2018 Woodstock Fair Vendor Form
Fair Dates: August 23 - 26, 2018
The Woodstock Agricultural Society is proud to celebrate our 182nd Annul Fair this August. This year our theme is “Country Roots & City Boots”, where we will continue to exhibit our commitment to the community.

VENDOR INFORMATION

Hours: Thursday, August 23 4 pm – 9 pm
Friday, August 24 12 pm – 9 pm
Saturday, August 25 9 am – 9 pm
Sunday, August 26 9 am – 4 pm

Set up: Thursday, August 23 11 am - 3 pm

Tear Down: Sunday, August 26 4 pm – 7pm
Monday, August 27 9 am – 12 pm

Exhibits to remain intact until Sunday, August 26th at 4 pm
It is recommended that booths be staffed while the building is open to the public, although, it is understood small breaks may be required by staff.

BOOTH INFORMATION:
• A standard booth is 10’ x 10’ additional booths may be booked for an additional fee
• Booths will be assigned on a first come first serve basis
• Drapery partitions are provided at a height of 8’ at back with 3’ side extensions
• Floor covering is at the discretion of the vendor, and must be confined to the vendor space
• Display materials and signs must not encroach on the pedestrian aisles or adjacent vendor space
• Noise or sounds that interfere with the opportunity for other exhibitors to present their goods and services to the public will not be tolerated.
• Display materials and signs that are deemed to be offensive to the public will not be tolerated and will be removed.
• Extension cords will not be supplied. Please bring your own. Requests for special hydro services must be approved by show management.
• No additional fee for chairs and/or 8 ft. tables
• Damage to the building walls or floors caused by nails, screws, hooks, water or other
display materials are the responsibility of the exhibitor. Exhibitors will be presented with a bill for repairs.
• Any stakes driven into the asphalt must be approved by Fair Management. All holes must be filled and sealed after completion of use.
• All food vendors must follow Oxford County Health Board rules and regulations

COST: 10 X 10 Booths are $150.00 + HST; additional booths are $75.00 + HST

SECURITY: Security will patrol grounds and buildings while the fair is closed to the public beginning the evening of Thursday, August 23rd and will continue on Friday, August 24th, and Saturday, August 25th.There will be no security the night of Sunday, August 26th.

INSURANCE: The Woodstock Agricultural Society will use reasonable precautions for the protection of the public and property, and is insured against public liability and property damage claims arising from the fair. This does not cover the vendor or their materials which are placed on display at the vendors own risk. All equipment must meet safety standards.
All vendors must provide and have proof of their own 2 million liability insurance naming the Woodstock Agricultural Society as additional insured.

VENDOR LOCATION: All vendors will be located in the Mutual Market Building or outside on the grounds. Guarantees of space selection will not be made. Final vendor location will be at the discretion of Fair Management.

MARKETING: The Woodstock Fair advertising campaign will include local newspapers, radio stations and social media. Please share Woodstock Fair advertising on your Social media and help promote the fair and your participation.

PAYMENT FOR VENDOR SPACE: Full payment is to be returned with the vendor application by August 11, 2018. Vendors will not be allowed to move into the fair unless payment has been received in full. We will accept visa or mastercard by phone, and Debit in person.
Please make cheques payable to the WOODSTOCK AGRICULTURAL SOCIETY and mail with your application to 885 Nellis Street, Woodstock, Ontario, N4S 4C6

ADMISSION: Free

PARKING: Parking is free. We ask that you park your vehicles in the Civic Arena parking lot. FOR SAFETY REASONS THERE WILL BE NO VEHICLE ACCESS TO THE GROUNDS WHEN THE FAIR IS OPEN TO THE PUBLIC


Maria Reis P. 519-537-8212 F 519-537-3349
info@woodstockfairgrounds.com

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# of 8 foot tables required:
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# of chairs required:
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Hydro Required:
Exhibit Space is 10 X 10: Cost is $150 + HST = $169.50, additional space is $75 + HST = $84.75
All applications with full payment are to be returned by August 11, 2018. After this date booth space will be sold on a first come first serve basis. Vendors will not be allowed to move into the fair unless payment has been received in full.
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