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Markham and East York Agricultural Society
10801 McCowan Road, Markham, Ontario L3P 3J3
Telephone: (905) 642-3247, Fax: (905) 640-8458 Email: concessions@markhamfair.ca
General Information
Your signature on the Concession Space Application/License will be considered proof that you have read the General Information & Rules and Regulations for Commercial Concessions and that you have agreed to the following:
The Vendor agrees to abide by and conform to all rules and regulations adopted by the Markham and East York Agricultural Society. The Markham and East York Agricultural Society shall have the absolute right and discretionary power to alter, amend, add to or cancel any of these rules and regulations in individual cases without prior notice.
- Concession Space Pricing (Note: these prices do not include HST)
Indoor Space
- 10 ft x10 ft booth = $600
- 10 ft x 10 ft inside corner booth = $725 ($600 + $125)
- 10 ft x 10 ft outside corner booth = $250 (may only be purchased with the booth)
- 10 ft x 5 ft booth = $300.00
- 10 ft x 5 ft inside corner booth = $400 ($300 + $100)
Note: 10 ft x 5 ft spaces are 10 ft wide and 5 ft deep and are only available for vendors promoting or selling a service. There are no 10 ft x 5 ft outside corner booths.
- Additional space is sold in increments of 10 ft
- Includes access to one 110-volt, 15-amp plug
Outdoor Space
- $19 per linear foot – minimum rental is 15 ft
- Additional space is sold in 5 ft increments
- Charges are based on linear foot – depth varies, depending on outdoor location
- Includes access to one 110-volt, 15-amp plug
Hydro
- Each vendor will have access to an electrical hook up which includes one 110-volt, 15-amp outlet. Hydro hookups can be up to 50 feet from the booth. It is the responsibility of the vendor to provide an extension cord. Markham Fair will not provide extension cords.
- There is an additional charge of $225.00 for each 220-volt, 30-amp hook-up.
Food Vendor Service Charge
- All food concessions are charged a $120.00 waste removal service fee and must be included in the Concession Space Application/License.
House Trailers
- Limited space is available for parking house trailers at a rate of $25.00 per day per trailer and must be included in the Concession Space Application/License for consideration and approval. Location to be at the discretion of Markham Fair.
- Overnight stays in the Concession area are prohibited.
- Payment
No application will be considered and no space will be held without a signed application and payment. Acceptable methods of payment are debit, credit card, e-Transfer, cash or cheque. A $50 penalty will apply for NSF cheques. E-transfers may be sent to etransfer@markhamfair.ca.
- Liability Insurance
All vendors must provide a Certificate of Insurance that
1) confirms a minimum of $2,000,000 Commercial General Liability including Products and Completed Operations coverage,
2) Names Markham and East York Agricultural Society (not Markham Fair) as an Additional Insured, and
3) Confirms coverage for the duration of the Fair including set-up and take-down days.
Certificates must be emailed to concessions@markhamfair.ca by September 15th. Vendors will not be permitted to move in and/or set up without proper insurance coverage and evidence thereof.
If your complete and correct certificate of insurance is not received prior to set-up, set-up will be denied until a proper certificate is received. Certificates of insurance should be sent to concessions@markhamfair.ca. Failure to provide a certificate of insurance prior to the opening day of the Fair will result in forfeiting your licence and no refund will be provided.
- Certificate of Flameproofing
All indoor vendors are required to complete a Certificate of Flameproofing and have it available upon request during the Fair. Any questions regarding flameproofing should be directed to Markham Fire and Emergency Services at 905-477-7000 extension 2210.
- Food Vendors
All food concessions are responsible for completing a York Region Health Vendor Application for Events Form to York Region Health Department no later than September 8, 2023.
All food concessions must display a sign with the menu and associated prices.
- Propane Equipment Inspection
All propane equipment used at Markham Fair will be inspected by TSSA to ensure it meets with safety regulations. Any costs associated with non-compliance will be the vendor’s responsibility.
- Set-Up
Indoor vendors may set up on Tuesday, September 26th and Wednesday, September 27th between 9:00 am and 8:00 pm.
Outdoor Vendors may set up on Monday, September 25th between 9:00 am and 6:00 pm and Tuesday, September 26th and Wednesday, September 27th between 9:00 am and 8:00 pm.
Vendors must be in place and fully operational no later than 8:00 pm Wednesday, September 27th or the vendor may forfeit their license and rental fee.
