply for a vendor slot as soon as possible as vendor space is limited for Wings Over Windsor Beach Edition.
1) PAYMENT METHODS
Payment must be made online. Upon approval of the application, the vendor will receive an email with instructions on how to continue with the time-sensitive payment process
2) APPLICATION ACCEPTANCE AND SITE CONFIRMATION
Applications and vendor location will be confirmed through e-mail or by phone, upon receipt of the completed application forms and receipt of payment.
3) CANCELLATION POLICY
No refunds will be provided for cancellation of reserved space, whether a voluntary cancellation by the vendor or if the vendor is removed from event grounds in violation of the Terms and Conditions.
4) SECURITY
Overnight security will patrol Seacliff Beach/Park. The vendor is responsible for his/her merchandise and vendor throughout the event weekend. It is important to note that Wings Over Windsor is not responsible for vendor products, equipment, and other possessions.
5) HOURS OF OPERATION
This event is a two-day outdoor event, which proceeds regardless of the weather, as long as minimum flying safety conditions are met. All vendors must operate in accordance with the following:
● Saturday, August 26th, 2023 – 11:00 AM – 6:00 PM (full doors open hours)
● Sunday, August 27th, 2023 – 11:00 AM – 6:00 PM (full doors open hours)
6) ADMITTANCE CRITERIA
Event admittance is at the sole discretion of the Executive Committee for Wings Over Windsor Beach Edition. In addition to compliance with these Terms and Conditions, and pertaining application, the following also affect admittance:
I. Vendor reputation with the event
II. Previous experience at the event
III. Receipt date of application
IV. Too many of the same vendor types (ex. Lemonade stands, food types, merchandise products, etc.)
Event Rights
I. Limited Items: the event will limit the number of vendors selling a common item.
II. Deny Applications: the event can refuse a vendor application for any reason.
III. Event Merchandise: the event has the exclusive right to the sale, distribution, and promotion of all goods and paraphernalia featuring the event’s trademarks, logos, characters, and brands.
Prohibitions
Weapons of any kind, knives, or items deemed unsafe, however, presented or displayed; on t-shirts, hats, belt buckles, and/or any other items are strictly prohibited. If these prohibitions are violated, immediate removal from the site will take place.
7) VENDOR LOCATIONS
Vendor locations on the event grounds are decided by unbiased criteria (with the exception of partner requests). We will fill vendor locations numerically according to your requested lot size until capacity is filled. Some accommodations could be made at the discretion of the event.
8) VENDOR SETUP AND TAKE DOWN
I. Vendor setup will take place on Friday, August 25th, 2023, from 9:00 AM to 6:00 PM. Wings Over Windsor will inspect each individual lot to ensure quality assurance and
compliance with special event bylaws. If a special request is made for pre-arranged setup time outside of the August 25th allotted time, we will try our best to accommodate.
II. Vendor tear-down and removal will take place on Sunday, August 27th, 2023, after 6:00 PM. We kindly request that vendors are off-site NO LATER than Monday,
August 28th, 2023, by 12:00 PM.
III. Disassembly of the vendor before Sunday, August 27th, 2023, at 6:00 PM is NOT PERMITTED unless otherwise granted.
9) VENDOR SERVICE AND DELIVERIES
All product and service deliveries and re-supply must be conducted by hand or handcart. No vehicles of any kind are permitted on landscaped areas at Seacliff Park. Event and emergency vehicles are excepted from this provision.
10) VENDOR ACCESS
Vendors must park in designated ‘Vendor’ areas ONLY. Vendors will receive 1 parking pass displaying their license plate number, which must be displayed on the front dash; visible from the front windshield. Vendor-related vehicles found on landscaped areas of Seacliff Park will
be towed at the owner’s expense. Vendor badges must be displayed on persons at all times Failure to display the badge will result in removal from the site. Parking accommodations will be communicated close to the
event weekend.
11) VENDOR SITE INFORMATION
The vendor lot number will be provided by phone or by email. Overnight camping or tenting on Seacliff Park grounds is STRICTLY PROHIBITED. All vendors are responsible for any and all permits, licensing, and insurance, with respect to their products, sales and services,
including vendor licensing and health permits. All vendors must provide the names and contact information of those working with the vendor the weekend of the event. Food
vendors shall maintain strict compliance with all food-related municipal, provincial, and federal health laws, and regulations. Food vendors shall also provide proper flooring, required by law, in food preparation space(s). All Vendors are to have an ABC Fire Extinguisher in good working order at their own booth. It must not be shared.
12) CERTIFICATE OF INSURANCE
All exhibitors must possess their own insurance coverage for their possessions, materials, equipment, and products while on site.
13) WINDSOR-ESSEX COUNTY HEALTH UNIT
Food vendors must provide the ‘Windsor Essex County Health Unit Food Vendor Application Form’, marked as approved.
14) CERTIFICATION OF COMMERCIAL COOKING EQUIPMENT
I. Applicants must advise the Leamington Fire Department of plans to bring flammable liquids and gases on site.
II. Applicants must obtain and furnish their ‘Certificate of Inspection’ (TSSA documentation), marked as approved.
III. Vendors with flammable liquids or gases must possess fire extinguishers, and must set up this equipment 15 feet away from tents.
IV. Tents with open flames must be approved for ‘Flame Spread Ratings’.
15) LIABILITY
All vendors must execute the ‘Hold Harmless Agreement’ in favour of the Municipality of Leamington.
16) HEALTH AND SAFETY
All vendors must adhere to the Health and Safety laws, rules, and regulations. A Wings Over Windsor event Safety Inspector may offer advice to vendors in violation, for corrective actions on the part of the vendor.
17) VENDOR-APPROVED SPACE
Extensions, awnings, poles, guide wires, pegs, tables, etc., shall be contained within the total site, keeping aisles and walkways clear and unobstructed. The vendor is contracting for the use of space at Seacliff Park as indicated on the application. All activities, promotions and sales must take place within this space. Any activities outside of this space, at any event venue, are expressly forbidden. Vendors exceeding approved site space may be either relocated or have their site application cancelled with removal from the grounds; either action occurs without refund or other consideration. All products and services shall be displayed within the boundaries of tents and tables. No displays are permitted outside the site’s measured space area.
18) WATER
Ensure that the water connection secures to a standard hose bib connection, which must be of a white potable type hose. The Health and Safety inspector will verify the water hose connection and the type and may request a new water supply hose if the one you provide is insufficient.
19) ELECTRICITY
High power is limited, and available on a first come first serve basis. No generators will be provided. If you need to use your own generator, approval from Wings Over Windsor is needed.
20) OUTSTANDING PAYMENTS
Any outstanding payments from the previous year will result in application rejection for the current year until payment has been made.