Deer Lake Winter Craft Fest 2026 – New Vendor Application

Deer Lake Craft Festival Terms of Participation

Code of Conduct
Bullying or unprofessional behaviour are absolutely NOT TOLERATED. We have created a Code of Conduct so everyone can be made aware of acceptable behaviour at our event. We want everyone to have a good time, so please review this before the day of the event. Vendors agree to conduct in a professional and respectful manner, comply with all event guidelines, and follow instructions from event staff or organizers.
● We’re all here to have fun! This is meant to be a fun and meaningful experience for everyone involved.
● This is an inclusive environment. Acknowledge that everyone comes from different backgrounds and perspectives. There will be disagreement, but please maintain a respectful attitude towards each other. Treat each other with kindness and respect.
● Be mindful. Avoid providing information that is misrepresented or falsified.

If it is reported that staff, volunteers, or attendees have witnessed or been subject to bullying, harassment or unprofessional behaviour, you will not be invited back to the festival.

Vendor Registration and Jury
We receive an overwhelming number of applications for the Festival, and narrowing down our choices is always difficult. Our goal is to make sure we have the best collection of artists, designers, and crafters. Each application is considered and juried based on a number of criteria, including the craftsmanship of the products you’re marketing, the creativity of your brand, the quality of your website, and your social media presence. We look to see if you promote and market! Other considerations will include how many similar artisans are in the event.

If you are a vendor that has participated in the previous year’s festival, you are pre-registered and are not required to be juried again. If you are a vendor that has participated in the festival in the past but not in last year’s event, you will have to go through the jurying process again.
Prior participation does not guarantee acceptance to future events.

PLEASE NOTE: If you are a pre-registered returning vendor and have created new products, you will need to submit photos and descriptions for approval prior to the festival.


Vendor Products
Everything you sell must be designed and handmade by you. Mass-produced items and reselling is prohibited.

Vendors with Food Products
Please contact Fraser Health to find out what the requirements are for the type of food you make. You will be required to submit a copy of your permit (or letter of exemption or inspection report) prior to the event. Vendors without the required documentation will not be allowed to participate. If you offer food samples, additional forms and permits will be required as well.

Booth Policy and Floor Plan
● Floor-length table coverings are required. Please bring your own table cover and we recommend you bring extra extension cords if you need electricity.
● Please do not put anything on the floor in front of your table.
● Due to fire regulations, no vendor is permitted to have ANY open flames.
● Festival organizers must be notified of any electric appliances for approval prior to the event.
● Tacks, staples, or other sharp objects that may cause irreparable damage are NOT to be used on the tables or walls.
● At the end of each day please take any valuables with you, as we are not responsible for any lost, stolen or broken items
● You are responsible for bringing your own cash float. We cannot provide any change.
● If you want to share a booth rental between two vendors, you must specify the business that you are sharing the space with in your initial application so both vendors can be juried.
● Vendors are not permitted to sublet their booths to non-juried participants.

We will accept input regarding the floor plan up until 3 weeks before the festival start date. No requests regarding the floor plan are guaranteed at any time. Once the festival begins we cannot move any tables, switch up booths or adjust the floor plan. Vendors are also not permitted to move tables or switch booths without explicit permission from a staff member and this will be granted on a case by case basis.


Partial Booth Rental
If you’re accepted to the festival as a vendor, you must commit to participating in all 3 days of the event and be present or have a staff present for all hours of the festival. Your booth MUST always need to be occupied by you or a representative.
Please coordinate with BAC staff or an acquaintance to oversee your booth, as our volunteers are unable to accept money.

Vendor Cancellation Policy
If you need to cancel your booth at the Deer Lake Craft Festival for any reason, this is the refund schedule that will be consulted to address the cancellation. Special considerations can be made on a case by case basis.
Cancel before August 31, 2026 – 75% refund
Cancel after September 1, 2026 – 25% refund
Cancel after November 1, 2026 – all exhibitor fees and options are non-refundable.

Payment Schedule
• 50% Deposit due for newly accepted vendors June 30th, 2026
• Balance due August 30th, 2026
• *Membership due August 30th, 2026

* Not applicable if you have already purchased a membership and payment is set to ‘Automatic Renewal’.

Method of Payment
Payment may be made by e-transfer to [email protected] or by cheque mailed to Burnaby Arts Council, 6584 Deer Lake Ave., Burnaby BC, V5G 3T7.

If you’re accepted to the craft festival as a vendor, you must commit to participating in all 3 days of the event. Please coordinate staff or an acquaintance to oversee your booth, as our
volunteers are unable to accept money.


BAC Membership for Vendors
All Artisans participating in the Festival must be current BAC members. BAC membership is NON-REFUNDABLE. This membership is valid for 12 months from the sign-up date.

Marketing
The Burnaby Arts Council will promote the event on our own website, email newsletter, and social media platforms. Additional promotions through other digital media platforms are always submitted but not guaranteed. We also cannot guarantee a certain timeline on our marketing or that it will begin on a certain date but we do commit to marketing the Deer Lake Winter Festival on the above listed platforms before the festival begins.

Prior to the event, a marketing package will be available to all participating vendors including graphics and a press release.

Voluntary Participation
I am voluntarily participating as a vendor at the Deer Lake Winter Craft Festival. I understand that vendor activities may involve inherent risks, including but not limited to physical exertion, use of equipment, electrical risks, or weather-related exposure.

Health and Fitness to Perform
I affirm that I am physically fit and capable of participating in this event. I will not hold the organizers liable for any pre-existing health conditions.

Liability
I hereby release and discharge the Burnaby Arts Council, Shadbolt Centre for the Arts, City of Burnaby, event staff, volunteers, sponsors, and affiliates from any and all liability, claims, demands, or causes of action for personal injury, property damage, or loss sustained by me while participating in this event.

Insurance
I acknowledge that I am not covered by the Burnaby Arts Council’s insurance policy and understand that I am responsible for my own insurance coverage OR that I have read these terms and signed as an agreement to waive coverage under the BAC or personal.

Equipment and Setup
I accept full responsibility for my personal equipment and agree that I am solely liable for its safety, setup, and use during the event.

Cancellation: I understand that the event may be postponed or canceled due to weather, emergencies, or unforeseen circumstances. In such cases, I agree to hold the organizers harmless.

Acknowledgement and Signature (In the signature fields below, typed names are considered legally equivalent to physical signatures.) I (the undersigned) confirm that I have read, understand, and voluntarily agree to the terms outlined in this waiver.