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SEPTEMBER 6 - 7, 2025

VENDOR REGISTRATION

2025 SALT SPRING ISLAND FALL FAIR
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CALLING ALL VENDORS

Vendor Registration for the 2025 Salt Spring Island Fall Fair is now open! Whether you're a returning vendor or participating for the first time, we invite you to be part of this well-loved local tradition. The Fall Fair attracts thousands of visitors each year and offers a great opportunity to share your products, food, or services.​ Register using the form below​.

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DEADLINE:  August 15, 2025

  • How do I apply to be a vendor?
    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: Complete the online Vendor Application Form at the bottom of this web page by August 15, 2025. 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. Obtain vendor insurance. Affordable, discounted coverage is available through Duuo.
  • What are the booth fees and how do I pay?
    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.
  • Do you provide table, chair, or tent rentals?
    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.
  • Do vendors get free admission to the Fair?
    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.
  • Do I need vendor insurance?
    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.
  • What do I need to know as a Food Vendor?
    All food vendors must submit a Temporary Food Service Application to VIHA by August 15, 2025. No exceptions. The VIHA form can be found here. 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.
  • What are the commission requirements?
    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
  • How do I find out my booth location? When can I pick up my wristbands?
    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.
  • When can I setup and tear down my booth?
    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.
  • What payment methods can I offer my customers?
    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.
  • When can I do my raffle draw?
    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.

Have additional questions?

Please reach out to our Vendor Coordinator at: ssifallfairvendors@gmail.com

VENDOR INSURANCE

All vendors are required to obtain liability insurance, and provide a Certificate of Insurance listing the SSIFI as an additional insured. To make this easy and affordable, we’ve partnered with Duuo by Co-operators to provide our vendors with short-term event liability coverage that is meets our requirements.

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Policies start at just $16 per day and are tailored specifically for Fall Fair vendors. There are no broker fees or service charges, and coverage can be purchased in minutes through Duuo’s easy-to-use online platform. Vendors also receive an exclusive 15% discount when using our Fall Fair registration link below.​​​​

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How to Get the Discounted Rate

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  1. Use our unique Fall Fair registration link (Click Here)

  2. Complete the quote by providing:​

    • Business or personal details

    • Booth size (singles/doubles are under 200 sq ft)

    • Whether you’ll be serving food or beverages

    • Preferred liability limit: $2M or $5M

    • Optional: Business property coverage up to $25,000

  3. Click “Signup and Purchase” to create your Duuo account and pay.

  4. Your completed COI will be automatically sent to us!

The Salt Spring Island Farmers’ Institute respectfully acknowledges that we live, work, and gather on the ancestral and unceded territories of the Coast Salish Peoples, including the Hul’q’umi’num’- and SENĆOŦEN-speaking Nations. We honour their enduring connection to these lands and waters, and are grateful for their ongoing leadership, knowledge, and stewardship since time immemorial.
Salt Spring Island Farmers' Institute circular logo with an illustrated cow, pig, chickens, and a blade of hay in the middle

Location
351 Rainbow Road,

Salt Spring Island, BC

V8K 2M4​

Mailing Address
PO Box 661

Salt Spring Island, BC

V8K 2W3​

Contact
250-537-4755

​contact@ssifi.org

© 2025 SSIFI. All rights reserved.

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