VENDORS

The term “Futurity” or “CDHF” as used hereinafter shall mean the Canadian Draft Horse Futurity.
The term “Management” as used herein shall mean the Executive of the Canadian Draft Horse Futurity and/or such other person, for the time being, in charge of the business conduct of CDHF.
The term “Board” used hereinafter shall mean the Board of Directors of the Canadian Draft Horse Futurity.
The term “Vendor” as used hereinafter shall include all vendors, educational or promotional, and commercial vendors.
The term “Licensee” as used hereinafter shall refer to the name used on the Contract.
Harmonized Sales Tax (HST): The Canadian Draft Horse Futurity is a Registered Not for Profit Organization and special provisions apply. - HST is NOT exempt.

ACCEPTANCES OF VENDOR/VENDOR APPLICATIONS
For any event, staﬀ have the right to approve or decline any application based on the direction of the event, integrity of the business, and/or past or current working relationships.

For small events, it is aimed to feature no more than two vendors specializing in the same main product though this decision can be made in a case-by-case scenario at the discretion of Management.

Additional criteria considered are historical attendance and involvement, intrigue and originality of the oﬀerings, and local popularity.

PAYMENT TERMS
All vendor fees are due upon receipt of the Vendor's contract and invoice; any outstanding balances will result in a cancellation of booth space 30 days after the initial invoice was sent to the Vendor. If you require additional time to make your payment, there will be a service charge added to your invoice.

Methods of payment that are acceptable are e-transfers, cash and cheque. No post-dated cheques will be accepted. E-transfers can be sent to [email protected] - You MUST reference the invoice number in the message section of your e-transfer. Vendors will not be permitted to set up under any circumstances if there is an
outstanding invoice or payment of any kind.

CANCELLATION AND REFUND POLICY
The Management reserves the right to cancel at any time any space allotment to any person or organization without refund, as the Management may decide, for the violation of any rule or regulation, verbal or physical abuse of a Organization or board member or for any misrepresentation whatsoever either written or verbal in any application for space.

If a contract is canceled by the Vendor for any reason after acceptance of the space and/or payment of the invoice, there will not be any refund of fees paid. CDHF reserves the right to reallocate any space if a contract or payment(s) has not been received by the due date unless special arrangements have been made.

LIABILITY INSURANCE
Contracts require all Vendors to carry their own comprehensive general liability policy and must provide CDHF with a Certiﬁcate of Insurance providing proof of coverage with limits of not less than $2 million. The Canadian Draft Horse Futurity must be named as “additional insured” for the period of occupancy including the period for additional set up or removal occupancy. The Vendor shall save and hold harmless the Canadian Draft Horse Futurity and their respective members, agents and employees, from and against all claims and occurrences with respect to the operation of the booth. THE INSURANCE CERTIFICATE MUST BE RECEIVED BY CDHF STAFF AS INDICATED IN THE CONTRACT.

If a complete and correct Certiﬁcate of Insurance is not received by one week (7 days) prior to the event start, this may also result in the cancellation of the Vendor’s rental space. In such an event, no refund will be oﬀered.

All Vendors are liable to any damage to the building ﬂoors, walls, or to other Vendor’s equipment. Any property left on display or in storage on site is at his/her/their own risk. CDHF assumes no responsibility for loss or damage thereto. The Vendor and their applicable insurance will assume all responsibility for loss and damage to their property.
ELECTRICAL SAFETY REQUIREMENTS
According to the Ontario Electrical Safety Code all equipment and connections must conform to C.S.A., T.S.S.A., E.S.A. Approved Standards. The CDHF where applicable assumes no liability for any required inspection by the authorities below including all municipal, provincial and federal authorities.

The Ontario Electrical Safety Code deﬁnes the standards for safe electrical products and installation in Ontario, and when followed protects the public. This Code requires all electrical connections and equipment in booths and concessions to be approved. All electrical equipment, including equipment oﬀered for sale, must bear a Recognized Agency Certiﬁcation marking speciﬁed by E.S.A. A list of recognized Certiﬁcation Agency markings is available on request or by visiting www.esasafe.com or by calling 1-877-ESA-SAFE. ALL BOOTHS AND ELECTRICAL EQUIPMENT WILL BE SUBJECT TO DISCONNECTION IF THEY DO NOT BEAR THE PROPER MARKINGS.

