Welcome Vendors
2013 Vendor Applications available Dec. 1st, 2012

Over the past several years the Elmvale Maple Syrup Festival has grown in popularity attracting thousands of people, young and old, to the streets and buildings of Elmvale.  Visitors and vendors alike enjoy the hospitality of our small Ontario town and help in the celebration of the annual maple syrup production.

The Elmvale Maple Syrup Festival strives to promote maple syrup products, local arts and crafts as well as local merchants, service organizations, schools and so on.  To achieve this, the organizing committee reviews each and every vendor application to ensue acceptability within the guidelines set forth by this committee.

Booth locations are assigned as each returned application is received and reviewed by committee members. Returning Vendor’s prior year spot will be held till January 31st. If your application has not be received with payment by then, the remaining vacant locations will be assigned on a “first come” “first serve” basis and dependant on the type of product being offered for sale. We will of course always attempt not to put vendors selling similar products beside each other. You may only sell one product group in your location. (ie: if you are a jeweler or crafts vendor, you CANNOT sell food or another product group)

Booth rental fees are for your location only. We do not provide you with tables, chairs, or any other pieces of equipment. Please bring all items that you will need to operate your booth with you. There is NO hydro available in any of the outside locations. Hydro is available in the arena at an additional charge.

Street vendors may start to set-up in their assigned locations after the streets are officially closed at 7:00 am. Vendors with trailers and located on Queen Street West are encouraged to be there at 7am or earlier as it will be very difficult to maneuver your trailer once the other vendors have started setting up. Arena vendors may set up inside the arena on Friday evening, the doors to the arena will be open from 4 pm until 9 pm, should they wish to do so. All vendors are encouraged to be fully operational by 8:30 am on the Saturday when the festival officially opens to visitors.

Street vendors will be assigned a booth location in one of the following areas; Queen Street West, Maria Street or Community Parking Lot.  Outside vendors must be off the main streets prior to 5:00 pm as this is when the streets have to reopen to local vehicular traffic. 

Please remember to bring your payment receipt / booth confirmation # with you on festival day.  This will aid festival staff on duty to direct you to your booth set up location and ensure all vendors get to their assigned locations with out problems. 

The official “Pancake House” is located in the Elmvale Community Hall at 35 Queen Street West.  Pancakes with maple syrup and sausages are served all day long for a nominal fee.

The Elmvale Maple Syrup Festival will proceed as planned regardless of the weather so please come prepared for any situation.

The Elmvale Maple Syrup Festival is run entirely by volunteer organizations working together to promote and support the community of Elmvale and the surrounding districts.  Let’s all work together to make this day successful, safe and enjoyable for everyone.

Thank you for your support;
The Elmvale Maple Syrup Festival Organizing Committee

Download EMSF_VendorInformation.pdf

Administration Contact

Elmvale Maple Syrup Festival Association
P.O.Box 3002
Elmvale, Ontario
L0L 1P0 Canada

Garry Janda
emsf011@bell.net

Applications for 2013 will be accepted 'only' after the 1st of December, 2012. Please note that space is limited, vendor sites are reserved on a first come first served basis.

Returning Vendor’s prior year spot will be held till January 31st. If your application has not be received with payment by then, the remaining vacant locations will be assigned on a “first come” “first serve” basis.

Thank you very much for your interest and consideration.

Vendor Application

Download EMSF Vendor Application to the Annual Elmvale Maple Syrup Festival to be held on Saturday, April 20th, 2013.

Please note that Vendor Receipts/Confirmations have been mailed out on Monday March 25th, 2013. If you haven't received your Vendor Receipt/Confirmation by April 5th, 2013, please contact me immediately. Thank you for your support and see you April 20th, 2013.

For the 2014 Street & Arena layout of Vendor Spots:
EMSF Street/Arena Map

For a Map of Allocated/Vacant Spots for 2013:
EMSF Vendor Allocations/Vacancies 2013

For a list of attending Vendors for 2013:
EMSF Vendor List 2013

Thank you very much for your interest and consideration.

