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37th Annual Lakefield Antique + Vintage Sale & Flower Show 2015

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Dear Exhibitor,

The Lakefield Horticultural Society Board & Members welcome you to the 37th Annual Lakefield Antique + Vintage Sale & Flower Show.

The annual Lakefield Antique + Vintage Sale & Flower Show will have returning favorites as well as some

great new Exhibitors, displays and features!

This Exhibitor Guide has been compiled as a valuable resource to make your show experience a success.

Information regarding displays and regulations, move-in/move-out times, insurance liability, marketing

opportunities and other important changes are found within this document. We ask that you share this

information with those who will be working your booth and those persons responsible for setting up and

tearing down your display (if other than yourself).

If you require additional information, please contact the Dealer Convenor at 416-459-4688 or email

[email protected].

We look forward to working with you in August.

Connie T. Connie Tinney Dealer Convenor Phone: 416-459-4688 Email: [email protected] P.O. Box 1390, Lakefield, ON K0L 2H0 www.lakefieldhort.org

This is a Fundraising event to beautify the Village of Lakefield and educate gardeners of all ages. We promote eco-friendly gardening and support students pursuing an education in the horticultural or

environmental field. Thank you for your support!

mailto:[email protected]


http://www.lakefieldhort.org/


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Table of Contents

DID YOU KNOW? ...................................................................................................................................................... 4

Societies Are Keeping Ontario Beautiful .......................................................................................................... 4

AT-A-GLANCE ........................................................................................................................................................... 5

BOOTH RENTAL FEES ................................................................................................................................................ 6

REFRESHMENTS ....................................................................................................................................................... 6

EXHIBITOR & GUEST PASSES .................................................................................................................................... 6

ADDITIONAL OPPORTUNITIES .................................................................................................................................. 7

SPECIAL DEALER’S FLORAL COMPETITION –............................................................................................................. 7

EDUCATIONAL SESSIONS ......................................................................................................................................... 7

DRAWS ..................................................................................................................................................................... 7

GIVING LANE ............................................................................................................................................................ 7

DISPLAY GUIDELINES................................................................................................................................................ 8

DEFINITIONS ............................................................................................................................................................ 8 APPLICATIONS .......................................................................................................................................................... 8 PRIORITY RENEWAL EXHIBITORS ................................................................................................................................... 8 NEW EXHIBITORS ...................................................................................................................................................... 8 ELECTRICITY ............................................................................................................................................................. 8 TABLES & CHAIRS ..................................................................................................................................................... 8 CORNER BOOTH ASSIGNMENTS .................................................................................................................................... 8 SIGNAGE ................................................................................................................................................................. 8 BOOTH ASSIGNMENTS................................................................................................................................................ 8 PAYMENT TERMS ...................................................................................................................................................... 9 ADVANCE DELIVERIES ................................................................................................................................................. 9 TEAR-DOWN ............................................................................................................................................................ 9 CANCELLATIONS........................................................................................................................................................ 9 DISPUTE RESOLUTION ................................................................................................................................................ 9 EXCLUSIVITY............................................................................................................................................................. 9 INSURANCE .............................................................................................................................................................. 9 LIABILITY ................................................................................................................................................................. 9 STAFFING .............................................................................................................................................................. 10 SUBLETTING ........................................................................................................................................................... 10

EXHIBITOR QUICK REFERENCE ............................................................................................................................... 11

EXHIBIT CHECKLIST & DEADLINES ................................................................................................................................ 11

APPLICATION FORM .......................................................................................................................................... 12

ADDENDUM ........................................................................................................................................................... 14


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Did you know?

Societies Are Keeping Ontario Beautiful

There are 282 Horticultural Societies in Ontario working on projects to Keep Ontario Beautiful. The Lakefield & District 4 Horticultural Society is one of 17 Societies in District 4 of The Ontario Horticultural Association (the OHA) which is supported by over 50,000 members in Ontario. One hundred members are right here in Lakefield.

