To ensure a safe, successful, and beautiful event for our community, all participating vendors must adhere to the following master terms and facility guidelines. By securing your space and submitting your payment, you formally agree to these binding rules across all Art & Souls Events venues.
Booth Equipment & Self-Sufficiency
- Fully Self-Sufficient: All vendor booths are 100% self-sufficient. There is no guaranteed access to electrical outlets provided on-site. For events at the Cumberland Heritage Museum, there is also no potable water.
- Canopy & Gear Requirements: For outdoor events, vendors must provide their own professional-grade 10’x10′ canopy tent.
- Mandatory Weights: All outdoor canopies must be secured with heavy-duty weights on all four corners to prevent wind hazards.
- Display Setup: Vendors are entirely responsible for bringing their own tables, chairs, table covers, and custom display equipment. Unless a table and chair rental is provided by Art & Souls Events.
2. Weather & Refund Policies
- The “Rain or Shine” Rule: All Art & Souls outdoor markets are rain-or-shine events. We play through the rain! The market will only cancel or pause operation in the absolute event of a severe, municipal-level unsafe storm.
- Fees & Non-Refundability: Your booth fee is strictly non-refundable.
- Payment Window: Your market spot is not guaranteed until your vendor fee is received in full. Payment must be completed via your dashboard within 7 days of receiving your official acceptance email. Unpaid spots after 7 days will be automatically released to the waitlist.
3. Global Facility & Safety Rules
(Applies strictly to all City of Ottawa and City of Clarence-Rockland facilities)
- Prohibited Items: To comply with municipal fire codes and environmental safety, the use of confetti, natural Christmas trees, candles, open flames, pyrotechnics, or dry ice is strictly prohibited anywhere on the event grounds.
- Garbage Collection: Vendors must keep their immediate area clean throughout the day. All garbage must be packed up and disposed of in the designated venue containers provided. All glassware, bottles, and inventory packaging must be completely cleared from your tables at the conclusion of the event.
- Recycling & Disposal: All waste disposal must strictly align with the specific facility’s recycling practices and the direct instructions of the Facility Manager or Art & Souls Event Organizer during evening teardown.
- Space Maintenance: Vendors are responsible for leaving their designated vendor footprint exactly as they found it.
4. Public Health Permits & Consumables
If you are selling food, beverages, cosmetics, or ingestible consumables, you are legally responsible for ensuring your business meets the respective regional public health guidelines:
- For Ottawa Venues: Products must fully meet all Ottawa Public Health guidelines. (Must provide documentation to Art & Souls at least 30 days prior to the event.)
- For Clarence-Rockland Venues: Products must fully meet all Eastern Ontario Health Unit (EOHU) guidelines. (Must provide documentation to Art & Souls at least 30 days prior to the event.)
- Failure to produce valid health unit documentation or permits upon request by local inspectors will result in immediate removal from the market without a refund.
5. Liability & Insurance Disclaimer
- Inventory Security: While Art & Souls Events holds comprehensive event organizer liability insurance, this policy does not cover individual vendor belongings, tents, equipment, or personal commercial inventory. * Vendors acknowledge that they occupy the venue space at their own risk and are highly encouraged to carry their own independent mobile business insurance to protect their stock against theft, weather damage, or public accidents inside their booth.
6. Promotion & Media Consent
- Social Media Spotlights: We love bragging about our talented makers! By applying and participating, you grant Art & Souls Events permission to utilize public images, product photos, business descriptions, and information readily available on your professional social media channels or website.
- This content will be used across our marketing campaigns, vendor spotlights, and digital promotions for More Than a Market and associated Art & Souls events.