Market Vendor Terms & Conditions
Vendor Agreement 2025
The following agreement outlines the business relationship between the business or persons that is renting display space as a “Vendor” at the Colt’s Nursery Inc. DBA Patio Gardens’ Christmas Market (6536 West Saanich Rd, Saanichton BC V8M1W8) hereby referred to as “Patio Gardens” on Saturday December 6th 2025 10am - 4pm and Sunday December 7th 2025 10am-4pm.
1. Space Rental Payment
Successful Vendors will receive a letter of acceptance via email, along with a link for payment. If an application is not accepted, notification will also be sent by email.
Patio Gardens reserves the right to approve or decline any application at its discretion. A completed application form is required for all vendors.
Payment is due in full upon acceptance. Rental space cannot be guaranteed until payment is received.
Payment includes both days of the two-day market. Participation on both days is required for all vendors.
2. Cancellation Policy:
If Patio Gardens needs to cancel the Market for any circumstances, vendors will receive a full refund.
Vendors who wish to cancel their space will receive a full refund if written notice is provided to Patio Gardens by 5:00 PM on October 31, 2025. No refunds will be issued for cancellations made on or after November 1, 2025.
3. Subletting/Shared Space
Subletting space is prohibited. The Vendor shall not assign, sublet or a portion the whole or any part of the space allocated by Patio Gardens.
4. Exhibit Space Information
Patio Gardens will provide tables, chairs, power (if requested and paid for), and wall space (if applicable) at its discretion. Vendors are responsible for providing their own table linens, signage, and any additional décor. Setup and takedown of the exhibit space is the sole responsibility of the Vendor.
All products, displays, and signage must fit within the dimensions of the table rented and must not exceed 8 feet in height. Nothing may protrude beyond the length or width of your assigned space, including into aisles or neighboring vendor areas, to ensure a safe and comfortable flow of traffic throughout the market.
Displays must not obstruct the view of adjacent tables. If your display exceeds 8 feet in height or has unique spatial requirements, you must notify Patio Gardens at the time of application for consideration and approval.
Vendors may not attach signage, shelving, or décor to any walls, ceilings, or structural supports unless permission has been granted in advance.
All vendors are expected to remain considerate of those around them and to confine all materials and activities to their assigned exhibit space.
5. Assignment Of Exhibit Space
Exhibit space will be allocated by Patio Gardens. Patio Gardens reserves the right to relocate exhibits which may be affected by a change in the floor plan, or in the interests of optimum traffic control and exhibit exposure. Patio Gardens will not be held liable if competitive Vendors are adjacent to or opposite each other, but, if possible, efforts will be made to allocate space on a basis fair to all Vendors. No major changes to displays are permitted during public show hours.
6. Security
Patio Gardens will not be responsible to a Vendor for any loss or damage caused as a result of the booth being opened and unattended during show hours, during set up or take down. All product and displays are left on site at the complete liability of the Vendor. Patio Gardens is not responsible for lost, stolen or damaged goods. We recommend that you do not leave your booth unattended during Market hours. We encourage you to cover your display during non-show hours and take your cash box, paper goods, perishables, food or drink, or any product susceptible to the damp cold greenhouse environment with you.
7. Set-Up/Take Down
All vendors must be set up within the time specified: Friday, December 5th 2025 10am - 4pm. As a courtesy to other vendors, please unload as quickly as possible and move your vehicle to the designated parking area.
Vendors will be allowed access to the building 2 hours prior to the market opening hours on Saturday December 6th 2025. 8am - 9:30am set up time, with all vendor cars out of the main Patio Gardens’ parking lot by NO LATER than 9am on the market day.
Take Down is not to occur until after 4pm on Sunday December 7th 2025. Complete take down of displays must occur on Sunday December 7th 2025 by 7pm.
8. Character and Conduct
All displays and promotional literature must be in good taste. The product or service must be presented in a professional manner. Interactions with customers, other vendors and staff of Patio Gardens should be in a respectful manner. Abusive or belligerent behavior of any kind will not be tolerated and is grounds for the Vendor being removed from the premises, with no refund. This is at the complete discretion of management of Patio Gardens.
9. Food
Any Vendors providing food or drink items must meet and comply with all applicable Public Health regulations and may be inspected at the event. Vendors must indicate on application form if food will be served/sampled. Patio Gardens reserves the right to cease any sampling or serving of food by vendors if regulations are not met.
10. Samples, Raffles, Draws, Alcohol
Free samples may be distributed. Alcohol is not to be served or provided in any format. The sale and/or distribution of wine, liquor or beer is strictly prohibited at Patio Gardens.
11. Noise
The Vendor shall at the request of Patio Gardens stop the use of loudspeakers, microphones, amplifiers, musical instruments, gramophones, radios, film equipment or any other item that emits audio. Patio Gardens may have recorded or live music available throughout the market hours and no vendor activity shall disrupt the Patio Gardens music.
12. Care
It is the Vendor’s responsibility to keep their area clean and orderly throughout the show and to ensure it is ready for opening at the time the show opens each day. Garbage must be taken to and placed in the garbage bin. Cardboard is to be taken to and placed in the cardboard bin. The Vendor’s space shall be empty and clean at the end of the Market, otherwise cleaning charges may apply.
13. Liability
Patio Gardens shall not under any circumstances whatsoever be liable or responsible for:
(a) any loss, damage, theft or destruction whatsoever or howsoever caused to any goods, equipment or any other property belonging to the Vendor or for which the Vendor is responsible
(b) any damage or injury suffered by the Vendor or his servants or agents, or by any other person
(c) any loss, damage, injury, or cost whatsoever suffered by the Vendor by reason of any change in the date, time or place of Exhibition or the abandonment thereof.
14. Parking
Parking is extremely limited on site. To help ensure that customers have priority access to available spaces, we kindly ask vendors to consider being dropped off or arranging to park off-site when possible. While this is not required, your cooperation is greatly appreciated and helps support the success of the event.
During open market hours, no vehicles will be permitted to stop or park in front of Patio Gardens for any reason, in order to protect the safety of vendors and pedestrian customers.
Vendors must park only in the designated vendor parking areas or off-site, as directed by Patio Gardens staff on the day of the event. Unauthorized vehicles may be tagged and towed at the owner's expense.
15. General
All matters and questions not covered by these Terms and Conditions are subject to the decision of Patio Gardens. In addition, Patio Gardens shall have full discretion in the interpretation and enforcement of all terms and conditions contained herein and the authority to make such amendments thereto and such further rules and regulations governing the conduct of the participation in the show as it shall consider necessary for the proper presentation of the show. Vendor agrees to abide by all decisions of Patio Gardens and further agrees to cease any activity that Patio Gardens deems to be a violation of the terms and conditions and to follow the directive of Patio Gardens.
16. Sales Disclaimer and Expenses
Participation in the Market does not guarantee any specific level of sales, customer traffic, or revenue. Patio Gardens is not responsible or liable for any financial outcomes, including but not limited to sales performance, lost revenue, or any costs incurred by vendors in connection with the event. All vendors are solely responsible for their own business expenses, including setup, staffing, supplies, transportation, and any applicable permits, insurance and/or licenses.
By submitting the Patio Gardens Christmas Market Vendor Application you agree to the above Terms and Conditions.