DISTRIBUTION OF ELECTRICAL

Vendors allotted space in some areas are supplied power via power boxes and are responsible for providing approved equipment from their booth to the power box. CDHF will not provide equipment for the Vendor.

● General Electric Supply is 15AMP/110 volt

It is recommended to have a 100ft long cord.
Connection to the distribution power box will be provided by the CDHF Electrician prior to opening day.
Vendors are responsible for providing all documentation. They shall be charged all repairs, inspection and alteration fees that may be required by statutory authority or our staﬀ to maintain the electrical supply as ordered.

● EXTENSION CORDS, ETC. ARE NOT SUPPLIED BY THE CANADIAN DRAFT HORSE FUTURITY.If you bring your own extension cord, please ensure it is properly identiﬁed to prevent discrepancies and/or loss.

WORKING AT HEIGHTS
As of April 1, 2017, employers must ensure that certain workers complete a “Working at Heights” training program that has been approved by the Chief Prevention Oﬃcer (CPO) and delivered by a CPO-approved training provider before they can work at heights. This training requirement is in the Occupational Health and Safety Awareness and Training Regulation. Vendors are responsible for compliance.
Please visit https://www.ontario.ca/laws for more information.

FUELS: PROPANE & GAS
Where compressed petroleum or natural gas-fueled appliances are used in the operation of the booth, the Vendor must provide certiﬁcation from a Certiﬁed Propane or Natural Gas Fitter, who is employed by a contractor registered by the Fuel Safety Branch of the Ministry of Consumer and Commercial Relations, that the appliances have been inspected in the past thirty (30) days and have been installed an are operating in compliance with the Propane Storage Handling and Utilization Code and the Ontario Regulations under the Energy Act, R.S.O. 1990, as amended.

FIRE & BUILDING SAFETY REQUIREMENTS
It is the Vendor’s responsibility to undertake all reasonable precautions to ensure that all ﬁre and building safety requirements are maintained. The Ontario Fire Code and Ancaster Agricultural Society require that all vendors ensure that they are in compliance with the following requirements prior to set-up:

TENTS

Eﬀective July 1st, 2024, all tents erected indoors must bear a tag indicating conformance with CAN/ULC S109, NFPA 701 or CFAI 1481.
The operation of fuel-ﬁred appliances utilizing visible ﬂame, smoking, the use of candles or other open ﬂame is strictly prohibited under any tent.
Hay, straw, shavings or similar combustible materials other than that necessary for the daily feeding and care of animals shall not be permitted within a tent used for assembly occupancy.

BUILDING PERMIT REQUIREMENTS

All tents, canopies and booths that are larger than 60 square meters (645 square feet) in the aggregate area must have a building permit. If larger than 225 square meters (2421 square feet) it must be approved by an Engineer.
A tent or group of tents is exempt from the requirement of a building permit provided that the tent or group of tents are
1. Not more than 60 square meters (645 square feet) in aggregate ground area
2. Not attached to a building, and or
3. Constructed more than 3 meters (9.8 feet) from other structures.

IN ALL CASES ACCUSITION OF THE REQUIRED BUILDING PERMIT IS THE RESPONSIBILITY OF THE VENDOR.