Rules and Regulations

Booth set-up guidelines must be strictly adhered to due to fire and safety
regulations / restrictions dictated to us by township and county officials.
No Overhangs outside allotted booth dimensions will be allowed.

All equipment, displays, supports, signs, etc. must remain within the allotted booth dimensions.

Vehicles remaining in the booth as part of the booth set-up must stay within the allotted booth dimensions.  All other vehicles and oversized vehicles will not be permitted to stay on site.

Queen Street West from Yonge Street (Cty Rd 27) to Lent Street and Maria Street North from Queen Street to the Arena and Fairgrounds entrance will be closed to local vehicular traffic starting at 7:00 am.  This is to allow vendors safe access to their booth set up areas.  Booths must be fully set up and functional by 8:30 am when the Festival officially opens to the public.

Vendors must remove their booth set-ups, clean up their sites and vacate the street area prior to 5:00 pm when the streets will be reopened to local vehicular traffic.

You are encouraged not to bring your family pet to the festival.  Dogs will not be permitted to be tied up at your booth location.

If you are a food vendor and will be cooking or selling food products from your booth all health rules and regulations must be met.  You will be required to obtain a “Special Event Permit” from the Collingwood office of the Simcoe County District Health Unit.  This permit is to be displayed in your booth. You can reach the Health Unit office at (705) 445-0804 or check the Health Unit website at http://www.simcoemuskokahealth.org/Topics/FoodSafety.aspx for more information on Special Event permits. Please note that permit applications must be submitted to the Health Unit at least 10 days prior to the event for processing.

If you are a food vendor requiring a “Refreshment Vehicle License” for commercial equipment, you may obtain further  information and arrange inspections by contacting The Township of Springwater, 2231 Nursery Rd, Minesing, ON L0L 1Y2 or phone 705-728-4784 ext .  Please contact the Township prior to April 1st ext 2042  to ensure compliance.

Vendors are responsible for keeping their booths clean and free of all garbage and other waste materials.  Although garbage receptacles will be placed throughout the area for public use, you are to be responsible for your own waste materials, take it home with you.  This includes empty boxes, papers, cardboard, your own garbage, etc..

Vendors are responsible for having their own liability insurance.  Be prepared to show proof of insurance.

Note:  “The Applicant agrees to save harmless The Elmvale and District  Maple Syrup Festival Association and their committee members at all times from any claim of any kind or nature whatsoever in law, equity or otherwise arising out of or indirectly resulting from the construction, operation or maintenance of the applicant’s operation at the Elmvale Maple Syrup Festival”.

Due to high demand for booth locations, assignments of lots are made in the order in which the completed application forms are received back to the festival organizers. To ensure your spot at the Elmvale Maple Syrup Festival is reserved, please return your completed application form along with your payment as soon as possible. If you are a returning Vendor, your prior year spot will be held till January 31st. If your application has not been received with payment, then the remaining locations will be assigned on a “first come” “first serve” basis. Upon review and approval of your application, a payment receipt, a Booth Number Allocation and a map showing your set-up location will be mailed to you in the first week of April as well as you can view all vendor assignments on our website at www.elmvalemaplesyrup.ca/vendor.html#3. The Festival Committee will make every attempt to fulfill your request for location. Final decisions will be made by the committee.

Please note that space is limited.

Only those vendors registered with the Elmvale Maple Syrup Festival organizers and approved will be allowed to operate a business on the day of the festival providing they adhere to all fire, safety, and health rules and regulations.  Space sharing by two (2) businesses or vendors is strictly prohibited.

The Elmvale Maple Syrup Festival Association hopes you have a great day and will follow these simple guidelines that have been set out for you.  Festival staff members wearing coloured vests or jackets and carrying identification will be on hand throughout the day to assist you.  Please cooperate with these staff members to make this year’s festival successful and enjoyable for all.

Thank you,
The Elmvale and District Maple Syrup Festival Association.

For further information call: Garry Janda at (705) 322-6613, or E-mail emsf011@bell.net

Download EMSF_VendorRegulations.pdf