• Bowl Locations (Premium): Located inside the arena bowl adjacent to the public ice skating area.
  • Only 11 booths available at 8×10
  • or 6 booths available at 5×7
• Concourse Locations: Located throughout the main concourse, following the guest flow from the Gate 1 entrance toward Gates 2 and 3.
  • 43 booths at  7x 10
• Assignments: Show Management curates and assigns booth placements to ensure optimal traffic flow and category balance. Vendors may not swap or sublet spaces.

• Premium Bowl Booth: $500 for 2 days
  Located in the Bowl area surrounding the central ice rink experience and near the F&B area.
• Concourse Booth: $350 for 2 days
  Located along the main Concourse and Gate 1 corridor, following the main guest flow.
• Electricity: An additional fee may apply for vendors requiring a dedicated or higher-power electrical connection, including refrigerators, specialized equipment, or other power-intensive setups. Electrical requirements must be indicated in the application.

All displays, signage, and fixtures must fit strictly within your allocated footprint. Fastening items to venue walls, beams, or glass with nails, screws, or permanent adhesives is strictly prohibited.

• Alcohol Sales: The event is fully licensed to sell alcohol; vendors may not sell or sample alcohol (alcohol sales are exclusive to the venue and require specific licensing).

• Open Flames & Heat: Absolutely no open flames, lit candles, or unapproved heating appliances.

• Indoor Tents / Canopies: Pop-up tent frames and solid canopy covers are not permitted indoors due to municipal fire safety codes, unless proof of fire-rating is supplied.

• Stickers: Helium balloons are strictly prohibited inside the facility.

• Moisture & Floor Protection: Any live botanicals, floral arrangements, or moisture-bearing products must use a waterproof protective barrier underneath to prevent slipping hazards or floor damage.

• Food Vendors: Packaged, off-site consumption items are allowed in the market sales. Select food vendors may be approved for the village hub, and if so, must hold all appropriate regional health authority permits and comply with local health and safety regulations.

• Insurance: All vendors must carry a minimum of $2,000,000 Commercial General Liability Insurance naming the event and facility as additional insureds. Proof of coverage must be submitted prior to move-in.

• Booth Staffing: Booths must be staffed by an authorized representative at all times during public show hours. Early tear-downs on Sunday are strictly prohibited.

• Connectivity & Power: Vendors are encouraged to have cellular data/hotspots configured for POS terminals, as facility Wi-Fi strength can vary under peak public attendance.

• Electric: Needs for power must be submitted to the event 30 days prior to the event. Basic power will be available, but any booths that require heavier power needs (fridge, freezers, etc.) may be required to pay for additional electricity connections.

Payment:

• Accepted vendors will receive an invoice that must be paid by November 13, 2026, unless accepted after October 16, 2026, in which case payment is due within two (2) weeks of the invoice being delivered.
• Accepted vendors will be notified by October 23, 2026.

Refund Policy:

Before November 13, 2026: Full refund

November 13 – November 27, 2026: 50% refund of total booth fees

After November 27: No refunds / non-refundable

What happens if I get sick or cannot attend last minute?

Because booth fees become non-refundable within 7 days of the show, all vendors are required to arrange an emergency backup plan (e.g., staff member, friend, or family member) who can operate your booth on your behalf if you are unable to attend.

Where will my booth be located?

• Premium Bowl Booth: $500 for 2 days
  Located in the Bowl area surrounding the central ice rink experience and near the F&B area.
• Concourse Booth: $350 for 2 days
  Located along the main Concourse and Gate 1 corridor, following the main guest flow.
• Electricity: An additional fee may apply for vendors requiring a dedicated or higher-power electrical connection, including refrigerators, specialized equipment, or other power-intensive setups. Electrical requirements must be indicated in the application.

Can I bring my own tables and display fixtures?

Yes, vendors are welcome to bring their own tables, display racks, and decor, provided everything fits completely inside your marked footprint and adheres to facility safety codes.

Can I sample or sell liquor products at my booth?

No. While Winter Village is a licensed event, all beverage and alcohol service is managed exclusively by Save-On-Foods Memorial Centre. Independent vendor alcohol sales and tastings are not permitted.

Do I need insurance before applying?

You do not need an active policy to submit an application, but proof of $2M General Liability Insurance is mandatory once accepted and must be active before load-in on Friday, December 4. Vendors have flexibility to obtain insurance from any provider.