- Hours of Operation
The Commercial Buildings will open at 8:00 am each morning for vendors to restock, set up or clean up. All vehicles must be off the Fairgrounds 30 minutes prior to the opening of the Fair.
Admission gates open promptly at 9:00 am each day of the Fair. Indoor and Outdoor booth(s) must be open and staffed by competent personnel during all of the following hours of operation:
Thursday, September 28, 2023 9:00 am to 10:00 pm
Friday, September 29, 2023 9:00 am to 10:00 pm
Saturday, September 30, 2023 9:00 am to 10:00 pm
Sunday, October 1, 2023 9:00 am to 6:00 pm
- Take Down
Vendors may not dismantle or remove their booth before 6:00 pm Sunday, October 1st. No vehicles may enter the Fairgrounds to pick up booth materials until authorized. All exhibit material must be removed no later than 4:00 pm Monday, October 2nd.
All 220-volt electrical connections will be disconnected no later than 8:00 pm on Sunday. October 1st.
- Exhibitor Admission
Each concession will be allotted 10 passes from the Concessions Office at check-in. Extra passes may be purchased for $12.00 each. These reduced rate passes are only available from the Concessions Office. Markham Fair reserves the right to limit the number of purchased passes available to any vendor.
Admission to Markham Fair by an exhibitor or their staff shall require a pass. A pass admits one person to Markham Fair for one day; however, should that person leave the Fairgrounds they may have their hand stamped for readmission on the same day. Exhibitors or their staff who are not in possession of a pass are required to purchase a general admission ticket to enter the Fairgrounds. Markham Fair will not reimburse the cost of this ticket.
- Parking for Exhibitor Vehicles, RVs and Motorhomes
Exhibitors are required to park personal vehicles in the Concessions parking area, (north driveway, off McCowan Road). Exhibitors are not allowed to park in the Directors/Committee parking lot at the corner of Elgin Mills Road and McCowan Road.
All exhibitors are required to park RVs and motorhomes in the designated parking area at the East end of the track. Vehicles may not be incorporated into your concession space unless approved by Markham Fair. Parking is free for everyone.
- Deliveries
There will be no vehicular traffic within the Fairgrounds once Markham Fair has started. Any deliveries must be dropped off at the Livestock entrance (north driveway, off McCowan Road). The complimentary delivery service for transporting supplies/merchandise into the Fair may be suspended at any time, without notice, at the discretion of Markham Fair. Loading and unloading are the responsibility of the vendor.
- Booth Accessories
Indoor booths include drapery, with 8 ft high backs and 3 ft high side dividers. To ensure that all vendors have a good sightline from the aisle, displays must not exceed the height of the drapery. Minor variations, such as step-down sidewall displays may occur, but must not exceed 8ft high beyond 4 ft from the back wall.
Tables, chairs, skirting, tablecloths, etc. are not provided by Markham Fair. These items may be ordered at your expense from our drapery provided, OPS Event Rentals Inc. OPS may be contacted at 905-624-6955.
- Walkways
Vendors must confine their concession and all other concession activities within the limits of their allotted space. Salespeople and demonstrators are prohibited from operating in the aisle or any other location not assigned to the vendor. No merchandise or décor is to be displayed beyond the front edge of the booth. All storage material is to be incorporated into the sales area and must not be visible to the public.
- Space Allocation
Every effort will be made to accommodate requests for specific booth spaces; however, Markham Fair makes final allocations. In addition, should adjustments to the floor plan be deemed necessary, Markham Fair reserves the right to relocate booths as required at any time.
- Subletting
Vendors may not sublet or operate any other business or sale of goods other than what is listed on the Concession Space Application/License.
- Raffle Tickets and Free Draws
Details of free draws must be provided in writing to Markham Fair before the first day of the Fair. All draws must be made by 5:00 pm Sunday, October 1st and a list of the winner’s name and phone numbers along with the prizes awarded must be submitted to the Fair Office before leaving the Fairgrounds on Sunday, October 1st. Proposals for selling draw or raffle tickets must be provided to Markham Fair in writing by August 21st, for approval by the Board of Directors.
- Tents
Vendors who plan to erect a tent or awning over their booth must include the added space necessary to accommodate guide wires and supports. All applicable building codes must be adhered to and relevant costs paid for by the Licensee.
