MFE 2024 Vendor Application Form

Apply to be a vendor at the 2nd annual Multicultural Festival of Elmira (MFE) taking place on Saturday, September 21, 2024! The MFE will help broaden our knowledge and awareness of the cultures that surround us. Our goal is to welcome newcomers to the Waterloo Region with open arms, celebrate various ethnic groups, bring awareness to diversity and inclusion-related artists, workshops, services and vendors, and create a safe and compassionate place where all people are welcome.

Application Deadline: May 31st, 2024

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, 2024.

Full Name *

Organization Name *

Email Address *

Phone *

Full Business Mailing Address *

Business Website URL

Business Social Media Handles (Facebook, Instagram etc.):

Please provide a brief description of the your business or organization below:

Please provide the country or culture your goods/resources represent *

Vendor TypeMarket (Selling Products)Food BoothFood TruckNon-profit OrganizationIndigenous Organization or Community MemberGold/Platinum/Presenting SponsorBooths for Indigenous vendors plus Gold, Platinum and Presenting Sponsor booths are free. Non-profit Organizations must pay $30. Food trucks must pay $50 + a $100 refundable deposit. All other vendors are required to pay $50. Each vendor booth is allocated a 10'x10' space. Additional space requests will incur extra charges. Select the box below that applies to your business.

Will you be selling items?YesNo

Please provide a list of items to be sold at the event:

Will you be giving away items at your booth? If so, please tell us what they are.

Are you willing to provide an item for the community draw? If yes, please submit the item packaged/ready for it to be offered as a door prize prior to the festival.YesNo

Equipment *1 table2 tablesEquipment 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

Tent/Canopy *YesNoAre you bringing a tent/canopy? Note: One 10x10 tent will be provided for food vendors

Photos *

Upload photos that can be used to market your products/business for our social media pages and website.

By selecting this checkbox, you agree to abide by the conditions, rules & regulations set out in this application.

All vending fees are final and therefore non-refundable.

CONTRACT
If your application is accepted, this form will become the contract for your participation at the H.O.P.E Multicultural Festival of Elmira (MFE). All vendors must conduct their activity within their allocated concession area (to be determined closer to the event date).

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

ELECTRICITY
There is limited electricity at the park. It is recommended that your setup requires little to no electricity. Generators are prohibited unless they are small inverter generators.

SITE SETUP
We cannot guarantee your spot at the festival until payment is received.

The tables provided for vendor booths are approximately 3'x8' feet.
Each vendor booth is provided with a 10'x10' space. Any more space that is needed, will require additional payment.
You may not assign your space or permit anyone else to use any part of the space without our prior written permission.
Vendors are responsible for the rest of their setup materials (i.e. chairs/signs etc.)
Vendors must bring their signage and displays.
The MFE Volunteer Committee reserves the right to prohibit the display and/or distribution of anything we consider (in our opinion) obscene or otherwise offensive.
Vendors must leave the booth space clean and in the same condition, as it was when you arrived. Trash and other materials 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.

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 on 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 COORDINATORS
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. Also, note that we are volunteers, and your kindness will be appreciated.

VENDOR REQUIREMENTS

Vendors will set up at 9:00 AM and are expected to be set up no later than 11:00 AM.
Vendors are required to be on-site during the Festival hours and should be completely packed up by 6:00 PM.
Vendors are prohibited from providing their own music or sound system.
Vendors are responsible for providing their own meals.
Theft-prevention is the responsibility of the individual vendor.
Vendors may only conduct activities approved by vendor coordinator(s).