We are a volunteer driven, non-profit group which raises funds through annual events including the 37th Annual Lakefield Antique + Vintage Sale & Flower Show. These funds help to beautify the Village of Lakefield; educate gardeners of all ages by holding exhibitions of flowers and decorative arrangements and by bringing guest speakers to our monthly meetings; promote eco-friendly gardening with sound horticultural practices; and support students pursuing an education in the horticultural or environmental field.

Our Community Activities for 2014 included:

Providing 20 gorgeous hanging baskets and 12 containers in Lakefield

Maintaining the flower gardens in the Cenotaph Park, Isabel Morris Park, north & south entrances to

the Village of Lakefield and containers in neighboring Buckhorn

Two successful plant sales and one enjoyable bus tour for garden enthusiasts

Provided two Educational Awards and Partnered with Youth Unlimited.

As a supporter of 37th Annual Lakefield Antique + Vintage Sale & Flower Show, you are helping us to

make our communities beautiful, sustainable and livable.

Thank you for your support!


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At-A-Glance Application Forms Application Forms are available on our website www.lakefieldhort.org under the Events tab. Returning Dealers/Exhibitors from the 2013 & 2014 Lakefield Antique Show and Flower Sale who apply for booth space prior to April 17, 2015 will have “Priority Renewal” status and first right of refusal of their previous years (2013-2014) booth location. New Exhibitors of antique and vintage merchandise are invited to join the show. (See Display Guidelines – page 8) Where possible, all correspondence will be done via email. If you do need to send correspondence or payments to us via regular mail, please address to: Connie Tinney, Dealer Convenor 37th Annual Lakefield Antique + Vintage Sale & Flower Show P.O. Box 1390, Lakefield, ON K0L 2H0 Location: Lakefield-Smith Community Centre, 20 Concession St., (by the Lakefield Marina) MOVE - IN DATE Thursday, August 6, 2015 12 NOON – 6PM SHOW DATES & HOURS Friday, August 7, 2015 10AM – 7PM Saturday, August 8, 2015 10AM – 5PM *Please note* If you require assistance with unloading your vehicle, please contact the Dealer Convenor to make arrangements. There will be a few rolling dolly’s available for use. MOVE - OUT DATE Saturday, August 8, 2015 AFTER 5PM Door Height & Width: Standard arena roll up doors are at ground level and do not require mechanical lifts to offload trucks. Maximum Height & Width Door A 14’h x 10’w Door B 8’h x 10’w Parking Free parking is available in the rear of the building. Wireless Internet Free wireless service is available throughout the facility to accommodate those using cellphones and wireless payment systems. ATM There is no ATM on site. There are 2 major banks (CIBC & RBC) an ATM at Mike’s Convenience Store and at the Village Pharmacy. All are within walking distance of the Lakefield-Smith Community Centre.



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Accommodations There is a high demand for hotel and B&B’s during the summer months. We recommend that you book your accommodations well in advance to ensure availability. Area accommodations can be found on Google.ca or by clicking this link Lakefield Accommodations. Security Bonded security service will be onsite during the nights of August 6 and 7. Please take appropriate measures to protect your booth and its contents.

Do not leave briefcases, calculators, electronics, cell phones, cameras, etc. in unattended booths

Secure all items in your display at the end of each day and to the extent possible, remove all items of value

Cover your displays at night

Never leave your exhibit unattended during move-in or move-out

Report all damage, lost items, ore any suspicious person’s /activity to on-site security immediately.

Booth Rental Fees As a result of increased expenses to host and market the 37th Annual Lakefield Antique + Vintage Sale & Flower Show, there will be a small rate increase and changes to what is included for all booth rentals. Full and final payments for exhibit space must be made prior to June 24, 2015 unless otherwise stated. Financial obligations must be met in order to proceed with move-in. Applications received after June 24, 2015 may incur an additional $25 fee per 10’ booth. Rates Priority Renewals 10’ x 20’ = $155 per booth Before April 17, 2015 New Exhibitors 10’ x 10’ = $145 per booth Before July 3, 2015 Table Tops (non-profits only) One x 6’ table = $50 per table

Two (2) or more 10’ x 10’ booth rentals Receive a 10% discount. $30 Savings!

