VENDOR INFORMATION (INDOORS & OUTDOORS)
ABOUT SPIRIT OF THE SEASON
Organized by the Downtown Guelph Business Association and taking place in historic Downtown Guelph, Spirit of the Season is a multi-day festival featuring an outdoor Christmas Market, the Guelph Community Santa Parade & Santa Run, the Mayor & Council’s Tree Lighting and a storefront decorating contest. Our inaugural event in 2023 brought over 10,000 people to the Downtown core. We seek to attract high quality, hand crafted and unique items showcased in a festive environment while providing attendees with an exceptional holiday experience.
DATES AND HOURS OF OPERATION (excluding set up and take down times)
Weekend 1
Friday December 6th, 3pm to 9pm
Saturday December 7th, 11am to 8pm
Sunday December 8th, 12pm to 5pm
Weekend 2
Friday December 13th, 3pm to 9pm
Saturday December 14th, 11am to 8pm
Sunday December 15th, 12pm to 5pm
Vendors must participate both weekends, and are expected to be onsite, set up, and ready to sell between these times, no exceptions.
INDOORS OR OUTDOORS?
The indoor market takes place in Old Quebec Street Shoppes. The outdoor market is in and around St George’s Square. You can select to be indoors or outdoors (or either) on the application form. Preference to indoors will be given to vendors whose product could freeze if outdoors, such as oils, soaps, and other liquid products, and those who need additional accessibility options.
ACCESSIBILITY
The indoor marketplace is partially accessible. Vendors will be provided with chairs or can bring their own, tables are a standard height, and there is room behind the vendor tables for wheelchair access. Accessible washrooms are also available. Evenings offer low light within Old Quebec Street Shoppes and there will be amplified sound. The outdoor huts do not allow for wheelchair access inside. St George’s Square allows for wheelchair access, and there are accessible washrooms close by.
VENDOR FEES (FEE IS FOR FULL 6 DAYS)
HUT (OUTDOORS)
ONE OUTLET PROVIDED
(NO ADDITIONAL HYDRO REQUIRED)
= $395
HUT (OUTDOORS)
ONE OUTLET PROVIDED
+ PLUG IN TO GENERATOR
= $495
TABLE/CHALET (INDOORS)
NO HYDRO PROVIDED
OR AVAILABLE
= $395
PAYMENT SCHEDULE
Payments are not included until acceptance is confirmed. Your booth fee can be paid by EFT, cheque or credit card. Should your application be successful, you will be notified by August 14th, 2024. Full payment must be received by September 6th, 2024, to guarantee your spot.
REFUNDS
In the event of cancellation, 50% of the fee will be refunded before Friday September 20th. No refunds will be issued after this date.
THE SELECTION PROCESS
The Christmas Marketplace is a juried show. Please be aware that applications from vendors will only be considered if they are accompanied by a detailed description and photographs of the items that are intended to be sold.
ACCEPTANCE CRITERIA
The retail quality, uniqueness and mix of products on offer at The Christmas Marketplace plays an important role in the overall appeal of the event. The following criteria will be considered:
Handmade
Products that are handmade by the vendor are given priority over those that are manufactured or made abroad.
Retail Mix
We are looking for a wide range of product types.
Quality
Products must be finished to a high standard.
Price Range
We are looking for a range of variously priced products so that customers with all budgets can satisfy their Christmas needs.
INFORMATION FOR FOOD VENDORS
Food vendors have the following responsibilities:
- Complete the Special Event Food Vendor Application Form (online) or the Special Event Vendor Form (PDF).
- Review the Special Event Food Vendor Requirement Package (PDF, 13 pages, 730 KB).
- View the resources at the bottom of this webpage for safety tips for special events and requirements for a public health inspection. Reminder: All foods served, displayed, or offered for sale must come from an inspected facility.
- Ensure you plan to always have at least one certified food handler on site at the event. Public Health recommends having multiple certified personnel on site to cover breaks or absences. See Food Safety Training & Certification for details on how to get certified.
