Vending: Important Information
Please Read Carefully
Fees & Contracts
Vendor Fee: Is on a sliding scale ranging from $60 - $120 depending on what necessities you require.
You will receive an email with the information of where to send your e-transfer. These fees must be paid within seven (7) days of the date of your acceptance.
If accepted as a vendor you will receive an email with a contract detailing the information included on this page. PLEASE have this contract signed within seven (7) days of receiving the contract.
Vendor fees DO NOT INCLUDE ANY ADDITIONAL STAFF PASSES.
Staff passes: Discounted price of $60 per person.
Craft vendors receive the option to purchase up to two (2) discounted staff passes. Food vendors receive the option to purchase up to three (3) discounted staff passes. Any additional staff passes can be purchased as regular admission tickets through our website: odysseygathering.com/tickets
If you are accepted, you will receive an email with information about how to purchase staff passes.
Dates & Approval Process
Applications Open: February 28st, 2018
Applications Close: May 1st, 2018
We will be approving/rejecting vendors throughout the application period. All applications will be assessed and approved/rejected no less than one week following the closing date. If you have not heard from us by the application closing date, there may still be a chance you will be selected as a vendor this year.
All applicants will be notified of their approval status by May 7th, 2018 at the latest.
We do this to give ourselves the best selection of vendors, while allowing us to let long standing vendors know earlier in the year that they have been approved. Ultimately this helps us create the broadest variety of vendors with less product overlap between stalls.
Vendor Team Hours
All inquiries for the Vendor Team are to be directed through the Info Booth.
Please be patient with all inquiries as we also work in various other capacities within the festival.
Arrival Times and Hours
Vendor arrival times: Thursday, May 31st, 2018 from 9:00AM to 11:59PM.
Anyone arriving outside these times will be asked to reside in General Camping until a Vendor Coordinator is available to place them. There will be NO setup without a vendor coordinator present.
All vendors must be setup and operational by 12:00pm Friday, June 1st.
Craft and food vendors are not to tear down until AFTER 2:00PM on Sunday, June 3rd, and may remain open the morning of Monday, June 4th.
Hours to be open: Fri 1st & Sat 2nd from 12:00pm until 12:00am but are welcome to stay open later if desired. Sun you have the choice to open or not but there will be no tear down or exiting the land until 2:00pm.
We ask that the festival grounds be exited by Monday, June 4th at 2:00pm.
Setup & Structure
Your placement will be determined by and is the discretion of our Vendor Team.
Absolutely NO set up prior to contact with Vendor Coordinator.
Ideal structures: 10x10, 10x20, 10x30 “easy-up” with a professional appearance.
Each shelter is to be staked down on each corner with a stake driven no less 18” into the ground at a 45 degree angle. ANYTHING LESS THAN THIS IS UNSAFE AND UNACCEPTABLE.
The standard set up hardware that is included with your “easy up” is very often insufficient.
Any protruding stakes/sharp objects/tripping hazards are to be covered and marked with fluorescent tape/paint/tennis balls.
Each corner of the structure will be affixed to the above mentioned stakes with nothing less than a 1” wide ratcheting strap (or equivalent).
All structures & setup are subject to inspection & approval via the Vendor Team.
Any structures failing to pass inspection will be given a three (3) hour window to remedy any issues before being asked to dismantle the structure.
Alternatively, if issues cannot be remedied by your own means, Odyssey Gathering can attempt to bring your structure up to expectation for a fee of $50.
Land & Weather
Not all vendor sites will be perfectly flat. It is your responsibility to be prepared and bring materials to accommodate for potentially uneven ground (ie. blocks). As prior, your placement is at our discretion and you will not be moved due to issues arising from terrain concerns. Come prepared!
Be prepared for any and all weather conditions.
You are expected to be at your stall should bad weather occur. We have experienced strong rain/winds in the past and need you there to assure your structure and product is safe and secure.
Any structural safety issues that do arise due to bad weather/poor setup/inadequate equipment will be addressed by Odyssey Gathering and a $50 fee will be assessed to the stall operator.
Camping & Vehicles
Due to space limitations, not all vendors are able to camp with their stalls.
Additional vehicles must be left in designated parking areas.
Additional space for camping at your site will be clearly marked and will be located directly behind your stall.
If you have additional needs or reasons for which you require to camp with your stall (ie. infants), please state so clearly in your application, and follow up with vendor coordinators.
Vendor Power & Water
Considering that power on the land is limited, it would be ideal if you were self-sufficient and were capable of providing your own power. Otherwise, please state your power needs with as much detail as possible in your application.
Potable water is supplied on the land but you are welcome to bring your own.
You are responsible for all needed extension cords, water hoses (100ft of potable water hose recommended), electrical adapters, hose splitters (highly recommended) as well as properly dealing with your grey water.
Please provide your own, working, and up to date fire extinguishers.
There will be NO float/change provided by the festival for vendors. The nearest bank is in Smoky Lake.
Garbage cans and recycling bins will be supplied and will be placed close to the vendor stalls.
Acceptance & Terms
The Vendor and all of its subcontractors, employees, and volunteers hereby agree that Odyssey Gathering and any of its subcontractors, employees, and volunteers will not be held liable for any problems, damages, losses, accidents, deaths, or injuries that may occur at the festival.
Any violation of this contract will be considered grounds for cancellation of this agreement.
Odyssey Gathering reserves the right to cancel this agreement at any time.