Three (3) or more 10’ x 10’ booth rentals Receive a 15% discount. $65 Savings!

Refreshments As in previous years, it is our pleasure to provide complimentary on-site refreshments (hot beverages, home baking and fruit) for exhibitors only during set up and show days. We have invited Local Community groups to set up just outside the Community Centre serving hot dogs, burgers and cold beverages at a nominal charge. Your support of these services goes directly to the service organizations in Lakefield. Exhibitor & Guest Passes All Exhibitors will receive 2 complimentary passes for each booth purchased. (See Application Form). Additional complimentary passes may be purchased in advance for a fee of $4 per pass or $5 per pass at the door. Passes must be paid for in full at time of request. Passes to be picked up at the show entrance Registration table must include the first and last name of each guest. Show Admission is $5 per person. Children under 12 are Free.

https://www.google.ca/webhp?source=search_app&gfe_rd=cr&ei=aR2nVOK9PIzF8geetYGoBw&gws_rd=ssl#q=accommodations+lakefield+ontario


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ADDITIONAL OPPORTUNITIES Special Dealer’s Floral Competition – When designing your booth, please give some thought to entering our Special Dealer’s Floral Competition. Our theme this year is “Anything Goes” - a design in an antique container to be displayed and judged at the dealer’s booth. A Certified Judge will judge all entries on Thursday evening following set up of the show – Time TBD. The winner(s) will be announced the following morning. Winner(s) will have their booth and business name announced and promoted to every show attendee. Competition amongst our vendors is fun and helps to brighten your booth and the show! Educational Sessions Share your expertise and knowledge with attendees and receive additional profiling. We are searching for presenters of unique topics related to antiques and gardening that can be presented in the Learning Pod. Space permitting the Learning Pod will be located on the show floor and will consist of 15 -20 minute modules presented throughout both days of the show. If interested in presenting or if you have a topic that you’d like us to explore, please contact the Dealer Convenor at 416-459-4688 or email [email protected]. Draws We will hold Raffle draws throughout the show to raise additional funds for the Lakefield & District 4

Horticultural Society. This is an excellent way to gain additional exposure for your business. Your

company name will be displayed as a donor inside the Lakefield-Smith Community Centre during the

show. If you would like to donate any item(s) for the draw, please indicate this on your Application

Form or contact the Dealer Convenor at 416-459-4688 or by email at [email protected].

Giving Lane New to the 2015 37th Annual Lakefield Antique + Vintage Sale & Flower Show is the Giving Lane. Giving

Lane is an area of the show that will showcase non-profit organizations – the work they are doing and

how the community can become involved. Products may be sold from your display however Raffle

tickets are not permitted as this event is a fundraiser for the Lakefield & District 4 Horticultural Society.

Unlike other areas of the show, a table in Giving Lane does not have to be manned at all times.

However, to take advantage of the opportunity to showcase your organization, it is recommended that

you have the display manned.

A 6’ Table Top display is $50, which includes 1 x 6’ table, 2 chairs and 2 complimentary passes. You must

provide your own display materials, table covering, signage, etc. With your display, your organization

will be listed and linked to our website.


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DISPLAY GUIDELINES These guidelines are intended to provide a foundation for exhibitors to create a professional, attractive, eye-catching display that does not infringe on adjacent or neighbouring booths or aisles. All booth displays, signage, decorations and products must be contained entirely within the space allocated in the contract agreement.

Definitions All products offered must be a) Antique (50 years and older) b) Vintage (20-50 years old). This can include furniture, rugs, linens, home décor, glassware, art, publications, antique & vintage garden accessories, fashion accessories including jewelry, handbags, shoes, scarves, gloves, hats, etc. Handmade crafts and used garments (i.e. dresses, jackets, coats, pants, skirts), of any kind will NOT be accepted.

