MFE 2025 Vendor Application Form
Apply to be a vendor for the 3rd annual Multicultural Festival of Elmira (MFE) on Saturday, September 20, 2025 from 11am to 6pm! 

We are committed to ensuring the festival represents a diverse range of races, ethnicities, and cultures, while fostering an environment that is inclusive and accessible to everyone. As a result, we will be vetting the applications to ensure there are no duplication of products and services and to ensure that market vendors and information booths have equal opportunities for attendee awareness and interaction with your booth.

Learn more about the festival here.

Application Deadline: May 31st, 2025
Vendors will be contacted within a month of applying if they are accepted into the festival!
Once vendors are confirmed, payment and any other mandatory forms are due no later than June 30, 2025. 
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Contact Name: *
Main Contact Email Address *
Name of Business or Organization:  *
Contact Phone Number: *
Business Location/Local Area:  *
Full Mailing Address (including postal code): *
Business Website URL: *
Business Social Media Handles (Facebook, Instagram etc.):
Global Scavenger Hunt Activity

Please provide the country or culture the booth representative identifies as:

*Please make sure to email us the flag of the country your business represents. 
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Please provide a brief description of your business or organization below.

This will be included on necessary marketing material.
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Vendor Fees

Indigenous Service and Market Booths: FREE
Sponsor Booths: FREE
Food Trucks: $50 + $100 refundable deposit
All Other Service and Market Vendors: $50
Non-Profit Organizations: $30*

Each vendor booth includes a 10'x10' space. Requests for additional space will incur extra charges.

*Non-profit organizations, including grassroots groups, must undergo a vetting process to confirm that your work generates no personal profit. This ensures alignment with the festival’s mission.

Please select the category below that best describes your business:

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Required
Will you be selling items? *
If you answered yes to the question above, please provide a list of items you plan on selling at the event:
Will you be handing out free items at your booth? If so, please tell us what they are. 
Equipment

We will have up to two 8'x3' tables available for vendors. Vendors are responsible for bringing all other items, such as tents and chairs.

Please provide the number of tables you require. 
Limited number available
 *
Are you bringing a tent/canopy? *
Electricity

There is limited electricity at the park. It is recommended that booth set up requires little to no electricity. Use of large generators is prohibited, however, small inverter generators are welcome.

Do you require electricity for your booth? If so, please let us know what you plan on bringing for this setup. 
Marketing

We will be using media and your business information to market your business. Please provide a Google Drive link to your photos which can be used to market your products/business on our social media pages and website.

Alternatively, you may email us the files at vr@heartsopenforeveryone.ca. *
Vendor Card Giveaway

During the festival, we’ll be hosting a community giveaway to encourage attendees to engage with vendors. Guests can participate by visiting or purchasing from three different vendor booths (or more). At each booth, they must collect a signature or sticker to complete their card. Completed cards can then be entered into a draw for a chance to win prizes generously donated by vendors.
Each year, we receive multiple contributions, which are grouped into three prize packages to be awarded during the event.

If you plan on participating, please list the item(s) you will be giving away if you are chosen as a vendor for our festival.

Please ensure your donated item is packaged and ready to be offered as a door prize. Volunteers will be collecting the items upon your arrival for the morning setup.  *
Additional Requirements for Food Vendors

Food vendors are required to send us a copy of the following forms to: vr@heartsopenforeveryone.ca.

1. Public Health Food Safety Inspection Report 
2. Public Health Special Event Form for Food Vendors
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Additional Requirements for Food Trucks

Food truck vendors are required to send us a copy of their Food Truck License.
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All vendors must comply with the following:

All vending fees are final and therefore non-refundable.

CONTRACT 
If your application is accepted for your participation at the H.O.P.E Multicultural Festival of Elmira (MFE), you will be sent a contract to sign within 30 days of acceptance. Once signed, any changes from what has been submitted from this application will not be considered. 

You understand that this application represents exactly what your goods and/or services will offer at the festival. Any changes outside of what is provided in this application will not be considered.

PROOF OF INSURANCE
All vendors are highly recommended to have insurance to cover their business. The following link provides coverage for events like the MFE:
https://www.palcanada.com/index.php/en-us/event-participants/exhibitor

PARKING 
We recommend that you arrive early to find a spot closest to the venue. The load and unload area is permitted for setup only, and will be located at the west side (right) of John Mahood Junior Public School, between the school and Gibson park. Vendors will be notified if the load/unload location changes.

