Thank you for your interest in participating in Plastic-Free YYC’s 2020 Zero Waste Festival! Before submitting your application, please make sure to review the following rules and guidelines:

Exhibitor Qualifications

Plastic-Free YYC welcomes applications from exhibitors who abide by our mission and goals: to reduce waste in our city and promote a circular economy. More precisely, we are seeking exhibitors that :

  • Promote a sustainable, waste-free, plastic-free or zero-waste lifestyle through services or product offerings
  • Believe in and demonstrate a more circular economic process
  • Demonstrate community caring, and help to create social impact through their actions
  • Represent locally-based, Albertan or Canadian independent businesses.

Exhibitor spaces are assigned at our discretion, and we reserve the right to decline any exhibitors. In accordance with our mission, the Zero Waste Festival will be a plastic free and zero/low waste event. All products that are sold or displayed must promote the zero waste, plastic free lifestyle. We reserve the right to exclude any items that we deem inappropriate.  Booth sharing is not allowed.

Day Of Event Details

The Zero Waste Festival (ZWF) will run from 11:00 a.m. to 6:00 p.m. on Saturday, July 18, 2020. 

It is expected that exhibitors be completely set up and ready for inspection at 10:00am. 

More event details, including set-up times, vendor location, festival map, etc. will be sent in a separate email to all approved exhibitors at least two weeks prior to the event. You will NOT be permitted to change or trade booth numbers unless approved by the ZWF organizers. 

Take down will begin at 6:00 p.m.. Early take-down will not be permitted. Exhibitors are responsible for the security of their own property and equipment at all times. The exhibitor acknowledges and agrees that ZWF is not responsible for any loss, theft or damage to any property left on the event grounds at any time.

Tents

Every 10×10 foot vendor space comes with a 6 foot table and one chair. Tents are not included nor are table covers and table skirts. It is mandatory for all exhibitors to have a tent as the event will go on rain or shine. Tents must be CAN/ULC-S109 fire rated, and have 25lbs weights on each leg. You will not be allowed to set up your booth if you do not have a tent. If you do not have a tent of your own and need to source a tent, Plastic-Free YYC has negotiated a 10% discount with Special Events Rentals for its exhibitors. To benefit from the discount please contact the Sales Office at 403-235-2211, ask for Jamie Oberding and mention the Zero Waste Festival. Jamie’s email is also below. 

Jamie Oberding
Jamie@specialeventrentals.com
Special Event Rentals – Calgary
Phone: 403-235-2211
https://calgary.specialeventrentals.com

Power needs

Plastic-Free YYC strives to keep environmental impacts and emissions at a minimum at all its events. As such, electricity will not be available on festival grounds.

Cancellation Policy

Any exhibitor (business or non-profit) canceling or withdrawing from the Zero Waste Festival on or before May 1st, 2020 will be refunded their registration fees less a $50 administration fee. Any exhibitor that cancels after May 1st, 2020 will forfeit their registration fees entirely. In the event of a cancellation or no-show a half-hour after the scheduled arrival time, Plastic-Free YYC has the right to reassign the reserved space without any refund to the vendor.

Photo release

All exhibitors grant Plastic-Free YYC permission to use and/or replicate photographs and video taken during the event for any and all promotional purposes, such as advertising in newsletters and the organization’s website, fundraising, outreach, and educational materials.

Insurance

All exhibitors will be required to own $2,000,000 liability insurance and to provide a Certificate of Insurance to Plastic-Free YYC ninety days prior to the event. The following information should be listed: 

Additional Insured: Plastic-Free YYC Ltd, the Calgary Municipal Land Corporation and the City of Calgary.

Companies or organizations that do not carry insurance policies or cannot provide a certificate of insurance will be asked to sign a liability waiver. Failure to provide either document could result in removal from the event.

Addresses:

Plastic-Free YYC Ltd
#4 428 9th Ave NE, Calgary Ab T2E 0V8

Calgary Municipal Land Corporation
430 – 8 Avenue SE, Calgary, Alberta, T2G 0L7

City of Calgary
800 Macleod Trail SE, Calgary, AB T2P 2M5

Liability

Neither Plastic-Free YYC, their sponsors or agents, the facilities, host cities, or provinces are responsible for injury, loss or damage from any cause whatsoever that may be suffered by an exhibitor, employee of the exhibitor or property belonging to the exhibitor’s employee. The exhibitor, upon signing this contract, expressly releases the foregoing named individuals and employees from all claims for such loss, cancellation, damage, or injury. Plastic-Free YYC assumes no responsibility or liability for goods delivered to the grounds, or for materials left on the grounds after closing hours.

RULES FOR FOOD VENDORS AND FOOD TRUCKS

All food vendors (with the exception of food trucks) must have prepared their food items prior to the event as no food preparation is allowed onsite. Anyone selling food is required to have a food permit and complete an AHS Food Vendor Notification Form. A copy of the completed notification form must be submitted to zerowastefestyyc@gmail.com no later than April 30th, 2020. Please also provide Plastic-Free YYC with a designated contact person, their email AND phone number, and a complete list of food and beverage items served by the same deadline. Furthermore, all food trucks will need to provide their mobile decal number.

AHS Compliance: In addition to these Rules, please review and adhere to the AHS Special Events Food Vendor Package. It is your responsibility as the vendor to ensure you have all the correct permits and certifications for this event. If you have any additional questions, please contact Alberta Health Services for assistance.

Dry bulk food would be considered a low risk food item and AHS would prefer these foods to be pre-portioned ahead of time to minimize public handling. However, as this may not work with BYOC type services, we suggest that vendors do all the food handling for the customers and have a proper hand washing station at their booth. Information on this can be found here: Hand Washing Station Details

Alberta Health Services will be onsite the morning of the event to inspect. Food vendors will be required to be set up and ready for health inspection one hour prior to the event. Upon request of the Public Health Inspector, vendors must be able to produce their food handler certification, and prove food establishment validity by providing either a copy of their facility’s Food Handling Permit OR a Permission to Use an Approved Food Establishment form.

Allergens/Ingredients display

All vendors distributing food and food samples must display and/or have available a complete list of ingredients in each item. Signage must also include any food allergens present.

Food ware

All utensils, plates and other containers for food and samples MUST BE 100% COMPOSTABLE. Note that compostable plastic containers WILL NOT be allowed as they cannot be properly disposed of in our municipal waste management system

A $100 fee may be imposed if Plastic-Free YYC staff discovers non-compostable or compostable plastic food-ware being used. Preference will be given to food vendors that allow their customers to bring their own containers to go.

Sampling

To avoid unnecessary waste, sampling will not be allowed on festival grounds unless the vendor has received the approval of the organizers. 

ADDITIONAL RULES FOR FOOD TRUCKS

Food trucks and equipment must meet City of Calgary Festival and Event Food Vendor Operating Requirements. Locally sourced, Fair Trade certified, organic and vegan/vegetarian options preferred.

Fire inspection

Food trucks must have their valid 2020 fire inspection sticker on display in their window.

Power needs

Food trucks must have their own power generator. 

Fire Extinguishers

Vendors producing grease-laden vapors as a result of operations will be required to have a working Type K fire extinguisher and have staff on hand trained for its use.