Rules and Regulations 2020
- Vendor must submit the completed application package.
- Products selected for Lakeview Market are juried. After our jury process, and upon acceptance of your application, we will process your deposit fee(s). All vendors will receive formal notification as to acceptance status in writing by email address specified by the applicant.
- Your application application will be reviewed for the quality, uniqueness and salability of your product(s) and overall balance of the category your product(s) falls into.
- Vendors are accepted based on the items proposed on the application form and may only sell the approved items detailed in the form.
- All vendors must submit photo(s) of the product(s) they plan to sell and a product list with price range. Attractive booth display and clear signage are an important part of our selection process. We will be keeping photos on file for future reference.
- We welcome vendors who employ social media and marketing tools, and excellent customer service.
Vendor Agreement + Harbourfront Centre Policies and Procedures
- Harbourfront Centre reserves the right to refuse booth space to anyone. Harbourfront Centre reserves the right to cancel the vendor agreement or to eject any vendor from the premises who is behaving in an objectionable manner and the vendor waives any right and all claims for damages or compensation by reason of Harbourfront Centre exercising this right.
- Booth Permissions: Only vendors in possession of a valid, signed contract from Harbourfront Centre may occupy space at Lakeview Market.
- Harbourfront Centre assumes no responsibility for sales, inclement weather, nor guarantees of attendance.
- Harbourfront Centre maintains a number of operational policies and procedures that all vendors must, as applicable, comply with at all times. Such policies and procedures include, but are not limited to, emergency preparedness and procedures to follow in the event of an emergency situation. Vendors must comply with such policies and procedures, as same may be revised, amended or updated by Harbourfront Centre on an ongoing basis at Harbourfront Centre’s sole discretion. Applicable policies and procedures are available to all vendors. Failure to comply with Harbourfront Centre’s policies and procedures may result in the immediate termination of the vendor agreement. Harbourfront Centre shall have no liability or responsibility, financial or otherwise, arising from a vendor’s non-compliance of Harbourfront Centre’s policies and procedures.
Health & Safety
Harbourfront Centre will take every reasonable precaution to protect the health and safety of their employees and community in which we operate by maintaining health and safety policies, procedures and programs with the support of the Chief Executive Officer and all senior management. In addition, Harbourfront Centre will comply with the Occupational Health & Safety Act, its regulations and all other applicable legislation.
Harbourfront Centre requires that at all times vendors abide by Harbourfront Centre Health & Safety Policies and Procedures as well as the requirements of the Occupational Health & Safety Act, and its Regulations.
At the top of every season, we provide a briefing where we cover important Health & Safety information including emergency procedures as well as hazard identification and risk mitigation. In addition to this briefing, it is expected that vendors will read and abide by the following:
Discrimination, Harassment and Violence Prevention Policy
Harbourfront Centre values the diversity of its workforce, its patrons and visitors and the community in which we operate and is committed to providing an environment where individuals are treated with dignity and respect. It is the policy of Harbourfront Centre to ensure that the community is afforded a safe work and learning space free of intimidation, discrimination, harassment and violence. Harbourfront Centre will work to prevent, remedy and eliminate any such conduct in its workplace through establishing a policy and procedure and training program.
Harbourfront Centre upholds the principles of the Ontario Human Rights Code, which prohibits discrimination and harassment based on race, ancestry, ethnic origin, place of origin, colour, age, sex, gender identity, gender expression, sexual orientation, marital status, family status, creed, citizenship, record of offences or disability. Personal harassment, while not based on one of these prohibited grounds, can be equally demeaning, intimidating or humiliating and is also covered by this policy.
In addition, Harbourfront Centre upholds the principles of the Occupational Health and Safety Act regarding workplace harassment and violence and will work to create and maintain a workplace free from violence and harassment as required by this Act.
