Astral Harvest Music & Arts Festival
 

Vending

 
 

vending

The Astral Harvest Market is a bustling and dynamic area to be a part of! Participate this year by showcasing your unique food or products!  Astral Harvest receives many applications and unfortunately not all applicants will be approved. Read the following information carefully and below you will find a link to the application form.

 

Important Information

 

Fees

  • Vendor Fee: $300 This fee must be paid at the time of application. If you are not accepted, your fee will be refunded.

  • You will receive an email with the vendor fee paypal link. These fees must be paid before any application will be considered.

  • If accepted as a vendor you will receive an email with a contract detailing the information included on this page. This contract MUST be signed within 7 days of issue before any application will be considered complete.

  • Vendor fees DO NOT INCLUDE ANY STAFF PASSES.

  • Staff passes: Discounted price of $200 per person (plus taxes and fees which include 5% GST, $5 Tickit Fee, and 2.9% + $0.30 Payment Processing Fee). Craft vendors receive the option to purchase up to 2 discounted passes. Food vendors receive the option to purchase up to 8 discounted passes. Any additional staff passes can be purchased as regular admission tickets through our website or at any ticket venue.

  • If you are accepted you will receive an email with information about how to purchase staff passes. 

 

Dates

  • All Applications Open: January 15th, 2017.

  • Craft + Food Applications Close: April 16th 2017.

  • We will be approving/rejecting vendors throughout the application period. All applications will be assessed and approved/rejected no less than one week following the closing date. If you have not heard from us by the application closing date there may still be a chance you will be selected as a vendor this year.

  • All applicants will be notified of their approval status by April 23rd at the latest.

  • We do this to give ourselves the best selection of vendors, while allowing us to let long standing vendors know earlier in the year that they have been approved. Ultimately this helps us create the broadest variety of vendors with less product overlap between stalls.

  • Please note that your deposit may be held up until one week after the application closing date before being refunded (April 23rd 2017).

 

Vendor Team Hours

The Vendor Team is available on site during the following times:

  • 9:00am - 11:59pm Thursday July 13th
  • 10:00am - 6:00pm Friday July 14th
  • 12:00pm - 6:00pm Sat & Sun July 15th & 16th
  • 6:00pm - 8:00pm Monday July 17th

All inquires for the Vendor Team are to be directed through the Info Booth. Please be patient with all inquires as we also work in various other capacities within the festival.

 

Arrival Times and Hours

  • Vendor Arrival times: 9:00am-11:59pm Thursday July 13th. (Anyone arriving outside these times will be asked to reside in General Camping until a vendor coordinator is available to place them.) There will be no setup without a vendor coordinator present.

  • No early arrivals before 9am Thursday July 13th.

  • All vendors must be setup and operational by 12:00pm Friday July 14th.

  • Craft vendors are not to tear down until after 4:00pm Monday July 17th and may remain open throughout Monday.

  • Food vendors are expected to be open and operational throughout Monday July 17th.

  • We ask that the festival grounds be exited by Tuesday July 18th at 2:00pm.

 

Setup / Structure

  • Your placement on vendor row will be determined and at the discretion of our Vendor Team.

  • Absolutely no setup prior to contact with vendor coordinator.

  • Ideal structures: 10x10, 10x20, 10x30 “easy-up” with a professional appearance.

  • All other structures will require pre approval from the festival.

  • Each shelter is to be staked down on each corner with a stake driven no less 18” into the ground at a 45 degree angle. ANYTHING LESS THAN THIS IS UNSAFE AND UNACCEPTABLE.

  • The standard set up hardware that is included with your “easy up” is very often insufficient.
    Any protruding stakes/sharp objects/tripping hazards are to be covered and mark with fluorescent tape/paint/tennis balls.

  • Each corner of the structure will be affixed to the above mentioned stakes with nothing less than a 1” wide ratcheting strap (or equivalent).

  • All structures & setup are subject to inspection & approval via the Vendor Team.

  • Any structures failing to pass inspection will be given a 3 hour window to remedy any issues before being asked to dismantle the structure.

  • Alternatively, if issues cannot be remedied by your own means, Astral Harvest can attempt to bring your structure up to expectation for a fee of $250.

