Vendor Guidelines & Rules

1. Application & Product Approval

All prospective vendors must submit a complete application for review. All items intended for sale must be explicitly listed and approved within your vendor application. To avoid any issues or duplication, vendors can only sell items that have been approved. Items are juried based on provided photos and descriptions. Vendors wishing to provide demonstrations must indicate this on their application; these are subject to approval and may incur an additional charge.

2. Hours & Operation

As each event we meticulously craft possesses its own unique character, specific timings for vendor setup and event opening/closing hours will vary. These crucial details will be precisely outlined in the individual event's comprehensive vendor information package and application. To ensure a seamless experience, all vendors must be fully set up and ready on-site at least 30 minutes prior to the official daily opening time. Similarly, all vendor operations must remain active until after the posted closing time for each respective event day.

3. Setup & Tear-down

Tear-down procedures may commence promptly once the event has officially concluded. All vendor belongings and waste must be removed, leaving the space clean and ready for the next use.

4. Vendor Tent Space & Display

A tent not exceeding 10'x10' is mandatory for each vendor. All tents must be properly erected and weighted for severe weather; tent stakes are not allowed due to potential underground irrigation. Vendors are solely responsible for securing their tent and contents to prevent damages to their own property or that of others. No makeshift tents are permitted. All weights (e.g., sandbags, water bottles) must be securely tied down with ropes at each post. Vendors must display clear signage with their business or name, and pricing must be clearly visible for each item. All displays must be attractive, tidy, clean, and safe.

5. Prohibited Items & Safety

Absolutely no flammable items are allowed within a vendor’s tent, including lit candles, incense, or cooking oils and grills, unless explicitly approved (electric appliances and approved BBQs may be exceptions). Vendors using BBQs must operate under an approved fire-retardant tent. Shy Paris Entertainment is not responsible for any loss or damages incurred due to vendor participation or negligence.

6. Vendor Vehicle Protocol

Upon arrival, vendors should immediately unload their vehicles and then promptly relocate them to a designated vendor parking area before setup. This reduces congestion and maintains a safe environment. All vendor vehicles must be moved away from the main event area within 30 minutes of the daily opening time. Parking immediately adjacent to the event perimeter, including accessible spaces, is strictly reserved for our valued attendees. Dedicated vendor parking will be clearly communicated for each specific event location. Vendors found parking in attendee-reserved areas will be ineligible for future participation, and no refunds will be issued. Your cooperation ensures a smooth and accessible experience for everyone.

7. Encroachment

There is to be absolutely no encroaching outside of a vendor’s designated 10' x 10' area. All items, including displays, signage, and chairs, must be contained entirely within that allocated space.

8. Pets

Vendors are not permitted to bring pets to the event. Farm animals and wildlife are only allowed if integral to a vendor's approved business and explicitly approved by the event Executive.

9. Private Insurance Coverage

Vendors are not covered under Shy Paris Entertainment's policy or any municipal policy. It is mandatory for ALL VENDORS to provide valid proof of private insurance coverage before selling at any event. This proof must be sent to Shy Paris Entertainment and will be attached to your application for verification.

10. Facilities

Portable restrooms will be available on-site for the convenience of both vendors and patrons, where applicable.

11. Waste Management

Vendors are required to take all their garbage and recycling with them upon departure. On-site waste receptacles are solely for the use of event attendees, not for vendor refuse.

12. Conduct & Professionalism

All vendors are expected to conduct themselves professionally and respectfully towards attendees, event staff, fellow vendors, and event property at all times. Any disruptive, inappropriate, or harmful behavior will not be tolerated and may lead to immediate expulsion from the event without refund, and potential exclusion from future events.

13. Event Changes & Cancellations

Shy Paris Entertainment reserves the right to modify event layouts, hours, or specific guidelines as necessary. In unforeseen circumstances, the event organizer also retains the right to cancel or postpone an event. While every effort will be made to notify vendors promptly and provide suitable alternatives or refunds in such cases, specific terms regarding cancellations will be detailed in your vendor agreement.

14. Compliance with Laws & Regulations

Vendors are solely responsible for ensuring that all products, services, and operations comply with all relevant federal, provincial, and local laws, regulations, and permits, including but not limited to health codes, sales tax collection, and intellectual property rights.

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