RENTAL SPACE CODE OF CONDUCT

The Vendor agrees to use the space(s) provided only for the sale or display of products or services authorized and approved from the application.
Vendors must conﬁne their exhibit and all other exhibit activities within the limits of their allotted space.
The Vendor agrees to maintain qualiﬁed personnel in the display booth at all times during the operating hours of the applicable events.
The number of qualiﬁed, engaging staﬀ and the aesthetics of your booth and display will dictate your overall success more than the number of visitors who will walk past your booth.
Salespeople and demonstrators are prohibited from operating in the aisle or in any other location on the Fairgrounds than that speciﬁed in the contract.
Advertising matters may be distributed only from within the Vendor’s allotted space. Any Vendor found distributing advertising matter, either personally or by an agent will be considered a breach of this section and shall entitle the management to cancel the contract.
The use of any ampliﬁcation system, musical instrument(s), or any other similar device used in connection with an exhibit for the purpose of attracting attention thereto is prohibited, except where special permission from the Vendor Coordinator has been obtained after details of the proposed installation have been submitted in advance for approval.
All booths are subject to utility easement as may be required. Includes hydro cables and panels, water hoses and pipes etc. From time to time CDHF staﬀ and contractors must gain access to the booth space where such utilities are accessible. The following products are prohibited from distribution during CDHF events:
1. Electrical products, not C.S.A. approved
2. Laser guns/pointers, Pointer guns, Potato guns and Marshmallow guns
3. Products depicting images or statements deemed oﬀensive
4. Items or images that are deemed to detract from the inclusive, accepting, family atmosphere of CDHF events
5. Drug paraphernalia
6. Silly string
7. Swords, Shields, Toy Knives or Swords, any other weapon.
8. Face Masks (anything that covers the face that is for non-medical purposes)
9. All other products deemed inappropriate by CDHF that have not been approved by the Vendor Coordinator
The Vendor acknowledges that they are one of many Vendors and agrees to reasonably cooperate with the other Vendors and not to interfere with them or create any nuisance to them, the event or the people attending the event. Undue noise in the operation of exhibits or unseemly methods employed in sales or demonstration activities is not permitted. Further, oﬀensive language and/or inappropriate mannerisms or behavior directed towards CDHF staﬀ, other Vendors or members of the public will not be tolerated. The decision of what constitutes a breach of this section shall rest with the Canadian Draft Horse Futurity whose decision shall be ﬁnal. Any dispute among Vendors shall be settled by CDHF Management.
No intoxicating liquor shall be brought to, or consumed in, or on the said exhibit space; or upon, or in any stand or booth erected thereon. If intoxicating liquor is found within the exhibit space it will result in immediate cancellation of the exhibit space and the Vendor will be asked to leave the Fairgrounds.
Dogs on the premises must be leashed, under the care and control of the owner or designate. Dogs must not be allowed to act as a nuisance, including excessive barking, at large. Owners must immediately pick up dog waste and dispose of it in garbage.

LOTTERY OR RAFFLE TICKETS, FREE DRAWS AND GIVEAWAYS
The sale of Lottery or Raﬄe tickets is not permitted on the premises during any Canadian Draft Horse Futurity event, without prior approval from the Canadian Draft Horse Futurity Board of Directors. An application in writing for such consent must be received by six weeks prior to the event start date, and must contain full disclosure of all terms, conditions, and methods of operation of the lottery or draw.
Free draws are permitted during Canadian Draft Horse Futurity events, but the Vendor must provide a detailed description of the contest, airs prizes and full disclosure of all terms, conditions, and methods of operation of the draw, in writing, via email to [email protected] prior to the event start.

Any draw discovered, that is not documented in the above manner, may be terminated by Management, and the Vendor may be asked to leave the event, or risk their ability to participate in future CDHF events.
Any information acquired by the Vendor from the entry ballots is strictly conﬁdential and MAY NOT be sold, loaned, rented, or given to any other individual or organization for any purpose, whatsoever.
A free draw must have a true winner, must not hold contingencies to purchase to claim prize, come with aggressive sales pitches or misleading/false information. Any Vendor found to be using misleading practices will be barred from participating in future CDHF events.
The Vendor must provide a detailed description of the prize to be given.