Any incidents of discrimination, harassment or violence must be reported immediately to the vendor coordinator at Harbourfront Centre. For any incident of violence or potential violence, the most pressing action is for the person to remove themselves from harm or from the risk, as soon as possible. Once removed from the risk, contact Security immediately at 416 973 4885 or 416 520 8552 and/or Emergency Services at 911.
We do not tolerate discrimination, harassment and/or violence of any kind, and we reserve the right to remove a vendor if their conduct is not in accordance with Harbourfront Centre policies and procedures.
For additional information, please reference HFC002 Workplace Discrimination, Harassment & Violence Prevention Policy, available from the Vendor Coordinator.
Prior to starting your shift, please familiarize yourself with the area to locate your nearest emergency exit, emergency equipment and security desk.
In the event of an evacuation, we have three designated assembly points: Stage in the Round, Ontario Square and the south-side of Queens Quay Terminal. Depending on where you exit the building, please head directly to the nearest assembly point. Ensure that you check in with the Vendor Coordinator.
In the event of a fire, proceed via the nearest safe stairwell or exit to the recommended assembly area. Check in with the Vendor Coordinator.
In the event that you encounter fire, notify any person in the vicinity, leave the room or area and activate the nearest manual pull station. Proceed via the nearest safe stairwell or exit to the recommended assembly area. Check in with the Vendor Coordinator.
In the event of a severe weather alert and the site has to be evacuated, you need to seek shelter in a permanent building. Do not seek shelter in a tent as this is not a permanent structure. It is the responsibility of the vendor to check whether inclement weather will affect their commute to and from Harbourfront Centre. If it is unsafe to travel, please contact the Vendor Coordinator.
Report all first aid and medical incidents to Security immediately at 416 973 4885 or 416 520 8552. Please note, that First Aid can only be provided by trained personnel.
All health and safety hazards must be reported immediately to the Vendor Coordinator. Commonly encountered hazards may include, but are not limited to:
- Slippery surfaces
- Temperature and weather
- Excessive noise
- Material handling
- Chemical exposure
- Machinery operating unsafely in the vicinity
Cold Stress/Heat Stress
Applies to vendors that may have to work outdoors during the summer or winter months.
Cold Stress: When the body is unable to warm itself, serious cold-related illnesses may occur, leading to permanent tissue damage and even death.
Heat Stress: Heat stress causes the body's core temperature to rise. A series of disorders can develop, ranging from discomfort and pain (heat rash and heat cramps) to life-threatening conditions (heat exhaustion and heat stroke).
Vendors are expected to:
- Wear required personal protective equipment
- Take adequate breaks
- Report all incidents of cold stress and heat stress to the Vendor Coordinator
- Report any medical conditions that may increase risks of working in cold and hot weather
- Monitor the temperature
The Vendor Coordinator will determine if risk of working in cold and/or hot weather is too high.
Slips, Trips and Falls
Harbourfront Centre is committed to reducing or eliminating the risk of injury from slips, trips and falls in the workplace. Harbourfront Centre will take appropriate and reasonable measures to manage its activities and minimize conditions that may cause an individual to slip, trip or fall.
Harbourfront Centre expects that all vendors:
- Wear footwear appropriate in the circumstances
- Avoid practices and personal behaviours that may cause slips, trips or falls
- Report all incidents of slips, trips or falls to the Vendor Coordinator whether or not an injury has occurred
- Vendors will not be permitted to use any electrical equipment which is deemed faulty or unsafe. This includes equipment with frayed or improperly repaired wires.
- Harbourfront Centre staff will inspect all equipment upon arrival to site.
- Vendors are not permitted to use their own electrical power bars.
- If the contract is cancelled by the Vendor due to any circumstance between May 11 and May 22, 2020, Harbourfront Centre will refund the money paid to date.
- If the contract is cancelled by the Vendor after May 25, 2020, the vendor forfeits all monies paid.
- If contract is cancelled by Harbourfront Centre for cause, vendor forfeits all monies paid.
