BVJ Indoor Marketplace Application

Booth Fees:
Booth Fees cover all 4 days of Big Valley Jamboree. No partial commitments.

A non-refundable deposit (25% of total invoice value) is required by February 3 , 2025 to secure preferred placement.

Full payment is due by June 2, 2025 or booths will be released to waitlist vendors. 

Included with Booth Rental:

• One (1) table (table skirts not provided)
• Two (2) chairs
• Two (2) worker passes
• One (1) parking pass
• Convenience power
• Access to restricted WIFI network

Event Add-ons

• Worker passes $100
  • Worker Passes cannot be interchanged. 
  • Worker Passes grant access to festival bowl for nightly performances.
• Day - Parking Pass $25
  • Passes cannot be interchanged.
• Event - Parking Pass $75
• Vendor Camping $210 (first-come-first-serve)
  • No services. 

Set Up
All vendors must be set up and fully operational by 11 am on Thursday

• Booth must be clean and in good structural condition.
• Tables must be skirted to the ground.
• Signage must be professional.
• All vendors must be contained to their rented space.
• All vendors must adhere to load-in and load-out safety guidelines.

Load-in times are as follows:
Tuesday: 1pm. - 6 pm
Wednesday: 9am - 6 pm
Thursday 9am - Noon *no vehicle access right behind pavilion.

• Vehicles need to be cleared from the event site and in main parking lot on Thursday, by 10a.m. 
• For the safety of the BVJ attendees, vehicles are not allowed to move onto or within the site during operating hours. 
• Only authorized vehicles may be parked on Festival grounds. Vehicles are NOT allowed to be parked behind or near vendor booths during BVJ.
• No parking in fire lanes, no overnight parking and all vehicles must have appropriate parking tickets face up on their dash. Any violators will be towed at owner’s expense.

Marketplace Hours of Operation:

Thursday
noon – 7:30pm
Friday, Saturday, & Sunday
10:00am – 7:30pm
Event times are subject to change. Thursday is a soft-open day and Exhibitors should be prepared for a slower day. . 

EXHIBITOR HOSPITALITY

Hospitality will continue in 2025. Free coffee will be in an Exhibitor Lounge during Show Office hours. 

Pancake Breakfast & Packaged Lunch options will be available for order closer to the event. 

Booth placements are completed in the order of receiving booth applications. We will do our best to accommodate booth placement requests but will be determined based off of past placement, vendor performance and product mix.

KEY DATES TO KNOW

NOVEMBER 17, 2024: APPLICATIONS LIVE TO PAST EXHIBITORS

DURING THIS TIME FRAME, PRIORITY PLACEMENT WILL BE GIVEN TO PAST BOOTH RENEWALS. APPLICATIONS WILL BE REVIEWED AND BOOTHS ASSIGNED IN ORDER OF RECEIVING THEREAFTER. 

NOVEMBER 25 2024: APPLICATION LIVE TO PUBLIC MARKET 

DECEMBER 15 2024: FIRST ROUND OF APPROVAL NOTICES WILL BE SENT

FEBRUARY 3, 2025: NON-REFUNDABLE DEPOSIT PAYMENTS DUE OR PREFERRED BOOTH LOCATIONS WILL BE RELEASED (25% OF INVOICE TOTAL)

JUNE 2 2025: FINAL PAYMENTS DUE OR BOOTH WILL BE RELEASED TO WAITLIST VENDORS

JUNE 16, 2025: WAITLIST VENDORS WILL BE CONTACTED REGARDING BOOTH AVAILABILITY

BIG VALLEY JAMBOREE - TERMS AND CONDITIONS 

We hereby declare that I have read and accepted the terms and conditions of the participation contract and agree to abide by the Rules and Regulations of Big Valley Jamboree 2025, and any agreements which may be imposed by the relevant authorities of Camrose Regional Exhibition (CRE) as a condition of allotment of space.

We hereby sign and agree to be bound by the following:

• The Event Organizer will attempt to accommodate all requests but due to limited space, vendors will not be permitted to select their location.
• Vendors must attend the Marketplace for all the dates and hours outlined; partial attendance will not be considered.
• The Event Organizer reserves the right to move booth placements, if required, up until the event move-in.
• Vendors are to wait for an approval of confirmation prior to contacting Big Valley Jamboree to submit payment.
• 25% non-refundable deposit on invoice total is required by February 3, 2025 or preferred booth locations will be released.  
• Final payments must be received in full by June 2, 2025, or booth spaces will be released to waitlisted vendors.
• Vendors moving in on Thursday morning must provide a note to Event Organizer.
• Vendors must be moved checked in Thursday by 2 PM or will be considered no-shows. No refunds will be issued, and booth space will be sold to waitlisted vendors.
• Vendors must not sublet or share booth space with any other business or vendor, unless written approval provided by the Event Organizer. 
• Direct selling is only permitted within booth space.
• Raffle draws are not permitted without prior approval from the Event Organizer.
• No purchase necessary draws are permitted but must take place within allocated booth space.
• Vendors must wear provided worker wristbands in their booth.
• All vendors will be provided 2 chairs, a 6' table, 8’ back drape and 3’ side drape for their booth.
• Signage must be free-standing (no tacks, nails or tape may be used on walls or floors), no taller than 12 feet, and must remain within booth space.
• Security will be in effect from move-in until conclusion of move-out.
• The Event Organizer reserves the right to cancel booth space if vendors are breaking terms and conditions. 
• Vendors acknowledge that all right, title and interest in video(s) and/or photograph(s) taken at Big Valley Jamboree, being original works, belong to the Event Organizers for marketing purposes.
• Vendors with content for mature audiences, must provide adequate product coverage and content warnings. 
• No vendor will have exclusive rights to products. Other vendors will be permitted to sell similar products. 
• No threatening or aggressive behavior to Event Organizers, employees, contractors, security, members of the public, or other vendors will be tolerated.
• No helium or propane cylinders are permitted in the venue without written approval from the Event Organizer. Helium balloons are also not permitted within the facility.
• No animals are permitted in the venue.
• No smoking of cigarettes, vaping or marijuana is permitted inside the venue.
• All food and/or beverage vendors must comply with the Alberta Health Food Safety Regulations, which includes submitting a submit a Special Event Food Vendor Notification to both the Event Organizer and AHS.
• All personal service vendors (face paint/makeup, temporary tattoos, Henna, etc.) must comply with Alberta Health Services Regulations and must submit at Temporary Personal Services Vendor Notification to boththe Event Organizer and AHS.
• The Event Organizer may at any time in its discretion, remove the vendor, and/or its employees/volunteers from campus for any violation of this contract.

Restricted Items

Items Not Allowed for Sale at BVJ Marketplace

• Weapons
• Explosives or Fireworks
• Items that appear to be firearms or weapons, including toys
• Self-defense devices
• Cannabis or Tobacco
• Alcoholic Beverages
• Items with hate symbols

Vendor Conduct

BVJ Marketplace requires vendors to: 

• Be respectful of show management, other vendors and festival guests. 
• Maintain a clean workspace, keep all equipment and supplies organized and appropriately dispose of all waste.
• Be professional, cultivate a positive attitude and have a fun weekend. 

Variable Sales

Sales can go up or down for many resons. The BVJ team works hard to create a high-traffic marketplace destination. It is up to each vendor to plan and be ready for any sales outcome. Please conduct a comprehensive risk assessment prior to application. BVJ is not responsible for the sales outcomes from your business' participation the event. Refunds will not be provided.