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Vendors

ARTISAN VENDOR

ARTISAN VENDOR

Important Dates

March 30, 2019* – Deadline Vendor Application Submission
(*The deadline may be extended if all the vendor spots are not filled)

April 15, 2019 – Successful Applicants Notified of Conditional Selection

Eligibility and Selection Criteria

In 2018, the Kemptville Live Music Festival (KLMF) welcomed more than 21,000 visitors over four days in July. We are planning for another successful Festival in July 2019. This year’s event will be held over 4 days- July 18th to 21st at the Festival site at Kemptville College.

The KLMF is committed to providing our guests with a wide variety of artisan vendors and a unique Vendor Village experience. This year, the KLMF will continue to build on the past success of the Vendor Village and is planning on hosting more than a dozen Artisan Vendors.

All applications will be assessed by the KLMF Vendor Jury. Applicants must provide a complete list of products that will be sold, along with the layout and presentation of the Vendor booth (10' x 10' or 10' x 20' space).

The Jury will consider several factors, including:

Artisan Products

  • Relevance to the Festival theme (e.g. preference to handmade, handcrafted, and/or local goods);
  • Interest to Festival attendees; and,
  • Product uniqueness.

Other Criteria

  • Preference will be given to returning Artisan Vendors who have "good standing" with the KLMF;
  • To avoid duplication of similar work, the Jury reserves the right to limit the sale of certain items (i.e. we will avoid having Vendors selling the same products).

The decisions of the Jury are final.

Hours of Operation for Artisan Vendors

Artisan Vendors must commit to being on site and open for business during the following “open” hours:

    • Thursday July 18: 4pm - 9pm*
    • Friday July 19: 4pm - 9pm*
    • Saturday July 20: 1pm - 9pm*
    • Sunday July 21: 11am - 5:30pm

[*Artisan Vendors must stay open until dusk (~9 pm), but can remain open until closing (11 pm Thurs-Sat) if they have sufficient lighting]

Vendors normally have access to the Festival grounds one (1) hour before opening to prepare their Vendor space.

Set-Up: Set-up is Thursday July 18 from 8am - 3pm

Fees and Services

The fee to participate is $367.25 ($325 + $42.25 HST). This fee includes:

  • Two passes (2) to the festival;
  • Vendor space of approximately 10’ x 10’ in the Festival Village;
  • Free access to dedicated Vendor WiFi;
  • Access to the free public parking spaces;
  • Vendor business name and location on the Festival program map and on the website; and,
  • Support of the dedicated Festival Vendor Care Team- including receiving a copy of the KLMF Vendor Kit.

Please note the following:

  • Additional passes (for additional staff) are available from KLMF;
  • Vendors are required to provide their own shelter. Keep in mind that we are an outdoor event. Materials for display and weatherproofing are not provided.
  • Electricity will be made available, at no cost, for lighting and other small consumption uses (e.g. fans, lighted displays, etc.).

Requesting a Double Space (10’ x 20’)

KLMF may offer Artisan Vendors, who are conditionally accepted for the 2019 Festival, the opportunity to have a double sized Vendor space (10' x 20'). The fee for the space is two times (2x) the normal fee.

The availability of double spaces depends on the number of Artisan Vendors, the layout of the Vendor Village, and other factors.

KLMF will inform Artisan Vendors of the availability of double spaces in late April 2019.

How to Apply

  • Applications must be received by midnight (Kemptville time) on March 30, 2019
  • Complete and submit the online application form
  • The application form enables applicants to upload photos of their products and their display setup. If an applicant would prefer to provide the photos via e-mail, they can send their photos to: This email address is being protected from spambots. You need JavaScript enabled to view it.

If You Are Accepted as an Artisan Vendor

  • Successful Artisan Vendors will be notified, by e-mail, of their conditional acceptance by April 15, 2019.
  • The conditional acceptance e-mail will include instructions on how to finalize the application process.
  • Successful applicants must pay the full fee of $367.25 ($325 + $42.25 HST) by May 15, 2019, to maintain their selection as a Vendor.
  • Vendors agree, as a condition of acceptance, to abide by all KLMF guidelines, rules and policies, including those outlined in the KLMF 2019 Vendor's Kit (which will be provided to all Vendors in advance of the Festival).
  • Failure to send full payment by the deadline, or meet any other conditions, may result in withdrawal of the Artisan Vendor's conditional selection.