- Pets
No pets are allowed on the Fairgrounds, except pets taking part in a Fair event which must be leashed and leashed service animals or working animals required to assist disabled persons.
- Statement for Inappropriate Behaviour
Markham Fair has zero tolerance for any form of discrimination or harassment by vendors to Markham Fair volunteers, committee members or employees. Markham Fair reserves the right to take any action deemed necessary and appropriate, including immediate removal from the Fairgrounds without warning or refund, in response to any incident of unacceptable behaviour.
- Cancellation Policy
If a Vendor cancels their license for any reason up to 45 days before the Fair, they shall forfeit 50% of the total amount of the license. If a Vendor cancels their license for any reason within 45 days of the Fair, they shall forfeit the total amount of the license.
- Accessibility of Ontarians with Disabilities (AODA)
Vendors are expected to ensure that all Ontarians with Disabilities are treated with respect in accordance with the customer service regulations of the Accessibility of Ontarians with Disabilities Act (AODA).
- Markham Fair reserves the right to accept or reject any application for rental space or a license at any time for any reason.
- Markham Fair is not liable to any vendor/licensee for any damages it may suffer as a result of its participation at Markham Fair.
Rules and Regulations for Commercial Concessions
In consideration of being granted a license to use the specified facilities or space of the Markham and East York Agricultural Society (hereinafter called Markham Fair) the undersigned (hereinafter called the Licensee) agrees to all the terms, conditions and covenants herein contained
- All Licensees, their agents, employees, affiliates, invitees, contractors, subcontractors or workpeople are subject to the General Rules and Regulations of the Markham Fair.
- The Markham Fair, its Directors, Committee Members or Employees shall not be responsible in any way for any injury to any person, or for any loss of or damage to any property belonging to the Licensee or Renter or such other person or persons contracting herein, for the use of property or premises of Markham Fair, their invitees, licensees, agents, contractors, subcontractors, affiliates, employees or workers, while such person or property is in or about the premises, or any walkways, truckways, platforms or corridors in connection therewith, including (without limiting the foregoing) any loss or damage to any property caused by theft or breakage, or by steam, water, rain or snow which may leak into, issue or flow from any part of the premises, or any adjacent or neighbouring land or from water, steam or drainage pipes or plumbing works thereof or from any other place or corridor of for any loss or damage caused by or attributable to the conditions or arrangement of any electric or other wiring or for any other loss whatsoever arising out of the occupancy of the premises or any operations or activities conducted therein by such persons as aforesaid and the renter or Licensee and such other person or persons contracting herein for the use of property or premises of the Markham Fair covenants to indemnify the Markham Fair, its Directors, Committee Members or Employees against all loss, cost claims or demands in respect of any injuries, loss or damage referred to in this paragraph.
- The Licensee expressly covenants and agrees to obey all Municipal, Provincial and Federal Statutes, Bylaws and Regulations and to obtain and pay for such necessary permits, licenses, or other authorization as may be required by Federal, Provincial and Municipal regulations.
- No portion of the property or premises covered by this agreement may be sublicensed or assigned by the Licensee unless specifically agreed to, in writing by the Markham Fair.
- The Licensee agrees to observe speed limits on the Markham Fairgrounds, parking regulations, admission fees or pass policies which may be in effect, the direction of parking attendants and security personnel and such other regulations as are established by Markham Fair.
- The Licensee shall be responsible for all damages to or loss of Markham Fair property (normal wear and tear excepted) that result from the granting of this license.
- Markham Fair reserves the right to inspect the licensed premises at any time.
- Markham Fair reserves the right to cancel this agreement at any time if, in its opinion, the terms and conditions of this license are not being observed.
- Markham Fair reserves the right to limit the number of booths for any particular display, product, service or craft.
- The Licensee covenants and agrees to pay such fees and charges as are contained in this license.
- Markham Fair shall not be liable for any damages resulting from Markham Fairgrounds being unexpectedly closed.
- Markham Fair reserves the right to relocate or alter the space assigned to the Licensee.
- The Licensee shall not employ anyone under the age of 14 years.
- The Licensee is responsible for the placement and cost of all insurance related to participation in the event. The license agreement between the Licensee and Markham Fair is contingent upon the Licensee providing Markham Fair with a Certificate of Insurance indicating a minimum of $2,000,000 Commercial General Liability including products and completed operations coverage, names Markham and East York Agricultural Society as an Additional Insured and provides coverage the dates of the Fair PLUS set-up and take-down days.
