Whoop-Up Days Food Truck Application

About Us 

For 128 years, Whoop-Up Days has been Southern Alberta’s ultimate end-of-summer celebration, bringing together the best sights, sounds, flavors, and experiences. Food trucks play a vital role in creating the festival atmosphere, and Lethbridge & District Exhibition invites you to be part of the tradition. Join us and serve up unforgettable tastes to thousands of fairgoers!

Dates & Times

August 19 – 23, 2025

Hours of Operation

August 19	12 PM - 12 AM
August 20	12 PM - 12 AM
August 21	12 PM - 12 AM
August 22	12 PM - 12 AM
August 23	12 PM - 12 AM

Midway Madness

NEW THIS YEAR! We’re keeping the fun going with Midway Madness on Sunday, August 24! This scaled-back version of Whoop-Up Days features just the midway, food trucks, and beer garden, giving fairgoers one last chance to enjoy the thrills and flavors of summer. With a reduced gate admission of just $5, it’s the perfect opportunity to maximize your sales. Join us for this bonus day from 12 PM – 7 PM for a flat rate of $450!

2025 Food Truck Pricing

SIZE	PRICE	INCLUSIONS	ADD-ONS
Standard - 20x30 (Aug. 19 - 23)	$1,750	5-days, Coca-Cola Cooler, 4 vendor badges	Power: $700
Standard - 20x30 (Aug. 19 - 23)	$1,850	5-days, Coca-Cola Cooler, 4 vendor badges	Power: $700
Midway Madness (Aug. 24 Optional Day)	$450	Additional day, Coca-Cola Cooler	N/A

Hook-Up Services

Power and water will NOT be provided. Food trucks must be self-sufficient in meeting their needs. However, power can be purchased as an add-on for a flat rate of $700 + GST, which includes one receptacle. Additional receptacles are available for purchase at $35 + GST each.

Food trucks providing their own generators are not permitted to drop them off earlier than the scheduled move-in times. Generators must be removed during food truck move-out and are not permitted to remain on-site after Whoop-Up Days.

Vendor Inclusions

Each Food Truck Vendor will receive four vendor badges for access to Whoop-Up Days. Additional badges can be purchased for $10 + GST each.

To support your beverage sales, vendors will also receive a stand-up Coca-Cola cooler, ensuring drinks stay ice-cold and easily accessible throughout the event.

Menu Requirements

Get ready to bring the flavour and the fun to Whoop-Up Days 2025! This year, all participating food trucks are required to create and feature a Whoop-Up Days-themed menu item—a special dish that captures the spirit of the festival.

There are no limits on what your creation can be—just make it bold, exciting, and unique to your truck! Whether it’s a wild-west-inspired burger, a rodeo-worthy dessert, or a locally inspired treat, this must-have menu item should be proudly promoted before and during the event. Let’s give guests something new to rave about!

Check-in & Move-in Procedure

Check-In (Mandatory):

• All food truck vendors MUST check in on August 18 between 4 PM – 7 PM. During check-in, vendors will receive their badges and be shown their designated truck location. To secure their assigned spot, vendors must complete check-in by 7 PM. Food trucks may choose to park overnight during check-in. Failure to check in will result in forfeiture of the spot.

Move-In:

• For vendors who do not park on August 18, move-in will occur on August 19 from 9 AM – 11 AM. All trucks must be fully moved in by 11 AM. Failure to meet this deadline will result in forfeiture of the spot. 

Daily Restock:

• Food trucks are permitted to leave the grounds each night for restocking if needed. However, they MUST return and be in place by 11 AM the following day. Failure to do so will result in forfeiture of the spot for that day. 

Please review the application carefully. If you have any questions, feel free to contact us at whoopupdays@agrifoodhub.ca.

Contact Information 

Booth Selection

Vending spaces are assigned and mapped according to a strategic event plan developed by Lethbridge and District Exhibition (LDE). This ensures each vendor is allocated a suitable location and the overall vendor lineup offers a diverse range of products to the community. LDE reserves the right to make final decisions regarding vendor placement.

Vendors will be selected based on the date and time of their application, as well as the uniqueness of their menu offerings.

Please note that participation in previous years’ events does not guarantee a space in future events.

Add-Ons

Food Truck Details

Documentation Compliance

Insruance 

All Food Truck vendors MUST submit a valid copy of their Certificate of Insurance, providing proof of $2 million general liability, inclusive of bodily injury and/or property damage.

Lethbridge & District Exhibition (LDE) must be listed as an additional insured. The Vendor will be solely responsible for all incidents and injuries to persons and property, caused by negligence or breach of warranty on their part, or the part of their employees or agents, and hereby agree to indemnify Lethbridge & District Exhibition from any claim. 

Valid insurance MUST be submitted to event management no later than July 16, 2025. Failure to provide proof of insurance will result in the forfeiture of vendor space.

Mobile Food Vending Permit

In Alberta, all food trucks must have a valid Food Handling Permit and an Alberta Health Services (AHS) Decal to operate. Alberta does not recognize food handling permits from other provinces.

Food trucks that are not permitted or are based outside of Alberta may still participate; however, they must complete and submit a Special Event Food Vendor Notification to both AHS and LDE no later than 30 days before the event.

Food truck vendors may apply for Whoop-Up Days without having all required documentation at the time of application. However, all necessary permits and approvals MUST be submitted to event management by July 16, 2025. Failure to provide the required AHS documentation will result in the forfeiture of vendor space. No exceptions will be given. 

