Vendor Application

2026 Vendor Application & Agreement

Beeton & District Agricultural Society (BDAS)
2026 Beeton Fall Fair: Friday September 18th, through to Sunday September 20th, 2026

Please read the following Terms and Conditions, License Agreement, and Liability Waiver carefully before completing the application form below.

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 Beeton & District Agricultural Society (BDAS) 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 standard 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 BDAS prior to the event. BDAS 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 BDAS.

4. Raffle Tickets: Selling raffle tickets on the fairgrounds is prohibited unless approved by BDAS.

5. Vendor Property: All displays, concessions, and goods are placed on the fairgrounds at the Vendor’s own risk.

6. Restricted or Prohibited Items: BDAS 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 BDAS 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.

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: All food vendors must carry a minimum of $2,000,000 liability insurance.A Certificate of Insurance naming the BDAS fairgrounds (72 Prospect St., Beeton, ON, L0G 1A0; Premises ID: ON4228721) must be provided prior to set-up.

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 BDAS 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′ or 10′ x 20′ outdoor space rented.No additional free passes will be issued.

12. Non-Compliance: BDAS reserves the right to cancel this contract and/or refuse future rentals to vendors who do not comply with these terms.

13. Payment Deadlines: Upon approval of your vendor application, payment instructions will be provided by the Vendor Convenor. Please do not send payment until instructed. .All vendor fees must be paid in full by June 30, 2026.Failure to do so may result in forfeiture of deposits and cancellation of the agreement unless otherwise approved by BDAS. Incomplete applications or those missing the required deposit will be cancelled.

14. Set-Up & Tear-Down, Set-up times:

• Saturday, September 19th, 2026 — 8:00 a.m.
• Sunday, September 20th, 2026 — 9:00 a.m.Vendors must be fully set up and ready for business by 10:00 a.m. on both Saturday and Sunday. Vehicle access may be restricted after this time for safety reasons.The Fair closes at 5:00 p.m. on Sunday, September 20th, 2026, and all goods, tents, trailers, and equipment must be removed by that time.

15. Pricing Structure:
    

• All dry goods and craft vendor spaces are 10’ X 10’ in size, at a charge of $60.00 per space, per day + HST.
• All food & refreshment vendor spaces are 10’ X 20’ in size, at a charge of $125.00 per space, per day + HST.
  – Multiple spaces available upon request

16. Security & Property Responsibility: Security is provided, but BDAS is not responsible for damage to or theft of vendor property.Vendors are responsible for securing their own goods.

16. Cleanliness & Permits: Vendors must keep their space clean and orderly.All required permits (e.g., Simcoe Muskoka District Health Unit) must be available for inspection.

17. Food Vendor Menu Approval: Vendors offering food or refreshments must submit a complete menu for approval.Items conflicting with BDAS-operated concessions may be prohibited.Approved menus and pricing must remain unchanged for the duration of the Fair.

18. 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. Food Vendors must complete the Simcoe Muskoka District Health Unit  Special Event/Farmers Market Vendor Application Form. This application must be submitted at least 14 days prior to any event.

19. 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 BDAS representative assisting vendors.

LICENSE AGREEMENT / LIABILITY WAIVER

1. Licensed Space
   BDAS licenses to the Vendor the assigned space for the duration of the 2026 Beeton Fall Fair, from Friday September 18th, through to Sunday September 20th, 2026, for demonstrating, displaying, selling, and providing the goods and services listed in the Vendor’s application.
2. Layout Approval
   The Vendor must have the general layout of their space approved by the BDAS Vendor Convenor.
3. Compliance
   The Vendor shall use the licensed space in accordance with the Terms and Conditions of the Vendor Agreement.
4. Payment
   The Vendor shall pay BDAS the agreed-upon amount for the use of the licensed space.
5. Liability
   BDAS shall not be liable for any damage or injury to the Vendor, its agents, employees, clients, or property while on the fairgrounds, except where caused by the negligence or willful misconduct of BDAS.
6. Indemnification
   The Vendor assumes full responsibility and agrees to indemnify BDAS against all claims, losses, damages, or expenses suffered by any member of the public arising from the negligence or willful misconduct of the Vendor, its agents, or employees.
7. Cooperation with Other Vendors
   The Vendor agrees to cooperate with other vendors and not interfere with them or create a nuisance. Disputes will be resolved by the Vendor Convenor, a BDAS Director, or their designate.
8. Assignment & Subletting
   The Vendor shall not assign or sublet any portion of the licensed space without prior written consent from BDAS.
9. Privacy Notice
   Information provided in this application is considered private. By submitting this application, you give BDAS permission to collect this information for internal use only.
10. Entire Agreement
    This Agreement, together with the Vendor Agreement and Vendor Application, constitutes the entire agreement between the parties.
11. Governing Law
    This Agreement shall be governed by the laws of the Province of Ontario.

Questions or Assistance

Beeton & District Agricultural Society (BDAS)
Phone: (905) 729-2225
Email: info@beetonfair.com