Please review the welcome letter below to find out everything you need to know about being a 2023 vendor. The welcome letter reviews all vendor policies and guidelines, including details about vendor selection and payment, booth set-up, and insurance requirements.
Dear Prospective Knitters’ Fair Vendor,
Welcome to our 29th K-W Knitters’ Fair! We are pleased you are considering participation in the 2023 Kitchener-Waterloo Knitters’ Fair, thank you for your patience and support. Your attendance, feedback, and comments are very much appreciated.
In 2022, our Fair had approximately 1,300 attendees, not counting the 80+ vendors and over 100 volunteers. We expect with the waning of the pandemic and its restrictions that the Fair will be moving back towards pre-pandemic numbers. We are going to put on the best show we can this year, maintaining the standards set over the past decades. The K-W Knitters’ Fair is totally planned, organized, and executed by volunteers.
This year’s event will be held on Saturday, September 9th, 2023. We will be in the Kiwanis and Kinsmen Arenas at The Kitchener Aud:
Kitchener Memorial Auditorium Complex
400 East Avenue
Kitchener, ON
N2H 1Z6
Vendor Selection
Due to the demand for spaces, all vendor applications will be subject to review. Spaces will be allocated to approved vendors on a first-come, first-served basis. The fair is organized by knitters, for knitters, and with the purpose of promoting knitting within our extended community, so the primary focus of your booth should be knitting. However, we understand that knitters are often multi-craftual, so we extend our focus to include fibre, spinning supplies, and crochet needs. Approved vendors will have at least 75% knitting-related content. This includes (but is not limited to) yarn, fibre, needles, buttons, beads, bags, books, patterns, and knitting pottery. Vendors may provide a small amount of other fibre-arts materials for weaving, sewing, etc.
Determination of whether a booth satisfies these criteria is at the sole discretion of the Knitters’ Fair Committee. A vendor not operating in the spirit of the event and not willing to make changes to their booth may be refused booth space in subsequent years.
After submitting the Vendor Application Form, you will be notified by email when your application is approved. More information regarding event set-up, requests for Fashion Show items and door prizes, will follow at a later date.
The deadline for vendor applications is June 30th, 2023, at midnight.
Vendor Payment
All new or returning vendors must wait for application approval before submitting payment. Vendor payment is due upon application acceptance.
If paying by cheque, please make cheques payable to the K-W Knitters’ Fair. Please do not post-date your cheque, and do not send cash or a money order. There will be a fee for NSF cheques.
For online payment, you will be able to create an account and log in on our website (https://www.kwkg.ca/fair) and click Account to see a list of payment options. Select your booth size to then E-transfer payment. Please note that additional tables and chairs for your booth cannot be purchased online. you may bring cash or a cheque for the amount to the Fair when you arrive to set up.
Full booth payment is due by July 16, 2023. Cancellations prior to August 1st will be subject to a 20% cancellation fee. No refunds will be given if cancellation occurs after August 1st.
Vendor Booths: Standard
The fee for vendors is $235 per standard booth. Each standard booth is 10’ x 10’ x 8’ high, and is supplied with one skirted table and one chair. Additional tables or chairs can be ordered on the vendor application form, or by contacting [email protected]. Other items such as carpet or other furniture can be rented by contacting Hahn Rentals, items can be viewed on their website (www.hahnrentals.com). Since the Fair MUST abide by Kitchener Fire Department regulations, all items ordered by a vendor must fit into the booth(s) allotted. No items can extend beyond the 10’ x 10’ space, or above the 8’ booth height, including personal items, display pieces, merchandise, and rented items. A 10’ x 10’ booth space can accommodate at most two 6’ tables and one 8’ table, or two 8’ tables.
Each space is draped at the back (8’ high) and the sides (3’ high). However, corner booths may request to have the side draping removed; please inform us when you arrive for setup.
Vendor Booths: Micro Market
To encourage small, local vendors to participate in the Fair, we offer a Micro Market table for $150. Each Micro Market space will have an 8’ table and folding chair in a shared space with other small shops (max. 1 table per vendor). The space includes the display area on and behind the table, but not displays in front of the table. For Micro Market vendors, insurance will be provided by the Fair.
There will be a 2-year maximum for vendors in this space, to make room for new vendors who would like to join us. After 2 years in the Micro Market, you are encouraged to purchase a full booth space on your own or with another small vendor.
Vendor Booths: All Booths
DRAPING – Booth draping may be solid white or burgundy fabric. If you wish to cover the draping with your own fabric, it must be made of a fire-retardant material or have a fire-retardant treatment, conforming to CAN/ULC-S109-M, “Flame Tests of Flame-Resistant Fabrics and Films”. If you are using your own fabric, documentation of the fabric material or treatment used must be provided before the Fair, or you will be asked to remove it.
LIGHTING – Electricity is available at each booth, and lighting is sufficient and functional. Vendors may supply their own extension cords and additional decorative lighting if desired.
WI-FI – The Aud has free public wireless internet access for vendors and attendees; however, we cannot guarantee the speed of the internet service. The Knitters’ Fair is not responsible for any issues arising from a vendor’s choice to use the Aud’s wireless services for payments. The cellular service in the Aud appears to be consistent, so we recommend, if possible, that you use a cell phone or internet stick for your internet needs.
LOCATION – Your booth location will be emailed to you in mid-August. Requests for particular locations can be made on the vendor application but must be submitted by July 16th. Every effort will be made to fill requests on a first-come basis.