Applications All Exhibitors are required to submit an Application Form. Application submissions do not guarantee space. After submitting your Application Form, with payment options indicated, you should receive an email confirming receipt of your Application. When you apply, your rental payment will not be processed unless you are offered and accept a booth space. Priority Renewal Exhibitors are Dealers/Exhibitors that have been part Lakefield Antique Sale & Flower Show for many consecutive years. Rates and booth size has been adjusted in recognition of your loyalty and continued support of this important event. Priority Renewal Exhibitors are required to submit an Application Form. New Exhibitors are Dealers/Exhibitors who are applying for the first time. All Applications will be reviewed by the Dealer Convenor to ensure the best representation of antique & vintage goods being offered. The Dealer Convenor reserves the right to accept or deny any and all goods being displayed and/or sold during the show & sale. Electricity Booth fees include 1 x 15 AMP electrical service (2 household sockets) per 10’ booth. Should you require additional power please indicate this on the

Application Form. Please bring your own extension cords as these are NOT provided. Tables & Chairs You may bring your own tables and chairs as these items are not included in the exhibit space. These may be rented for a nominal fee by completing the Application Form. Rental Costs: $10. per 8’ table; $2. per chair. *NOTE* We cannot guarantee availability of additional tables and chairs once on site.

Corner Booth Assignments Corner booth spaces, meaning that show attendees may enter your booth from 2 sides, are limited and assigned on a first-come, first-served basis. We do offer our returning “Priority Renewal” exhibitors first right of refusal of their previous years space. If you pay for but do not receive a corner booth, we will reimburse you the cost paid for the corner booth. Corner Booth Premium: $25.

Signage Exhibitors are permitted to display signs representing their products only in those areas for which they have contracted space. Booth Assignments The Dealer Convener will allocate space on a first-come / first-serve basis; although we will consider special requests, we are unable to guarantee such requests. Priority Renewal Exhibitors will be granted first right of refusal on preferred booth space provided registration and deposit is received prior to April 17, 2015. After this date the company will forfeit Priority Renewal status and will be required to “Renew Available Booth Space Only” at the current 2015 rates. Failure to provide payment information constitutes waiving this Priority Renewal option and Lakefield & District 4 Horticultural Society reserves the right to resell the exhibit space(s) without notice. Booth numbers will be confirmed after July 10, 2015. Where possible, all correspondence will be done via email. New Exhibitors are required to submit an Application Form with full details and photos as applicable with their Application. Once your Application has been approved you will receive and email notification followed by 2 copies of the Contract. Sign and


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return 1 copy of the Contract by fax, email or mail to the Dealer Convenor at your earliest convenience.

Payment Terms Priority Renewal Exhibitors must register and pay a 50% deposit for booth space prior to April 17, 2015. New Exhibitors must submit an Application Form along with a 50% deposit to confirm application. Final rental fee is due on June 24, 2015, 30 business days prior to the show. All Cheques or Bank Transfers must be made payable

to Lakefield & District 4 Horticultural Society. We

also accept VISA, MasterCard and American

Express. Note a 3.25% fee will be added to all credit

card transactions.

Advance Deliveries We are unable to accept advance deliveries prior to the move-in date and time. Tear-down No exhibit booth shall be cleared of any merchandise, or dismantled in whole or in part prior to the official closing of the show. Teardown and move-out typically takes 2-4 hours following the close of the show. All exhibits and displays must be removed from the Lakefield-Smith Community Centre on Saturday, August 8, 2015.

Cancellations In the event the Exhibitor cancels their Contract/ Application for exhibit space(s) prior to June 1, 2015, 25% of their booth cost will be forfeited. No refunds will be issued for cancellations after June 1, 2015. The Lakefield Horticultural Society will take into consideration refunds for any cases with extenuating circumstances due to death of other major emergency.

Dispute Resolution In all cases of irresolvable dispute between exhibitors or between exhibitors and the Lakefield and District Horticultural Society concerning interpretation of these rules & regulations, the Lakefield & District 4 Horticultural Society will request details of the complaint(s) in writing. The complaint(s) will be forwarded to the Lakefield & District 4 Horticultural Society President to be replied to in writing. The interpretation and

subsequent decision of the Lakefield & District 4 Horticultural Society will be final.

Exclusivity Lakefield & District 4 Horticultural Society does not guarantee exclusivity to any exhibitor, unless specifically stated in writing.

