Dear Prospective Knitters’ Fair Vendor,
In 2012, the Fair had almost 1900 attendees. Our Fair represents the largest one-day all-knitting even in Canada. We are pleased that you are considering applying to participate in the 2013 Kitchener-Waterloo Knitters’ Fair, to be held at The Aud:Kitchener Memorial Auditorium Complex 400 East Avenue
The Fair will be held in the Kiwanis Arena. As in the past, spaces will be allocated to approved vendors on a first-come, first-served basis. Please note that in 2012, significant changes were made to the Fair’s Vender Insurance policy.
Due to increased demand for spaces, and desires expressed by our attendees’ feedback, all vendor requests will be subject to review. Vendors who best meet the Fair’s goal to showcase knitting-related products, who offer variety and/or novelty, and who respect the Fair’s policies and personnel will be given priority. Starting with the 2010 event, participating vendors will be evaluated on their booth appearance, product selection, attendee feedback, and Fair Committee feedback.
When your Vendor Request Form arrives, you will be notified by email, and your fee will be deposited. Post-dated cheques will not be accepted. Any updates to set-up information and requests for Fashion Show items will follow at a later date. Your booth location will be emailed to you during the first week in June.
Fees for booth spaces remain unchanged at $200 per booth. Each 10’x10’ booth space is supplied with one skirted table and one chair. Each space is draped at the back (8’ high) and the sides (3’ high). Additional tables, chairs, and other items can be rented by Vendors by contacting Hahn Rental. Hahn Rental is the same business that provided the booth set-up at Bingemans. Items can be viewed on their website (www.hahnrentals.com). Since the fair must abide by Kitchener Fire Department regulations, all items ordered by a Vendor must fit into the booth(s) allotted. No items can extend beyond the 10’x10’ space, including:
- Vendors’ personal items
- Rented items
Please note that vendor requests must be accompanied by full payment, in the form of a cheque payable to the K-W Knitters’ Fair. Please do not post-date your cheque, and do not send cash or a money order (they are non-traceable and non-secure).
A vendor who cancels prior to August 1st will be subject to a 20% cancellation fee. No refunds will be given if cancellation occurs after August 1st.
Electricity is available at each booth, and lighting is sufficient and functional. However, vendors must supply their own extension cords and additional decorative lighting if desired. The Aud has free public wireless internet access. We cannot guarantee the speed of this service, but it should be sufficient for credit card transactions. The Knitters’ Fair is not responsible for access, speed, suitability, or any issues arising from a vendor’s choice to use the wireless services present. The cellular service in the Aud is consistent, and we recommend that if possible, you use a cell phone or internet stick for your internet needs.
At the 2010 event, both attendees and participating vendors were surveyed for their opinions on allowing the sale of spinning equipment and other related non-knitting supplies. Based on the results of that survey, and other feedback we have received, the Fair organizers have decided to allow vendors to have a small amount of spinning and crochet materials available for sale. This material should constitute no more than 25% of your booth space. As always, we welcome beading, buttons, crochet hooks, and other items that are, or can be, used during the knitting process. Since the Fair is organized by knitters, for knitters, and with the purpose of promoting knitting within our extended community, the primary focus of your booth should be on knitting.
Determination of whether a booth satisfies these criteria is at the sole discretion of the Knitters’ Fair Committee. A vendor not operating in the spirit of the event and not willing to make changes to their booth may be refused booth space in subsequent years.
Starting with the 2012 Fair, all vendors will be required to provide a copy of Proof of Insurance stating that they hold a minimum of $2 Million General Liability Insurance and $250,000.00 Tenant legal liability. Vendors must include the Kitchener-Waterloo Knitters’ Guild as co-insured for the duration of the Fair and ensure that there is a waiver of subrogation in favour of the Kitchener Waterloo Knitter’s Guild. Your agent will need to know the Guild’s address:Kitchener-Waterloo Knitters’ Fair
c/o Kitchener-Waterloo Knitters’ Guild P.O. Box 40010
75 King St. S
The Proof of Insurance must be sent to Denise Leschak at the address on page 4 before June 15th.
