Vendor Application

Ontario's Best Butter Tart Festival 2025

Event Date: Saturday June 14, 2025 9:00 a.m. - 5:00 p.m.

January 17, 2025 4:00 p.m. Application deadline date. Any applications received after this date will not be accepted. 

February 7, 2025 – Notification to accepted vendors.

March 21, 2025 – Vendor confirmation of participation must be received by the festival. Without confirmation by this date, booth space may be offered to another vendor. Once confirmed, payment must be made in full on or before March 21, 2025 at 4:00pm. There will be no refunds.

April 18, 2025 - Deadline for food vendors for the Special Event Application, submitted directly through the Health Unit.

April 25, 2025 – Deadline for providing proof of insurance as well as application deadline for Food Vendor Permit.  Without this, vendors may forfeit their opportunity to participate and forfeit all fees paid. 

• Ontario's Best Butter Tart Festival (Facebook)
• @ButterTartFestvl (Twitter)
• @ButterTartFestival (Instagram)

Please note that you will receive automatic email confirmation at the end of your completed application after you select "Submit", please check your junk mail folder. If you do not receive email confirmation within 24 hours that your application was successfully submitted, please contact us by phone or email. Contact information can be found here: Contact us

Every year, the Ontario's Best Butter Tart Festival receives far more vendor applications than what there is space for at the festival. Showcase your business in your uploaded photos to make sure your product stands out from our other applicants. Upload one or two photos of your booth setup from a previous festival. Please also ensure to add several photos of your product and product packaging. 

Vendor Booth Pricing

Check the box for the booth space that your would prefer. Note, we have a limited number of side street butter tart vendor spaces available. If we cannot accommodate your first choice, the festival staff reserves the right to allocate booth space based upon the overall planning of the festival. While staff tries to accommodate special requests, staff cannot guarantee special request fulfillment (ie. vendors requesting specific placement).

Insurance

A Certificate of Insurance must be provided to the Town of Midland on or before April 25, 2025. The insurance must be a minimum of $2,000,000.00 third-party liability insurance naming the Town of Midland as an additional insured and providing coverage for the date of the festival.

If vendors do not have their own insurance, they must purchase insurance for the event day.    

Below are two companies that sell vendor insurance, but you are welcome to use whoever you choose:

• https://duuo.ca/
• https://www.palcanada.com/index.php/en-us/

Payment

Once a vendor has been accepted into the festival and has confirmed their participation by March 21, 2025, payment in full is due immediately. Vendors will be sent an email confirming their acceptance. The email will also contain specific payment instructions. Credit cards will be the only form of payment for the event. 

Booth Set-up and Tear-down 

• Festival Hours: 9 a.m. to 5 p.m. We expect you to stay until the end of the festival.

• Festival runs rain or shine (severe weather notwithstanding).

• Trolley required for set-up.

• The submission of an application does not guarantee acceptance as a vendor at the festival. Vendors accepted into the festival will be notified by February 7, 2025 and must confirm their participation by March 21, 2025. At that time, credit card payment must be made for all applicable vendor fees.

• The festival determines booth allocation. We will consider requests noted on vendor application forms and strive to be accommodating, however, the final decision rests with the festival.

• Set-up can begin at 6 a.m. and vendors must have their display assembled and ready to conduct business by 9 a.m. You may wish to be ready as early as 8 a.m. as we have many early birds.

• Vendors accepted to the festival will be sent a map, as well as instructions on how to access their location, and options for parking their vehicle. Note: You may not be able to drive to your booth space, a trolley will be required to transport all of your items from your car to your booth at both set up and tear down (this has changed from previous years).

• Vehicles need to be off King Street by 7:30 a.m. and no vehicles will be permitted onto King Street after 7:15 a.m. Vehicles on the street present a safety hazard to our visitors, other vendors and our volunteers. Let’s keep everyone safe!

• If you are bringing a pop-up shelter, remember to bring weights ie. Sandbags/water jugs/kitty litter-filled bucket, etc. to secure your tent legs, protecting your tent from wind. Stakes are not allowed in David Onley Park and Harbourside Park due to the underground irregation system.

• The Town of Midland provides large bins for vendor cardboard and garbage. Vendors must place their recyclables and garbage in these bins. Any vendor found not complying may lose their opportunity to participate in future year.

• Vendors must stay within the noted boundaries of their booth. This means no signage, flags, tables or product outside of their designated spot.

• The festival runs until 5 p.m. No vendor may begin packing up or may leave until the end of the day. We take this rule very seriously. It is important that you are prepared for a full-day of sales and promotion.

• Tear down is from 5 p.m. to 7 p.m. King Street and surrounding side streets will re-open for vehicle traffic at 7 p.m. and it is important that booths and displays are removed by this time.