Rules & Regulations

Fire & Safety Compliance

1. Food trucks must comply with the Lethbridge Fire Prevention Bureau and Alberta Fire Code regulations, including but not limited to:
   • Exhaust Hood & Fire Suppression: Trucks producing smoke, heat, or grease-laden vapors must have a functioning exhaust hood and fire suppression system.
   • Fan Interlock System: Trucks must have a fan interlock system, ensuring the exhaust fan operates only when closures are open.
   • Fire Inspection Proof: Upon request by Lethbridge & District Exhibition (LDE) or the Lethbridge Fire Bureau, food trucks must provide proof of a current-year fire inspection, including inspections of fire extinguishers and suppression systems.

Food Truck Appearance & Maintenance

1. Signage & Menu Boards:
   1. Must be clearly visible to guests, with legible pricing.
   2. All signage must be professionally made and in good condition.
   3. Business name and contact phone number must be prominently displayed.
2. Food trucks must maintain a clean area, ensuring no debris, garbage, or food waste accumulates around their truck.
3. Garbage and recycling must be properly disposed of in designated receptacles. Large amounts of waste (e.g., cardboard, bulk garbage) must be removed off-site by the operator.
4. Generators must be placed out of public reach and view.

Beverage Policy & Coca Cola Partnership

Coca-Cola is the exclusive provider of non-alcoholic beverages at Whoop-Up Days 2025. No competing brands are allowed. Limited exceptions (e.g., lemonade, slushies) may be granted only to West Coast Amusements or at the sole discretion of Lethbridge & District Exhibition (LDE). Vendors will be notified of any exceptions before application approval.

All pre-packaged, bottled, or canned non-alcoholic beverages must be purchased exclusively through LDE. Details on the ordering process will be provided in the Welcome Package closer to the event.

Each food truck will receive a stand-up Coca-Cola cooler to keep beverages ice-cold and easily accessible. Vendors must power the cooler using their truck or generator unless they have purchased event power. To request an opt-out, vendors must email whoopupdays@agrifoodhub.ca—however, requests are subject to approval and will not result in a discounted rate.

Food trucks are NOT permitted to sell alcoholic beverages.

Prohibited Items & Practices

1. Cooking in tents is NOT allowed.
2. Straw or hay bales are prohibited.
3. Concession carts & sidewalk stands are not permitted.

Damage & Liability

Vendors are fully responsible for any damage, excessive cleanup, or repair costs resulting from their operations. Any damages to venues, grounds, or fixtures must be reimbursed to Lethbridge & District Exhibition.

General Terms & Conditions

1. Vendors must provide proof of $2 million in general liability insurance, covering bodily injury and/or property damage, with Lethbridge & District Exhibition listed as an additional insured.
2. Food trucks must remain on-site during event hours.
3. Early departure is not permitted. Vendors may leave the grounds only after event closure each night.
4. Early access for restocking will be available daily. Additional details for Coca-Cola restocking will be provided before the event.
5. Water hookups are NOT available.
6. Power hook-ups are available at an additional charge.
7. Water for filling buckets/tanks will be available at designated locations (must be pre-arranged with LDE).
8. Food trucks cannot choose their location. LDE reserves the right to adjust vendor locations as needed before move-in.
9. Idling is prohibited.
10. Drip trays/mats must be placed under engines, drivetrains, and external cooking equipment (e.g., smokers, BBQs).
11. Vendors are responsible for removing grease, oil, and cooking waste from 
12. Subletting or sharing vendor space is prohibited.
13. Vendor badges must be worn at all times.
14. Security will be in effect from move-in to move-out.
15. Vendor parking is NOT included. Vendors are encouraged to park off-site.
16. No animals are allowed inside food trucks.
17. Smoking is prohibited (cigarettes, vaping, or marijuana) inside the food truck or vendor space.
18. Cotton candy and lemonade are exclusive to West Coast Amusement.
19. No vendor will have exclusive product rights. LDE will balance vendor offerings but does not guarantee exclusivity.
20. Vendors acknowledge that all photos and videos taken at the event belong to Lethbridge & District Exhibition and may be used for marketing purposes.
21. Threatening or aggressive behavior toward event staff, security, guests, or other vendors will not be tolerated.
22. LDE reserves the right to remove any vendor who violates event policies.

Payment & Cancellation Policy

Application Deadline

Food Truck applications are due by May 12, 2025. Applications will not be processed until fully completed, including a list of all products sold, all required documents, and the applicant's signature.

Approval & Payment

Once your application is approved, an invoice will be sent to you. Please wait for approval and the invoice before submitting payment.

• Payment is due in full by June 2, 2025. Failure to submit payment by this date will result in the forfeiture of your vendor space to waitlisted vendors.
• Payments can be made via cash, debit, credit, cheque, or e-transfer.
• To make payment in person, please visit the reception office located on the second floor of the Agrifood Hub & Trade Centre during regular office hours (Monday to Friday, 8:00 AM – 4:30 PM, closed over the noon hour).
• To make payment by phone please call 403.328.4491 Ext: 215
• E-transfer payments can be sent to payments@agrifoodhub.ca (Password: Expark).
• Cheques should be mailed to (or dropped off at) 101 Exhibition Way S, Lethbridge, AB, T1J 4R3. Please include your food truck name and the event you are paying for in the memo.

Move-In & No-Show Policy

Vendors must be fully moved in by 11 AM on August 19, 2025. No-shows will NOT receive refunds, and their space will be reassigned to waitlisted vendors.

Cancellation Policy

• Cancellations before July 30, 2025 are eligible for a refund less a 25% administrative fee.
• Cancellations after July 30, 2025 will forfeit all fees paid.
• All cancellations must be submitted in writing via email to whoopupdays@agrifoodhub.ca.

Application Submission

This entry is subject and bound to all Food Truck rules and regulations. The applicant, having read the policies, rules & regulations, understands they form part of this contract, as entered into with Lethbridge & District Exhibition.