Food and merchandise vendor application

City of Kitchener summer events

Our events draw thousands of attendees including those interested in food and shopping. We are always looking for diverse food options and unique merchandise to be apart of our events.

2024 vendor opportunities

• Cruising on King: Friday, July 12
  • Attendance: approx. 10,000 (King Street & Carl Zehr Square)
• Canada Day: Monday, July 1
  • Attendance: approx. 8,000 (King Street & Carl Zehr Square)
• Wayback Festival: Friday, July 26 to Saturday, July 27
  • Attendance: approx. 15,000 (King Street & Carl Zehr Square)
• Kidspark: Sunday Aug. 18
  • Attendance: approx. 8,000 (Victoria Park)
  • Complete our Kidspark application form to apply to be an activity exhibitor
• Endless Summer: Friday, Sept. 6 to Saturday, Sept. 7 (details to follow)
  • Attendance: approx. 15,000 (Victoria Park)

Personal information is being collected under the authority of s.11(1) of the Municipal Act and in accordance with s. 28(2) of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and will be used for the purpose of this application and to invite vendors to participate in events. This information will be shared with staff who require it for their work as part of their work at the City of Kitchener and will be stored on a server owned by a Third Party Service Provider (GHD Group) located in Canada. The personal information collected herein will be used only for the purposes relating to the program and will be protected in accordance with the requirements stipulated in the MFIPPA. 

Inquiries about the collection, use or disclosure of your personal information should be directed to kitchener.events@kitchener.ca

Table and chair rentals

The rental fee is $220 + HST ($248.60 with tax) and includes the following:

• One 10' x 10' tent
• Two 6' tables
• Two chairs

Please note: We cannot accommodate power for your booth.

Vendor agreement

1. Styrofoam and plastic straw products are no longer permitted.
2. All outside food vendors may be required to accept up to $20 in volunteer food vouchers.
3. Items to be sold are subject to the approval of The Corporation of the City of Kitchener (“City”).
4. Cancellation fee: 50% of registration fee will apply to all cancellations after 4-weeks before the event
5. Prices/products must be prominently displayed and cannot be altered during dates of event.
6. Vendor must be open and staffed for the duration of events.
7. Premises must be kept clean at all times as per City expectations and Region of Waterloo Public Health Department regulations (if applicable).
8. All vendors are responsible for removing all goods and materials from the booth after the event and leaving the space in a clean and orderly state.
9. It is the responsibility of the vendor to vacate the space only after cleaning of space is completed. Failure to comply will result in further payment by the vendor of any clean-up costs incurred by the City.
10. All vendors must meet and comply with regulations and will be inspected at the event by the Kitchener Fire Department, Regional Public Health Department and the Electrical Safety Authority.
11. Access to amenities including electrical, water, grease, and grey water dumping, etc., are not provided or available. Every food vendor must bring and remove all necessary amenities with them.
12. Merchandise vendors must provide $5 million dollars and food vendors $2 million dollars proof of insurance if selected for participation.
13. Behavior and activities that obstruct or hinder the rights of others to enjoy the festival is unacceptable and prohibited, include but are not limited to: creating a disturbance, display or using profanity/obscene language directed at/or disturbing to others, and causing unsafe conditions.
14. By completing this form, the food and merchandise vendor application, and upon receiving a confirmation letter from the City, all vendors participating grant permission to the City to use product, photographs, website, information and any promotional material whether in print or electronic form (“media”) without further consideration. Such media may be used by the City in such mediums as newsletters, brochures, including the City’s website and the event’s website/webpage, and in submissions to the local papers for publicity purposes.
15. The City is not responsible for damage to, or loss of, support material.
16. All vendors must sign an acceptance of terms and condition form if selected for participation in the event.

I understand that The Corporation of the City of Kitchener reserves the right to administer and facilitate the vendor selection process and to limit the number of vendors in it sole and absolute discretion.