The Market Vendor expressly agrees to be bound by all terms, conditions, and specifications herein listed and by the rules and regulations established by RG Facilities, operating as GSL Sports & Entertainment, and expressly agrees that the paid invoice acts as a contract and that such rules and regulations below contain the entire agreement between the parties hereto and supersede any prior agreement.

The company or individual named on the contract shall be referred to as the Market Vendor. RG Facilities, operating as GSL Sports & Entertainment, shall be referred to herein as ‘Show Management’. The physical location of the event being registered for is the Save-On-Foods Memorial Centre (SOFMC), referred to as The Facility. The Market Vendor assumes all responsibility for its property, including any and all loss, theft, or damage to Market Vendor’s displays, equipment and other property while on the premises of SOFMC and hereby waives any demand or claim it may have against The Facility, Show Management, all service contractors, including its staff members and officers. All property will remain under the custody and control of the Market Vendor whether in transit to and from The Facility, or within The Facility or within the confines of its booth space. In addition the Market Vendor agrees to defend, if requested, indemnify and hold harmless Show Management, The Facility, all service contractors and their respective parent, subsidiary and other related or affiliated companies from and against any liabilities, claims, damages, suits, costs and expenses, including without limitation legal fees and costs, arising from or in connection with the Market Vendor’s occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission of the Market Vendor or its employees, subcontractors or agents. The Market Vendor agrees and understands that Show Management does not guarantee the Market Vendor’s at show sales results, that show visitor attendance figures referred to by Show Management are projected numbers and that the Market Vendor will not be reimbursed booth fees, loss of business, damage or any expenses whatsoever if the show attendance is lower than projected. The Market Vendor agrees to observe all union contracts and labour agreements in force, agreements between Show Management and the official contractors serving the show and/or Facility.

It is the Market Vendor’s responsibility to carry insurance in compliance with any Provincial or Federal laws covering all of the Market Vendor’s employees, contractors or agents engaged in the performance of any work for the Market Vendor. Management reserves the right to reproduce all photographs, images and likenesses taken during the Show for future promotional purposes. Show Management does not offer the Market Vendor exclusivity to any one particular product or service unless specifically negotiated in writing through sponsorship.

1.) Show Management Liability and Market Vendors Insurance

The Market Vendor agrees that the exhibit is entirely at his or her own risk, including theft, personal injury, and property damage, lack of anticipated sales or inventory damage due to weather or any other cause. All Market Vendors must carry a 2 million dollar liability policy and will not be covered under Show Management’s event policy. Neither the exhibit facility nor Show Management will be responsible for (a) any loss, damage, theft or destruction to any goods, equipment or any other property belonging to the Market Vendor in storage, in transit to or from the exhibit building, or while in the exhibit building for any loss of income as a result of any reduced sales due to loss or damage (b) any damage or injury suffered by the Market Vendor or his servants or agents or by any other person (c) any loss, damage, injury, or cost whatsoever suffered by the Market Vendor by reason of any change in the date, time or place of Exhibition or the abandonment thereof. All property of the Market Vendor will be deemed to remain under the Market Vendor’s custody and control in storage, in transit to or from, or within the confines of the exhibit hall.

The Market Vendor shall be liable for and will indemnify and hold harmless RG Facilities, operating as GSL Sports & Entertainment and its parent, affiliates and related companies and their respective directors, officers, employees and agents from any and all liability, causes of action, claims, demands or proceedings whatsoever, whether by common law or statute, arising out of or in any way related to the Market Vendor’s participation at the show and/or Market Vendor’s products and/or services. Market Vendors are required to provide Show Management with a certificate of insurance for a minimum of $2,000,000.00 General Liability Coverage inclusive of bodily injury and/or property damage for each occurrence. If Show Management should be prevented from holding the show by any cause beyond its control or if it cannot permit the Market Vendor to occupy it’s rented space due to circumstances beyond its control including, but not limited to, strike, fire, civil disobedience, inclement weather, lockouts, health restrictions, acts of God, and suppliers, Show Management shall have no further obligation or liability to the Market Vendor. Any contractual agreements made between the Market Vendor and any supplier shall be between those parties and Show Management shall not be a party thereto nor incur any liability on behalf of any one in such contractual arrangements.

2.) Assignment of Exhibit Space

Exhibit space will be allocated by Show Management, unless otherwise stated. Show Management reserves the right to relocate exhibits which may be affected by a change in the floor plan, or in the interests of optimum traffic control and exhibit exposure. Show Management will not be held liable if competitive Market Vendors are adjacent to or opposite each other, but, if possible, efforts will be made to allocate space on a basis fair to all Market Vendors.

