OPENING STATEMENT

Thank you for your interest in the Hudson Street Fair. This handbook was created for returning

and prospective vendors to provide you with the information you require to be a part of our

Street Fair. The Hudson Street Fair has become the largest 2-day event in Hudson, attracting up

to 25,000 residents and guests alike, and we look forward to your participation. If you have any

questions or concerns that are not answered in this document please email me at

lauram@ville.hudson.qc.ca.

Sincerely,

Laura McCaffrey

Culture, Tourism and Communications Coordinator, Town of Hudson

Organizer, Hudson Street Fair

MISSION STATEMENT

The Hudson Street Fair’s mission is to encourage residents and guests to come to the Town to

visit our local eateries, retail shops and our Street Fair vendors. By creating a family-oriented

event with quality vendors and entertainment, the Street Fair has been designed to provide a

joyful experience for residents and visitors alike.

The Hudson Street Fair provides a venue for local commerce. Farmers are encouraged to bring

fresh produce and products directly to the public. Local entrepreneurs in the areas of food, visual

arts, fine crafts, literature, performance arts, and homemade crafts have a resource to sell or

showcase their talents. Additionally, the Street Fair provides an avenue for commercial vendors,

service organizations and community organizations to get their information and products in

front of the community.

HISTORY

For over 20 years Hudson has hosted an annual Street Fair in the heart of the village. The Street

Fair was originally created by local merchants to bring people to the village core for a day of fun

and shopping. Over the years the Street Fair has evolved into one of the area’s largest annual

events with a kid zone, partnership with the Hudson Music Festival to provide live entertainment,

and a wide array of vendors, resulting in a fun street experience for the whole family.

2018 HUDSON STEET FAIR VENDOR

HANDBOOK AND GUIDELINES

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I. OVERVIEW

Participation in both days of the Hudson Street Fair is mandatory

Dates and times: Saturday, August 4th from 11 am to 6 pm

Sunday, August 5th from 11 am to 4 pm

Vendors are responsible for providing all equipment and booth furnishings needed to

participate, including a 10’ x 10’ tent. See section VII -BASIC REQUIREMENTS FOR ALL

VENDORS for more details

Vendors must tear down their booth at the end of each day as no storage facility is provided

for the booth or its contents. See Load-in and Load-Out section for more details

Location: In the Heart of Hudson.

From north to south: Cameron Avenue from Main Road to St-Jean.

From east to west: Main Road from Selkirk to Cameron.

Click HERE to access the 2017 Street Fair Google map.

NEW THIS YEAR: ‘QUICK PASS’ to selected restaurants for vendors.

Returning this year at Benson Park: our Beer and Food space, highlighting local microbreweries

and a centralized location for Prepared (live) Food Vendors.

Load-In time begins at 9 am on each day, and load-out at the close of the event each

day. For security purposes, no vendors will be allowed on site after 10 am, no exceptions.

II. HOW TO APPLY

To apply to be a vendor at the Hudson Street Fair, submit a completed application form, found

on pages 11 and 12 of this document, as well as a cheque made out to the Town of Hudson for

the booth or permit fee.

All new vendors must submit photos of their products or, at minimum, a link to a web page, FB

or craft site, with their application form. Applicants will receive an email confirmation upon

receipt of their application form, and will receive a status update of their application within 15

business days. No applications will be accepted after June 1st or once all booth spots are

reserved, whichever is first.

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III. BOOTH FEES

The booth fee is required to be paid in full before acceptance at the Street Fair.

Booth fees are determined by what is prominently sold in the booth as well as the residence of

the vendor. See ‘Vendor Types’ and ‘Vendor Fees’ below.

Returned checks due to insufficient funds are subject to a $35.00 handling fee.

If a vendor wishes to cancel their commitment to participate in the Street Fair, fees are not

refundable unless approved by the Street Fair Organizer.

The booth fee will not be refunded if the vendor is asked to leave the Street Fair by a

government agency or Fire Marshal due to non-compliance with government regulations or

from the Street Fair Organizer for failing to follow the rules presented in this handbook.

IV. VENDOR TYPES

There are a number of different vendor classifications at the Hudson Street Fair. Every vendor

must adhere by general Street Fair rules, and each vendor type may have additional

requirements and regulations.

Hudson Retail Merchants

Certified Farmers

Prepared (Live) Food Vendors

Pre-packaged Food Vendors

Microbreweries

Artisans

Commercial Vendors

Community and Service Organizations

V. VENDOR SELECTION

Vendor selection and space assignments are based upon many factors, some of which include

but are not limited to:

Booth presentation/product appeal,

Past participation,

History of compliance with Street Fair rules,

Supply and demand,

Application date,

Uniqueness of product,

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Space availability,

Diversity of the Street Fair marketplace,

Overall Street Fair objectives, etc.

