Dear Prospective Knitters’ Fair Vendor,
Welcome to our 25th K-W Knitters’ Fair! Not only is it Canada’s 150th birthday but also the fair’s 25th! 2017 promises to be a great year for fibre artists!
In 2016, our fair had 1,700 attendees, not counting the 74 vendors and over 100 volunteers. The K-W Knitters’ Fair is totally planned, organized, and executed by volunteers. Your attendance, feedback, comments, and smiling faces are very much appreciated.
We are pleased that you are considering participation in the 2017 Kitchener-Waterloo Knitters’ Fair, to be held on Saturday, September 9, 2017, at The Kitchener Aud:
Kitchener Memorial Auditorium Complex
400 East Avenue
This year we will be in the Dom Cardillo Arena, surrounding corridors on two levels, and three lounges. We have so much more room and can easily over double our attendees
AccommodationsThe Radisson Hotel Kitchener Waterloo welcomes attendees and vendors for a very special discounted package. Please mention the K-W Knitters' Fair when booking, and use PROMO Code KWFAIR when booking online.
The Marriott Courtyard Waterloo St. Jacobs also welcomes attendees and vendors for a special discounted rate. Courtyard Waterloo St. Jacobs is located just north of Waterloo, near the famous St. Jacobs Market. Combine your trip to the K-W Knitters' Fair with a wander around Historic St. Jacobs for a perfect weekend. Book the Courtyard now for KW Knitters Fair.
For more options, see the Region of Waterloo tourism site.
Due to the demand for spaces, all vendor applications will be subject to review. Spaces will be allocated to approved vendors on a first-come, first-served basis. The fair is organized by knitters, for knitters, and with the purpose of promoting knitting within our extended community, so the primary focus of your booth should be on knitting. However, we understand that knitters are often multi-craftual, so we have extended our focus to include fibre, spinning supplies, and crochet needs. Approved vendors will have at least 75% knitting-related content. This includes (but is not limited to) yarn, fibre, needles, buttons, beads, bags, books, patterns, and knitting pottery. Vendors may provide a small amount of other fibre-arts materials for weaving, sewing, etc.
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.
When you return the completed Vendor Application Form, you will be notified by email that it has been received. 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 in mid-August.
- For an existing vendor:
Sign in using the button in the top right corner of the main page. The username will be the email address that you used to sign up.
Once logged in, click the "Account" button that now appears in the top right corner. There will be a set of Paypal buttons in the Account page, just click the one for the size of booth that you have. Payment for extra tables and chairs can't currently be made online, and should be brought to the fair (cash or cheque).
- For a new vendor:
Go to https://www.kwknittersguild.ca/fair/vendor/register/ to create a new account.
After making the account, make sure you are logged in (may need to click the Sign In button in the top right corner of the screen), then click the Account button in the top right corner. There will be a set of Paypal buttons in the Account page, just click the one for the size of booth that you have. Payment for extra tables and chairs can't currently be made online, and should be brought to the fair (cash or cheque).
If paying by cheque, vendor applications must be accompanied by full payment. Make cheques payable to the K-W Knitters’ Fair. Please do not post-date your cheque, and do not send cash or a money order. There will be a fee for NSF cheques.
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.
Vendor Booths: Standard
The fee for vendors is $200 per standard booth. This rate has not changed in many years to encourage and support yarn businesses. Each 10’ x 10’ booth space is supplied with one skirted table and one chair. Additional tables or chairs can be rented by contacting email@example.com. Other items such as carpet or other furniture can be rented by contacting Hahn Rentals. 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’ x 10’ space, including personal items, merchandise, and rented items. A 10’ x 10’ booth space can accommodate at most two 6’ tables and one 8’ table.
Each space is draped at the back (8’ high) and the sides (3’ high). However, corner booths may request to have the side draping removed; please inform us when you arrive for setup.
Vendor Booths: Micro Market
To encourage small, local vendors to participate in the fair, we have added a Micro Market. For a $125 fee, a vendor will have an 8’ table and folded chair in a shared space with other small shops (max. 1 table). The space includes the display area on and behind the table, but not external displays in front of the table. For vendors in this space, the insurance requirement will be waived, as the insurance will be provided by us.
There will be a 2-year maximum for vendors in this space, to make room for new vendors who would like to join us every year! After the 2 years of being in the micro market, you are encouraged to purchase a full booth space on your own or with another small vendor.
Vendor Booths: All Booths
Booth draping may be solid white or burgundy fabric. If you wish to cover the draping with your own fabric, it must be made of a fire-retardant material or have a fire-retardant treatment. Documentation of the fabric or treatment used must be provided before the fair date.