WASTE REMOVAL SERVICE

A waste removal service fee applies to all Vendors and is built into the fee for the event. If excess waste is created, management will call for an additional surcharge. This may occur at the time of invoicing or will be brought up during the event.
All exhibits and concessions shall be kept in a clean and tidy condition, and all sweeping, dusting, removal of refuse, etc. shall be done each day prior to opening or after closing.
All cardboard boxes, cartons, products and displays must be broken down, ﬂattened and cut or folded to a size of no greater than 36” W x 48” L and stacked together for pickup alongside normal garbage
All sites must be cleared of all refuse. If the vendor site is left unsatisfactory additional charges will apply.
Ensure garbage bags are secured and left outside the closest exit door for pick-up by staff prior to 9am.

ACCOMMODATIONS/RV & TRAILER PARKING
Overnight accommodations are available for RV’s & Camping Trailers and must be prearranged. Vehicle parking is available on the Fairgrounds in the designated RV & Camping Trailer Parking area only

Limited space is available on a ﬁrst-come basis and must be pre-arranged. Limited hydro hook-ups are available on a
ﬁrst-come basis. Note: water connection is NOT available. Contact CDHF directly for more information.

Any RV or Camping Trailer, which cannot be properly identiﬁed, or is not registered with CDHF will be removed from the property at the owner’s expense.
In no situation will overnight accommodation within a vendor space be tolerated. This will result in a penalty/fee and will
aﬀect future event attendance.

VENDOR VEHICLES/TRAILERS
All Vendors must adhere to the policies, procedures and time frames imposed in this agreement. Any vendor vehicle/trailer, which cannot be properly identiﬁed, or is not registered with CDHF, will be removed from the property at the owner’s expense and not permitted for re-entry.

The CDHF is not liable for and will not be held responsible for any damage or theft to a vendor vehicle or trailer.

PROTECTION OF RETAILERS
CDHF shall use all reasonable precautions to ensure the safety of materials at all events, but the owners themselves must take the risk of exhibiting them. All booths must be secured at night. Should any exhibit or portion thereof be injured, lost, stolen or suﬀer damage from any cause whatsoever, the Canadian Draft Horse Futurity will not be liable, or make payment for the value thereof.

CDHF may appoint persons to protect and secure the property of CDHF within the Fairgrounds and to eject all persons who may act improperly within the grounds or behave in a disorderly manner or violate any of the rules or regulations of CDHF. This may include appointing persons to protect and secure the premises overnight between the hours of 10 pm - 7 am.

MOTORIZED CART OPERATION POLICY
All vehicles, including all motorized fuel or electric vehicles for use or described as maintenance carts, utility vehicles, ATV’s, quads, and bikes for the purposes of transporting people, goods or materials are to be operated in a respectful manner. In all cases pedestrians and animals have the right of way.
ADDITIONAL GENERAL PROVISIONS
The Vendor shall indemnify and hold harmless THE CANADIAN DRAFT HORSE FUTURITY, their members, agents and employees from and against all claims, demands, losses, costs, damages, actions, suits or proceedings by any third parties that may arise out of, or may attribute to, all operations performed by or carried out by The Vendor, his agents, employees, or servants, or anyone for whose acts he may be held liable, howsoever caused.
The Corporate name and any logo or device designed to identify the events, and its activities are the sole property of CDHF and may not be reproduced or used in any form without the written permission of the stakeholders.
The decision of the Board on any question of interpretation of these rules or on any dispute or diﬀerence arising between any Vendors and CDHF shall be ﬁnal, conclusive and binding for all parties. Any breach of these conditions shall entitle the management to cancel the contract and close the booth forthwith and if deemed necessary to remove the operator and his goods, apparatus and wares from the grounds at the owner's expense.

Appendix A:
GENERAL NOTES

Event hours are:

Friday, October 23rd – 8:30AM – 5PM
Saturday, October 24th - 8:30AM – 3PM, or at the conclusion of the sale.

Location is set at 630 Trinity Rd S, Jerseyville, ON L0R 1R0, inside the ARC building
VENDOR ENTRANCE: Entrance #3, off Trinity Rd. South entrance
VENDOR PARKING: ---------------------TBD---------------------------
Every vendor is to sign the supplied contract and pay the rental invoice upon receipt.

We reserve the right to cancel any vendor space if a business fails to comply.