- Harbourfront Centre has the right to cancel vendor contracts if they fail to comply with the Harbourfront Centre Rules and Regulations, without any reimbursement.
- Parking is responsibility of the vendor.
- Harbourfront Centre no longer offers discounted parking passes for vendors.
- Vendor agrees to adhere to the Load-in and Load-out schedule provided by Harbourfront This schedule will be sent the week of the festival by e-mail with the number and location of the booth.
- Vendors are required to be escorted by security personnel while accessing and exiting Harbourfront Centre premises. Cars moving without security escort will be fined.
- Load in/out access will be allowed for a short period of time for the purpose of delivering and re-stocking food and/or equipment only. Vendors are allowed a maximum of 30 minutes to park and unload their goods on Harbourfront Centre property. If you use more than 30 minutes for load-in you will get a parking ticket.
- Harbourfront Centre will assign all booth(s) locations. Locations must be accepted as assigned. Harbourfront Centre also reserves the right to re-assign tent(s)/booth(s) at any time. Vendors are not permitted to request a particular booth space, or change their location without prior approval of Harbourfront Centre. To do so will result in immediate disqualification from Lakeview Market.
Booth Vendors shall not sublet any or all of their exhibit space, nor have goods or representatives from companies other than their own, within their booth, without the prior written discussion and approval by the management of Harbourfront Centre.
Booth Vendors must install, arrange and conduct their exhibits only in the location allotted to them in a neat and orderly manner. Public access routes MUST be kept clear at all times.
Booth Vendors are required to confine their exhibit and all exhibit activities within the limits of their allotted space. Products and displays are NOT ALLOWED to be outside the limits of their booth. Salespeople and demonstrators are prohibited from operating in the aisle or in any other location other than that specified in the contract.
Any Booth Vendor that exceeds their booth boundaries by one foot will be given a written warning. If Booth Vendor violates this space agreement more than twice, will be fined $100.00 CAD each and every time thereafter for any further violation. Vendors will not be allowed on the premises until they have paid all fines. Continued disregard may result in cancellation of contract.
If you require more space than the one you booked, please consider purchasing a second booth. Contact the Vendor Coordinator for more information and availability. This is not allowed for tables.
- Harbourfront Centre reserves the right, after assignment of space, to relocate exhibits which may be affected by a change in Lakeview Market space assignment for any reason whatsoever.
Backdrop and Display Equipment – Power Outlet
- Harbourfront Centre expects each Vendor to decorate their booth(s) and present their merchandise in an attractive manner. Backdrops for booths are not supplied. Please bring your own backdrop for your booth(s). Items such as tablecloths, carpeting, racks and shelving are the responsibility of each Vendor. Harbourfront Centre does not provide nails, tape, staples or backdrops, or display lighting for booths. Harbourfront Centre reserves the right to close a booth if its appearance and presentation is deemed not appropriate.
- Hanging a flag of any kind is not permitted.
- Backdrops, signs and decorations can only be hung from the vendor’s grid system and must be kept within the allocated space. Vendors MAY NOT HANG anything from the Metal Tent Frame.
- Bringing additional equipment requires Harbourfront Centre’s approval. Unapproved items will not be allowed on-site.
- As a mandated fire control measure, absolutely NO halogen lighting is allowed. You will be provided with 1 (one) 15 amp power outlet (see attached photo). Vendors can NOT use their own power bars.
- Signage: All signage must be professionally and/or creatively prepared. Management retains the right to remove inappropriate and/or unattractive signs. Samples of the creative must be submitted to Vendor Coordinator for approval.
- Vendors who wish to install a grid wall system must remove it at the end of each weekend. Harbourfront Centre does not allow vendors to keep their grids over the week, even if they’ve booked several weekends.
Booth Operation and Conduct
Staffing and sales tax: The Vendor is responsible for booth staffing, collection and remittance of all sales taxes and required Ontario business licenses and all other aspects of running their booth.
Return policy: Booth Vendors must post their refund or return policy clearly on their booth.
