HEALTH & WELLNESS SYMPOSIUM - VENDOR APPLICATION FORM

Applications must be submitted by Friday September 25, 2026. Due to limited space, all applications are subject to review and approval. Successful applicants will be notified once their application has been approved. Full payment is required within one week of approval to secure your space; otherwise, your application may be cancelled. Post-dated cheques will not be accepted. All exhibitors must comply with event policies and standards and provide proof of liability insurance. Please note that product and service exclusivity cannot be guaranteed.

Booth Setup Information Setup Times: IMPORTANT NOTE: Vendors are required to arrive at the venue and set up their booths on Sunday, October 4, 2026, between 8:00 AM and 9:30 AM. Tear Down: Booth takedown begins at 6:00 PM on Sunday October 4. Booths must remain fully operational throughout event hours. Vehicle Access & Parking: All vendor vehicles must be parked in the main parking lot. Booth Equipment: Vendors are responsible for supplying their own tablecloths, chairs, displays, and tents. Rental equipment is not available. Booth Operations: No portion of a booth, display, or exhibit may be dismantled or removed before the event concludes.

Compliance with Regulations All exhibitors must comply with applicable municipal, regional, provincial, and federal laws, regulations, bylaws, and licensing requirements related to their products, services, and interactions with attendees. Health, Safety & Fire Regulations Exhibitors must adhere to all applicable health, safety, accessibility, and fire regulations established by the venue and governing authorities. Exhibitor Expenses Exhibitors are responsible for all costs associated with the transportation, setup, operation, staffing, and removal of their exhibit space. Licenses, Permits & Insurance Exhibitors are responsible for obtaining and maintaining all required licenses, permits, inspections, insurance coverage, and certifications necessary for their participation in the event. Exhibitors must also comply with all applicable tax regulations. Move-Out Procedures Booth teardown may begin only after the official event closing time. No portion of an exhibit may be dismantled or removed before that time without approval from the event organizer. Parking Exhibitor vehicles must be parked in designated vendor parking areas only and must comply with event parking instructions. Booth Assignments The Whitchurch-Stouffville Chamber of Commerce reserves the right to assign and, if necessary, relocate booth spaces due to operational or unforeseen circumstances. Booth Sharing Exhibitors may not share, sublet, or transfer booth space without prior written approval from the Whitchurch-Stouffville Chamber of Commerce. Booth Staffing At least one representative aged 18 years or older must be present at the booth during event hours. Exhibits must not be left unattended. Loss or Damage of Property The Whitchurch-Stouffville Chamber of Commerce, its Board of Directors, staff, volunteers, sponsors, and event partners are not responsible for any lost, stolen, or damaged merchandise, equipment, displays, or personal property. Exhibitors are solely responsible for the security and safekeeping of their property. Force Majeure The Whitchurch-Stouffville Chamber of Commerce shall not be liable for any delay, interruption, modification, postponement, or cancellation of the event resulting from circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, public health emergencies, government actions, utility interruptions, labour disputes, acts of terrorism, or any other unforeseen event.

Proof of insurance must accompany all completed applications. A valid Certificate of Insurance must be submitted with your application and is required to participate in the show. If your business already carries liability insurance, your insurance provider can issue a Certificate of Insurance upon request. Applications without proof of insurance may not be approved. Liability & Insurance Acknowledgement: The event organizers, venue, and organizing committee are not responsible for the loss, theft, damage, or destruction of exhibitor property, nor for any injury, loss, or damages sustained by exhibitors, their staff, or attendees for any reason whatsoever. The organizers reserve the right to cancel, postpone, or modify the event due to circumstances beyond their control, including but not limited to severe weather, fire, labour disputes, government restrictions, emergencies, or other unforeseen events. No liability will be assumed for any resulting costs, losses, or damages incurred by exhibitors. The organizers do not guarantee attendance levels, visitor traffic, or commercial outcomes resulting from participation in the event.