- The Licensee is permitted to exhibit or sell only those products and services as listed on the license agreement.
- The Licensee agrees to staff the licensed booth and/or property at all times during the Fair hours of operation as stated on the Concession Space Application Form.
- The Licensee is prohibited from conducting a lottery or selling lottery and/or break open tickets.
- No soliciting or other activity for any purpose will be permitted except within the booth or space licensed for that purpose.
- No Licensee is to mark or in any way deface the premises. In particular, no nails, hooks, tacks, screws, gummed or adhesive stickers are to be utilized on/in any part of the premises. Use of said materials will be subject to reasonable removal/repair charges by Markham Fair.
- The Licensee agrees to observe all fire regulations and maintain acceptable fire prevention practices as required by the provincial and civic authority having jurisdiction over these matters. Food concession licensees are required to provide and place appropriate fire extinguishers. Indoor Licensees are required to complete a Certificate of Flameproofing that must be made available upon request. For inquiries contact Markham Fire and Emergency Services.
21. Licensees planning to operate free draws or distribute any advertising material must provide complete details to Markham Fair, in writing, prior to the first day of operation. All awards must be drawn prior to the closing of the Fair and the names of winners, along with their address and telephone number must be submitted to Markham Fair on the final day of the license agreement.
22. Indoor exhibits located in center locations must not exceed eight feet in height (including signs). Exhibits located along perimeter walls may be built higher, if approved by Markham Fair.
23. Exhibit walls and dividers may not be higher than four feet from the floor at any point beyond five feet from the back of the exhibit.
24. The Licensee agrees to maintain clean premises and observe sanitary food handling practices. All food Licensees are required to complete a York Region Health Vendor Application Form and provide it to Markham Fair at least two weeks prior to the opening of the Fair. All food concessions are subject to inspection by York Region Health.
25. Refuse/waste containers for use inside the concession are the responsibility of the Licensee. All refuse must be placed in the designated refuse bins in that area. All cardboard must be flattened and tied for recycling.
26. Gray water must be held in reservoirs until disposed of by Markham Fair Staff.
27. Late arrivals may find their space occupied by a “stand by” licensee. No refunds will be paid in this instance.
28. Cancellation of agreement by Licensee up to 45 days before the Fair shall result in the forfeiture of 50 percent of the total amount of this license. Cancellation of agreement by Licensee within 45 days of the Fair shall result in the Licensee being liable for the total amount of this license.
29. The Licensee shall be charged for electrical services to connect to power sources and electrical inspection fees as per license.
30. Hydro hookups are available but could be up to 50 feet from the space. It is the responsibility of each Licensee to provide his/her extension cord. All hydro equipment and connections mustconform to the Electrical Safety Code in Ontario and CSA Approved Standards. Available hydro hookups are as follows: 110 volt is one triplex 15 amp circuit, 220 volt is one 30 amp circuit or two 15 amp circuits.
31. No pegs may be driven into any paved area without permission of Markham Fair.
32. The Licensee agrees that no display material may be dismantled or removed during the entire term of the license agreement.
33. The Licensee agrees to remove all materials, supplies and equipment within 24 hours of the final day of the license agreement or at the discretion of Markham Fair. Failure to comply will result in Markham Fair removing and disposing of any items at the expense of the Licensee.
34. The Licensee is subject to an additional charge equivalent to 25 percent of the total of this license for each day the Licensee exceeds the dates stated in the licensed agreement.
35. Undue noise or unseemly methods of demonstration employed while operating concessions or exhibits will not be tolerated. Sound levels of radios, P.A. systems and all other sound amplification equipment must not interfere with other licensees or event patrons. The decision of what constitutes undue noise or unseemly methods shall rest with Markham Fair whose decision shall be final.
36. Licensees vending food and/or refreshments are not permitted to use sound amplification systems.
37. All concessionaires accept responsibility for understanding the regulations of the Accessibility of Ontarians with Disabilities Act (AODA) and will comply with the customer service requirements now in effect in the Province of Ontario.
38. Approval of a Concession Space Application is indicated by one of the following: a) receipt of a confirmation letter/email by the Licensee from Markham Fair or b) signature on the License by Markham Fair. Acceptance of cash, cheque, credit card or other means of payment does not constitute approval by Markham Fair.
