2019 Vendor Terms & Conditions page 1 of 6







Herein are contained the terms and conditions between the Exhibitor and the Gloucester Agricultural Society that are part of the Capital Fair Concession Contract and are henceforth binding on both parties going forward.


The Exhibitor agrees to pay the Gloucester Agricultural Society (GAS) the total balance due as per the agreed to Concession Contract by August 5th, 2019.


The Exhibitor agrees to comply with the following Terms and Conditions and acknowledges that failure to comply may result in corrective actions or recovery charges being assessed to correct any breach.  This may also result in the removal of any non-compliant concession/display from the Fairgrounds without further notice and/or refund.


¥ This contract can be terminated and all deposits will be returned cancelled 60 days prior to opening day.


In the event that the Exhibitor has paid a securing deposit to GAS and the contract is cancelled due to a default of the Exhibitor, the Exhibitor will forfeit said deposit.


All contracts are subject to HST and require the Exhibitor to become a member of the Gloucester Agricultural Society ($10/year).


Further to the above and at the sole discretion of the GAS Board of Directors, new exhibitors or those who have been previously warned of a breach may be required to provide a performance bond to ensure compliance with these Terms and Conditions.




Concessions and locations are awarded based on types and category of product(s) presented, required frontage and the requested preferred location.


Categories include Food, Candy, Itinerant, Not For Profit and Percentage Exhibitors and are further differentiated as standard, staple, new or gimmick exhibitors.


"Food exhibitors" are subject to all Ottawa Health Department requirements including but not limited to;

• a three compartment sink for washing, sanitizing and rinsing

• a separate hand wash sink

• a solid floor to suppress dust

• soap, bleach, insect suppression

• mop, broom, paper towels, etc.


IMPORTANT!  This list is for example purposes only.

Check with the Ottawa Health Department for complete

information specific to your operation.


"Candy" is defined as prepackaged or freshly made candy products including but not limited to; candy apples, bulk candy, candy floss, suckers, salt water taffy, caramel corn, etc. and is charged at a premium rental rate.  If any clarification is required, please contact the office before submitting your application.  Addition of a candy item to a regular menu will result in the rental rate being upgraded to candy.


"Itinerant exhibitors" are defined as concessions that sell goods, services or disseminate information to the general public.  Restricted products, services and information that cannot be presented at the Fair include anything that infringes on copyrighted names and/or logos, adult sex toys, offensive* articles of clothing, espouse religious or political doctrines.   * offensive is defined as anything sexist, racist, discriminatory, promoting criminal behavior, homophobic or anything that would not be considered family value friendly.


"NFP" (Not-for-Profit) is defined as any group or individual that is recognized by any level of governance as not-for-profit or as a registered charity with a CRA issued charitable number.  NFP's are eligible to a complimentary 10' frontage space under the following conditions;


a) Application must be approved by the Concession Committee, said approval may be withheld without cause.

b) The organization must be able to provide proof of NFP/charitable status upon request.

c) To ensure compliance with all standard terms and conditions, a $750 performance bond is required to confirm the contract.  The bond is 100% refundable if the booth is fully operational and compliant for the entire duration of the contract period.


"Percentage contracts" are available to specific activity style concessions.  All standard terms & conditions apply, except where specifically modified in writing, in a contract addendum.



All locations are allocated in response to the exhibitor's frontage request.  Standard outdoor location depths range between 16ft to 20ft.  Requests for depths greater than 16ft. are subject to physical availability and may attract a rental surcharge.


"Frontage" is defined as the linear measure of distance required by the exhibitor to present or display their product, service or information.  Frontage must include consideration for all components including but not limited to; propane tanks, hitch assemblies, condiment stands, access door allowances, canopies, pop up tents, signs, ventilation awnings, etc.


Important note: stock trailers, storage trucks, mobile home trailers, etc. that are part of the exhibitor's contracted space equipment may be behind a row of booths and unable to be moved for the duration of the Fair.


Exhibitors are cautioned that failure to accurately report frontage will result in both a fee correction plus an additional 20% admin fee payable in cash prior to opening for business.  In severe cases where a misrepresentation results in insufficient space existing to enter the concession line, the exhibitor may be placed in an alternate location or denied entry altogether without further notice or refund.


The Fair features four major exhibitor areas;


1. The "Front Gate" consists of 10'x10' tent covered spaces with a covered 10' walking area for customers.  This area is restricted to itinerate exhibitors only.  Food exhibitors are not permitted in this area.  There is a limit of 10 spaces available on a first to pay, first to be confirmed basis.

2. The "Upper Deck" runs alongside of the midway.  Food booths are positioned in one contiguous line with approx 2-3 feet between locations.  Power and water are available at the back of the line.  A greywater receptacle is provided for common use.

3. The "Transition Strip" booths are situated on the walkway heading from the midway, down towards the Lower Deck.

4. The "Lower Deck" includes the Ag Pavilion, Kids BIG Tent, Horse Ring, Motoring and lots of grounds entertainment.


Power:  Each outdoor/itinerant, food and candy contract includes 2 @ 120 volt/15amp circuits.  Additional and/or upgraded power is optionally available.  See #8.1 ELECTRICAL CONNECTION


Hours of Operation:  All booths are to comply with concession schedules.  If sufficient traffic warrants, concessions may stay open until the grounds close, typically at 11pm or when the Giant Ferris Wheel lights are extinguished.  Vendors that close early without written notice from the Concession Manager will be given written notice of the breach and on second offence, be expelled from the Fair.  No refunds will be issued.   For complete details see 9.4 CONCESSION HOURS OF OPERATION


Vehicular traffic: Vehicles cannot be moved on the Fairgrounds within one hour prior to opening.  See #9.1 BOOTH STOCKING.  Violations will not be tolerated and offending Exhibitors face immediate ejection from the Fairgrounds without refund.





The Gloucester Agricultural Society

Office : 613-741-3247   Fax: 613-744-2672

FAIRGROUNDS: Rideau Carleton Casino

                           4837 Albion Road SOUTH, Ottawa ON  K1X 1A3

HOME OFFICE:  2149 Hubbard Crescent, Ottawa ON K1J 6L3

Program details subject to change without notice


and the Kiwanis Clubs of Rideau, Ottawa, West Ottawa, Nepean, Manotick, Riverside & Sage

Funding provided by the Government of Ontario