York Region Fall 2015 Holiday Craft and Gift Sale Application Package

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1 York Region Fall 2015 Holiday Craft and Gift Sale Application Package Event: York Region Fall 2015 United Way Holiday Craft and Gift Sale Date: November 17, 2015 Timing: 9:30 a.m. to minimum of 3:30 p.m. / maximum of 6 p.m. Place: York Region Administrative Centre, Yonge Street, Newmarket, ON L3Y 6Z1 Accessibility Note: Accessible formats and communication supports for this application package are available upon request by contacting unitedwaycampaign@york.ca or , extension Dear valued vendor: York Region employees and York Regional Police are proud supporters of the United Way and annually run the largest United Way employee campaign within the Region. This year marks our 22 nd anniversary in support of local agencies through our fundraising efforts. Over the past 21 years, our employees have raised more than $3.3 million dollars to help local people in need. All proceeds from exhibitor fees for the York Region Fall 2015 United Way Holiday Craft and Gift Sale will be donated to United Way in support of York Region agencies such as Blue Door Shelters, CHATS, Big Brothers and Big Sisters, Community Living Agencies, Carefirst Seniors & Community Services Association, 360 Kids, Yellow Brick House, and The York Centre for Children Youth and Families, to name a few. York Region Fall 2015 United Way Holiday Craft and Gift Sale applications will be reviewed by a selection committee. The committee will evaluate the originality, creativity, craftsmanship and marketability of the items to be sold. Acceptance is also based on booth display (able to use four tables maximum), product packaging, and product category, to provide the best customer experience possible. All applications are reviewed against the qualifiers above, and successful applications are accepted, their payment is processed, and they are assigned a space at the Show. Successful applicants will be notified. Your complete Application Package with full payment must reach our office on or before September 25, Applications received after this date will be considered and reviewed, pending availability of space. An Acknowledgement of Rules has also been created for your review to clearly define common rules of the Show. On behalf of the thousands of people throughout York Region who benefit from the support of our donors, we want to thank you in advance for your continued support and generous contribution. Application Process The following items are required in your Application Package in order to be considered: A completed application form mailed in/dropped off as per instructions on the application form Photos of items you plan to sell at the show in print or via (minimum 2 detailed photos) Photo or sketch of your booth design and set up Signed and witnessed Release, Waiver and Indemnity Form Signed Acknowledgement of Rules Page 1 of 11

2 Deposit payable by Cheque or Money Order only. No Credit/Debit Card, interac e transfer, cash or post dated cheques are accepted for payment. For Food Vendors Only, a Completed Special Events Form (attached on pages 9 and 10) sent directly with your application, (not sent directly to Public Health). In return for your registration fee, successful applications will be given: An opportunity to participate in a very successful Show for a great cause Space of approximately 6 x 4 feet (per table purchased, to a maximum of four tables/spaces)* The selected number of tables purchased (each approximately 6 x 2.5 ) Craftsperson/business name used in Show communications Volunteers can be provided to secure your table(s) for short break period(s). Note: Volunteers are prohibited from selling any product in your absence and are there for security reasons only. *Location to be assigned by the selection committee. We will endeavor to provide the best opportunity to each vendor and therefore will allocate space based on Show needs. Please note that we do not have the capability to provide Wi Fi services at the Administrative Centre. Mobile Internet Sticks may be brought into the building if you require internet access. Although table reservation funds raised are donated to charity, Vendors are not eligible via the CRA Guidelines to receive a charitable tax receipt. As you know, the York Region United Way craft shows are usually very well attended and there is high demand for vendor space. Please submit your application as soon as possible. There are no refunds for no shows. Cancellations must adhere to cancellation policy (see page 5). Invitation to Donate to the United Way Campaign The people, families, and organizations in our community who rely on the United Way would greatly appreciate your company s support through the donation of a non monetary item to use as a prize or incentive in one of our many United Way employee campaign events this year, such as our silent auctions and our payroll pledge program. To help our 2015 United Way campaign efforts, we will be holding many events including: Fall auction Sporting events, raffles and much more! We know that our service to the public is enhanced by working with generous partners like you, whose donations so generously support fundraising efforts. Your donations in support of the United Way help build stronger neighborhoods and healthier families and make a significant positive impact to the community across York Region. To donate a gift to our campaign, please contact unitedwaycampaign@york.ca or call , extension Thank you in advance for your continued support and generous contribution. Items can be sent to: York Region Fall 2015 United Way Holiday Craft and Gift Sale c/o Finance Commissioner s Office Page 2 of 11