Any ownership change of business, at any time, requires a new application form.
Insurance and indemnification: Harbourfront Centre recommends that the Vendor, at his/her own expense, take out and maintain comprehensive property damage, public liability and theft and loss coverage or other insurance as necessary. Harbourfront will not be liable for any damage or theft of inventory.
- Facility Use, Public Safety: Harbourfront Centre reserves the right to intervene in terms of facility use and public safety.
- Interference with performances: Vendors are asked to respect ongoing performances at Harbourfront Centre. No audio or video devices are allowed in the booths (portable stereos, radios, CD or DVD players, etc.). When selling musical instruments, approval of playing them in the booths must be obtained, in writing, from the Vendor Coordinator.
- Balloting, give-aways, raffles or any form of contests or prizes are not permitted. No collection of information from any of our patrons is allowed on-site.
- Hours of operation: Vendors must keep their booths open and staffed for the entire duration of the operating hours of Lakeview Market. Lakeview Market operates rain or shine. Vendors must be in attendance and booths must remain open during the designated hours. The Vendor must be ready for business at the designated start time and close promptly at the designated close time. Hours of operation will be strictly enforced. Not complying with these hours of operation may cause closing and or cancellation of your booth with no reimbursement.
- Closing Early due to Weather: If weather conditions call for potentially closing the Market, the decision to keep the Market open or to close it will be made with the Vendor Coordinator together with all Vendors on-site. The decision will be made by majority consensus. Said decision must be followed by ALL vendors on-site.
- Product sales: Lakeview Market vendors may only sell merchandise that has been agreed upon in advance by Harbourfront Centre. The Vendor must provide the products that were approved in the application form and can make no changes or additions. Harbourfront Centre will require vendors to remove items that have not been approved. If the Vendor needs to change the product lines from the original application, these new items must approved by Harbourfront Centre at least one month in advance, before they are displayed to the public.
- Booth vendors agree to accept full responsibility for all materials and goods which they use or display in the booth area.
- Harbourfront Centre strictly prohibits the sale of the following at the Lakeview Market:
- Branded beverages of any kind
- Knock-off designer merchandise (handbags, jewelry, clothing etc.)
- Mass-produced novelty items/toys/giftware/electronics (ex. Bubble guns or light sabers)
- Spiritual or religious-themed products
- Counterfeit merchandise
- Mass produced T-shirts and any type of CDs or DVDs. Harbourfront Centre retains the right to sell these items and also retains the right to allow its festival partners to sell this merchandise.
The Vendor, his/her employees, servants and agents agree to indemnify and hold harmless Harbourfront Centre, its employees, servants and agents from any and all rights, demands, claims, causes of action, damages, costs and expenses and any other liabilities whatsoever arising out of or in connection with its use of the designated premises. Harbourfront Centre shall not be responsible for theft, damage due to water, fire or any other damages to the Vendors’ equipment or stock or loss of property belonging to the Vendor.
Security will be provided overnight in the Lakeview Market by Harbourfront Centre, beginning at the official closing time of the Market, through to the designated opening hour of the following day. Harbourfront Centre will not be responsible for any losses or damages.
Please ensure that garbage is deposited in trash cans and not left on the ground or in and around the booth. Cardboard boxes must be broken down.
Harbourfront Centre reserves the right to change, cancel or add any rule or rules at any time for any reasons whatsoever, and to move, relocate, suspend operating privileges or immediately terminate this agreement without prior notification to Vendor.
Harbourfront Centre reserves the right to evict anyone violating any of the outlined Rules and Regulations.
FAILURE TO COMPLY WITH HARBOURFRONT CENTRE RULES AND REGULATIONS MAY RESULT IN: : a written warning; and/or loss of Designated Site(s). Loss of Designated Site(s) will result in all monies being forfeited. All decisions made by Harbourfront Centre are final. Vendors will not be allowed on the Harbourfront Centre premises until all fines have been paid.