FOOD VENDOR

FOOD VENDORS

Important Dates

March 30, 2019* – Deadline Vendor Application Submission
(*The deadline may be extended if all the vendor spots are not filled)

April 15, 2019 – Successful Applicants Notified of Conditional Selection

Eligibility and Selection Criteria

In 2018, the Kemptville Live Music Festival (KLMF) welcomed more than 21,000 visitors over four days in July. We are planning for another successful Festival in July 2019. This year’s event will be held over 4 days- July 18th-22st at the Festival site at Kemptville College.

The KLMF is committed to providing our guests with a phenomenal selection of high-quality foods and beverages during the Festival and a unique Vendor Village experience. This year, the KLMF will continue to build on the past success of the Vendor Village and will host approximately 12 Food Vendors.

All applications will be assessed by the KLMF Vendor Jury. Applicants must provide a complete list of all food and beverage items that will be sold (e.g. a menu). It is recommended that applicants also provide photos of their Food Trucks/trailers.

The Jury will consider several factors, including:

Food and Beverage Products

  • Relevance to the Festival theme and experience;
  • Interest to Festival guests; and,
  • Diversity and uniqueness.

Other Criteria

  • Preference will be given to returning Food Vendors who have "good standing" with the KLMF;
  • To avoid duplication of similar menu items, KLMF reserves the right to limit the sale of certain items; and,
  • Successful applicants should have food service experience in a high-traffic event and have self-contained food trailers/trucks.

The decisions of the KLMF jury are final.

Hours of Operation for Food Vendors

Food Vendors must commit to being on site and open for business during the following “open” hours:

  • Thursday July 18: 4pm – 11pm
  • Friday July 19: 4pm - 11pm
  • Saturday July 20: 1pm - 11pm
  • Sunday July 21: 11am - 5:30pm

Vendors normally have access to the Festival grounds one (1) hour before opening to prepare their Vendor space.

Set-Up: Set-up is Thursday July 18 from 8am - 3pm

Fees and Services

The fee to participate is $791 ($700 + $91 HST). This fee includes:

  • Food Vendor space in the Vendor Village (the size of the space depends on the size/type of vendor vehicle);
  • Two passes (2) to the festival;
  • Free access to dedicated Vendor Wi-Fi;
  • Access to the free public parking spaces;
  • Food Vendor business name and location on the Festival program map and on the website; and,
  • Support of the dedicated Festival Vendor Care Team- including receiving a copy of the KLMF Vendor Kit.

Please note the following:

  • Additional passes (for additional staff) are available from KLMF;
  • Power and water (fresh and grey disposal) is available at an additional cost- see below.
  • Food Vendors are required to provide their own shelter. Keep in mind that we are an outdoor event. Materials for display and weatherproofing are not provided.

Water Service

  • Includes both fresh water and grey water disposal: $75 (includes HST)

Power Service

  • Includes access to the Festival’s power supply: $250 (includes HST)

Restrictions on Cooking inside a Tent

North Grenville Fire Services prohibits cooking (that produces greasy fumes- e.g. deep frying) inside a tent, unless there are approved ventilation and fire suppression systems in place.

If your setup includes cooking inside a tent, please ensure that you are compliant with all requirements.

North Grenville Fire Services uses the TSSA safety standards. You are encouraged to visit the TSSA website for more information:

https://www.tssa.org/en/fuels/food-trucks.aspx

How to Apply

Applications must be received by midnight (Kemptville time) on March 30, 2019

Complete and submit the online application form

If You Are Accepted as a Food Vendor

  • Successful Food Vendor Applicants will be notified, by e-mail, of their conditional acceptance by April 15, 2019.
  • The conditional acceptance e-mail will include instructions on how to finalize the application process. The following must be provided by the Food Vendor by the due dates to maintain their selection as a Vendor:
    • Payment of $791 (includes HST) by May 15, 2019;
    • Payment of water and power fees (if applicable) by May 15, 2019;
    • Proof that a Health Unit Food Vendor Application was submitted to the local Health Unit by June 15, 2019; and,
    • Proof of $2M Liability Insurance by June 15, 2019.
  • Food Vendors agree, as a condition of acceptance, to abide by all KLMF guidelines, rules and policies, including those outlined in the KLMF 2019 Vendor's Kit (which will be provided to all Vendors in advance of the Festival).
  • Failure to send full payment by the deadline, or meet any other conditions, may result in withdrawal of the Food Vendor's conditional selection.

Volunteers

You are invited to join the Kemptville Live Music Festival volunteer family for our 2019 Festival. In your role as a KLMF volunteer, you are an important ambassador of the Festival.