Insurance (See Addendum for the revision Page 14) The Exhibitor, at his or her own cost, shall procure and maintain in full force and effect during the time of the License Agreement, a comprehensive general liability insurance policy with a combined single limit of not less than $1,000,000 for bodily injury or death and for property damage. The Lakefield & District 4 Horticultural Society needs to be added as an additional insured on the exhibitor’s insurance policy. Policy Effective Date: Thursday, August 6, 2015 Policy Expiration Date: Sunday, August 9, 2015 This insurance is designed to protect the attending general public, other exhibitors, the show organizers as well as yourself against possible lawsuits arising from your participation at our show. If you already have Comprehensive Liability Insurance in place and the Lakefield & District 4 Horticultural Society has been added as an additional insured, please Fax, mail, or email a copy to the Dealer Convenor by Monday, July 6, 2015. If you do not carry insurance normally, short-term insurance policies covering your liability exposure for the period of the show can be obtained by contacting Shawn LePalm at The Co-operators [email protected] Tel: 705-745-2667 [email protected]. Insurance certificates are to be sent to the Dealer Convenor by Monday, July 6, 2015. A copy should also be in your possession throughout the show.

Exhibitors who have not provided proof of insurance will not be allowed to move-in and/or set

up their booth(s) until a copy of the insurance certificate has been provided.

Liability The Lakefield & District 4 Horticultural Society shall not be liable to the Exhibitor, his employees, agents or customers for any personal injury or damage to his property and everything brought onto the



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premises by the Exhibitor, his employees, or agents shall be entirely at the risk of the Lessee or Owner for any loss or damage. The Exhibitor shall indemnify and save harmless the Lakefield & District 4 Horticultural Society, its employees, agents societies, and volunteer workers from any claim for loss or damage or injury to person or property caused by the Exhibitor, his employees, or agents. If for any reason whatsoever, the show cannot be conducted, any contract shall become null and void and the amount of rent paid by the Exhibitor shall be refunded.

Staffing Exhibitors are required to maintain staff in their exhibits at ALL times during the show hours. A limited number of Lakefield Horticultural Society volunteers may be available to assist during short breaks. Please ask the Dealer Convenor if you require coverage for breaks.

Subletting Exhibitors must not sublet, re-license or sell any portion of allocated exhibit space to another dealer, company or person without the written consent of the Dealer Convenor for the Lakefield Antique + Vintage Sale & Flower Show.


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EXHIBITOR QUICK REFERENCE

Exhibit Checklist & Deadlines To ensure availability and to avoid last-minute disappointment, please place all orders for services and furnishings early and complete the Exhibitor Application stating your requirements. Last-minute or onsite orders are subject to availability and you may incur additional charges.

Action Deadline Page #

❏ Review Welcome Letter & Exhibitor Guide & Floor Plan

January, 2015 onward

❏ Select preferred booth#(s) ASAP PDF

❏ Send Exhibitor Application Form with deposit payment

ASAP 11-12

❏ Accommodations Reservations March 2015 6

❏ Priority Renewal Exhibitors – deadline for booth location first right of refusal

April 17, 2015 8

❏ Review booth display details and order additional items (i.e. tables, power, chairs, etc. ) if required.

June, 2015

❏ Full & Final Payments Due June 24, 2015 9

❏ Insurance Certificates due July 6, 2015 9

❏ Booth Allocations Communicated July 10, 2015 8

❏ Last chance to Pre-Order Tables & Chairs July 31, 2015 8

❏ Last chance to Donate Door Prize(s) July 31, 2015 7

❏ Move In August 6, 2015 5

❏ Move out August 8, 2015 5


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37th

Annual Lakefield Antique + Vintage Sale & Flower Show

August 7 & 8, 2015

Lakefield-Smith Community Centre

EXHIBITOR APPLICATION

Lakefield & District Horticultural Society

Phone: 416-459-4688 FAX: 705-652-7822

www.lakefieldhort.org [email protected]

Applicant Information

Company

Contact Person: Phone:

Address:

Email: Cell:

Website: Fax:

City: Prov: Postal Code:

□ I am a Priority Renewing Exhibitor □ I am a New Exhibitor □ I am a non-profit organization

List all products and/or services you wish to exhibit in the show. Should your application be accepted you will be permitted to display and sell only those products and services as approved on this list.

