VENDOR INFORMATION

Welcome to the 2025 Brackendale Fall Fair
Sept 6, 2025

Vendor Applications will open May 1 and close June 1.

** NEW ** VENDOR PROCESS

We have made the change from first come / first serve basis to a selected Vendor process so as to ensure we have a good mix of Community Groups and Commercial/Retail Vendors. Curating will be done for selection of Vendors. 

VENDOR TIMELINE

✓ April 15th - Applications open to last years vendors

✓ May 1st - Applications open to public 

✓ June 1st - Applications close

✓ July 1st - Vendor confirmations sent

✓ August 1st – Vendor payments due

1. VENDOR APPLICATIONS

https://forms.gle/rzAFYW47xaFpFP8m7

Please do not send payment until you are confirmed as a vendor.

2. VENDOR CONFIRMATIONS

If you are selected as a vendor, a confirmation and instructions regarding payment, load in /out, Vendor Location Map & traffic details will be sent to you. 

Final Stall locations will be at the sole discretion of Brackendale Farmers Institute.

3. VENDOR PAYMENTS  

Do not send payment until you have received confirmation that you have been selected to vendor.

Vendor locations, load in & load out and parking details will be circulated to all paid vendors.

Please ensure your VENDOR NAME and PERSONAL NAME   is on the e-transfer or cheque. Type both into the message box.

ELECTRONIC TRANSFER (EFT)

Electronic transfer (automatic payment) to: BrackendaleFarmersInstitute
BrackendaleFarmersInstitute@gmail.com

CHEQUE

Cheque payable to Brackendale Farmers Institute.
Mail to: BFI ℅ Box 224, Brackendale, BC V0N 1H0

COMMERCIAL & FOOD VENDOR DETAILS 

$70.00 per 10’ x 10’ Stall. Check your tent for measurments. 

If you need more space, buy 2 stalls. 

Electric power is VERY limited and reserved for food vendors only. One appliance and one 12 ‘ extension cord only please. More than that will shut down the whole fair. You will be notified if you have a spot with electrical power. There will be an additional fee for the power. 

Vendor Gate passes - only two vendors are allowed with each vendor rental. Anymore than two people, will have to purchase gate tickets, either online or at the fair entrance. 

As there will be food, livestock, and vehicles on the grounds, please no free range children or dogs when setting up and taking down, for obvious safety reasons. We have very limited space.

FOOD SERVICE PERMIT

As per BC Govt Health Regulations Food Vendors must have a FOOD SERVICE PERMIT. No Exceptions. If you have not obtained required permit and submitted to us one week ahead of the fair, you will not be allowed to set up your stall. Permits must be displayed at your stall. Click here for information and registration for a Food Permit.

Van Coastal Health inspector, local phone is 604 815 6840

Email copy of current permit to: brackendalefarmersinstitute@gmail.com

COMMUNITY SERVICE / CHARITABLE ORGANIZATION DETAILS

$40.00 per 10’x 10' stall. 

Ensure your tent is 10'x10'. If larger - you must buy two stalls.

Sorry, no electrical power is available. 

Two ‘vendor people passes' will be issued for each purchased stall.
Additional 'people passes' are $5.00 each, purchasable online or at the entrance gate.

EQUIPMENT DETAILS

TENTS, TABLES & CHAIRS must be provided by all vendors for their booths. 

FIRE EXTINGUISHERS must be provided by any vendor using electricity, or fuel burning equipment. Knowledge of use of the fire extinguisher by the vendor is paramount.  Remember we are in the middle of a hot and dry forest surrounded by urban development. We CANNOT have any fire incidents.

NO FOOD TRUCKS or DEMONSTRATION TRAILERS ALLOWED as BFI Park does not have a hard ground surface.  

INSURANCE DETAILS

All vendors, excluding food vendors,  must provide a Certificate of Liability Insurance for a minimum of $2 million with the following statement on the certificate “The Brackendale Farmers Institute is named as Additionally Insured”. 

Food vendors are required to provide $5 million coverage.

Non-profit and low-risk vendors can purchase insurance coverage through an insurance provider of their choice.

Please email a copy of current insurance to:  brackendalefarmersinstitute@gmail.com

WASTE TREATMENT

If your stall will be generating waste, you are responsible to take your waste off the fair grounds. Bring bins for your compost, recycling and garbage and take it all away with you at end of day. If you leave anything behind, you will not be permitted to vendor in coming years. For our planning purposes,  please fill out the questionnaire found at bottom of form. For more info: https://squamish.ca/our-services/garbage-and-waste-diversion/waste-diversion/

REGISTRATION & PAYMENT

VENDOR APPLICATION opens May 1.

VENDOR APPLICATION closes June 1. 

VENDOR CONFIRMATION notified July 1.

VENDOR PAYMENT  mut be received August 1. 

 Spaces will be allotted on a first paid/ first served basis. No exceptions. No changes. 

Early birds get best locations. Please keep in mind that BFI  are all volunteers with limited time to make the Fall Fair happen for you, the vendor. 

VENDOR SCHEDULE DETAILS

FRIDAY

VENDOR TENT SET UP 4PM – 8 PM

Set up your tent up Friday night. (No valuables or products please). Tent set up Friday will make your Saturday morning load in easier. Security will be on site all night watching the tents and the bears.

Know your stall number on arrival. You will receive confirmation of your stall # before August 29.

PARKING DETAILS WILL BE SENT TO YOU WITH VENDOR CONFIRMATION 

ONE VENDOR DASHCARD will be emailed to you. Please print it off and place it on your vehicle’s dashboard as it allows access to the park with your vehicle. No dashcard  - no access. 

SATURDAY 

START OF DAY

VENDOR ENTRANCE GATE OPENS FOR VEHICLES 07:00 AM – 09:00 AM.

Driving in: Traffic control will be on the street and on the field. DRIVE SLOW. No more than 10 kmph.

Do not stop within 15 feet of the train tracks – even if you are in your car waiting to get on / off the field. An oncoming train is not forgiving.

Parking at your stall to unload/ reload: Pull your vehicle up tight to your stall so others can get their vehicles around you. The vehicle aisles are very narrow.

All vehicles must be off the grounds by 09:15 so make sure you give yourself sufficient time to unload, move and park. DRIVE SLOW. No more than 10 kmph.

Parking process and  location will be sent to you with Vendor Confirmation

Vendor wristbands: will be available at the BFI tent near the stage. Be sure to pick yours up. 

Traffic Closures: intermittent due to Gran Fondo Road Traffic Impacts on Northbound Highway 99 from 08:30 am to 11:30am http://granfondowhistler.com/about-event/traffic-impacts

END OF DAY

VENDOR EXIT GATE OPENS AT 5:30 pm till 8:00 pm. DRIVE SLOW. No more than 10 kmph.

Your tent, stock and waste must be off the field by 8:00 pm when the gate is locked.

Ensure to pack your waste and take it with you.. Vendors using public bins will not be selected to particpate in future years.

Driving out: Traffic Control will be tired too. Use your courtesy and common sense. Pull your vehicle up tight to your stall so others can get their vehicles around you. DRIVE SLOW. No more than 10 kmph.

Have a wonderful Brackendale Fall Fair!