Vendors

Boots and Hearts is back for another great year, and once again we are looking for more amazing vendors to serve the over 30,000 country music fans! Be sure to read the vendor rules and regulations for all the info you will need on being a vendor. Any additional vendor questions can be directed to vendors@bootsandhearts.com.

FOOD VENDORS

We are looking for great vendors, with great food to feed all of our country fans in the Main Arena, Boomtown and Camping Fields!

MERCHANT/CRAFT VENDORS

Do you make your own products or have a product or service that you want to showcase at Boots and Hearts, if so this is the category for you.

Please direct any questions, that can not be answered by our FAQS or Vendor Rules and Regulations to vendors@bootsandhearts.com.

Vendor applications are now open!

Vending Rules And Regulations 

To download a PDF version of the rules below, click here.

APPLICATION

Applicants must complete (in-full) the online application for their respective vending space. Incomplete applications will not be considered.

  • Food Vendor (Entertainment Area)
  • Food Vendor (Campgrounds)
  • Merchant/Craft Vendor (Entertainment Area Only)

THE APPLICATION IS NEITHER AN OFFER OR GUARANTEE OF SPACE

  • Applicants will be notified via email of their application status. Please allow 2-3 weeks for response.
  • Vending location (within your respective areas, Entertainment Area or Camp Grounds) will be determined by Boots and Hearts Management and is subject to change before or during the festival.
  • Successful applicants will be required to sign a vendor contract, submit minimum payment, flat fee and/or deposit (via Credit Card ONLY) and necessary documents. Failure to comply may result in loss of booth space and deposit.
  • Successful application one year does not guarantee booth space at future Boots and Hearts Festivals.
  • Application deadline is 5PM EST on May 30th, 2014 and is subject to availability.
  • Deposit must be paid no more than 15 days following application approval or your space will be forfeit.

FEES

FOOD VENDORS (Entertainment Space)

NEW FOR 2014: All Food Purchases in the Entertainment Space will be done on a cashless system. All food will be purchased with tickets only* TICKET VALUES WILL BE DISCLOSED TO APPROVED VENDORS.

Vending fees (for all 4 days) will be as follows:

  • 25% gross sales with $750 minimum + Electrical and water
  • Electrical
    • $7.00/amp – 110 volt
    • $14.00/amp – 220 volt single phase
    • *Any Electrical needs beyond 220 volt will need to be discussed directly with the Vendor Manager*
  • Pressurized Water Hookup + Access to grey water tanks
    • $225
  • Each Vendor is responsible for their own individual expenses incurred in the setting up and the operation of their booth.
  • Deposit must be paid no more than 15 days following application approval or your space will be forfeit.

FEES INCLUDE

  • 4 Vendor wristbands
  • 1 vendor camping site (If Camping Reservation Form is submitted by deadline of 5PM July 4th, 2014)
    • Camping locations will be determined by Boots and Hearts Administration
    • Power and water will not be provided for camping site
    • The use of small Portable generators of 3KW or less will be permitted at campsite only. Vendors must comply with all rules and regulations that govern the general camping areas.
  • 4 Shower passes (showers located in the main camping area)
  • Designated Vendor parking area for 2 vehicles.

FOOD VENDORS (Camping Grounds)

NEW FOR 2014: All food vendors in the camping grounds must be able to accept Cash and Food Tickets* TICKET VALUES WILL BE DISCLOSED TO APPROVED VENDORS

Vending fees (for all 4 days) will be as follows:

  • $5000 Flat Fee + Electrical and water
  • Any food tickets accepted by approved food vendors in the camping grounds will be subject to 25% vending fee.
  • Electrical
    • $7.00/amp – 110 volt
    • $14.00/amp – 220 volt single phase
    • *Any Electrical needs beyond 220 volt will need to be discussed directly with the Vendor Manager*
  • Pressurized Water Hookup + Access to grey water tanks
    • $225
  • Each Vendor is responsible for their own individual expenses incurred in the setting up and the operation of their booth.
  • Deposit must be paid no more than 15 days following application approval or your space will be forfeit.

FEES INCLUDE

  • 1 vendor camping site (If Camping Reservation Form is submitted by deadline 5PM July 4th, 2014)
    • Camping locations will be determined by Boots and Hearts Administration
    • Power and water will not be provided for camping site
    • The use of small Portable generators of 3KW or less will be permitted, at campsite only. Vendors must comply with all rules and regulations that govern the general camping areas.
  • 4 Shower passes (showers located in the main camping area)
  • Designated Vendor parking area for 2 vehicles.

NON-FOOD VENDORS

NEW FOR 2014: Non-food Vending space will be sold as a flat fee.