By signing this application the Exhibitor agrees to allow their contact information to be released and used for advertising & promotional purposes in conjunction with the Personal Information & Protection Act. By signing this application the exhibitor also agrees to allow the Lakef ield & District 4 Horticultural Society to give out their contact information to consumers for sales and customer service information. If you do not want your information released, please check off the box below.

□ No, I do not want to release my contact information.




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Location (subject to availability)

1st Choice: 2

nd Choice: 3

rd Choice:

Exhibitor Space Rates (includes 15 AMP electricity outlet)

Qua Size Fee Total

10’ D x 20’ W $155.00

10’ D x 10’ W $145.00

6’ Table Top $50.00 (non-profit organizations only)

Corner Booth (open on 2 sides) Add $25.00

Discount for 2 x 10’ x 10’ booths Less $30.00

Discount for 3 x 10’ x 10’ booths Less $65.00

Exhibitor Space Rate Subtotal:

Additional

8’ Table $10.00 per table

Chairs $2.00 per chair

Additional Electricity (15 AMP) No charge

Late Reg Fee (after July 20, 2015) $25.00 per 10’ space

Liability Insurance (Blanket Coverage) $20 per dealer/exhibitor

Additional Rate Subtotal:

Draw Donation (optional)

Description:

Approx. Value:

Passes (2 per Exhibitor including non-profit organizations $10 value)

General Admission No charge

General Admission $4 each in advance / $5 each on-site

Passes Rate Subtotal:

TOTAL

Final Subtotal: (Exhibitor Space Rate + Additional + Passes)

TOTAL DUE

50 % Deposit (Due with Application)

Balance Owing (Due June 24, 2015)

Payment Information (*Processing Fee will be added to all credit card transactions)

Indicate form of payment: □ Chq □ VISA □ MasterCard □ Bank Transfer

Credit Card#: Expiry Date(mm/yyyy):

Cardholder Name:

CVC Code:

Cardholder Signature:

Approval

The Lakefield & District 4 Horticultural Society reserves the right to deny any application/contract for any reason. There will be no refunds issued for cancelled space after June 1, 2015.

I am an authorized representative of the above mentioned company/organization with the full power and authority to sign and deliver this application. The company/organization agrees to comply with all of the policies contained in the Exhibitor Guide.

Signature of Applicant: Date:

Connie Tinney, Dealer Convenor

Phone: 416-459-4688 FAX: 705-652-7822 Email: [email protected]

P.O. Box 1390, Lakefield, ON K0L 2H0 www.lakefieldhort.org




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ADDENDUM

The information included in this Addendum supersedes the section “Insurance” set forth in the Display Guidelines contained in this document.

Insurance (revised) The Exhibitor, at his or her own cost, shall procure and maintain in full force and effect during the time of the License Agreement, a comprehensive general liability insurance policy with a combined single limit of not less than $1,000,000 for bodily injury or death and for property damage. Policy Effective Date: Thursday, August 6, 2015 Policy Expiration Date: Sunday, August 9, 2015 This insurance is designed to protect the attending general public, other exhibitors, the show organizers as well as yourself against possible lawsuits arising from your participation at our show. If you already have Comprehensive Liability Insurance in place please Fax, mail, or email a copy to the Dealer Convenor by Monday, July 6, 2015. A copy should also be in your possession throughout the show. If you DO NOT carry Comprehensive Liability Insurance we ask that you be covered under the Township of Selwyn/Lakefield & District 4 Horticultural Society Blanket Policy for this event. A flat fee of $20 per dealer/exhibitor in addition to your booth fee will ensure the necessary insurance coverage. The Blanket policy covers general liability for you as a dealer/exhibitor during the show. It does not include your booth contents. Please indicate your participation on the Revised Application Form.

All Exhibitors are required to have Liability Insurance Coverage prior to move-in and/or set up their booth(s).

this - lakefield horticultural society · [email protected]. we look forward to working...

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