300+ Volunteers are required to assist in every facet of the festival’s planning and administration activities before, during and after the actual event including:

  • Supporting the Festival by assisting in planning and/or actual hands-on site prep and tear down, on-site signage, parking and camping, shuttle service, environmental control;
  • Supporting the Festival venue by being a member of the green team and assisting in the maintenance of the grounds and regular waste collection and disposal;
  • **Supporting the administration and marketing activities associated with the Festival including acting as administrative assistants to festival organizers, liaising with Leads and Coordinators, assisting in media liaison and advertising, website and social media management, development of media kits and sponsorship relations and recognition;
  • Supporting the admissions and security functions of the Festival by assisting in ticket sales, gate management, VIP and media care, movement of patrons entering and exiting the venue and working at strategic on-site barriers and gates;
  • Supporting festival goers by working in the information kiosk, merchandise tent, accessibility services;
  • Supporting the Beer tent and VIP functions of the festival by working as servers, ticket sellers, age of majority verification and stock management;
  • **Supporting volunteer coordination by assisting in the recruitment of volunteers, training of volunteers, development of volunteer handbooks, scheduling of volunteers, on-site administration of volunteer functions and care and comfort of volunteers, data collection and record keeping of volunteer assignments for statistical purposes;
  • Supporting administration of the Vendor community by assisting in accepting and screening applications, communicating with applicants and on-site vendors during the event, vendor area set up, ensuring compliance and safety conditions are met, overall site management.
  • Supporting the festival by assisting with the logistical aspects of the operations e.g. maintaining a supply of tools and equipment, lights and extension cords, gas for vehicles and any other equipment, pop-up tents and any other equipment and tools as needed for the smooth operation of the Festival. This role also involves acting as a “fix-it” person when issues arise.
  • Supporting the volunteer management process by acting as a “swing” volunteer, ready to be moved from one section of the venue to another when required.

While the above tasks are not all-inclusive, you now have an idea of the scope of volunteer positions available. These tasks can range in duration from a few hours during the event, to a longer-term commitment in assisting in planning the event over a series of months.

Those activities flagged with an ** in the above list provide opportunity to work “behind-the scenes” prior to the actual event in administrative roles. If you have computer spreadsheet skills for example, we can use those skills in the months prior to the actual Festival dates in data processing and management. HR experience would be invaluable as we continue to develop job descriptions and HR policies for the festival.

Many of you hope to work back stage and/or in the green room with artists. These positions are very limited and are typically not advertised on our list of positions for scheduling.

In the months prior to the Festival, we hold a series of volunteer meetings and training sessions that we expect you to attend, to ensure that your volunteer experience will be as positive as possible.

In exchange for agreeing to work three 4-hour shifts over the four-day Festival weekend, we will, in turn, provide you with the following benefits in recognition of your time and commitment:

  • A KLMF Volunteer T-shirt
  • Free access to the Venue to take part in the Festival after your shifts have been completed;
  • Free on-site parking
  • Free on-site Camping
  • Meals while working
  • Training and meetings before the Festival to prepare you for your volunteer role

You will be asked to generate a password and include it in your application. Make sure that you make note of your chosen password as you will need it for phase two of the process i.e. logging onto the VICNET site to generate your schedule.

One of the realities of our Application process is that each volunteer has to have a unique email address. If you share an email address with someone else also volunteering, the system will reject either you or the person with whom you share the email address and you will not be able to proceed to the self-scheduling segment.

Once you have submitted your completed Application, the Volunteer Coordination Team will then review and approve your application. Typically your application is screened to make sure that all the necessary information is included before we proceed.

Once your application has been approved, you will then receive an email with instructions on how to log onto our VICNET site where you will be able to self-schedule your shifts. Depending on the volume of applications received, your approval letter may take 24-48 hours to be issued.

To register as a volunteer to help make the Kemptville Live Music Festival (KLMF) a success, please complete the following electronic form. Make sure that you complete all designated fields otherwise your application may be rejected. Please pay special attention to the Code of Conduct terms and conditions prior to acknowledging that you accept the terms.

If you are a new volunteer or have not volunteered at the KLMF in 2018, we will accept your Application at this time but will not approve your Application and release the scheduling site to you until February 1st, 2019.

Volunteer Application Form

If you have any questions pertaining to being a volunteer please send your question to This email address is being protected from spambots. You need JavaScript enabled to view it.