Guelph Organic Conference Exhibitor Contract

Event Dates: Tuesday January 27th and Wednesday January 28th, 2026
Location: Guelph Farmers Market, 2 Gordon St, Guelph, ON N1H 4G7

This Exhibitor Contract (the “Agreement”) is entered into between the Organic Council of Ontario (OCO) (the “Organizer”) and the undersigned Exhibitor for participation in the Guelph Organic Conference (the “Event”). By signing below, the Exhibitor agrees to the terms and conditions outlined in this Agreement.

 

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1. Arrival, Load In, and Set Up

Scheduled Arrival

Exhibitors must follow all scheduled arrival and set up times.

Arrival for set up: 12:00 pm on Tuesday January 27th, 2026

Load In Instructions

Vendor unloading will take place from the East side of the Guelph Farmers’ Market.

Vendors may pull into the parking lot on the Harvey Street side and drive directly up to the main Market doors to unload. This area is designated for active unloading only.
Door dimensions: 76 in
Unloading limit at doors: Maximum 15 minutes

Set Up Deadline

All booths must be fully set up by 3:30 pm on Tuesday January 27th.
All vehicles must be removed from the drop off zone by 3:00 pm on Tuesday January 27th. 

Parking is available in the nearby parking garage (parking behind the building is not available).

Parking information: https://guelphorganicconf.ca/pages/parking?_pos=1&_psq=parking&_ss=e&_v=1.0

 

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2. Exhibitor Presence and Booth Staffing

Exhibitors agree to staff their booth for the full duration of conference operating hours.

Conference Hours
Tuesday January 27th: 4:00 pm to 8:00 pm
Wednesday January 28th: 9:00 am to 5:00 pm

Staffing requirement: At least one exhibitor must remain at the booth at all times during open hours.

 

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3. Take Down and Load Out

Take down time: 5:00 pm on Wednesday January 28th, 2026

Exhibitors may not begin dismantling their booth before the designated time.
Early teardown or extended periods of an unattended booth are not permitted and may affect eligibility for participation in future conferences.

4. Ticket Inclusions and Purchasing

All exhibitors must have a VALID EXHIBITOR PASS.

Each exhibitor booth includes one exhibitor pass, which provides access to Wednesday workshops only. This pass does not include access to Tuesday events, the Wednesday Intensives, or the Reception Dinner.

ONE extra exhibitor pass may be purchased at a 50% discounted rate using the code EXTRA2026:
https://guelphorganicconf.ca/pages/2026-tickets?variant=51036485058881

Important notes

• Exhibitor passes do not include access to the Wednesday Intensives or the Reception Dinner.
  
  

• Discounted exhibitor passes do not apply to Intensive sessions or the Reception Dinner.
  
  

• Exhibitors are welcome to attend any Wednesday sessions by purchasing the appropriate tickets where available.
  
  

Additional exhibitor passes beyond the second may be purchased at full price:
https://guelphorganicconf.ca/pages/2026-tickets?variant=51036485058881

Ticket Links

• Wednesday Intensives: https://guelphorganicconf.ca/pages/2026-tickets?variant=51036472574273
  
  

• Reception Dinner: https://guelphorganicconf.ca/pages/2026-tickets?variant=51036484075841

 

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5. Wednesday Lunch

Lunch will be available onsite for exhibitors and attendees. All meals must be pre purchased by January 9th, 2026.

Purchase Wednesday lunch ticket here: https://guelphorganicconf.ca/pages/2026-tickets?variant=51040672776513

 

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6. Booth Display and Equipment

Exhibitors are responsible for their own booth furnishings unless rented through the Organizer.

Included equipment: 1 chair, 1 six foot table, 1 table cloth

Available rentals at additional cost

• How many additional chairs will you need?
  
  

*If you requested electricity access, you must bring your own extension cord. Recommended length is ≥15 ft* 

All displays must remain within assigned booth dimensions and comply with fire, safety, and accessibility guidelines.

 

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7. Liability and Insurance

Exhibitors are responsible for their own property and agree to assume all risk of loss, theft, damage, or injury involving their booth, materials, or personnel.

The Organizer and the Venue are not liable for:

• Damage caused by fire, theft, accidents, weather, or natural disasters
  
  

• Loss or damage resulting from exhibitor negligence or equipment failure
  
  

Insurance Requirement

All exhibitors must carry their own event liability insurance. Commonly used options include:

• Duuo Event Insurance: https://duuo.ca/event-insurance
  
  

• PAL Canada Exhibitor Insurance: https://www.palcanada.com/index.php/en-us/event-participants/exhibitor
  
  

Send completed insurance forms by January 9th, 2026 to: conference@organiccouncil.ca

 

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8. For Exhibitors Serving Food or Drinks

Public Health regulations require that exhibitors serving food or beverages submit one of the following forms at least 14 days prior to the event:

• Special Event Food Vendor Application Form (online):
  https://wdgpublichealth.ca/content/special-event-vendor-application
  
  

Send completed insurance forms by January 9th, 2026 to: conference@organiccouncil.ca

 

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9. Cancellation and Refund Policy

• Exhibitors cancelling before December 20th, 2025 will receive a full refund.
  
  

• Exhibitors cancelling on or after December 20th, 2025 will receive no refund.
  
  

The Organizer reserves the right to reassign or resell booth space if payment is not received on time.
If the event is cancelled due to unforeseen circumstances, the Organizer will communicate refund or credit options.