Market Policy
Oktoberfest Market Vendor Policy
Oktoberfest on October 23-25, 2026
German Canadian Club of Calgary
218 37 Ave NE, Calgary, AB T2E 2L9
Email: gccboardcalgary@gmail.com
1. Product Guidelines
All products sold at the Oktoberfest Market must follow all applicable municipal, provincial, and federal regulations, including Alberta Health Services (AHS), Canadian Food Inspection Agency (CFIA), Calgary Fire Department guidelines, and any other relevant authorities.
Vendors are responsible for ensuring that all products are clearly labelled, including allergens, dietary claims, ingredients, and any required product information. Food vendors must comply with all applicable food handling, preparation, storage, and serving requirements.
The organizer reserves the right to review and approve vendor products to ensure they are suitable for the event.
2. Vendor Booth Space and Equipment
This is an outdoor market event.
Vendors are responsible for bringing all items required for their booth setup. No tables, chairs, electrical, water, sinks, handwashing stations, tents, tent weights, extension cords, or other equipment will be provided unless specifically confirmed in writing by the organizer.
All vendor tents, tables, signage, displays, products, and equipment must remain within the assigned booth space. Vendors may not expand into walkways, neighbouring booths, emergency access areas, or other event spaces without approval.
3. Outdoor Tent Requirements
All vendor tents must be safe, properly secured, and suitable for outdoor use.
For a standard 10x10 market tent, each tent leg must have a minimum 40 lb weight per leg. This is a minimum event requirement. Vendors may be required to use additional weight depending on weather, booth setup, tent style, or organizer direction.
Staking may not be permitted depending on the event site. Vendors must bring appropriate weights for each tent leg.
All tents must be fire-resistant or fire-retardant and meet applicable Calgary Fire Department guidelines for outdoor events. Vendors may be required to provide proof of flame resistance or fire-retardant certification upon request.
Calgary Fire Department outdoor event information can be reviewed here:
https://www.calgary.ca/safety/events/outdoor-fire-code-requirements.html
Tents that are not properly weighted, unsafe, damaged, or do not meet event safety requirements may not be permitted to remain on site.
4. Cooking, Food Preparation, and Open Flame
Cooking is allowed only if approved in advance by the organizer and only when the vendor meets all applicable AHS requirements and Calgary Fire Department guidelines for outdoor cooking.
Any vendor planning to cook, grill, fry, boil, warm, bake, roast, sample, prepare, or serve food must notify the event organizer a minimum of 2 weeks before the event. Cooking that has not been disclosed and approved in advance may not be permitted on site.
Outdoor cooking may include, but is not limited to, grilling, frying, boiling, warming, baking, roasting, or using BBQs, propane, burners, fryers, hot plates, generators, or any other cooking or heating equipment.
Vendors using cooking equipment, propane, fuel, open flame, or heat-producing equipment must follow all Calgary Fire Department outdoor cooking requirements.
Calgary Fire Department outdoor cooking information can be reviewed here:
General requirements may include, but are not limited to:
- Cooking equipment must be approved for outdoor use.
- Cooking equipment must be CSA certified or meet applicable safety standards.
- Propane tanks and fuel sources must be secured safely.
- Required fire extinguishers must be on site and accessible.
- Cooking areas must have safe clearance from tents, guests, other vendors, buildings, and combustible materials.
- No unsafe open flame or heat source is permitted inside or near tents unless fully compliant with Calgary Fire Department requirements.
- Cords, hoses, fuel lines, and equipment must be safely placed and protected.
- Food handling, food storage, handwashing, and sanitation must follow AHS requirements.
The organizer reserves the right to refuse, restrict, or stop any cooking activity that has not been approved, appears unsafe, or does not meet AHS, Calgary Fire Department, or event requirements.
5. AHS Food Forms and Consumable Products
All vendors selling, sampling, preparing, packaging, or displaying products that are consumable or intended to make consumables must complete the required AHS JotForm provided by the organizer.
This includes, but is not limited to:
- Hot food
- Cold food
- Packaged food
- Baked goods
- Tea
- Coffee
- Beverages
- Salt
- Spices
- Sauces
- Chips
- Fries
- Jerky
- Candy
- Snacks
- Any product intended to be eaten, drank, mixed into food, or used to make consumables
Failure to complete the required AHS form by the deadline may result in removal from the event without refund.
6. Electricity
No electrical service is provided.
Vendors must plan their booth setup without access to electrical power. Generators may only be used with prior written approval from the organizer and must meet all safety, noise, and fire requirements.
7. Payment and Approval
Vendor participation is only confirmed once approved by the organizer through an approval email and/or invoice.
Payment must be made according to the terms listed on the invoice or approval email. Booth spaces are not guaranteed until the application has been approved and payment has been received, unless otherwise stated in writing by the organizer.
Late or unpaid invoices may result in the booth space being released to another vendor.
8. Refund Policy
All vendor payments are final sale and non-refundable unless the organizer cancels the event.