The Street Fair Organizer reserves the right to approve, refuse, remove and limit products to be

sold at the Street Fair. While exclusivity does not exist, a limited number of vendors will be

approved to sell certain products. Applicants are reviewed based on the entire range of products

applied to sell at the Street Fair. Vendors are not allowed to add or change product after the

application process without written approval of the Street Fair Organizer.

All applications will be carefully reviewed and selection of vendors is at the discretion of the

Street Fair Organizer. In addition, the Street Fair Organizer reserves the right to refuse, assign

and reassign space at any time.

Booth assignments are not solely dependent on previous Street Fair

participation or residence and no particular booth space is ever

guaranteed.

VI. VENDOR FEE SCHEDULE: FEES ARE FOR THE 2-DAY EVENT

Type of vendor Regular vendor at Hudson

Farmer’s Market

Resident Non-Resident

Certified Farmer

No charge $50 $70

Prepared (Live) Food Vendor No charge $50 $70

Pre-Prepared and / or

Pre-Packaged Food Vendor

No charge $50 $70

Artisan No charge $50 $70

Commercial Vendor No charge $50 $70

Community or Service

Organizations

No charge No charge $70

Hudson Retail Merchant No charge for 1 booth.

Additional booths are subject to charge.

Microbrewery 2 day liquor permit fee : $176

VII. BASIC REQUIREMENTS FOR ALL VENDORS:

1. Vendors are responsible for providing all equipment and booth furnishings needed to

participate. The following are mandatory:

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10’ x 10’ tent

Weights or similar objects to secure your tent. Previous experience has determined that

4 weights of a minimum of 50 lbs are required to secure the tents.

Table(s)

Chair(s)

Tablecloth(s)

2. It is the vendors’ responsibility to be familiar with the local, provincial, and federal

regulations and permits that govern the products which they sell. The notes and guidelines

included in this document are included as a courtesy but do not take precedent over

governmental policy.

3. Vendors are required to comply with federal and provincial tax law. It is the responsibility of

every vendor to know if they are required to collect and remit Sales Tax based on the

product they sell.

4. Vendors must agree to all rules and regulations listed in this Vendor Handbook.

A. LOAD-IN & LOAD-OUT INFORMATION:

1. Load-In is from 9:00 am to 10:30 am on both days, but vehicle entry onto the site is only

permitted until 10:00 am. From 10:30 am to event closing, vehicle movement is not

permitted within the event.

2. All vendor and other unauthorized vehicles must clear the streets by 10:30 am. Vendors

will be assigned to parking areas specific to their location within the Street Fair site.

3. During set-up and tear-down, vehicles may only enter the Street Fair site through assigned

entry and exit routes. These will be assigned on the Monday prior to the event.

4. Failure to comply with traffic laws within the Street Fair area may result in a fine or may

affect opportunity to participate in future Street Fairs.

5. Before a vendor may leave the Street Fair, the vendor’s booth space and the surrounding

area must be totally free of all debris, and all of the vendor’s trash must be properly

disposed of. No trace of the vendor should be left. Any vendor leaving behind an unclean

space or surrounding area will be charged the cost of cleaning the designated area.

6. Vendors must tear down their booth at the end of each day as no storage facility is

provided for the booth or its contents. Tear-down can begin 30 minutes before the end of

the scheduled closing time for each day (ex: tear down can begin at 5:30 pm on Saturday

August 4th and at 3:30 pm on Sunday August 5th) and no sooner unless authorised by the

Street Fair Organizer.

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7. Tear-down and load-out must be completed in a timely manner so that streets can re-open

no later than 45 minutes after the end of the day. Failure to comply may affect the

opportunity to participate in future Street Fairs.

B. BOOTH and EVENT RULES AND REGULATIONS:

It is our goal to offer a safe, family-friendly community event while complying with all regulatory

conditions.

1. No pets of any kind (dogs, cats, hamsters, snakes etc.) are allowed to be brought on

the site by vendors. Vendors discovered with animals in their booth will:

Forfeit any future opportunity to participate in the Hudson Street Fair.

Be required to remove the animal from the site immediately.

The Town of Hudson is not responsible for any losses which the vendor may incur as

a result of leaving their booth unattended.

2. Booth spaces are large enough to accommodate a 10’ x 10’ tent. Booths may be larger with

pre-approval from the Street Fair Organizer and will require the payment of an additional

fee.

3. All displays, signs, and booth content must be neat, orderly, and aesthetically pleasing. First-

time vendors will be required to submit photos before their application can be approved.

4. All merchandise must be displayed on a table, rack, shelving, in display case, etc. Tables must

be covered with a tablecloth (fabric or vinyl).