Note that the Fair Committee’s acceptance of your insurance paperwork does not guarantee that you are covered. Verifying your insurance coverage is your responsibility. Please also note that by agreeing to participate as a vendor, you agree that the Kitchener-Waterloo Knitter’s Guild (including its members, volunteers, agents, directors, officers, or any other representative) shall not be responsible for any damages or liability whatsoever including but not limited to any damages or liability arising from the presence of the other vendors, their actions, goods or services or any liability arising from the use of the Arena. By signing the attached Vendor Registration, you are agreeing to the terms contained in this letter.
The Kitchener-Waterloo Knitters’ Guild insurance agent has made the following suggestions for Vendors who do not currently have their own business insurance.
- Contact a broker called PAL. It would be cheaper for each Vendor to purchase insurance directly from them, than to purchase the insurance through the Guild’s broker. This can be set up over the phone. PAL provides several lines of insurance for special events, such as Fairs and Exhibitions, parties, weddings, etc. The price does not change for a 1 or 2 day event. So using PAL, you will be covered for both the setup on Friday, September 13, 2013, and the event on Saturday, September 14, 2013.
- A second option would be for Vendors to contact their own Home Insurance provider, to ask if they can extend the liability for the 1 day at the Fair. The insurer may add on a home-based business package. It could turn out to be cheaper than the PAL policy.
**Please indicate on the Vendor Request Form if you are interested in PAL insurance. If we have enough Vendors, PAL will discount the price** Presently, the cost is $90.00, plus a policy fee and HST; the total is approximately $120.00. PAL cannot confirm pricing until 120 days before the Fair, or May 14, 2013. The insurance can be bought within 120 days of the event. If you are interested in PAL insurance, please contact Kelly Smith at 1-800-265-8098, x226.
The Fair Committee strongly recommends that you do not leave your travelling and set-up until the morning of the event. Highway traffic in surrounding areas is growing rapidly, and delays are increasingly common.
Booths may be set up the Friday night prior to the event, between the hours of 2:00 and 8:00 PM only. The Kiwanis Arena is accessible from the left side door at the back of the building. There is free parking on the Ottawa St side of the building, close to the door.
Vendors are also asked to report to the Fair Administration table, located at the rear door of the Kiwanis Arena, to pick up their information packet. All vendors and their staff/helpers are asked to wear their badge identification at all times. The Fair provides volunteers who patrol the event area and who are instructed to check for proper identification. Please make it easy for them to help you secure your products and displays. Vendors will be asked to leave the space promptly at 8:00 PM on Friday night. It is recommended that vendors bring sheets or tarpaulins to cover their merchandise overnight.
Vendors will be given access to the event area from the rear Kiwanis Arena doors only, starting at 7:00 AM on the Saturday morning of the Fair. Any set-up MUST be complete by 9:00 AM, and all materials must be removed from aisles and loading areas prior to the doors opening at 9:30 AM in order to conform to municipal by-laws. All products and displays must stay confined to the allotted booth space.
The Fair operating hours are advertised from 9:30 AM to 4:30 PM. Vendors may not pack up prior to 4:30 PM.
The Fair Committee has continued to successfully market the Fair using postcard mailings, yarn store promotions, the K-W Knitters’ Guild newsletters, and internet exposure. Volunteers maintain a list of attendees (compiled from ballot information), and each year prior attendees are sent postcards to remind them of the upcoming Fair. This list has grown steadily, and numbers in the several thousand. Any prospective or approved vendor may contact the Fair for a supply of postcards to distribute through their own channels.
At the fair, there will be a Fashion Show. Models will be wearing knitted items from your booth. This is an excellent medium to advertise your wares. While your item is being modelled, the commentator will highlight the name of your booth.
During the first week of June, you will be emailed a Fashion Show Items Sheet in the Vendor Package. We encourage you to plan on entering an item in the Fashion Show. The sheet and the item will be picked up by a volunteer before 9:00 AM on Saturday.
If you have any questions regarding the K-W Knitters’ Guild, or the Kitchener-Waterloo Knitters’ Fair, please first visit our website. If you have further questions, send an email to Denise Leschak, the Fair Coordinator, at ten.llebnull@riafsrettink. Please keep in mind that this event is organized and operated ENTIRELY by volunteers, who do these tasks in addition to those of their work and home life, and that your requests or questions will be answered as soon as they reasonably can.
Thank you for all that you do to help make the Kitchener-Waterloo Knitters’ Fair a continued success!
Kitchener-Waterloo Knitters’ Fair Coordinator
77 Marlborough Ave, Kitchener, ON