EXPECTATIONS OF VENDORS
Cooperation from all vendors is required to achieve an optimal overall appearance and atmosphere. Every vendor is responsible for designing their own hut/table in an attractive manner. Vendors are encouraged to add their personal touch to best reflect their merchandise.
All shelving, additional lighting, and anything else to best display merchandise is the responsibility of the vendor. No shelving, temporary structures or display stands are permitted outside the footprint of the hut/table.
All vendors are expected to display a sign bearing their business name. No advertising banners are permitted.
PROGRAMMING
There will be an exciting programming schedule to enhance the appeal of The Christmas Marketplace.
The Guelph Community Santa Parade and Santa Run take place on Saturday December 7th and attracts thousands of people to the Downtown core. Guelph Storm games take place on Fridays and Sundays, also attracting thousands into the core.
Additional programming such as a fire circus, a giant snow globe, visits from Santa and various live musical performances will take place both indoors and outdoors throughout both weekends.
EVENT MANAGEMENT SUPPORT
Our event management team will oversee the planning, delivery, management, and marketing of this signature event. Vendors will receive marketing assets and the team are here to provide guidance by email before the event, and in-person during the event.
MARKETING AND PUBLICITY
Spirit of the Season is committed to extensively advertise, publicize, and promote the event to ensure high attendance. Local media and news outlets will be made aware of the event through press releases.
Vendor listings and information will be included in social media campaigns and vendors are encouraged to share campaign posts on their own platforms using the hashtag #spiritoftheseason and tagging @downtownguelph.
THE OUTDOOR MARKETPLACE
THE HUTS
Outdoor vendors are allocated a hut. The huts are purpose built and measure either 7’ wide by 8’ long, or 7’ wide and 7’ long. Each hut will have a string of lights already provided (see pic). There are 24 outdoor huts in total, all located in and around St George’s Square. You will receive a site map and your exact location in mid-November.
The huts are accessed via a lockable back door. The front opening can also be locked from the inside.
There is some overhead storage inside the hut although a stepladder (provided by the vendor) would be required to access it.
HYDRO ACCESS & REQUIREMENTS
Each hut has one electrical outlet and one light. There is an extra charge should you require additional hydro (hook up to a generator provided by the DGBA).
No external generators allowed. No power bars. No heating devices are allowed in the huts. Naked flames, candles etc. are not permitted as part of your display. NO EXCEPTIONS.
THE WEATHER
The outdoor marketplace takes place outside, rain, snow or shine. Rain, high winds, and periods of extreme cold are all possible during the exhibition. The organizer is not responsible for your display area or any damage caused by weather. Participation is at your own risk and you must sign a waiver on the morning of the event in order to participate.
SECURITY AND EVENT SUPPORT (OUTDOOR MARKET)
Professional security staff are onsite overnight on December 6th and 7th and again overnight on December 13th and 14th. The organizers are not responsible for items left overnight in huts and these are left at the owner’s risk. The Event Team will be present and able to assist during setup, takedown, and operating hours.
THE INDOOR MARKETPLACE - FULL FOR 2024
Taking place in the European-inspired Old Quebec Street Shoppes, the indoor marketplace will provide tables for up to 36 vendors.
CHALET AND TABLE RENTAL
Vendors have a choice of either a chalet (see picture - table with table topper) or a table. They are the same price ($395) and are available on a first come first served basis (i.e. based on when the vendor application was submitted).
Tables and chalets are 72” by 30”. String lights, two chairs and one full red skirt will be provided.
Hydro is only available to food vendors at the indoor marketplace.
The chalets are purpose built (garland not included).
SECURITY AND EVENT SUPPORT (INDOOR MARKET)
Professional security staff are onsite during Market operating hours. The organizers are not responsible for items left overnight and these are left at the owner’s risk. The Event Team will be present and able to assist during setup, takedown, and operating hours.
QUESTIONS?
If you have any questions regarding the event, please do not hesitate to contact Sam and Alex at market@downtownguelph.com. We look forward to receiving your application!
Sam Jewell, Event Manager, Downtown Guelph Business Association
Alex Turgeon, Special Projects, Downtown Guelph Business Association