1. Have a staffed booth/activity open for the entire event
2. Responsible for supplying your own staff/volunteers and supplies to the expected 5000+ attendees.
3. Display, sell or promote only the type of work for which the exhibitor has been selected. Any additional work must be pre-approved by the Children’s Fest committee.
4. No other business other than the named business on the contract is allowed to exhibit and solicit in the reserved area. Booth sharing or subletting is prohibited. You may not solicit business materials or display products from businesses that are not an exhibitor with Children’s Fest.
5. Provide suitable signage. Signage is a requirement and MUST be displayed in front of booth area in a prominent place easily visible to the public. Signage is for the benefit of both you and the patrons.
6. Have booth set up at least a half hour before show opening (9:30am) and be prepared by show opening (10am)
7. Maintain the booth size you requested and for which you paid. No impingement on adjacent exhibitor space, no set-back of booths or protrusions beyond set booth dimensions are allowed.
8. All storage of product will be at the booth site and no special provisions will be allotted.
9. Exhibitors may NOT start packing up and/or tearing down their booths prior to closing at 5:00pm on the Sunday. All materials must be removed by 7pm on the Sunday.
10. We reserve the right to relocate exhibitor space which may be affected by a change in the exhibit floor plan. We will do our best to accommodate booth location requests.
11. If in the opinion of the promoter an exhibitor or its servant or agents conduct themselves in an objectionable manner, the promoter reserves the right to expel them from the event. In such circumstances the promoter will not be liable for any damage or loss to the exhibitor or the person expelled, nor there be any refund of fees.
12. Food Exhibitors: ALL exhibitors selling food products MUST apply for a permit with The Windsor-Essex County Health unit. A public health inspector may inspect each food vendor for compliance with Ontario Regulation 493/17: Food Premises and the Health Protection and Promotion Act (HPPA) https://www.wechu.org/food-vendor-applicatio
Waiver and Acknowledgement
The exhibitor agrees to provide for their own liability insurance and hereby agrees to hold the Rotary Club of Windsor (1918), acting as agent for the Rotary Club of Windsor Foundation Fund, the Children's Fest Committee, their officers, directors, employees and volunteers, and 2313846 Ontario Limited o/a Central Parks Athletics, harmless from any and all damage, expense or liability from any injury or damage to any person, including the general public, the exhibitor, its agents or employees or to the property of the exhibitor arising out of the exhibitor's participation in Children's Fest 2025.
The Rotary Club of Windsor (1918), acting as agent for the Rotary Club of Windsor Foundation Fund, will not be responsible for any loss or losses incurred by the exhibitor, as a result of fire, theft, water, accidents, weather, acts of God or other mishaps or incidents not specifically enumerated herein. Recognizing that Children's Fest is run by a voluntary organization, the exhibitor assumes all risks and responsibilities in participating in this event.