 

Land & Weather

  • Not all vendor sites will be perfectly flat! It is your responsibility to be prepared and bring materials to accommodate for potentially uneven ground (ie. blocks). As prior, your placement is at our discretion and you will not be moved due to issues arising from terrain concerns. Come prepared!!!

  • Be prepared for any and all weather conditions.

  • You are expected to be at your stall should bad weather occur. We have experienced strong rain/winds in the past and need you there to assure your structure and product is safe and secure.

  • Any structural safety issues that do arise due to bad weather/poor setup/inadequate equipment will be addressed by Astral Staff and a $250 fee will be assessed to the stall operator.

 

Camping and Vehicles

  • Due to space limitations, not everyone is able to camp at their stalls.

  • The large majority (all stalls on the north side) of vending stalls do have an area for camping.

  • Vendors on the north side of the road may use one vehicle as part of your site. Additional vehicles must be left in designated parking areas.

  • Additional space for camping at your site will be clearly marked and directly behind your stall.

  • There will be an additional tenting only area (limited to 1 tent per stall) on the north side of the road for people vending on the south side of the road.

  • There is to be no camping or vehicles behind stalls on the south-side of the road.

 

Craft Vendor Power and Water

  • Power will be provided in the form of one or two 20Amp 120Volt circuit in a regular 3-prong outlet. If you require additional power, please state this in your application.

  • You are required to bring any additional extension cords and power bars to accommodate your site. We recommend 200ft of cord!

  • Any special power adaptors required is the responsibility of the vendor. Please be sure to state any non-standard power needs in your application.

  • Potable water is also supplied via a pressurized garden hose.

 

Food Vendor Power and Water

  • Generally we are able to provide a 30 amp 220v twist lock connection along with a 15 amp 110v circuit per food vendor. We have a few additional 50 amp “range plug” connections as well if needed. We will be in more direct contact come festival time regarding your power needs as well. Please state your power needs with as much detail as possible in your application.

  • Potable water is also supplied via a pressurised garden hose.

  • You are responsible for all needed extension cords, water hoses (100ft of potable water hose recommended), electrical adaptors, hose splitters (highly recommended) as well as properly dealing with your grey water.

  • Grey water disposal tanks are available behind the food vending area.

  • Fire extinguishers will be close by in case of emergency. The vendor coordinator will show you on-site.

  • There will be no float/change provided by the festival for vendors. The nearest bank is in High Prairie .

 

Environment

  • Garbage cans and recycling bins will be supplied, close to the vendor stalls.

  • The Festival is ANIMAL FREE, so please leave your pets at home.

 

Food Vendor Enviro Deposit, Food Vouchers & Health Forms

  • Food vendors are subject to a $250 enviro fee which will be collected upon arrival at the festival.

  • If accepted, food vendors are required to fill out all appropriate health inspection documents and submit them no later then two weeks prior to the festival start date.

  • The vendor team, as well as the post festival clean up coordinator, will do a site walk through with you prior to leaving the grounds. Enviro deposits will be returned upon successful completion of this walk through.

  • All food vendors operating deep fryers will need to have their fry oil containers marked and tagged prior to operation. All fry oil will need to be presented at enviro check in, in the original marked containers and it WILL BE TAKEN WITH YOU OFFSITE.

  • THERE IS TO BE NO DUMPING/DISPOSAL OF ANY FRY OIL ON FESTIVAL GROUNDS.

  • FAILURE TO DO SO WILL RESULT IN THE LOSE OF YOUR ENVIRO DEPOSIT AND YOU WILL NOT BE INVITED BACK.

  • Food vouchers for select artist will be distributed by Astral Harvest and will be reimbursed @ 70% of their original value.

  • Food vouchers will be collected on Tuesday July 18th. Any food vouchers not collected at this time WILL NOT BE reimbursed.

  • All food voucher reimbursements will be done no less than 2 weeks following the festival via e-mail money transfer.

 

Acceptance & Terms

  • Vendors and all of its subcontractors, employees, and volunteers hereby agree that Astral Harvest and any of its subcontractors, employees, and volunteers will not be held liable for any problems, damages, losses, accidents, deaths, or injuries that may occur at the festival.

  • Any violation of this contract will be considered grounds for cancellation of this agreement.

  • Astral Harvest reserves the right to cancel this agreement at any time.


Closed

 
© Astral Harvest 2017