3.) Arrangements of Exhibits

Displays must not protrude beyond the measured booth. Market Vendor may not attach displays to walls, structural supports, or flooring in the exhibit building by nails, screws, bolts or permanent cement, nor may it suspend anything from the ceiling or rafters. No Market Vendor shall permit the exposure of any unfinished surface to neighbouring booths. If Market Vendor fails to correct the unfinished part, Show Management will have the right to finish such outside partitions. The cost of such repairs shall be paid by the Market Vendor to Show Management upon demand being made.

All lobbies, corridors, aisles, restrooms, food and beverage concessions, and special assembly rooms will be considered as general show areas to be used for the movement and flow of the public and/or for their entertainment and convenience. No Market Vendor will be permitted to use these areas for the display or distribution of products, services or their attendant literature.

4.) Installation/Dismantling

• Market Vendor Move-In: All exhibits must be set up and operational by show opening without exception. Assembly of exhibits during regularly scheduled exhibit hours will not be permitted. No major changes to displays are permitted during public show hours without permission from show management.

• Dismantling: No Market Vendor shall dismantle or remove any part of its display before the specified move-out time without exception. All exhibit material must be dismantled and removed from the venue within the scheduled move-out hours. Any material remaining after the cut off time may be removed by Show Management at Market Vendor’s expense.

5.) Subletting

Subletting booth space is prohibited. The Market Vendor shall not assign, sublet or apportion the whole or any part of the exhibit space allocated by Show Management to the Market Vendor. The Market Vendor will not share their space with another company without the approval of Show Management.

6.) Payment Policy

Accepted vendors will receive an invoice that must be paid by October 16, 2026, unless accepted after October 1, 2026, in which case payment is due within two (2) weeks of the invoice being delivered.

If balances are not received by the payment deadline, Market Vendor waives all rights to the space contracted and Show Management will not guarantee space at the event. Full payment is required to reserve the space requested. RG Facilities, operating as GSL Sports & Entertainment reserves the absolute discretion to grant or refuse any request from individuals or companies wishing to exhibit in the show.

7.) Cancellation Policy

Before October 16, 2026: Full refund

Before November 6, 2026: 50% refund of total booth fees

Under 30 Days Prior to Event: No refunds / non-refundable

Fees will be refunded via the original payment method. If the Market Vendor fails to occupy booth space without notice, they will be liable for 100% of the total contracted space costs.

8.) Change of dates, location, Show Cancellation or Curtailment

If it is considered inadvisable to hold the show on the scheduled dates or place, Show Management shall have the right to change the date and/or place, giving the Market Vendor written notice by email. If the show is not held for any reason whatsoever, Show Management will return exhibit space fees already paid to Market Vendors. The Market Vendor will not be reimbursed for any loss of business, damage, or expense whatsoever the Market Vendor may suffer if the show is cancelled, postponed, curtailed or abandoned due to, but not limited to, damage to The Facility from any circumstance beyond the control of Show Management (weather, government or health restrictions, lockouts, acts of God, fire, etc..

9.) Show Management’s Right to Make Changes

Show Management reserves the right to make changes, amendments and additions to the show rules and regulations at any time and all changes, amendments and additions so made shall be binding on the Market Vendor with the provision that all Market Vendors be advised of any such changes. Any matters not covered herein are subject to decision at the discretion of Show Management.

9.1) Market Vendor Conduct & Removal

Show Management reserves the right, at its sole discretion, to remove any Market Vendor from the event without refund if the Market Vendor violates these Terms & Conditions, misrepresents their products, engages in unsafe or disruptive behavior, or fails to comply with venue, fire, health, or safety regulations. Removal of a Market Vendor does not relieve the Market Vendor of any payment obligations under this agreement.

10.) Applicable law

Submission of an online application constitutes a binding agreement between the Market Vendor and RG Facilities, operating as GSL Sports & Entertainment. This agreement shall be governed by the laws of the Province of British Columbia. If any provision of this agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

11.) Show Hours

Exhibits must be attended during all show hours by at least one representative of the exhibiting company. It is the Market Vendor’s responsibility to keep its area clean and orderly throughout the show and to ensure it is ready for opening at the time the show opens each day.

12.) Licensing and Permits

It is the Market Vendor’s responsibility to obtain all necessary licences and permits to operate a business and sell goods and services in BC, and must meet the requirements of the Canada Revenue Agency, Health Canada, and local municipal bylaws. Show management assumes no responsibility for any Market Vendor operating without proper licensing and permits. Show management reserves the right to close down any booth which does not meet these requirements.