5. All content must be contained within the designated booth space, including tables, canopies,

merchandise, signs, staff, product demonstrations, etc. Displays shall not protrude into the

common customer circulation area. NO EXCEPTIONS.

6. It is the vendors’ responsibility to furnish their booth.

7. The Hudson Street Fair is not responsible for any damage to vendor’s equipment or

products.

8. No open flames. No burning of candles, incense, sage or other aromatic products.

9. Vendors may not provide music or entertainment in booths unless prior written approval is

granted by the Street Fair Organizer.

10. Aggressive sales tactics will not be permitted.

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11. Sharing booth space with another business not listed on your application is prohibited and

may result in loss of fees and opportunity to participate in future Street Fairs.

12. All signage is subject to Street Fair Organizer’s approval. Signs shall not exceed 7’ tall and

may not protrude out of designated booth space.

13. All booth content/display items must be considered “family-friendly” by the Street Fair

Organizer.

14. Children of vendors (ages 10 and under) must be accompanied by an adult at all times while

participating in the Street Fair.

15. Smoking is not permitted in or near vendor booth spaces or within 9 metres of any

restaurant or storefront per provincial law.

16. Photographs taken of vendors, customers, and performers during the Street Fair may be

used for future promotion of event through printed materials, social media and web site. It is

understood that there is no compensation for use of these photo images and subjects in

photos may not be alerted prior to use of the image.

All vendor booths will periodically be reviewed by the Street Fair Organizer or designee to

ensure compliance with the rules above.

VIII. SPECIFIC VENDOR RULES AND REGULATIONS

A. CERTIFIED FARMERS:

All commodities and products shall be subject to inspection at any time by the Minister of

Health. Refusing to cooperate with inspectors and comply with requests shall result in a Street

Fair violation, which is grounds for immediate dismissal from the Street Fair.

Certified Farmers must follow all Ministry of Health rules, regulations and signage requirements.

B. FOOD VENDORS

PREPARED (LIVE) FOOD VENDORS (VENDORS WHO PREPARE THEIR FOOD ON

SITE) ARE LOCATED AT BENSON PARK

VENDORS SERVING PRE-PACKAGED AND / OR PRE-PREPARED FOODS ARE LOCATED ON

MAIN ROAD

1. Water and electricity are both available at Benson Park.

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2. Foods that are original, of high quality and that do not excessively duplicate foods

already sold at Hudson restaurants are welcome to be sold at the Hudson Street Fair.

3. No food vendor will have exclusive right to sale of any category of food product.

4. Menus must be clearly marked as to price and type.

5. Only foods that were originally listed on the application will be allowed for sale at the

Street Fair. All new items require prior approval of the Street Fair Organizer.

6. Priority consideration will be given to Hudson businesses.

7. Proof of valid license, accreditation and insurance (as applicable) must be on hand and

available for verification by Health inspectors.

8. All Prepared (live) Food Vendors must meet Fire Department requirements including

having a fire extinguisher on site. Patrollers will be on site to verify the condition and

expiration date of the extinguisher.

9. If propane tanks are used they must be secured in an upright position with proper U/L

fittings and hoses. No butane stoves are allowed. Sellers must not change propane

cylinders during Street Fair hours.

10. All Food Vendors must provide adequate facilities to keep hot and cold foods at

prescribed temperatures as per Health Department requirements.

11. Food Vendors are encouraged to use recyclable and/or compostable packaging and

containers for processed and prepared foods.

C. MICROBREWERIES:

Highlighting the growing range of high-quality microbreweries in the area, the Hudson Street

Fair seeks to provide an opportunity to residents and guests to sample different styles and types

of beers. With that in mind, this is a tasting event, with samples sizes no larger than 125 ml (4.4

oz) sold by each microbrewery.

1. Spaces are limited; priority consideration is given to Hudson- and area-based

microbreweries.

2. Participants are required to complete the PROCURATION (click HERE) from the Régie

des alcools, des courses, et des jeux, and send it, along with a cheque for the permit fee,

to the Street Fair Organizer by no later than FRIDAY JUNE 1st, 2018.

3. Permit requests will be coordinated by the Street Fair Organizer, and sent to the Régie at

once. Permit requests received by the Organizer after the June 1st deadline will not be

accepted.

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4. The Town of Hudson will provide the required site location information as well as written

authorization to use the site.

5. Microbreweries must have their certification as a microbrewery on hand at all times and

must comply with the requirements of the alcohol permit.

6. Participating microbreweries must comply with all Ministry of Health regulations.

7. In addition to the obligatory booth requirements (see above), microbreweries are

required to provide their own plastic, preferably recyclable, 125 ml (4.4 oz) glasses.