No refunds will be issued for vendor cancellations, no-shows, poor sales, weather-related discomfort, failure to obtain permits, failure to complete AHS forms, failure to meet insurance requirements, or failure to comply with event policies.
9. Weather and Outdoor Event Conditions
This is an outdoor event and will proceed rain or shine unless the organizer determines that conditions are unsafe or the event must be cancelled.
Vendors are responsible for preparing for outdoor conditions, including wind, rain, heat, cold, uneven ground, and other weather-related factors.
The organizer is not responsible for damage to vendor property, products, tents, equipment, displays, signage, or inventory caused by weather or outdoor event conditions.
10. Insurance Requirement
All vendors are required to carry valid commercial general liability insurance for the duration of the event.
Vendors must add the German Canadian Club of Calgary as an Additional Insured on their insurance certificate. Exact Additional Insured details, including the required name and address, will be provided after application submission.
Proof of insurance may be requested before the event. Vendors may not be permitted to participate without valid insurance documentation.
11. Permits and Documentation
Vendors are responsible for completing and submitting any required AHS forms, food permits, fire safety forms, business licences, insurance documents, or other required documentation by the stated deadlines.
Failure to submit required documentation may result in removal from the event without refund.
12. Vendor Setup and Teardown
Vendors must follow the assigned setup and teardown times provided by the organizer.
Vendors may not tear down early unless approved by the organizer. Early teardown can create safety issues and negatively affect the event experience.
All vendors must remove their own garbage, products, displays, equipment, tent weights, tents, and personal items at the end of the event unless otherwise instructed.
13. Waste and Clean-Up
Vendors are responsible for keeping their booth area clean during and after the event.
Food vendors must safely dispose of grease, grey water, food waste, packaging, and other waste according to event, AHS, and municipal guidelines.
Dumping grease, grey water, food waste, or other materials on the ground, in storm drains, landscaping, washrooms, or unauthorized areas is strictly prohibited.
14. Behaviour and Professional Conduct
All vendors are expected to treat guests, staff, volunteers, other vendors, performers, sponsors, and community partners with respect.
The following behaviour will not be tolerated:
- Verbal abuse
- Harassment
- Bullying
- Discrimination
- Threats
- Violence
- Unsafe conduct
- Damage to property
- Disrespectful or aggressive communication
The organizer reserves the right to remove any vendor from the event for inappropriate behaviour without refund.
15. Inclusion and Non-Discrimination
The Oktoberfest Market is intended to be a welcoming, community-focused event. Discrimination or harassment based on race, culture, religion, gender, age, disability, sexual orientation, nationality, or any other protected ground will not be tolerated.
16. Required Social Media Promotion
Vendors are required to help promote the event by sharing the designated event poster, vendor announcement, or approved promotional material on social media before the event.
Vendor promotion helps create stronger attendance, a better market atmosphere, and a better experience for all participating businesses.
Failure to complete the required promotion may affect the vendor’s ability to participate in the current or future events, with no refund issued.
17. Liability
The organizer, venue, event partners, sponsors, staff, and volunteers are not responsible for vendor losses, damages, injury, theft, weather damage, property damage, lost sales, spoiled products, or other costs related to participation in the event.
By participating, vendors accept all risks related to their booth, products, staff, equipment, and event participation.
18. Compliance with Event Policy
Failure to follow this policy, organizer instructions, AHS requirements, Calgary Fire Department guidelines, insurance requirements, or other applicable regulations may result in removal from the event without refund.
The organizer reserves the right to refuse, restrict, or remove any vendor, product, display, cooking activity, tent, or equipment that is considered unsafe, inappropriate, unapproved, or not aligned with the event.
19. Force Majeure
If the event is cancelled, postponed, relocated, or changed due to circumstances beyond the organizer’s control, including but not limited to severe weather, fire, flood, emergency, government regulation, public health order, safety concerns, natural disaster, or other circumstances that make it unsafe, illegal, or impractical to hold the event, the organizer will not be financially liable for vendor losses or damages.
The organizer may attempt to reschedule the event or offer an alternative arrangement where possible. Refunds are not guaranteed under these circumstances.
20. Acknowledgement
By applying to participate in the Oktoberfest Market, vendors acknowledge that they have read, understood, and agree to follow this policy and all additional event instructions provided by the organizer.
21. Decor/Theme
ll vendors are expected to align their booth presentation, décor, product offering, or overall theme with German culture and/or Oktoberfest.
Vendors are encouraged to decorate their booth in a festive Oktoberfest style, such as using blue and white Bavarian décor, German flags, themed signage, or traditional German-inspired attire.
Product offerings do not have to be German-made, but vendors are encouraged to connect their products to the Oktoberfest experience where possible. For example, a mustard vendor could highlight how their mustard pairs well with bratwurst, sausages, pretzels, or other German-style foods.
The goal is to create a welcoming, festive, and culturally inspired market atmosphere that supports the overall Oktoberfest experience.