Vendor Documentation: Insurance
All vendors (except vendors in the Micro Market) are required to provide a copy of Proof of Insurance stating that they hold a minimum of $2 Million General Liability Insurance and $250,000.00 Tenant Legal Liability. Vendors must include the Kitchener-Waterloo Knitters’ Guild as co-insured for the duration of the Fair. Your agent will need to know the Guild’s address:
Kitchener-Waterloo Knitters’ Fair c/o Kitchener-Waterloo Knitters’ Guild
P.O. Box 40010
75 King St. S
Waterloo, ON
N2J 4V1
The Proof of Insurance must be sent to the Fair Coordinator by July 19, 2023, or your application may be denied.
Note that the Fair Committee’s acceptance of your insurance paperwork does not guarantee that you are covered. Verifying your insurance coverage is your responsibility. By agreeing to participate as a vendor, you agree that the Kitchener-Waterloo Knitters’ Guild (including its members, volunteers, agents, directors, officers, or any other representative) shall not be responsible for any damages or liability whatsoever including but not limited to any damages or liability arising from the presence of the other vendors, their actions, goods, or services or any liability arising from the use of the Arena. By signing the attached Vendor Application Form, you are agreeing to the terms contained in this letter.
The Kitchener-Waterloo Knitters’ Guild insurance agent has made the following suggestions for Vendors who do not currently have their own business insurance:
- Duuo Insurance may be the most inexpensive option, get a quote by visiting https://duuo.ca/vendor-insurance/craft-show/
- Exhibitor/Vendor Booth and Kiosk Liability Insurance can be purchased from PAL Insurance Brokers Canada. The insurance can only be purchased within 120 days of the event. The total cost is approx. $90.00 for liability only.
- Vendors can contact their own home insurance provider, to ask if they can extend the liability for the one day of the Fair. The insurer may add on a home-based business package, which could be cheaper than the PAL policy. If you use this option, please make sure that you can add the Guild as co-insured with your policy, as not all insurance providers allow this.
If there are outstanding difficulties in meeting the requirement, please contact the Fair Coordinator.
Vendor Set-Up
The Fair Committee strongly recommends that you do not leave your traveling and set-up until the morning of the event.
Booths may be set up on the Friday prior to the event, between the hours of 2:00 and 8:00 PM. The Kiwanis and Kinsmen Arenas are accessible from the doors at the back of the building (opposite the East Ave entrance, or turn right from the Ottawa St/Expressway entrance). There is free parking on that side of the building, close to the door. Please be considerate of other vendors and do not block access to any doors by parking too close.
Vendors are asked to report to the Fair Administration table to sign in upon arrival. All vendors and their staff/helpers are asked to wear an identification badge, provided by the Fair, at all times. The Fair provides volunteers who patrol the event area and are instructed to check for proper identification. Please make it easy for them to help you secure your products and displays. It is recommended that vendors bring sheets or tarps to cover their merchandise overnight. A security guard will be present for the entire night.
Vendors will be given access to the event area from the rear doors only, starting at 7:00 AM on the Saturday morning of the Fair. Any set-up MUST be complete before 9:00 AM, and all materials must be removed from aisles and loading areas prior to the doors opening at 9:30 AM in order to comply with fire code regulations.
The Fair operating hours are 9:30 AM to 4:30 PM. Vendors may not pack up prior to 4:30 PM. Vendor tear-down must be complete no later than 6:30 PM.
Fair Promotion
The Fair Committee has marketed our event successfully using postcard mailings, yarn store promotions, the K-W Knitters’ Guild newsletters, internet advertisements, and social media. Volunteers maintain a list of attendees (compiled from door prize ballot information), and each year prior attendees are sent postcards or emails to remind them of the upcoming Fair.
For environmental reasons we will be utilizing online and instore marketing. We will provide you with a poster you can print and hang in your store and a vendor badge you can place on your website. We encourage you to post about your vendor status at the fair on all of your social media.
Promotional Opportunities at the Fair
This year we would like to bring back the fashion show, provided there are enough interested vendors. If you are interested in submitting a piece for the show, please be sure to check that box off on your application!
The Fashion Show is an opportunity to advertise your business in a fun way. Volunteer models will be wearing knitted items from your booth – you may submit one or two items. While your item is being modeled, the commentator will highlight the name of your booth and read your description of the item. Please make sure your descriptions are legible (preferably typed), to help our announcer showcase your item at its best. The more you write to describe the yarn, pattern, techniques, and designer, the more we can say!
If there is enough interest, you will be sent a Fashion Show Items Sheet to bring to the Fair. The sheet and the item will be picked up by a volunteer by 9:00 AM on Saturday, and the item will be returned to you as soon as possible after the fashion show. Fashion Show items and description sheets not received by 9:00 AM on Saturday will not be accepted into the show.
Contact Information
If you have any questions regarding the K-W Knitters’ Guild or the Knitters’ Fair, please first visit our website, kwkg.ca/fair. If you have further questions, please contact Jen Horsepool, the Fair Coordinator, at [email protected]. Please keep in mind that this event is organized and operated entirely by volunteers who have other commitments. Your requests or questions will be answered as soon as possible.
Thank you for helping to make the K-W Knitters’ Fair such a success!
Jen Horsepool
Kitchener-Waterloo Knitters’ Fair Coordinator
P.O. Box 40010, 75 King St. S, Waterloo ON N2J 4V1
[email protected]
Ready to apply? Download or print the application form:
Important deadlines for this year:
- Submit your application by email or mail before June 30, 2023 by midnight
- Booth payment due by July 16, 2023 by midnight
- Proof of insurance due by July 19, 2023 by midnight