HANDS IN SERVICE
250.861.5465
[email protected]
VENDOR GUIDELINES
Conduct, operations and control of the Hands in Service “Touch of Christmas Fair” (herein called “The Fair”) shall be governed in
accordance with the following Rules and Regulations:
PRODUCT ADJUDICATION:
All vendor’s products are adjudicated for quality, originality and overall craftsmanship and approved by The Fair Manager or
Director. Consideration will be given to the overall balance of craft categories at the Fair, and in some categories limits will be
set. Substitutions may not be made without approval. As our venue is a church sanctuary, we request there be no products
representing alternative faiths.
VENDOR RESPONSIBILITY:
The onus is on the vendor to ensure appropriate compliances and approvals have been obtained prior to selling their goods at The
Fair. All vendors shall immediately cease to sell and will remove from The Fair any products upon the request of any official or
representative of The Fair Manager.
BOOTH FEES:
Booth fees are priced dependent on size, location and electricity (Electricity is available on perimeter stalls only. Please provide
your own extension cords.) Please refer to the floor plan for details. Registration fees are non-refundable after November 1. A $30
charge will be applied to NSF CHEQUES.
BOOTH HOUSEKEEPING:
Vendors are responsible for the design of their booths; including any display aids, additional lighting, booth dividers or decorations.
Your display should be well presented. Please stay within the theme of a “Touch of Christmas” relative to decorating. This will
contribute to the ambiance of the event. You must stay within your designated space and be considerate of display height. Please
note that in some areas of the Sanctuary, live entertainment can seem quite loud and some areas can be cool. Please take
appropriate measures to be comfortable for the day.
All displays shall be properly secured.
All persons occupying booth spaces are SOLELY responsible for keeping their booth space and surrounding area clean and tidy
during and upon departure of The Fair.
HOURS OF OPERATION:
The Fair shall operate between the hours of 9:30 am and 3:30 pm. Vendors must be on site 30 minutes prior to Fair opening and if a
vendor does not arrive by 9:00 am, their booth may be assigned to another vendor at the discretion of The Fair Manager.
No vendor will be permitted to pack up their booths until closing 3:30 pm without the permission of The Fair Manager. The Fair
Manager will remain on site until after 3:30 pm.
SET-UP & TAKE-DOWN:
Set-up will be available Friday, from 7:00 pm-10:00 pm. (latest) with arrival time that evening no later than 9:00 pm. Additional
time will be available 8:15 am to 9:15 am on Saturday. While the Sanctuary and building will be security-checked and locked,
products are left overnight at the vendor’s own risk. Take-down may not begin until 3:30 pm Saturday without permission of the
Fair Manager and should be completed no later than 4:30 pm to allow custodial crews to set up the venue for the Sunday morning
service. Your assistance in cleaning your area quickly is greatly appreciated.
PARKING:
All vendor vehicles must be parked on the East entrance (Vasile Road, the one closer to Save On) and must observe the Woodfire
Bakery reserved parking. Please keep the West parking (Barlee Road) lot available for customers.
Page 1 of 4
SMOKING: THERE IS ABSOLUTELY NO SMOKING ON SITE AT ANYTIME.
CONDUCT:
There shall be no hawking, accosting or badgering of the members of the public.
CHILDREN & ANIMALS:
Vendors booths will be maintained by persons able to be responsible for their function. Children under the age of 12 may not tend
a booth unless working and fully supervised. No animals (except service dogs) permitted.
FLOATS & FUNDS:
Vendors are responsible for their own floats; there will be no change available on location. There is guest wifi
available but it is not always consistent.
SALES TAX:
The vendor is responsible for collecting and remitting applicable sales taxes.
RESTRICTIONS:
The Fair Manager reserves the right to limit the sale of any product and the distribution of literature, or any article deemed not to
be in the best interest of The Fair. The Fair Manager may, at their sole discretion, prohibit any person from renting booth space and
may require persons to leave The Fair in the event that the said person fails to—or refuses to—abide by these RESTRICTIONS.
PRODUCT RESTRICTIONS:
Products that MAY NOT BE SOLD unless approved by the appropriate jurisdiction (i.e. Ministry of Health, Provincial Government,
City of Kelowna, etc.) Please refer to the additional guidelines for Food Vendors, pages 3 & 4.
ORGANIC CERTIFICATIONS:
Vendors selling produce as organically grown, must be CERTIFIED. A certification must be shown to The Fair Manager upon request.
All signage relating to organic produce must be approved by The Fair Manager.
WEIGH SCALES:
Where vendors are selling products by weight, they must have scales that have been certified in accordance with the provisions of
the Weight Measures Act (Canada).
