Market Vendor Terms & Conditions
Vendor Agreement 2024
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”.
1. Space Rental Payment
Successful Vendors will receive a letter of acceptance (via email), and a link for payment. If not accepted, applicants will receive notice by email.
Patio Gardens reserves the discretion to grant or refuse any request from individuals or companies wishing to exhibit in the show and an application form must be completed for every Vendor.
Payment is due in full upon acceptance, or the rental space can not be guaranteed.
2. Cancellation Policy:
If Patio Gardens needs to cancel the Market for any circumstances, vendors will receive a full refund.
If a vendor needs to cancel their table rental, they will receive a full refund if notification is provided to Patio Gardens before October 31st 2024 5pm. No refunds are provided for cancellation after November 1st 2024 or later.
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 agrees to supply tables, chairs, extension cord power and wall space (if applicable) at their discretion, however linens for tables and additional décor of your designated space is the responsibility of the Vendor. Vendors will be responsible for the setup and take-down of their own exhibit. The Vendor agrees to confine its activities to the exhibit space provided to them, and to be considerate of the neighboring vendor tables.
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 6th 2024 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 7th 2024. 8am - 9:30 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 Saturday December 7th 2024. Complete take down of displays must occur on Saturday December 7th 2024.
8. Arrangement of Exhibits
Displays must not protrude beyond your assigned area or obstruct the view of the neighbouring tables, and may not be taller than 8 ft. in height except in specified areas. Please advise at time of application if display exceeds 8’ in height. Vendor may not attach displays to walls, structural supports, unless arranged beforehand.
9. 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.
10. 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.
11. 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.
12. 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.
13. 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.
14. 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.
15. Parking
During open market hours no vehicle will be permitted to stop or park in front of Patio Garden for any reason in order to protect the safety of the other vendors and pedestrian customers. Instead vehicles must be parked in designated parking area provided for Vendors, as directed by Patio Gardens staff on the day of the event. Any unauthorized vehicle may be tagged and towed from the hall grounds.
16. 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.
By submitting the Patio Gardens Christmas Market Vendor Application you agree to the above Terms and Conditions.