Vendor

The Wainfleet Fall Fair Vendor Committee is excited to begin accepting vendor applications for the 2025 Fall Fair! 

The theme for this year’s fair is: We’ve Got a Good Thing Growing! 

Please join us in celebrating the Niagara Region’s Agricultural Activities!

Please carefully review the Vendor Terms & Conditions before submitting your application. Successful applicants will receive an email after the selection process is complete.

Please note the following timeline:

* applications may be considered after this time based on availability & uniqueness **payment is due on or before August 29, 2025.

Terms and Conditions

All vendors are subject to the Wainfleet Fall Fair Vendor Terms and Conditions set out below. Please read carefully and be sure that you understand your responsibilities and obligations as a Wainfleet Fall Fair vendor. 

• 1. Vendor Categories
  • 1.2 Food Vendors
    • 1.2.1 All food vendors must comply with Niagara Region Public Health Department guidelines and regulations and must complete the online form “Application Form for Special Event Food Vendors”. Food vendors must forward their confirmation email from Public Health to the Wainfleet Fall Fair Vendor Coordinator.
    • 1.2.2 Food vendors must provide their own: 
      • Electrical extension cord (see Section 3.1 Hydro)
      • Preparation and serving tables/counter tops
      • Tent or booth covering
      • Portable fire extinguisher
      • Hand washing container and disinfectant
      • Grease mats
    • 1.2.3 Food vendors may only dump grey water in appropriate containers which will be provided at the Wainfleet Fall Fair site. Grey water must be free of any foreign objects including but not limited to food, packaging, etc.
    • 1.2.4 Food vendors must dispose of all grease waste off site.
    • 1.2.5 Food vendors are responsible for providing their own ice, if required. 
    • 1.2.6 Food vendors using propane must provide TSSA certification to the festival organizers. Regulations can be seen at www.tssa.org or call 1-877-682-8772. 
    • 1.2.7 All vendors may be subject to on-site inspections throughout the festival by Wainfleet Fire Services, TSSA and Niagara Region Public Health. All required documentation, including a current Fire Suppression System Inspection Certificate and the Mobile Food Service Inspection Certificate, are to be available on site for review. If you are found to be in violation of any of the regulations, you will be closed and required to leave the festival without any refund. Fines may also apply.

• • 1.3 Retail Vendors Other vendors that are not food vendors as described in sections 1.2 of this application are retail vendors. Retail vendors include but are not limited to; crafters, artisans and vendors engaged in business promotion. Retail vendors may only display or sell merchandise and may not sell, or give away, food or beverage items:  ex: samples. This does not apply to Not-for-profit vendors.

• • 1.4 Not-for-profit or educational vendors If you are a not-for-profit or educational vendor and will be selling tickets for a draw, you must provide a copy of your lottery license to the Vendor Coordinator in advance of the Fall Fair. A lottery license is required if money is paid for a chance to win a prize. You are not allowed to raffle off/ give away bottles of alcohol.

• 2. Site Location

Vendor booths will be assigned based on the requirements and preferences indicated on vendor application. However, the committee makes no guarantee of location. Indoor and outdoor vendor booths are approximately 10 feet by 10 feet. You may set up anywhere you like within your space, but you must not exceed the allotted space assigned to you. Each vendor booth is restricted to the applicant to whom it was assigned. The vendor may not assign its booth or permit to any other application, person, firm, or organization to use any part of such space.

• 3. Site Information

All retail vendors must supply their own tables, tents, extension cords and furniture for the festival. NOTE: there are limited outlets for outside retail vendors.

• • 3.1  Code Requirements All tents and items supplied and/or used by vendors must be well maintained and conform to applicable fire, safety, and building requirements and all applicable health standards.
  • 3.2  Hydro Hydro is available at a limited number of indoor vendor booths. Booths with Hydro will only be assigned to vendors who indicate in the vendor application that they require Hydro. All electrical cords must be undamaged and must be of an appropriate size for the distance and the load.

Essential Information

All food & retail vendors are kindly asked to donate an item worth approximately $10.00 for the Society’s Penny Sale. Thank you so much!

Please read carefully the information specific to your vendor category, and ensure you understand your responsibilities as a Wainfleet Fall Fair vendor. 

• 1. Payment & Insurance: due to rising costs of equipment, rental, hydro and other items the Wainfleet Agricultural Society has made the difficult decision to increase vendor fees. Fees have not increased since before the pandemic
  • 1.2 Payment is as follows:
    • 1.2.1 Food Truck/ Booth: $225.0
    • 1.2.2 Retail Indoor Vendor: $125.00
    • 1.2.3 Retail Outdoor Vendor: $75.00
    • 1.2.4 Not-For-Profit or Educational: $125.00 indoor- $75.00 outdoor
  • 1.3 Payment can be made by e-transfer to Alissa Oosterhoff @ treasurer.wainfleetfallfair@gmail.com or by cheque made out to the “Wainfleet Agricultural Society” & mailed c/o Sharon McMillan, 33461 Case Road, Lowbanks, ON N0A 1K0.

A copy of the Insurance Certificate naming both the Wainfleet Agricultural Society & the Township of Wainfleet for $2,000,000.00 liability is mandatory  

If you do not have your own insurance, see note below: 

NOTE: Backed by The Co-operators, Duuo provides Canadians with affordable vendor insurance that can be purchased in just a few clicks! Our vendors will enjoy exclusive rates on the cost of Duuo’s vendor insurance for the upcoming event. To ensure you are covered for product and complete operation please use the drop-down menu in the link to access the Wainfleet Fall Fair event. 

Duuo Customer Service: 1-888-981-3886

To get a free quote please CLICK HERE

• 2. Animals

Absolutely NO animals are permitted in vendor booths or the arena, apart from service animals. There are small children and animal exhibits on the grounds who may be nervous around dogs or other animals.

• 3. Set Up & Clean Up:

Vendors can set up Thursday September 18, 2025, after 12:00 PM and must be completely set up by 5:00 PM. If these times are not suitable other arrangements may be considered.

Vendors can take down their space on Saturday September 20, 2025, following the closing ceremonies @ 7:00 PM. All vendors are responsible to ensure their space is fully cleared of garbage and recycling before they leave. 

Food Vendors who are working the Motorsport Events must remain on site until the events are over for the evening.

• 4. Hours of Operation:

Thursday, September 18, 2025: 6 PM to  9 PM Friday, September 19, 2025: 9 AM PM to 9 PM  Saturday, September 20, 2025: 9 AM to 7:00 PM

All vendor sites are expected to be open for the full fair hours.

• 5. Booth Content:

Wainfleet Fall Fair is a family event, and the Wainfleet Fall Fair Working Group reserves the right to prohibit the display and / or distribution of materials it deems illegal, obscene or otherwise offensive. Items considered to be inappropriate include, but are not limited to:

• • Pornographic material
  • Items encouraging alcohol or drug use or the use of weapons
  • Racist or sexist material
  • Vulgar or abusive language

Click here to Apply

Please reach out to the Society if any questions arise: vendors@wainfleetfallfair.com