Our Fair Theme this year is, "Share What You Know, Show What You Grow!"

We would love for all vendors to get involved and incorporate the theme wherever possible. 

Setup:
Thursday, August 20th: 12:00 PM to 8:00 PM

NOTE: Anyone arriving after 7:30 PM on August 20th will not be allowed access to the grounds. 

Auditorium/Market for Exhibits:

• Friday, Aug. 21st from 12 – 9 pm
• Saturday, Aug. 22nd from 10 am – 9 pm
• Sunday, Aug. 23rd from 10 am – 5 pm

Midway & Ribfest times:

• Friday, Aug. 21st from 2 – 11 pm
• Saturday, Aug. 22nd from 11 am – 11 pm
• Sunday, Aug. 23rd from 12 – 5 pm

Non-food vendor information:

A standard booth is 10’ X 10', each booth is $300 +HST.Booths will be assigned on a first-come, first-served basis.

● If your booth is indoors, floor covering must be rented by the vendor and confined to the vendor's space. We do not have booth items for rent.
● Display materials and signs must not encroach on the pedestrian aisles or adjacent vendor space
● Noise or sounds that interfere with the opportunity for other exhibitors to present their goods and services to the public will not be tolerated.
● Display of materials and signs deemed offensive to the public will not be tolerated and will be removed.
● Extension cords will not be supplied. Please bring your own. Requests for special hydro services must be approved in advance by Show Management.
● No additional fee for chairs and/or 8 ft. tables.
● Damage to the building walls or floors caused by tape, nails, screws, hooks, water or other display materials is the exhibitor's responsibility. Exhibitors will be presented with a bill for repairs.
● If the booth is outside, Fair Management must approve any stakes driven into the grounds. All holes must be filled and sealed after completion of use.

Food vendor information:

• All food vendors must follow Southwestern Public Health rules and regulations. Please contact SWPH to ensure you have the proper permits in advance.
• SWPH will be on site the morning of Aug. 21st to ensure all food vendors are compliant.
• WE have limited outdoor hydro capacity and therefore, suggest using gas powered generators whenever possible.

Rules for the fair:

1. INSURANCE: The Woodstock Agricultural Society will use reasonable precautions to protect the public and property and is insured against public liability and property damage claims arising from the fair. This does not cover the vendor or their materials, which are placed on display at the vendors' own risk. All equipment must meet safety standards.All vendors must provide proof of a minimum of $2 million liability insurance naming the Woodstock Agricultural Society as additional insured.
2. The final vendor location will be at the discretion of Fair Management. All personal vehicles must be removed from the main parking area 1 hr before the Fair Event each day. Parking will be available in the large parking lot beside the Civic Centre arena.
3. PARKING: Parking is free but all personal vehicles will need to be moved to the Civic Centre arena parking lot once set up is completed.
4. SAFETY: To ensure everyone's safety, no personal vehicles will have access to the grounds once the fair is open. 
5. OVERNIGHT STAYS: Anyone needing to stay on the grounds over-night will need to contact the office to discuss hydro needs and parking.

SECURITY: Security will patrol grounds and buildings while the fair is open and closed to the public beginning the evening of Thursday, August 20th and continue August 21st to 23rd. There will be no security on the night of Sunday, August 23rd, please remove all items after 5pm once the fair has closed to attendees.

FIRST AID: We will have trained medics on-site during all hours that the fair is open to the public.

MARKETING: The Woodstock Fair advertising campaign will include local newspapers, radio stations and social media. Please join our page #Woodstock Agricultural Society and Fairgrounds to shareadvertising on your Social Media and help promote the fair and your business.

FAIR MAP: A detailed map of how to enter the grounds and the location of your booth or food truck will be provided approximately one week before opening day.

PAYMENT FOR VENDOR SPACE: A $100.00 deposit is due once your application has been approved. Final balances must be paid by August 10, 2026. Vendors can only move into the fair if payment is received in full. We accept, Debit, Cheques, e-transfer and credit cards. Please note that credit cards are subject to a 2.4% fee.

Please make cheques payable to the WOODSTOCK AGRICULTURAL SOCIETY.  E-transfers to info@woostockfairgrounds.com, mail or drop off your application & payment at 875 Nellis Street, Woodstock. The office is open Mon to Thurs from 9am to 5pm. 

Submitting this form does not guarantee a booth at the Fair. Our midway provider, All Canadian Entertainment, supplies a number of booths, and we are unable to accept duplicate vendors.

All applications will be reviewed, and a staff member will contact you to confirm whether your booth has been approved for this year’s Fair.