No Raﬄe Tickets will be allowed for sale, but free draws are encouraged but must adhere to the previously stated regulations.

BUILDING HOURS

ALL EXHIBIT BOOTHS MUST BE IN PLACE, FULLY STAFFED AND OPERATIONAL NO LATER THAN ½ HOUR PRIOR

TO THE OPENING TIME OF THE Canadian Draft Horse Futurity.

The AEC (Ancaster Event Center) is attached to the stabling barn. As such the building must remain open 24/7 to allow access to livestock and for security monitoring.

FEES
All rental spaces are set as a standard 12ft x 12ft area and priced in increments of such.

Indoor vendors – 12’ x 12’ with hydro access, additional space is sold in 12ft x 12ft increments unless a smaller space is available. Placement is at the discretion and ﬁnal decision of the CDHF.

$200.00 HST included

Outdoor Vendors (3 locations remain) – 12’L x 12’ W (with hydro access)

$250.00 HST included

Mandatory Booth Accessories Requirements

Tables should be skirted and clean.
Floor coverings and carpet must be properly secured, clean, in good condition.
Vendors must provide all articles required for their booth, including tables, chairs, extension cords, lighting etc.
All items contained in the vendor booth shall be in good working order.

SET UP/LOAD IN

Indoor Vendors (AEC)
- Thursday, October 22nd - 6:00pm to 8:00pm
- Friday, October 23rd - 7:00am to 8:30am (Show begins at 9am. All booths must be set up by 8:30 am)
Outdoor Vendors (AEC)
- Thursday, October 22nd - 6:00pm to 8:00pm
- Friday, October 23rd - 7:00am to 8:30am (Show begins at 9am. All booths must be set up by 8:30 am)

ALL VENDORS MUST HAVE ARRIVED, BE SET UP AND OPEN FOR BUSINESS BY 9AM ON FRIDAY OCTOBER 23RD
ALL VENDOR VEHICLES MUST BE REMOVED FROM IN/AROUND THE EVENT SPACE BY 8 AM FRIDAY OCTOBER 23RD

TEAR DOWN/LOAD OUT

Indoor & Outdoor vendors:
- SATURDAY OCTOBER 24TH - 3:00 PM (Or at the conclusion of the sale) TO 6:00 PM SHARP
All vendor spaces are to remain intact until the CDHF event is completed.
No vehicles may enter the event space until CDHF staﬀ state it is safe to do so, all programming has concluded and the event is closed.

WiFi
WiFi will be available, but it is not to be solely relied upon. It is recommended that consideration is given to Square (and its oﬄine mode) or hot spotting oﬀ of personal cellular devices. WiFi password will be provided to all vendors.

VENDOR (INDOOR)
Tables are NOT provided for vendors in this space. Vendors must provide their own tables, tablecloth or skirting as part of the overall display scheme. Floor length is recommended to disguise the excess stock under the table. Please store extra inventory under your display table if space allows.

VENDOR (OUTDOOR)
Limited outdoor vendor space is available Approved outdoor vendors MUST set up in the locations provided by CDHF staff, to ensure adequate access for animals and emergency vehicles. If you require additional space, outside the standard 12’ x 12’ please speak to CDHF staff prior to arrival. Additional fees may apply. Vendors will be responsible for securing and monitoring their booth overnight.

INSPECTIONS
On site inspections can be completed at any time by CDHF staﬀ and/or any and all regulatory bodies. Failure to comply will result in a forced closure.

TAKE DOWN
All vendors must adhere to the hours of operation and will not cease operation or begin taking down prior to the event ending time nor continue sales past closing time. All set ups must remain intact during the entire run of the event.
To ensure the safety of all guests, staﬀ and volunteers, the arena will remain blocked oﬀ until all patrons have existed. On Saturday, October 25, the site will be open from 3:00 PM to 6:00 PM for takedowns and loading, unless other arrangements have been made in advance. Take down may occur once the CDHF event is concluded.

Grounds Map

Vendor Booth Space Diagram