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Cowapolooza Food Vendor Application 

Friday, August 16, 6 - 10 p.m. & Saturday, August 17, 2 - 10 p.m. 
| Southside Park, Woodstock, ON


The City of Woodstock hosts many exciting special events throughout the year. For more information on how to be involved visit City of Woodstock Special Events.

If paying by Cheque:
Print and complete the application.
Mail or deliver the application, cheque and certificate of insurance to:
City Hall Woodstock (500 Dundas St. Woodstock, ON N4S 0A7 P.O. Box, 1539 | Attn: Robin Schell). Cheques made payable to the City of Woodstock.

Event attendance in 2023 was approx. 20,000 - 25,000 throughout the two-day festival.  

*Only two of the same type of product vendors WILL be accepted. Vendors are accepted at a first come first serve basis.
Current vendors include
(updated Jan. 29/24)
- 2 Ice Cream vendors, no more will be accepted
- 1 Fries/Burger vendor, 1 more will be accepted 
- 1 Funnel Cake vendor, 1 more will be accepted  
- 1 Mexican Food Vendor, 1 more will be accepted 
 

Space Requirement and Pricing:


PLEASE complete this accurately. 
Exact booth size MUST include your hitch and tent supports. 

Please ensure no ground plugs are cut, or you will not pass the ESA inspection and will not be able to open on event day.

Cowapolooza Food Vendor Fee (Taxes Included)
 

Hydro Requirements:

*Each space contains TWO 110V outlets ONLY. The cost for additional electrical is listed below. 

*
 
Do you require access to additional electricity other than the 2 - 110v plugs supplied? If yes, please refer to electrical outlets below.
 

NEMA 5-15 Standard Household Outlet 110V

 

Quantity of additional NEMA 5-15 plugs ($50 per plug above the provided two 110v outlets)
 

NEMA L520 20A 3-prong twist

20A 3 Prong Twist

Quantity of additional NEMA L520 | 20A 3-prong twist ($50 per plug)
 

NEMA L14-30 30A 4-prong twist 

Quantity of NEMA L14-30 | 30A 4-prong twist ($50 per plug)
 

L14-50 50A Stove Plug, 4-prong 

Quantity of L14-50 | 50A Stove Plug ($50 per plug)
 
Do you require access to over-night hydro? Note: There is a $50 fee
 
Do you require access to water?
 

Vendor Set-up Times:

Thursday August 15 (Over-night security on-site)
Friday August 16, between 7 a.m. - 3 p.m.

Menu Items and Pricing

Southwestern Public Health Unit: 

You are required to complete the Southwestern Public Health Special Events Food Vendor Form. Please submit the Southwestern Public Health Special Events Food Vendor Form no later than 14 days prior to event.

Please also provide:
- Food Safety Inspection Report from Public Health
TSSA Inspection Certificate

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*
 

Certificate of Insurance:

A Certificate of Insurance showing a minimum of $2 million liability insurance is required. 

Policies can be purchased from: PAL InsuranceDUUO or through your insurance provider.

Certificate of Insurance must include: 

Business Name
Business Address
Expiry Date
$2 million liability
Added Insured: City of Woodstock, 500 Dundas St, Woodstock, ON N4S 0A7
A notation by the insurance company that your policy is enforced for this event. The City of Woodstock Cowapolooza 2024.  Location: Southside Park, 192 Old Wellington St S, Woodstock, ON N4S 3L3

If you are not submitting a Certificate of Insurance with this application, please email it to events@cityofwoodstock.ca  

If proof of insurance is not received by Sunday July 28, 2024 by 11:59 p.m., your business will not be allowed to participate, and the vendor fee will not be refunded.

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Terms and Conditions:

  • Vendors will not be approved without a completed application and full payment.
  • Registration fees are non-refundable.
  • Vendors have no exclusivity.  
  • The City of Woodstock has the right to refuse vendor if deemed inappropriate or unsafe.
  • Information on locations, parking & set-up instructions will be sent one week prior.
  • Two of the same type of product vendors WILL be accepted. Current Vendors are listed at the beginning of this application. Vendors are accepted at a first come first serve basis.
  • Sell / offer ONLY the products and/or services specified and approved.
  • Conduct business only within the space allocated.
  • Be neat, wear clean apparel and operate with proper hygiene practices and practice good customer service principles.
  • Remove all vending equipment, garbage container(s) and debris from the site upon the conclusion of business. Failure to do so will result in extra charges.
  • Comply with the provisions of all Canadian and Province of Ontario laws, City by-laws and other applicable regulations and the requirements of the Chief Building Official, Fire Department and Medical Officer of Health.
  • Although security is provided, it is the responsibility of the vendor to secure their wares against theft and vandalism. The City of Woodstock is not responsible for lost, stolen or damaged goods.
  • Requests for specific booth locations will not be honored and cannot be changed prior to the event or the day of it.
  • You will be allowed to drive into the park for loading and unloading purposes only during the appointed times. Vehicles and trailers must be removed ASAP, to nearby designated parking. No unauthorized vehicle or trailer will be allowed to remain onsite under any circumstances.
  • Proof of liability insurance is required. Please include a copy with your application
*
 

On-Site Checklist, please ensure you have the following:

  • A minimum 100’, 12 gauge extension cord.
    Generators are NOT at each vendor booth, be prepared to have a cord that reaches.
  • The City of Woodstock DOES NOT supply vendors with canopies, tents, cords or lighting.
  • Appropriate storage for your food items.
    Hot foods must be kept hot and cold foods must be kept cold.
  • Container to transport water.
    A water source is provided, but must be shared among vendors.
  • A means to dispose of your cooking oils/ grease and waste water.
    A disposal charge of $50 will be applied to any vendor who fails to remove their grease/cooking oil and/or waste water from the park properly.
  • Have your own propane handler
  • You are not permitted to leave the Park before the end of the event for the safety of event attendees.
  • Everything must be removed from site after the event.
  • Your area is your responsibility, please take care of it.
*
 

Submit your completed application form, payment and all required documents in full by: Sunday July 28, 2024 at 11:59 p.m.

Clear

Mailing Address: City of Woodstock 500 Dundas St. Woodstock, ON N4S 0A7 P.O. Box, 1539

Emailevents@cityofwoodstock.ca 

Vendor Coordinator: Special Events Coordinator, Robin Schell 
Email: RSchell@cityofwoodstock.ca Telephone: (519) 539-2382 ext. 4104

Alternate Contact: Kristen Brodhagen, Manager of Special Events
Email: KBrodhagen@cityofwoodstock.ca Telephone: (519) 539-2382 ext. 4102



Contact Us

© 2017 City of Woodstock P.O. Box 1539, 500 Dundas Street, Woodstock, ON N4S 0A7

 

Phone: 519-539-1291
Email: General Information

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