3 17250 Yonge Street, 4 th Floor Newmarket, ON, L3Y 6Z1 If you have any additional questions please don t hesitate to reach out to us via the contact information above. Thank you for your interest in the York Region United Way Holiday Craft and Gift Sale. The Regional Municipality of York Nov 17, 9:30 a.m. to 6 p.m Yonge Street, Newmarket, ON L3Y 6Z1 - Application PLEASE FILL OUT THIS PACKAGE IN ITS ENTIRETY AND MAIL OR DELIVER THIS PACKAGE WITH SUPPORTING MATERIALS TO: York Region Fall Holiday Craft and Gift Sale, c/o Finance Commissioner s Office, Yonge Street, 4 th Floor, Newmarket, ON L3Y 6Z1 MUST INCLUDE: APPLICATION RELEASE/WAIVER ACKNOWLEDGEMENT PHOTOS BOOTH DESIGN PAYMENT * For Food Vendors Only: You are required to also complete the Vendor Application Form for Special Events on pages 9 and 10. * Once your Application is received it will be reviewed. If you are selected by the committee, acceptance to the show is immediate and your payment will be processed immediately. If you are not selected, your payment will not be processed. Please see: Cancellation & Refund Policy FIRST AND LAST NAME COMPANY NAME RETURNING VENDOR NEW VENDOR MAILING ADDRESS CITY POSTAL CODE TELEPHONE (REQUIRED) WEBSITE PROVIDE A LIST OF ALL ITEMS YOU WISH TO SELL (ALONG WITH PHOTOS Min 2, Max 5) Attach a separate sheet if necessary. ELECTRICAL OUTLET REQUIRED?: NO YES IF YES, WHAT ARE YOUR SPECIFIC REQUIREMENTS? Page 3 of 11

4 * Note: There are a limited number of electrical sites available, therefore electrical sites cannot be guaranteed. Page 4 of 11

5 Each table/space is priced based on location as shown in the Map above: Value $100, Superior $125 and Premium $150. Please select your 2 preferred areas below, so we can accommodate should you first choice no longer be available. We will automatically assign your table location based on availability. Please calculate Payment based on your First Choice location fee. If we cannot accommodate your first selection, adjustments will be made to your balance and the difference will be billed or returned to as applicable. First Choice Please check only one Second Choice Please check only one Please indicate your first and second preference in each section below. $150 PREMIUM $125 SUPERIOR $100 VALUE $150 PREMIUM $125 SUPERIOR $100 VALUE NUMBER OF 6 foot TABLES/SPACES* REQUESTED: (To a maximum of 4) PAYMENT: # Tables x $ FEE per table = $ (Full amount due with Application) *NOTE: 1 Table = One 6 x 4 space. Request the NUMBER of 6 foot TABLES/SPACES based on the TOTAL space required including racks and/or displays, etc. We cannot accommodate extensions beyond space purchased. Please make Cheque/Money Order payable to: The Regional Municipality of York Sorry: No Credit, Debit or Interac Transfer payment accepted Submission packages must be received by September 25, Applications will be reviewed and selected by our selection committee. If selected, your application and deposit will be immediately processed. You will be notified of acceptance commencing November 2, FOR OFFICE USE ONLY Complete Package Review (initial): Rec d on: Reviewed on: TABLE #(s) FEES OWING $: FEES RECEIVED $ Page 5 of 11

