Please read this thoroughly and if you have any questions at all
please let us know @ firstname.lastname@example.org
All vending at the Tiny Lights Festival takes place in our Sustainability Village. Our goals is to create a village with the least amount of waste possible, in the past we created only 1-2 bags of garbage over the whole weekend. We are able to do this because our vendors adhere to strict packaging guidelines.
You can get more of feel for the Village by looking at this page on our website.
A special note is necessary to emphasize the vision being held for the Sustainability Village. This area forms the centre and heart of the festival. There will be food, art, music and merchandise for sale in and around the Village. As the educational component for the festival, it is crucial that Village Vendors uphold this vibrancy by providing fun interactive displays that help people get excited about making changes in their lives. (If you are food vending this can be as simple as featuring local food choices)
Simply handing out brochures and business cards is not enough. Vendors must supply visitors with an experience, such as hands on demonstrations, games, and especially smiling faces on people who are truly passionate about the product or service that they have to offer.
Definition of terms:
Sustainability: Ability to meet the needs of the present without compromising the ability of future generations to meet their own needs. This encompasses environmental, economic, social equality, cultural and political concerns.
Sustainable Community: A small social unit of people living together with the intention of reconciling environmental, social equity and economic demands for both the present and future generations.
Local - Grown, located and created in the Kootenay region.
Organic: Produced without the addition of commercial fertilizers, pesticides, or
The majority of the vending takes place on Saturday and Sunday, however, goods may be sold Friday evening and up to 8 pm Sunday. There are limited places in Ymir to get a meal, so Vendors may gain advantage by arriving on Friday. Festival programming times are as follows:
Friday 6 pm - 11 pm,
Saturday 10 am - 2am
Sunday 10 am - 6 pm
Set up/ Clean up:
Note: Vendors are expected to set up for both Saturday and Sunday. Vendors will be expected to be setup and ready to open by 9:30am Saturday, though keep in mind that many visitors will be looking for breakfast throughout the weekend. Closing times are at the vendor’s discretion; however, please note that lighting in the Market and Village area will be limited. Vendors are asked to leave their sites, as good or better than how they found them, by noon on Monday.
Food Vendor: Primary purpose is selling prepared food (meals) to festival visitors for profit, in the form of a “food truck” or version thereof.
Market Vendor: Primary purpose is selling foods (produce, preserves, baked goods) and handmade goods to festival visitors for profit.
Vendor Primary purpose is selling your product or service to festival visitors for profit in your private business, in a way that is interactive and education oriented.
Sustainability Village non-profit / information or education presenter: Primary purpose is educating festival visitors (in an interactive hands on way) and gaining support for your non-profit organizations.
Food Vendor - $200 + GST
This includes 3 weekend ‘VILLAGE only’ passes for you and your staff. It will also include 1 FULL festival pass that can be shared between you and your staff, it does not act as an extra pass. On Saturday we will be offering vendors discounted Saturday night tickets.
Please let us know if you really need more than 3 village passes, will try our best to accommodate your request for a small fee.
Market Vendor - $125+ GST
This includes 2 weekend ‘VILLAGE only’ passes for you and your staff. It will also include 1 FULL festival pass that can be shared between you and your staff, it does not act as an extra pass. On Saturday we will be offering vendors discounted Saturday night tickets.
Non Profit/ Information/ Education presenter- $50 + GST
This includes 2 weekend VILLAGE only passes for you and your staff. It will also include 1 FULL festival pass that can be shared between you and your staff , it does not act as an extra pass. On Saturday, we will be offering vendors discounted Saturday night tickets.
Electrical supply will be provided at an additional cost of $15 and will only be available to Food Vendors and Village Vendors. Every vendor will have access to some power for lights at night but if you need to power anything else then you will need to pay the fees. Make sure you specify all of your power needs ahead of time to ensure your needs are met.
Vendors with self sufficient power are preferred. Self sufficient with wind and solar will be given priority, however if a gas powered generator is an integral part of a vendor’s setup, it will be allowed providing there is sufficient baffling in place as not to disturb the adjacent participants. The Village Manager reserves the right to turn off a generator if it is determined to be disturbing the experience of festival participants.
Food Vendors must display a current food service permit, in accordance with BC Food Service Regulations. All Food Vendors must also have and provide proof of $2 Million Public Liability Vendor Insurance.
The Tiny Lights Festival prides itself on our reputation for sustainability, which
includes the quality of products being served to visitors and participants. The majority ( 60% or greater) of the products being offered must include and/ or contain organic and local ingredients.
The Tiny Light Festival has a Zero Waste Policy. This means that all vendors must supply goods in compostable and recyclable containers and must take their own non-compostable or non recyclable waste off site with them upon leaving. Compostables may be added to our on site composting system and recyclables to the recycling bins.
Once a food vendor had been accepted to vend we will provide a more specific waste protocol. Any questions that you may have before this can be directed to email@example.com
Efforts will be made in order to keep vendor vehicles close to their vending area, however space is limited and vendors must be prepared to have access to their vehicle up to a two minute walk away.
Vendors are permitted to sleep in their vending areas, with one tent allowable overnight must be cleaned up by 9 am each morning. Vendors will also have access to the reserved Vendor camping area which is adjacent to the vending area.
The Tiny Lights Festival prides itself on being a friendly, safe community event. Security in Ymir comes from citizens looking out for and taking care of each other.
However visitors to our area may not share this same values, therefore, vendors are responsible for securing their own goods, and the Tiny Lights Festival will not be held responsible in the unlikely event of theft.
We do live in the wilderness, please respect that we have bears and other wildlife, keep all food well stored. We will work with you to ensure that you are bear safe.
The Market and Village will be located in the centre of Ymir, within the boundaries of the park. All vendors will be set up towards the ball diamond, providing an entrance into the Village. Power requirements will determine the location of Vendors, so early correspondence of such need is necessary. The Village will include four 20x20 tents, centred on a covered stage/dance area. There is also a 20x40 existing covered area that will provide more space for eating areas.
Food Vendors are allowed a maximum space of 10x20 feet.
Market Vendors are allowed a maximum space of 10x10 feet and are required to supply their own tents and tables.
Sustainability Vendors will be primarily table displays (maximum 10 feet and must provide their own tables, however, space may be negotiated depending on the nature of the display.
The details mentioned in this policy application document are subject to change without notice, but we will do our best to inform you of any changes.
If you have any questions, please send an email to: firstname.lastname@example.org
I ____________________(print name) who is authorized to sign for _______________________________ (company) understand and agree to the above conditions.
Signature _____________________ Date: _______________________________
Please save a copy of this document, print one out, sign and date it, then email it back to us at email@example.com or send it to Gabrielle Clement PO Box 807 Salmo BC V0G 1Z0
Vendor application deadline: March 30th, 2018
Copyright Tiny Lights festival 2018