Vendor Opportunities

The Vendor Application Portal opens April 27, 2026.

* applications may be considered after this time based on availability & uniqueness of product
**payment is due on or before July 31, 2026.

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” which will be sent to accepted applicants with the Vendor Contract.

Food vendors must forward their confirmation email from Public Health to the Wainfleet Fall Fair Vendor Coordinator by end of July 31, 2026.

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.    Please note that cooking oil cannot be dumped

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, Health letter, TSSA, MFSE, Fire System and Hood cleaning certificate, 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.

*** File containing all documentation is kept in the Fair Office.

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 selected on vendor application.  All retail vendors must supply their own tables, tents, extension cords and furniture for the fair

Please note the following

• However, the committee makes no guarantee of location. Indoor and outdoor vendor booths are approximately 9.5/10 feet by 10 feet.
• You may set up anyway you like within your space, but you must not exceed the allotted space assigned to you.
• Each vendor booth is restricted to the applicant/product to whom the application was confirmed for.
• The vendor may not assign its booth to any other person, firm or organization to use any part of such space.
• 2 fair access passes will be provided to all vendors.  Note: The fair access pass does not include motorsport admission

3. Arrival & Parking Information

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

Note: Hydro is available at a limited number of indoor retail vendor spots.

Booths with Hydro will only be assigned to vendors who indicate in the vendor application that they require Hydro. All electrical cords must be CSA approved and in good condition and a minimum of 14 gauge.

3.3 Lighting requirements

Outdoor Vendors may provide their own portable LED lighting to help provide lighting.  Only LED bulbs are to be used, and portable stands must meet all applicable code requirements.

Essential Information

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

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 method

Payments 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, arena or grounds, apart from service animals

3. Set Up & Clean Up

Vendors can set up Thursday September 17, 2026, 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 19, 2026, 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. Fair Hours of Operation

Thursday, September 17, 2026: 6 PM to  9 PM
Friday, September 18, 2026: 9 AM PM to 9 PM
Saturday, September 19, 2026: 9 AM to 7:00 PM

Note: All vendor sites are expected to be open for the full fair hours.  Vendors must be present at booth during all open house of the fair.  Food vendors must be open and ready to serve food when Fair opens Thursday, Friday & Saturday

Note: Motorsport Food Vendors are expected to be open Thursday & Friday by 4:00pm & Saturday by 12:00pm (noon)

If this is not possible, please discuss with Vendor Coordinator
If this is not followed you may not be invited back in 2027

Note: If ANY vendor packs up early you will not be invited back in 2027, unless notified otherwise by Vendor Coordinates for storms, etc.

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

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

6. Social Media

Wainfleet Agricultural asks for your Social Media platforms as our goal is to promote your product and / or services ahead of the Fair.

Note: Vendors are not being asked for Penny Sale items.  If any vendor wishes a promotional item to be included in the Penny Sale it must have a $25.00 value and be received by August 15, 2026.  It may be dropped off at the Wainfleet Agricultural Society’s booth at the Farmers Marker either August 4th or August 11th.