2019 Vendor Terms & Conditions page 2 of 6



Passes:  Single use staff drop passes are included with each contract based on contractual frontage;


20 feet or less  -  20 drop passes (2 a day)

21 feet to 29 feet  -  30 drop passes (3 a day)

30 feet and more  -  40 drop passes (4 a day)


As required, additional passes may be purchased by the exhibitor or a management representative before Day 4 of the fair at the rate of 20 passes for $60.


Important note!  Vendor passes are not intended for resale to the public.  Vendors, employees, representatives or agents who sell vendor drop passes will be expelled from the Fair immediately without any further notice or right to refund.


Term: The Gloucester Agricultural Society agrees to permit the Exhibitor to use and occupy the assigned booth location(s) outlined in their contract for the purpose of participating in the Capital Fair.  Contracts are valid for the current fair season only and renewal is not automatic.


Occupancy Period: August 12-26, 2019

Event Dates: August 16-25, 2019


Exhibitors may begin setup at 8:00am on August 12th and must remove all equipment by midnight, Monday, August 26th.  Power disconnections will begin at 8:00pm, Sunday, August 25th.  If power is required for an extended period, please contact the Main Fair Office.


Booth Placement:  Booth locations are assigned by the following criteria;

• to best balance the show and offer separation between like vendors

• the type of products being sold

• the date the contract is confirmed

• requirements for power and water


The Committee reserves the right to make any location changes it deems fit, either before or during the Fair.  All decisions of the Committee are final.  The Committee will where practical, try to accommodate special requests.


Confirmation:  Contracts are considered activated once the confirming deposit is received and all associated documents are received including but not limited to insurance, health dept forms, municipal special event forms, giveaway/contest forms, etc.   It is the Exhibitor's responsibility to ensure that all appropriate documentation is submitted on time.


The Exhibitor hereby covenants to have the exhibit complete and ready to open no later than August 16th at 11:00am and will leave the exhibit in place until the official closing of the event on August 25th at 8:00pm during which the operation must be open to the public with a competent attendant in charge during all operational hours per the Concession Operation Schedule.  See 9.4 CONCESSION HOURS OF OPERATION.






The Capital Fair will not permit the use of uncertified fire retardant pop-up tents, wooden or temporary garage style shelters or any structure that will also not sustain high winds.  For better certainty, if in doubt contact the Main Fair Office for approval.  Special locations such as the new Front Gates area include certified 10x10 covers and are priced to include same.  Other tents can be coordinated with a provider of your choice but must have a certification tag attached and ready for inspection.


Additional tent requirements can be made available through the Fair's official tent supplier for Labelle Tent Rentals.  Call Michayla at 613-443-0566 or email at info@labelletents.ca.  Supply is not guaranteed and tents are available on a first-come, first-served basis and include installation/tear-down.  Capital Fair rentals start at $175.00.




This contract reflects the whole agreement between the Society and the Exhibitor and may not be assigned or sublet without the prior written consent of the Society.  Further, any changes, modifications, alterations or addendums must be executed by both parties in writing.


In the event that a manager, representative or agent will operate the concession on the company's behalf, the Fair will require detailed contact information prior to opening, for emergency and operational proposes including; name and cell phone where the manager, representative or agent can be reached.





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