Vendor Application

IPW 2026 Vendor Terms and Conditions

The Indigenous Peoples Weekend will take place at the Farmers Institute on Salt Spring Island (351 Rainbow Rd.) for three days:

Vendors can either sell from the existing stalls (see details below), or set up a tent/table on the perimeter of the field. Vendors' placement preference will be first given to vendors who can commit to the whole weekend. But vendors are welcome to vend one, two, or all days, according to their availability. At this time, we have a lot of space and don't anticipate needing to turn anyone away, and we hope for the opportunity to welcome all Indigenous vendors who are interested.

Vendors can begin loading out as soon as the last band begins performing, and are welcome to stay until the last band ends.

We understand the nature of a festival means the days are long. If a vendor is unable to commit to a full day, please contact Kaen (indigenouspeoplesweekend@gmail.com) and she will be happy to work with you to accommodate your special request.

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Stalls & vendor spaces

There are 16 permanent fixture stalls, 14 "regular" and 2 "large," which each have a counter. 14 of these stalls are white and along 2 sides of the perimeter of the fenced-in field, and 2 are blue and located toward the centre of the field (see photos below). These dimensions are approximate and may differ a little from stall to stall:

Priority for stalls will be given to vendors who can commit to all 3 days.

We can also have up to 20 vendors set up with tables along the back fence (see photo below).

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Vendor Registration, Setup and Attendance

• Vendors must register all intended sale items when applying. Vendors cannot swap their booth with another vendor. All vendors must apply and be approved by the IPW organizers.
• Vendors will be notified by email if their application is successful, waitlisted, or unsuccessful.
• IPW organizers will create the site map. Special requests made no fewer than 2 weeks before the event will be heard and accommodated only when possible.
• Vendors must supply their own full set up.
• Tables and chairs may be rented for additional fees and must be arranged no fewer than 2 weeks before the event.
• Vendors must be set up and ready by 15 minutes prior to the start of the day's events (10:45 AM).
• Vendors may not tear down their stall until the last performance of the day, and must remove their stalls within one hour of closing time on their final day.
• Vendors are asked to honour their commitment. Vendors must notify organizers by Friday June 5 at 5:00 PM if they need to cancel.

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Liability and Insurance

• The Vendor assumes all responsibility for their property, including any loss, theft, or damage to displays, equipment and other property while on the premises of the event.
• Vendors are encouraged (but not required) to carry liability insurance. IPW does not insure the Vendor nor the Vendor's Products.
• Vendors are responsible for informing themselves about and complying with Regional, Provincial, and Federal health, taxation and licensing requirements governing the production, display, distribution, sampling and sale of their products.
• A Vendor selling cosmetic (body and bath) products must be in compliance with Health Canada requirements and have completed a Cosmetic Notification Form; it is mandatory for selling handmade and manufactured products in Canada. The form can be found at healthycanadians.gc.ca/apps/radar/CPS-SPC-0007.08.html. For further information see canada.ca/en/health-canada/services/consumer-product-safety/cosmetics/regulatory-information.html.

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Vendor Conduct

• All Vendors will be held accountable to maintain a safe, inclusive, anti-oppressive event free of racism or discriminatory practices and make efforts to resolve any form of either. It is everyone's responsibility to maintain and foster a safe, inclusive, anti-racist and anti-oppressive event.
• Vendors are expected to be cooperative, respectful, and courteous to IPW staff, volunteers, patrons, and fellow vendors at all times.
• A vendor's activities, messaging and products are restricted to those approved at the time of application.
• Vendors will staff their booth at all times during the event.
• Signage and backdrops must be free standing, and must fit within the provided area for your booth.
• No Vendor will be permitted to play amplified music, sounds, or instruments. This includes watching videos or sports on your phone with the speaker on, which is disruptive to fellow vendors and customers.
• Vendors are not permitted to bring pets to the market. Certified service dogs will be accepted when certification is presented with application.

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Promotion

Supporting marketing and promotion efforts is important to the success of the event. We ask vendors to promote the event on their social media channels and invite friends, family, and followers to the Facebook event.

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Zero Waste Guidelines

IPW is striving to be a zero waste event. The goal of a Zero Waste event is to plan ahead and distribute only materials that are recyclable or compostable (not any materials that will be landfilled). We are relying on you to minimize waste by choosing options that focus on sustainability.

We ask you to please carry out and properly dispose of your garbage, compost and recycling.

Here are some further guidelines to help ensure you are fulfilling our zero waste mandate:

• No idling. Please turn off vehicles when loading and unloading.
• Turn off equipment when not in use and maintain equipment for highest energy efficiency.
• Provide eco-friendly packaging and use sustainably-made paper or wood/bamboo/hemp products instead of compostable plastics. Plastic bags and styrofoam products are prohibited.
• Avoid single-use giveaways. Instead consider online giveaways such as e-gift cards or experiences; gifts, "swag" and prizes that are durable, minimally packaged, produced or purchased locally and made from recyclable materials.
• Avoid single-use decorations. Instead consider natural decorations like plants, flowers, or foliage collected in your yard. Please note: single-use items are prohibited, including balloons, plastic disposable tablecloths, and gift wrap.
• Reconsider distributing brochures or business cards. Instead consider setting up QR codes for patrons to scan. At a minimum, use post-consumer (preferred) or paper with the highest recycled content you can find for flyers, programs and handouts, and please choose sustainable inks (eco-friendly inks, such as water-based or vegetable-based inks, which are less harmful to the environment).
• Be smart about your signage. Consider making signs from recycled materials. Use LED lights in your signs for energy efficiency and longer lifespan compared to traditional bulbs. Consider reusable or modular signage systems that can be updated with minimal waste. Only produce the number of signs you need, and reuse or repurpose existing signage when possible.

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