6 Acknowledgement of Rules of the York Region Fall 2015 United Way Holiday Craft and Gift Sale Eligibility The reputation of the York Region United Way Craft and Gift Show has been built on outstanding products and participation. All submissions are juried to ensure our standards are maintained while ensuring great quality and selection for the general public. A completed Application Package with deposit must be received by the deadline in order to be eligible. How Your Work is Assessed Our primary basis for selecting work is the quality, originality and craftsmanship of the work. Acceptance is also based on booth display, product packaging and product category so no one product is over weighted. Significance will be added to artisans selling their own high quality work. If you do have products not produced by yourself, we recommend it not exceed 25 per cent of your total space. The selection committee reserves the right to decide about the appropriateness of all work and items to be included. The decisions of the selection committee are final. Images of Work and Booth You must submit a minimum of two images to a maximum of 5 images of the items to be sold at the 2015 York Region Holiday Craft and Gift Sale (digital format preferred with your company name in the subject line please). If more than 5 images are submitted, only the first 5 will be presented to the selection committee. You are also encouraged to submit an image showing the booth set up as it gives the selection committee an overall view of the range of work that will be sold. Return of Print Photos Should you submit print photos, please include a self addressed stamped envelope, large enough for your photos, with sufficient postage so we may return your photos, cheque and application if you are not accepted into the show. Please note, entries without a postage paid return envelope will not have photos returned. If you are accepted, images are kept on file. Notification of Successful Vendors Applicants who pass the selection committee are automatically accepted, their payment is processed and they are assigned a space at the Show. Successful applicants who have submitted completed applications on or prior to the Sept 25, 2015 deadline will receive an with specific details of your assigned space commencing Oct 16, If your work has been selected, your fee cheque will be cashed upon acceptance. You will be sent an acceptance package including pertinent information about our show. This will be sent by . If you are accepted, photo images are kept on file. If your work is not accepted, your cheque will be returned along with your images, if a self addressed, postage paid envelope is provided. If a postage paid envelope is not provided, payment and applications will be destroyed. Fees In order for an application to be considered, the associated fee of $100 $150 per table requested must accompany your completed application package. Fees are payable by cheque, or money order. No credit, debit, cash, interact e transfer or post dated cheques will be accepted. Please make cheque/money order payable to: The Regional Municipality of York. Assignment of Location Your application does not guarantee a specific location. The overriding criteria determining location assignment is electrical requirement (limited space available) and optimizing customer shopping experience. You will be assigned space based on the selection of your preferred location as available (Value, Superior, or Premium, electrical or non electrical) and the review of the selection committee and the Craft and Gift Sale committee. We also cannot guarantee table placement relative to any other vendor or type of goods. The decisions of the committee are final and no substitutions can be made on the day of the show. Cancellations & Refund Policy If you choose to cancel after acceptance into the show, and contact via to inform the organizers on or before Oct 16, 2015, you will receive a refund of fifty per cent (50%) of the total fees paid. For any cancellation on or after Oct 16, 2015, no refunds will be issued and you will forfeit your space at the show. Payment Full payment is due at the time of application submission. Page 6 of 11

7 Acknowledgement page 2 o f 2 Insurance Exhibitor must insure their goods and/or equipment against any loss. Set Up The Exhibitor may not under any circumstance sublet all or any portion of their space rented under the terms of this contract. No knives, guns, pornographic or any offensive materials will be allowed. Your table number(s) and location will be given out at show registration on show set up date. Space not occupied by 9:30 a.m. will be re sold immediately. No refunds will be given. Booth Operation Booth must be staffed during all hours of operation. Should the vendor require a break, they may advise volunteer staff at the show. Exhibitors and their staff will be courteous towards all customers, volunteers, and other Exhibitors. At the discretion of the Craft and Gift Sale committee, any noncompliance will result in immediate expulsion and in automatic refusal of space to Exhibitor in subsequent years. For Vendors who are not bringing additional staff, we have recruited a volunteer team to secure your space and allow you a brief coffee or bathroom break. If you opt not to bring a lunch, there is an onsite cafeteria with a variety of items for sale during breakfast and lunch. Vendors must remain on site until a minimum time of 3:30 p.m. Sound/Video In the case(s) where sound and or video equipment is used, Exhibitor is required to ensure there is no disturbance to neighbouring exhibitors. Food Vendor Food Exhibitors must comply with regulations of the Public Health Department and submit required documentation. See Special Events Form Food Vendors Only, or click on the link provided directly on the application form. Fire Regulations The Exhibitor agrees to observe all Fire Regulations and maintain acceptable Fire Prevention practices as required by the Regional Municipality of York. There is no smoking indoors. Smoking is confined to the designated smoking area outside. Refuse All refuse recycle material, boxes, etc. will be removed from the premises at the end of the Show by the Exhibitor. Exhibitor Compliance Exhibitors must comply with the Craft and Gift Show rules as stated. Failure to do so may lead to immediate expulsion at the discretion of the Craft and Gift Show committee and will result in automatic refusal of space to Exhibitor in subsequent years. Quality of Goods Exhibitors must ensure all items have valid expiration dates. Exhibitors will ensure all items being sold are genuine quality. No illegal reproduction or counterfeit items are allowed. At the discretion of the Craft and Gift Sale committee, any noncompliance will result in immediate expulsion and in automatic refusal of space to Exhibitor in subsequent years. BY SIGNING THIS STATEMENT, I ACKNOWLEDGE HAVING READ, UNDERSTOOD, AND AGREED to the above ACKNOWLEDGEMENT OF RULES of the York Region 2015 United Way Holiday Craft and Gift Sale. DATE: SIGNATURE: Page 7 of 11

