Question 1

How do I apply to be a vendor?

Accepted Answer

Vendor space is assigned on a first come, first served basis. The first 60 approved applications are guaranteed a spot; all others will be placed on a waitlist and accepted as space permits. While we do our best to accommodate location preferences, we cannot guarantee specific booth placement.

To secure your booth:
1. Complete the online Vendor Application Form at the bottom of this web page by August 15, 2025. 
2. Pay your full, non-refundable vendor fee  immediately after submitting the form. If payment is not received within 7 days, your space may be released to another vendor.
3. Obtain vendor insurance. Affordable, discounted coverage is available through Duuo.(https://apps.ca.ics.duuo.ca/booth-operation/protections/list/?prescriptionGroup=saltspringifi)

Question 2

What are the booth fees and how do I pay?

Accepted Answer

Booth prices are as follows:

• Food Truck or Trailer Space: $160 incl. GST
 • Single Booth Space - 10x10 (100 sq ft): $160 incl. GST
 • Double Space - 10x20 (200 sq ft): $320 incl. GST

Full payment is due at the time of application, and must be received within 7 days in order to secure your booth. Vendor fees are non-refundable, unless we are unable to accommodate you due to space limits. If you have unique booth size requirements, please get in touch with our Vendor Coordinator at ssifallfairvendors@gmail.com.

Payments Options include Credit Card, E-Transfer, Cash, or Cheque.

• Credit Card: Enter your credit card details directly into the application form. Payments are processed securely through Square.
 • E-Transfer: E-Transfers can be sent to our Treasurer at fitreas@shaw.ca 
 • Cash: You can pay by cash by coming into the SSI Farmers' Institute on Tuesday mornings (9am-12pm) at 351 Rainbow Road. 
 • Cheque: Cheques can be made out to the Salt Spring Island Farmers’ Institute and either be hand-delivered to the Institute, or mailed to Box 661, Salt Spring Island, BC. V8K 2W3.

Question 3

Do you provide table, chair, or tent rentals?

Accepted Answer

Table rentals are available at $12 (incl. GST). There is a limit of 3 tables per vendor, and these tables must be reserved and paid for at the time of application. No additional table rentals will be available during the event.

We do not offer tent or chair rentals, vendors must supply their own.

Question 4

Do vendors get free admission to the Fair?

Accepted Answer

Each vendor will receive 2 complimentary wristbands which will be provided in your Vendor Package available on Tuesday, Sept 2, or during vendor check-in on Friday, Sept 5.

Any additional staff or booth volunteers must purchase separate admission tickets.

Question 5

Do I need vendor insurance?

Accepted Answer

Yes, all vendors are required to obtain insurance, and must provide us with a Certificate of Insurance naming the Salt Spring Island Farmers' Institute (SSIFI) as an additional insured.

Easy and affordable vendor insurance which meets our requirements is available through our partner, Duuo by Co-operators, which includes a 15% discount. More information is available below.

Question 6

What do I need to know as a Food Vendor?

Accepted Answer

All food vendors must submit a Temporary Food Service Application to VIHA by August 15, 2025. No exceptions. T(https://www.viha.ca/)he VIHA form can be found here.(https://www.islandhealth.ca/sites/default/files/food-safety/documents/temporary-food-service-application-form.pdf)

As a food vendor, you are responsible for providing your own:
 • Temporary Food Service Application
 • Refrigeration
 • Hand-washing Station
 • Garbage Cans and Bags
 • Biodegradable Dishware (Single-use plastic containers are not permitted.)
 • Fire Extinguisher

If you are not supplying your own booth or truck, you will be assigned a designated spot in the orchard / food court.

A dishwashing service will also be provided and operared by the Girl Guides of Canada. Vendors are required to collect reusable dishes from the dishwashing booth to supply to their customers, and return them afterwards.

Composting and recycling facilities will be available. Please add your compost and recycling to the marked bins, and place your bagged, collected garbage into the dumpster provided. All cardboard must be removed by the vendor, please do NOT add this to the dumpster.

Question 7

What are the commission requirements?

Accepted Answer

All vendors are required to pay commission on their sales at the Fall Fair.

• Food & Commercial Vendors: 15% of gross sales + 5% GST
 • Raffle Vendors: 10% of gross sales + 5% GST

Commission must be paid before leaving the fairgrounds on Sunday. Please come to the main office (up the stairs at the back of the Exhibition Hall) to pay commission before you leave.

When calculating your commission, the amount owing is based on the Gross Sales (before tax) with 5% for GST added. The calculation should be made as follows:
 • Gross Sales x 10-15% = Gross Commission
 • Gross Commission x 5% for GST = GST Amount
 • Gross Commission + GST Amount = Total Commission Owing

Question 8

How do I find out my booth location? When can I pick up my wristbands?

Accepted Answer

On Tuesday, Sept 2nd before the Fair, you will be able to come collect your Vendor Package containing a site map with your assigned booth location, two wristbands for free entry, and other details and information you may find helpful.

If you’re not able to pick up your Vendor Package ahead of time on Tuesday, we will have it available for you during vendor check-in on Friday, Sept 5th.

Question 9

When can I setup and tear down my booth?

Accepted Answer

All vendors must participate in both days of the Fall Fair (Sept 6 & 7, from 9am–5pm).

Booth Setup will take place on Friday, Sept 5th between 1pm - 7pm. To reduce congestion and provide for a smooth load-in process, we will be arranging for staggered loading times. We will be aiming to get food trucks in between 5pm - 7pm.

All load in vehicles must be off the grounds by 9am Saturday.

Booth Teardown will take place after 5pm on Sunday, Sept 7. Please do not pack up early.

Please remove all collected garbage and take it to the dumpster on-site, and add any compost and recycling to the bins provided. All cardboard must be removed by the vendor.
 
Before you leave, please come pay your commission at the main office, up the stairs at the back of the Exhibition Hall.

All temporary structures must be removed by Saturday, Sept 13.

Question 10

What payment methods can I offer my customers?

Accepted Answer

We will have an on-site ATM Machine available for Cash withdrawals.

We are also working on having a far-reaching Secure Wifi network installed for our vendors who wish to use Square, Shopify, or other POS Systems to accept Credit/Debit Cards.

You are also welcome to accept Cheque, E-Transfer, Barter & Trade, or any other payment method of choice.

Question 11

When can I do my raffle draw?

Accepted Answer

Raffle draws must take place no earlier than 5pm on Sunday. We recommend collectin the Name, Phone Number, and Email Address of your raffle entrants so you can get in contact the winner.

SEPTEMBER 6 - 7, 2025

VENDOR REGISTRATION

2025 SALT SPRING ISLAND FALL FAIR

CALLING ALL VENDORS

VENDOR INSURANCE

How to Get the Discounted Rate

Vendor registration for the 2025 Fall Fair is now closed.