LIABILITY:
Vendors selling products do so at their own risk and are solely responsible for any actions related to their sales or service resulting in
suit or claims.
The Fair is not responsible for lost, stolen or damaged articles or money.
Page 2 of 4
SPECIAL RULES RELATED TO PREPARED FOOD & FOOD CONCESSIONS
1.
Vendors must not sell foods that are considered higher risk unless approved to do so by the local Health Authority. Certification
must be presented. Higher risk foods must be prepared in an approved commercial food premise. A list of higher risk foods
follows;
2.
Vendors may sell lower risk, home prepared foods. The onus is on the Vendor to ensure compliance with applicable
requirements. A list of lower risk foods follows;
3.
Vendors must obtain and display all necessary compliances, permits and certificates from the appropriate governmental
authority and to the Fair Manager upon request;
4.
Vendors will supply documentation of liability insurance as available.
5.
All Prepared Food Vendors must have a responsible representative who has FoodSafe Level 1;
6.
All Samples must be covered and have toothpicks in them or be served by the vendor; uncovered samples will be removed.
a) Provide a hand washing station for vendor and customer use;
b) Having sanitizing solution (e.g. bleach in water) with adequate concentration on site;
c) Abstaining from preparing food in the customer service area;
d) Providing single service utensil or pre-portioned bite-sized foods for customers. Tooth picks, wax paper, paper
sampling cups or disposable utensils should be used to distribute samples. Samples must be apportioned and dispensed
by the Vendor.
APPENDIX I - LOWER RISK FOODS
The following list contains examples of lower risk foods that may be acceptable for home preparation and sale at a temporary food
market.
NOTE: all of these lower risk foods should be pre-packaged except whole fresh fruits or vegetables.


























Apple sauce
Brownies
Bread & buns (no dairy or cheese fillings)
Butter tarts
Pies (fruit filled only, no cream fillings or cream based)
Cakes (icing sugar only, no diary or synthetic whipped cream)
Dry cereal products
Chocolate (provided it is used as an ingredient in a food that has undergone cooking to at least 71°C (160°F)
Cinnamon buns (sugar icing only)
Cookies
Dried Fruits
Fresh fruits & vegetables
Fudge
Hard candy
Honey
Jam (pH 4.6 or less or aw of 0.85 or less)
Jelly (pH 4.6 or less or aw of 0.85 or less)
Muffins (no diary fillings)
Popcorn
Noodles (dry flour & water only, no egg based)
Pickled vegetables (vinegar base, pH 4.6 or less)
Relish (vinegar base, pH 4.6 or less)
Wine & herb vinegar
Syrup
Toffee
Salsa (pH & aw within acceptable ranges & the food contains no animal protein. If whole or cut tomatoes are used as an
ingredient, then the pH of the final product must be less than 4.2)
Page 3 of 4
APPENDIX II - HIGHER RISK FOODS
The following list contains examples of higher risk foods that are not acceptable for home preparation and sale at a temporary
food market.




























Antipasto
Cabbage rolls
Cakes/pastries with whipped cream, cheese or synthetic fillings
Chop suey
Creamed corn
Dairy products (e.g.: milk, cream, cheese, yogurt)
Fermented foods (any food that relies on the growth of micro-organisms to produce alcoholic, acidic or alkaline conditions
necessary for fermentation)
Fish and shellfish
Foods containing eggs as ingredients (e.g.: custards, salads)
Garlic spreads, pesto
Guacamole
Herb & flavoured oils
Hummus
Jam & Jelly (pH 4.7 or more or aw of 0.86 or more)
Juice (fruit & vegetable)
Perogies
Pickled eggs
Pickled vegetables (vinegar base, pH 4.7 or more)
Pies (meat filled, pumpkin, sweet potato, custard *e.g.: lemon meringue pie+)
Processed beans, including baked, refried & bean salad
Processed low acid vegetables (e.g.: pH 4.6 or more: beans, asparagus, beets, mushrooms, broccoli, peas)
Processed meat, sausages
Relish (vinegar base, pH 4.7 or more)
Salsa containing animal protein
Salsa containing no animal protein (if whole or cut tomatoes are used as an ingredient, and the pH of the final product is 4.2
or more)
Sprouted seeds (bean, alfalfa, mung, etc.)
Tofu
Whole or cut tomatoes used as ingredient (unless acidified such that the pH of the final product is below 4.2)
Page 4 of 4