D. ARTISANS:

The Street Fair Organizer will designate a vendor an Artisan for original art and applied crafts

that are self-produced, hand-crafted and of high quality workmanship while avoiding too much

duplication of any given category (fine art, jewelry, textiles, ceramics, etc.).

Artisans must have created, sewn, constructed or otherwise fashioned from component materials

the item(s) they sell. The component materials must be sufficiently modified from their original

state to demonstrate true craftsmanship. No reproductions or mass-produced items are

allowed under this vendor classification.

Consideration will be given to the following qualifications when evaluating applications:

Creativity, originality, and uniqueness;

Quality of product;

Skill and technical execution;

Presentation and display;

Seniority and past participation.

Priority consideration is given to Hudson-based artisans

Artisans may be re-evaluated so as to maintain the standards of the Street Fair. Vendors who are

rejected may reapply with new products.

Any products offered for sale not listed on the application are subject to removal.

Products shall not directly compete with items sold by Hudson merchants during the Street Fair

hours.

E. COMMERCIAL VENDORS:

Any merchandise of commercial nature will need to be screened before the vendor is approved.

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Items which may constitute patent, trademark, or copyright infringement are prohibited and

items that may be considered counterfeit or misrepresenting warranties, trademarks, patents, or

copyrights of any kind are also prohibited.

Products shall not directly compete with items sold by Hudson merchants during the Street Fair

hours. Sales of toys, laser pointers, ‘knock-off’ purses or handbags, shoes, cell phones, firearms

or knives are all prohibited at the Hudson Street Fair.

F. COMMUNITY AND NON-PROFIT ORGANIZATIONS:

Non-Profit applicants must be a local non-profit or charitable organization with the purpose of

showcasing and promoting their specific organization or event. Space is limited and participants

are accepted on a first-apply-first-scheduled basis.

The organization must request approval before appearing at the Street Fair.

FINAL NOTES

Although dog owners frequently bring their dogs to the Street Fair, the organizers strongly feel

that the conditions at the Street Fair are not conducive for dogs, and therefore do not encourage

owners to bring their pets. To this end, the Town does not provide water bowls or any other

amenities to accommodate thirsty or tired dogs on the site. As a vendor, you are welcome to do

so.

See the next pages for the application form.

Thank you for reading this Vendor Handbook. If you have any questions or concerns, contact me

at lauram@ville.hudson.qc.ca. I look forward to your involvement in the Hudson Street Fair!

HUDSON STREET FAIR 2018 APPLICATION FORM

HUDSON STREET FAIR 2018

Application form

Please complete and return this application form, along with a cheque made out to the Town of

Hudson, to the following address:

Stephen F. Shaar Community Centre

394, rue Main

Hudson, QC J0P 1H0

Contact Information:

Name:

Address:

Daytime Phone: Email:

Vendor category:

Description of products on offer during 2018 Street Fair

Special request: you can include a special request but note that we do not guarantee we can

accommodate any special requests regarding booth locations.

Fb / Web site:

Did you participate in the 2017 Street Fair?

Signature:

Date:

I have read and agree to respect the HUDSON STEET FAIR VENDOR

HANDBOOK AND GUIDELINES – 2018 (mandatory).

GO TO PAGE 2

HUDSON STREET FAIR 2018 APPLICATION FORM

HUDSON STREET FAIR 2018

Application form page 2

VENDOR FEE SCHEDULE: FEES ARE FOR THE 2-DAY EVENT

Type of vendor Regular vendor at

Hudson Farmer’s Market

Resident Non-Resident

Certified Farmer

No charge $50 $70

Prepared (Live) Food Vendor No charge $50 $70

Pre-Prepared and / or

Pre-Packaged Food Vendor

No charge $50 $70

Artisan No charge $50 $70

Commercial Vendor No charge $50 $70

Community or Service

Organizations

No charge No charge $70

Hudson Retail Merchant No charge for 1 booth.

Additional booths are subject to charge.

Microbrewery 2 day liquor permit fee : $176

Select one:

Enclosed is my cheque for (indicate $ amount): made out to the Town

of Hudson to review my application and, if selected, to reserve my space. Cheques will be

returned to applicants not selected to participate in the 2018 edition.

OR

I am a Hudson Retail Merchant, a regular vendor at the Hudson’s Farmers’ Market, or a

recognized Hudson Community Organization.

IMPORTANT NOTES:

Applications will be processed on a first come, first served basis.

Receipt of application form and payment does not automatically ensure participation in

the 2018 Street Fair. You will be contacted by the organizer upon receipt of the

application form to either confirm your participation or to request additional information.

Cheques post-dated after July 15th will not be accepted.

A $35.00 fee will be charged for returned or cancelled cheques.

Cancellations 5 or fewer work days prior to the event as well as no-shows will forfeit the

fee.

Thank you for your interest in the 2018 Hudson Street Fair!