Become an Event Vendor

Artist: Individual or organizations that occupy a booth with the sole intention of displaying and selling works of art/craft that have been personally handmade or designed by the artist or organization.

Community Booth Display: A not-for-profit entity that occupies a booth or display with the sole intent of entertaining, engaging, and interacting with festival or event patrons. There is no intention to sell products or solicit services in any way.

Event Partner: A for-profit commercial entity that occupies a booth or display with the sole intent to promote their business or solicit their services. Pease visit the Partnership and Advertising webpage for more information on how to get involved as an Event Partner.

Food and Beverage Vendor: A commercial or corporate entity that operates a refreshment booth, cart, concession, or vehicle with the sole intent of selling food and beverages to festival or event patrons.

Not-for-profit: An organization or association selling merchandise where the vendor does not earn any profit. All money raised is donated to the organization’s cause or goal.

Vendor: A commercial or corporate entity occupying a booth with the sole intention of selling commercially manufactured product to festival or event patrons. 

Space and Fees

• Participant fees are determined by the application type and size. Please indicate your appropriate size requirements when completing your application. Additional fees may apply if extra space is required.
• A limit of two booth spaces per festival or event will apply unless otherwise approved by an Event Representative.
• Spaces are limited and placement is made at the discretion of the Event Representative.

Offerings and Equipment

• Participants will be supplied with one (1) table, two (2) chairs and two (2) 15 amp electrical outlets if requested. Additional fees will apply to extra tables, chairs and electrical outlets requested.  Participants must provide their own water, ice and equipment including tents, cable mats, and extension cords.
• Only items listed in the Confirmation Email can be sold and/or sampled unless otherwise approved by an Event Representative.
• Selling or soliciting products/services from outside the booth space is strictly prohibited.
• No alcoholic beverages may be sold on Richmond Hill property without a liquor license and unless otherwise approved by an Event Representative.
• Richmond Hill is working to reduce reliance on single-use plastic items at all City-led events. Participants are strongly encouraged to use reusable alternatives options wherever possible. Please email events@richmondhill.ca for a list of acceptable alternatives. 

Additional Guidelines

• Relocating/sub-contracting of an approved space(s) is strictly prohibited.
• Participants are required to attend all dates and operating hours associated with the approved festival or event unless otherwise approved by an Event Representative.
• There will be no refund of payment for participants that do not attend the festival or event. Refunds will be issued only in extreme circumstances as deemed by an Event Representative. A service fee will apply to any refunds.
• Holiday Community Displays must not depict Santa Claus and/or Mrs. Claus or depict anything political, controversial or otherwise offensive.  They must incorporate lighting into their décor in order to ensure visibility; have décor that appeals to a family audience; provide their own power source; and may only distribute coupons/novelties and/or food and/or beverages if pre-approved by an event representative.

Event Fees

• Please note all rates are inclusive of the dates and operating hours associated with each festival and event; HST and service fees are also included.
• Rates are based by a 10' x 10' space, additional fees may apply if extra space is required
• Participants will be supplied with one (1) table, two (2) chairs and two (2) 15 amp electrical outlets if requested; additional fees will apply if extra tables chairs and electrical are requested
• All events are held outdoors.

Artists or Vendors interested in participating, please email events@richmondhill.ca.

General Liability Insurance

• Successful participants may be asked to provide evidence of General Liability Insurance in the amount of $5,000,000 per occurrence and listing the Corporation of the City of Richmond Hill as additional named insured. 
• Only a City Certificate of Insurance form signed and stamped by an authorized representative of the Insuring Company will be accepted. 
• Fill out the General Liability - Standard Form (and Umbrella and Automobile if required).  

York Region Public Health 

Successful food and beverage vendors must review the York Region Public Health Special Event Guidelines and complete a York Region Public Health Vendor Application Form found on the York Region Special Events page. 

These forms must be submitted to the Event Representative per the instructions outlined in the Vendor Confirmation. 

Apply to be a participant by completing a Vendor Application.

Submitting an application does not guarantee a space as a participant at Richmond Hill Festivals and Events. If selected, an Event Representative will contact you with further instructions.