Vending fees (for all 4 days) will be as follows:

Merchant/Crafter Vendor

  • $750 Flat Fee (10’X10’ Space) + $250 Damage Deposit
  • $1350 Flat Fee (10’X20’ Space) + $250 Damage Deposit
  • Merchant vendors without trailers will be provided a 10’X10’ tent at no additional cost. Boots and Hearts tents must be used, no exceptions.
  • Each Vendor is responsible for their own individual expenses incurred in the setting up and the operation of their booth.
  • Deposit must be paid no more than 15 days following application approval or your space will be forfeit.

FEES INCLUDE:

  • One basic 15A electrical hookup with two standard Edison plugins.
    • Vendor is responsible for supplying all interior lighting, extension cords, and accessories for booth space. No generators or propane lanterns will be permitted.
  • 1 10X10 tent if necessary
  • 2 Vendor wristbands
  • 1 vendor camping site (If Camping Reservation Form is submitted by July 4th, 2014)
    • Camping locations will be determined by Boots and Hearts Administration
    • Power and water will not be provided for camping site
    • The use of small Portable generators of 3KW or less will be permitted, at campsite only. Vendors must comply with all rules and regulations that govern the general camping areas.
  • 2 Shower passes (showers located in the main camping area)
  • Designated Vendor parking area for 2 vehicles.

REFUNDS

  • No refunds will be provided after May 30th, 2014.
  • There will be no refunds for poor weather.

POP, WATER AND ICE

  • Pop and Water must be purchased directly from the approved beverage vendor. Beverage vendor will be available all days of the event.
  • Ice must be purchased directly from the approved Ice vendor.

ADDITIONAL VENDOR PASSES

  • A maximum of 4 additional vendor passes can be purchased for $269+HST each. These will be available at the discretion of the Boots and Hearts Staff. Vendor passes may only be used for staffing your vending location and may not be used for regular event entry.

HOURS OF OPERATION

  • Entertainment AreaThursday 4PM – 2AM
  • Friday – Saturday 11AM – 2AM
  • Sunday 10AM – 1AM
  • Camping Grounds (Minimum Hours) *Vendors in Camping Grounds may stay open 24H if they so choose. Minimum hours of operation will be.Wed 5PM – 2AM
  • Thursday – Sunday 8AM – 2AM

SETUP

Each vendor must remain open and sufficiently staffed within the timeframe represented on the “Hours of Operation”, unless otherwise instructed by Boots & Hearts Administration.

NOTE: BOOTS AND HEARTS OPERATES RAIN OR SHINE.

  • No space sharing, subletting, or reassignment of contract will be permitted.
  • All Vendors must be 100% operational by 4:00PM on THURSDAY July 31st, 2014.
  • Vendors are required to vend only from the location provided them by Boots and Hearts.
  • Vendors may not advertise outside of their booth space including the use of flyers and sandwich boards.
  • Non-food Vendors and Vendors in the Camping Grounds must provide their own cash float.
  • Vendors must provide their own signage and it must be professionally produced.
  • Vendor is responsible for keeping their booth area clean and free of debris.
  • All electrical hookups must be CSA approved.
  • Food Vendors booth/trailer:
    • Must be clean and in good structural condition.
    • Must be skirted to the ground.
    • Final booth setup and display are subject to approval by Boots and Hearts Administration.
  • Vehicular traffic to your booth will not be permitted during operating hours.
  • Your booth space must be fully vacated by 11AM, Monday August 4th, 2014.
  • Vendors must take all pieces of their booth with them, leaving their booth area clean.
  • Upon final settlement $500 (Food Vendors), $250 (Merchant Vendors) will be held back as a deposit for leaving your site clean. Vendors who fail to comply with booth cleanup will not be reimbursed. Those who leave their space clean will receive their deposit back via cheque issued from Republic Live Inc.
  • General overnight security is provided for the duration of the Festival. However, all items left overnight by vendors are left at their own risk. Vendors may contract security staff for their space directly through Boots and Hearts at the rate of $40/hr.

DAILY SALES ACCOUNTING / FINAL SETTLEMENT 

ALL FOOD VENDORS WITHIN THE ENTERTAINMENT AREA WILL SELL FOOD ON A TICKET SYSTEM ONLY. TICKET VALUES WILL BE DISCLOSED TO APPROVED VENDORS

  • Daily accounting will take place for ALL Food Vendors. Any tickets will be accounted for and logged for final settlement.
  • Final Settlement will take place beginning on Monday August 4th  around 7AM.
  • Final Settlement will be done via cheque issued from Republic Live Inc.
  • Settlement is not required for Merchant Vendors who pay a flat fee.