VENDOR SUPPORT
Vendor Coordinators will be on site to handle any vendor disputes or concerns. We will do our best to accommodate your needs. Please keep in mind, however, that our resources are limited and we cannot always guarantee that we will be able to meet your needs. 

VENDOR REQUIREMENTS 
Event Location: Gibson Park, 17 First St W, Elmira.
MFE runs from 11-6 PM (Festival Hours).  
Vendors selected for the festival are not guaranteed a spot at the festival until payment is received. 

SETUP REQUIREMENTS
• Set up and arrival time is expected at 9:00 AM and should be completed no later than 10:30 AM. Festival volunteers have the right to refuse entry to vendors that arrive past 10:00 AM.
• Take down and clean up of booth space no later than 7 PM.
•Be responsible for the rest of setup materials (i.e. chairs/signs etc.). 
• Have clear, visible signage displaying the name of the business, product information and pricing. This can be achieved by hanging a banner along the top of the tent or setting up an A-frame sign on the grass to attract and engage visitors.
• Use of music or sound systems is not permitted to prevent interference with the stage sound.  
• Conduct the business activity within the allocated area.
•The booth space must be left clean and in the same condition it was prior to arrival. Trash and other material should be disposed of and not left behind. 
• Failure to leave the site clean, and/or to report broken or damaged furniture, equipment or property that does not belong to the vendor may result in additional costs.
• Vendors are prohibited from transferring, sharing or allowing others to use any part of the allocated space without prior written permission from the organizers.
• NO VEHICLES are allowed within the park after 10:00 AM. 
• Vendors are permitted to drive their vehicles into the park to get closer to their booth space before 10:00 AM. However, please be aware that the grounds may be difficult to navigate, and driving through areas with trees may be challenging. For a smoother setup experience, it is recommended to bring a wagon or cart to transport items from the vehicle to the booth space.  
• Vendors will be notified if there are any changes to this procedure prior to the festival.

GENERAL REQUIREMENTS
• Be on-site during the Festival Hours.
• MFE organizers and volunteers are not responsible for any loss of funds for market vendors. To help ensure a successful experience, vendors are encouraged to actively promote the festival, your products, and your booth in the weeks leading up to the event.
• The MFE Volunteer Committee reserves the right to prohibit the display and/or distribution of anything  we consider obscene or otherwise offensive. 
•  The festival promotes positive and respectful interactions among cultural, religious, and ethnocultural communities. Vendors are encouraged to embrace and celebrate diversity while fostering inclusivity through their offerings and interactions with attendees.
•  The festival is a hate-free and inclusive space. Vendors must refrain from displaying or promoting content that is hateful, discriminatory, or politically partisan, including religious or political materials that could be perceived as divisive or exclusionary.  
• Vendor Coordinators and MFE volunteers are not responsible for supervising or managing vendor booths. Vendors are solely responsible and liable for the security and management of their table(s) and all items within the allocated 10'x10' space.
• Vendors are responsible for providing their own meals.
• Theft-prevention is the responsibility of the individual vendor. 

By complying with this application the vendor agrees to abide by the conditions, rules & regulations set out on this application.
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Required
CODE OF CONDUCT

The Multicultural Festival of Elmira is a welcoming and inclusive event that celebrates diversity in all its forms. This includes representation from different races, ethnicities, cultures, religious beliefs, abilities, sexualities and genders, among others.

To maintain a safe and respectful environment for everyone, all vendors must abide by the following guidelines:

Zero Tolerance for Misconduct: Harassment, bullying, abuse, assault, illegal activity, intoxication, discrimination, plagiarism or any other form of harmful behaviour are strictly prohibited.

Respectful Behaviour: Vendors must treat all attendees, volunteers, fellow vendors, other festival participants and organizers with respect and professionalism. This includes refraining from expressing or displaying political opinions or views that may be divisive or directed towards others.

Social Media Conduct: Harassment, bullying or discriminatory behaviour on social media related to the festival or its participants will not be tolerated at any time.

Participation Policy: The festival organizers reserve the right to accept or decline vendor participation at any stage, including during the event, to ensure alignment with our values of inclusivity and respect.

Supportive Environment: All vendors are expected to foster a welcoming atmosphere where everyone feels valued and included. Kindness and patience towards volunteers, who work tirelessly to make this event successful, is greatly appreciated.

By participating in the Multicultural Festival of Elmira, you agree to uphold this Code of Conduct and contribute to a positive, inclusive experience for all.

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Required
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