Panamerican Food & Music Festival | ArtsXplosion Cultural Society
1. GENERAL AGREEMENT & LIABILITY
By submitting an application and signing the Vendor Contract, the applicant agrees to abide by the conditions, rules, and regulations set out in this document.
Indemnification: The Exhibitor/Vendor agrees to absolve Panamerican Food & Music Festival, ArtsXplosion Cultural Society, and its organizers, employees, and contractors of any liability for any loss or damage to any person or property for any cause whatsoever, or any claim or claims for legal action caused by the said applicant.
2. PAYMENT & CANCELLATION POLICY
- Payment Method: All payments must be made via Electronic Funds Transfer (EFT) to: director@panamfest.com
- Security Answer: For all transfers, the security answer must be: TORONTO
- Cancellation / Failure to Show: If the exhibitor is allotted an exhibit space and does not take possession of said space after the licensed agreement is signed, no refunds will be made regardless of the circumstances.
- Deposits: All deposits paid to secure a spot (Early Bird or Regular) are non-refundable.
3. VENUE & BOOTH SPACE
- Space Limitations: The Exhibitor agrees to confine their presentation within the contracted space only.
- Height Restriction: Displays must not exceed a maximum height of 10 ft.
- Subletting: Subletting of space is strictly prohibited. The vendor listed on the contract must be the primary operator of the booth.
- Relocation: The organizers reserve the right to change the floor plan or venue location if necessary.
4. SETUP & LOGISTICS (Move-In / Move-Out)
- Vehicle Access: Vehicles will NOT be allowed to enter the festival area during festival operating hours.
- Setup Deadline: Move-in must be completed by the specified time on the setup day (refer to your specific Application Schedule).
- Tear Down: Move-out may not commence until the festival is officially closed.
- Parking: The festival does not provide parking for vendors. Vendors are responsible for finding their own parking.
- Note: Underground Green P Parking is available nearby (greenp.com).
- Warning: All illegally parked vehicles will be tagged and towed at the owner’s expense.
5. EQUIPMENT, SAFETY & ELECTRICAL
- Tents:
- Vendors bringing their own tents must ensure they are in good condition.
- Weighting: Tents must be weighted (staking is not allowed). A minimum of 40lbs per leg is required.
- Electrical Usage:
- Electrical usage is strictly monitored.
- Using more power than purchased or using faulty equipment may result in immediate disconnection without refund.
- Generators: Freestanding generators are permitted ONLY for Food Trucks and must be declared in advance. All other vendors must use Festival Power if purchased.
- Propane & Gas:
- All propane tanks must be secured and have valid inspection tags.
- Food Trucks: Must have valid TSSA Field Approval for all gas equipment.
- Fire Safety:
- All food vendors are required to have a valid 2A-10BC Fire Extinguisher present at their booth at all times.
6. WASTE & SANITATION
- Cleanliness: Vendors are responsible for keeping their assigned area clean during and after the event.
- Grease & Oil: Grease and cooking oil must NOT be disposed of in festival drains, sewers, or garbage bins. It must be removed from the site by the vendor. Failure to comply may result in fines or cleaning fees.
7. REQUIRED DOCUMENTATION
Depending on your vendor category, failure to provide the following documents may result in the cancellation of your space without refund:
- Liability Insurance: Certificate of Insurance ($2M Liability) naming “ArtsXplosion Cultural Society” as additional insured (Required for all Food Vendors).
- Food Safety: Valid Food Handlers Certificate and City of Toronto Food Safety Package (Required for all Food Vendors).
- TSSA: Valid inspection for Gas/Propane equipment (Required for Food Trucks).
8. MEDIA RELEASE
Photographers and videographers will be onsite to document the Panamerican Food & Music Festival.
- By attending, you grant the Panamerican Food & Music Festival, its employees, and media partners the right to record, film, tape, and photograph your booth and staff.
- These images/videos may be used for promotional purposes (broadcast, print, email, website) without compensation or further permission.