VENDING RULES

  • Vendor employees must wear their vendor wristband at all times.
  • Vendor and Shower wristbands are non-refundable and non-transferrable. Any vendor found to have sold either Vendor or Shower wristbands will be immediately evicted from Boots and Hearts with no refund of deposits.
  • The use of megaphones, bullhorns, flashing/strobe lights, speakers or other amplifiers will not be permitted.
  • Vendors must use biodegradable utensils and service items.
  • Each vendor must provide their own approved fire extinguisher in order to operate.
  • No pets of any kind.
  • No Smoking.
  • Vendors and staff must not consume or be under in the influence of alcohol or drugs while in their vending space.
  • Only items listed on your vendor application and approved by Boots and Hearts may be sold.
  • Vendors are not guaranteed exclusive rights to sell any particular item.
  • Boots and Hearts reserves the right to specify that certain items cannot be sold.
  • The sale of tobacco and tobacco related items are strictly prohibited.
  • All vendors making sales to the public are responsible for collecting and submitting their own HST.
  • Vendors may not sell any item with the Boots and Hearts logo or Boots and Hearts word mark, any sponsor logo, contractor logo or any item with the name or image or any band or performer playing at Boots and Hearts.
  • Any food vendor that is capable of vending food directly from their Food truck or Trailer must be licensed by the Municipality of Clarington.
  • Photographers and videographers will be onsite to document the Boots & Hearts Music Festival. Many of these images will be used in the future for promotional purposes. By attending Boots & Hearts, you are giving up rights you may have with regards to these photos and will be deemed as having given permission for use of the same. This includes, but is not limited to, Photos, Videos and Audio. As the attendee you grant Boots & Hearts, its employees, contractors and all media the right to record, film, tape and photograph for the purposes of promotion and media coverage for the festival. This will include all forms of media including, but not limited to, broadcast, print, email and website usage.
  • Failure to comply with rules set forth by Republic Live Inc. and Boots and Hearts will result in the immediate eviction from the premises with no refund of any deposits paid.

HEALTH AND SAFETY

  • Vendors must comply with Ontario Regulation 562 Food Premises under the Health Protection and Promotion Act. Non-compliance will result in the immediate closure of your booth.
  • All Food Vendors MUST use food grade hose for all water. Non-compliance will result in the immediate closure of your booth.
  • All vendors must have an approved fire extinguisher at their booth; vendors will not be allowed to operate without one.
  • Health Inspector and a Fire Marshall will regularly inspect all vendor booths.
  • All approved food vendors must submit their Durham Regional Health Department Vendor Application (to be issued upon approval) to the Regional Health Department no later than 4PM EST June 27th, 2014.
  • Any food vendor that is capable of vending food directly from their Food truck or Trailer must be licensed by the Municipality of Clarington in order to vend at Boots and Hearts.
  • Vendor is responsible for their own insurance for Fire, Theft, Vandalism, etc.
  • Vendors must provide Boots and Hearts with a general liability insurance certificate with minimum coverage of $2,000,000. Republic Live Inc. must be named as an additional insured. Vendor will not be allowed to set up or operate without having furnished this certificate by July 4th, 2014.

ACCOMMODATIONS

Each vendor will be provided with 1 on-site camping spot, only if they have submitted their Camping Reservation Form by Friday, July 4th, 2014. The vendor camping form will be emailed to all approved vendors. All campers must abide by the camping rules and regulations posted on the Boots and Hearts website.

INDEMNIFICATION

The Vendor shall hold Boots and Hearts Music Festival, Republic Live Inc. and The Canadian Tire Motorsport Park harmless from any damage, expense or liability in connecting with their vending space, agents or employees, whether or not such actions occurred in their vending space, on the Canadian Tire Motorsport Park grounds or elsewhere.

In the event that any provisions of these terms, conditions and rules shall be found to be illegal or otherwise unenforceable, the balance of these terms, conditions or rules is not contained herein. No waiver or permitted variation of any provision hereof shall be taken to permit any future waiver or variation of such provision. The Vendor hereby consents to the use of any pictures or other images by Boots and Hearts or Republic Live Inc. in the subsequent promotion of this festival or any other event by Republic Live Inc.

Nothing herein shall be construed as constituting the Vendor and Republic Live Inc. to be partners, joint ventures or agents of one another. The Vendor has read and understands the Rules and Regulations and understands that this application and the contract resulting from it will be subject to the Rules and Regulations. This contract and any dispute that may arise here from shall be interpreted and governed in accordance with Ontario law. The parties hereby irrevocably attorney to the jurisdiction of the Courts of the Province of Ontario, it being the intention of the parties that all disputes shall be settled by the Courts of the Province of Ontario applying the laws.

The Boots and Hearts Music Festival and Republic Live Inc. reserve the right to change, modify and/or update the this document at any time. All successful applicants will be notified of any changes via email. Thus far no significant changes are planned for 2014.

Successful applicants will receive a vendor packet containing necessary info in regards to move- in times and procedures.