Electricity is available at each booth, and lighting is sufficient and functional. Vendors may supply their own extension cords and additional decorative lighting if desired.
The Aud has free public wireless internet access for vendors and attendees; however, we cannot guarantee the speed of the internet service. The Knitters’ Fair is not responsible for any issues arising from a vendor’s choice to use the Aud’s wireless services for payments. The cellular service in the Aud appears to be consistent, so we recommend, if possible, that you use a cell phone or internet stick for your internet needs.
Vendor Documentation: Insurance
All vendors (except vendors in the Micro Market) are 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. 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 the Fair Committee by July 9th, 2017, or your application may be denied.
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. By agreeing to participate as a vendor, you agree that the Kitchener-Waterloo Knitters’ 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 Application Form, 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.
Insurance can be purchased from PAL, through the Guild’s insurance agent. This can be set up through us, by indicating your needs on the Vendor Application Form. The insurance can only be bought within 90 days of the event, so our insurance agent will contact you closer to the Fair date. The total cost is approx. $90.00 for liability only.
Vendors can contact their own Home Insurance provider, to ask if they can extend the liability for the 1 day of the Fair. The insurer may add on a home-based business package, which could be cheaper than the PAL policy. If you use this option, please make sure that you can add the Guild as co-insured with your policy, as not all insurance providers allow this.
Please contact the Fair Coordinator if you have any questions or concerns about your coverage.
Please check our website. More details for Vendor Set-up are coming.
The Fair Committee strongly recommends that you do not leave your travelling and set-up until the morning of the event.
Booths may be set up on the Friday night prior to the event, between the hours of 12:00 PM and 8:00 PM. The Dom Cardillo Arena is accessible from dock doors 5 and 6 on the Stirling street side of the Aud.
Vendors are asked to report to the Fair Administration table, location to be determined, to pick up their information packet. All vendors and their staff/helpers are required to wear their identification badge at all times. The Fair provides volunteers who patrol the event area and are instructed to check for proper identification. Please make it easy for them to help you secure your products and displays. We want to provide a secure space for all our vendors. It is recommended that vendors bring sheets or tarps to cover their merchandise overnight. A security guard will be present for the entire night.
Vendors will be given access to the event area starting at 7:00 AM on the Saturday morning of the Fair. Any set-up MUST be complete before 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 comply with municipal by-laws.
The fair operating hours are 9:30 AM to 4:30 PM. Vendors may not pack up prior to 4:30 PM. Pack-up must be complete no later than 6:30 PM. Please be aware that during this time Hahn Rentals will be there packing up tables and linens as well.
The Fair Committee has marketed our event successfully using postcard mailings, yarn store promotions, the K-W Knitters’ Guild newsletters, and internet advertisements. Volunteers maintain a list of attendees (compiled from door prize ballot information), and each year prior attendees are sent postcards or emails to remind them of the upcoming fair.
In addition, you may request a supply of postcards to distribute through your own channels. There will also be a poster that can be placed in a yarn shop or on a community notice board. The postcards and posters will be available by the end of May.
At the fair, there will be a Fashion Show where volunteer 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 and read your description of the item. Please make sure your descriptions are typed or clearly printed to help our announcer showcase your item at its best. Ensure you include your booth number and company name so attendees know where to find you! Remember: the more you write to describe the yarn, pattern, techniques, and designer, the more we have to say!
We encourage you to enter one or two items in the Fashion Show. You will be emailed a Fashion Show Items Sheet to bring to the fair. The sheet and the item will be picked up by a volunteer by 9:00 AM on Saturday, and the item will be returned to you as quickly as possible after the fashion show.
There is limited space in the fashion show. Fully completed description sheets will be given preference. Any description sheets not received by 9:00 AM on Saturday will not be accepted into the show.
If you have any questions regarding the K-W Knitters’ Guild or the K-Wnitters’ Fair, please first visit our website, http://www.kwknittersguild.ca/fair. If you have further questions, send an email to the K-W Knitters' Fair Team, at firstname.lastname@example.org. Please keep in mind that this event is organized and operated entirely by volunteers who have other commitments. Your requests or questions will be answered as soon as possible. Please include company name and full name in all correspondence.
Thank you for helping to make the 2017 K-W Knitters’ Fair such a success! You work very hard to bring the best selection to our region, and we want to help you accomplish that!
Kitchener-Waterloo Knitters’ Fair Coordinator
P.O. Box 40010, 75 King St. S, Waterloo ON N2J 4V1