8 NAME: RELEASE, WAIVER and INDEMNITY FORM FOR INDIVIDUALS IN CONSIDERATION of permission being granted to allow me to enter and remain present for purposes of the York Region 2015 United Way Holiday Craft and Gift Sale on the land and the premises controlled by The Regional Municipality of York or its contractor known as: Yonge Street, Newmarket, ON L3Y 6Z1. I, for myself, my heirs, executors, administrators, successors, assigns and invitees, HEREBY RELEASE, WAIVE AND FOREVER DISCHARGE The Regional Municipality of York, its Chairman, Regional Councillors, officers, employees, contractors, and The Regional Municipality Police Services Board, OF AND FROM ALL claims, demands, damages, costs, expenses, actions and causes of action, whether in law or equity, in respect of death, injury, loss or damage to my person or property, HOWEVER CAUSED, arising or to arise by reason of this permission being granted. I FURTHER HEREBY UNDERTAKE TO HOLD AND SAVE HARMLESS AND AGREE TO INDEMNIFY all of the aforesaid from and against any and all liability incurred arising as a result of, or in any way connected with the permission granted. I ACKNOWLEDGE AND AGREE that I shall comply with any requirement and instructions issued by the Region's representative with respect to my conduct and attire while at York Region Fall 2015 United Way Holiday Craft and Gift Sale and that failure to comply may result in this permission being rescinded. BY SIGNING THIS STATEMENT, I ACKNOWLEDGE HAVING READ, UNDERSTOOD AND AGREED to the above RELEASE, WAIVER AND INDEMNITY. DATE: SIGNATURE: NAME: Witnessed by: NAME: Page 8 of 11

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10 Vendor Application Event Form (Special Event, Farmers Market & Wild Game Dinner) Complete and return form to York Region Community and Health Services at least 10 days before the start date of this event. For assistance, please contact York Region Health Connection at or HC@york.ca Office Fax Numbers Georgina: Markham: Richmond Hill: Tannery: Vendor Information Contact Name: Corporation/Numbered Company: Vendor Name: Address: Has York Region inspected you this year? Yes No City/town: Postal Code: Fax: Business Phone: Cell Phone: Address: Event Information Event Name: Participation Start Date: Event Location/Address: Last Date of Participation: Days of operation (check all days that apply): Hours of Operation: Mon Tues Wed Thu Fri Sat Sun Proposed Food Menu (if you need additional space to list all food and suppliers, attach a separate page) Food Item(s) Offered to the Public Name and Address of Source(s)/Supplier(s) Name: Address: Phone: Name: Address: Phone: Name: Address: Phone: Name: Address: Phone: Food Safety Inventory Management and Employee Food Safety Knowledge Will a certified food handler be on site each day that you are participating in this special event? Yes No If yes, how many certified food handlers will be present: Cold Holding Refrigerator (4C or lower) An insulated cooler with ice (4C or lower) How do you intend to keep food cold? Chest freezer ( 18C or lower) Other (specify): Hot Holding Steam table BBQ/Grill How do you intend to keep food hot? Chafing dishes Other (specify): Food Preparation indicate the type of preparation that will be done at the event: 03/2014 Page 1 of 2

11 Vendor Event Application Form (Special Event, Farmers Market & Wild Game Dinner) Food Handling and Storage Contact Name: What type of equipment will you have on site to handle and store food? (check all that apply) Temporary Handwashing station Liquid soap with paper towels Two compartment dishwashing station Sanitizing solution Hairnets/hats Probe thermometers Thermometers for coolers/refrigerators Other (specify): Equipment Layout for Booth This section must be completed Serving utensils specify total number: Cooking utensils specify total number: Provide an equipment layout for your booth at the event. The layout can be hand drawn in the space below or attached to this application. Please take the following into consideration: At a minimum, temporary handwashing stations must consist of an insulated container with a spigot that provides a continuous flow of running water, liquid soap, paper towels and a bucket to collect waste water. The temporary handwashing station must be set up on an elevated surface (i.e., table). Hand sanitizers do not replace the requirement for handwashing stations. Comments Date: Public Health Inspector s Signature Vendor s Signature NOTICE OF COLLECTION Personal information requested by staff is collected under the authority of the Health Protection and Promotion Act and will be used to provide statistical data to the Ministry of Health and Long Term Care. Page 2 of 2

REGISTRATION FORM 2018

STUDENT: REGISTRATION FORM 2018 *Please note registrations are accepted on a first come first served basis. All sections on registration form must be completed. PARENT/GUARDIAN: Date of Birth: (yyyy/mm/dd)