Belmont Village BESTIVAL

Participant Terms & Conditions

Last Updated: June 2026

These Participant Terms & Conditions ("Terms") apply to all individuals and organizations participating in Belmont Village BESTIVAL ("BESTIVAL"), including but not limited to vendors, food vendors, exhibitors, performers, artists, workshop facilitators, volunteers, sponsors, contractors, service providers, and their employees, agents, representatives, and guests (collectively, "Participants").

Participation in BESTIVAL constitutes acceptance of these Terms.

These Participant Terms & Conditions supplement the BESTIVAL General Terms & Conditions and Privacy Statement. Participants remain subject to the General Terms & Conditions and Privacy Statement except where these Participant Terms & Conditions specifically address participation-related matters. In the event of any conflict, these Participant Terms & Conditions shall govern with respect to participation in the festival.

1. Festival Authority

BESTIVAL is a community-focused arts and music festival operated by Belmont Village BESTIVAL and its authorized organizers.

BESTIVAL reserves the right, in its sole discretion, to approve, deny, suspend, relocate, modify, or revoke participation at any time before or during the event.

BESTIVAL may remove any Participant whose conduct, activities, products, services, displays, equipment, personnel, or behaviour:

• creates a safety risk;

• violates applicable laws, regulations, permits, or festival policies;

• interferes with festival operations;

• is discriminatory, harassing, threatening, or disruptive;

• is inconsistent with the family-friendly nature of the event; or

• is otherwise contrary to the interests of BESTIVAL.

Removal from the festival may occur without refund, compensation, or future participation rights.

2. Independent Participation

Except where expressly agreed in writing by BESTIVAL, participation in the festival does not create any employment, agency, partnership, joint venture, franchise, representative, or contractor relationship between BESTIVAL and any Participant.

Participants act independently and are solely responsible for their own activities, operations, products, services, performances, personnel, tax obligations, licences, permits, insurance, and legal compliance.

Participants shall not represent themselves as employees, agents, spokespersons, representatives, or authorized decision-makers of BESTIVAL unless specifically authorized in writing.

3. Minors

Participants under the age of eighteen (18) must have the permission of a parent or legal guardian to participate in BESTIVAL.

BESTIVAL may require a parent or legal guardian to complete and accept additional consent forms, waivers, medical authorizations, media releases, volunteer agreements, performer agreements, or other documentation as a condition of participation.

Parents and legal guardians are responsible for ensuring that minor Participants understand and comply with these Terms and any applicable festival rules, policies, and safety requirements.

BESTIVAL reserves the right to deny, suspend, or revoke participation where required parental consent or documentation has not been provided.

Unless participating as part of an approved festival activity, minors should be accompanied and supervised by a parent, legal guardian, teacher, group leader, or other responsible adult as appropriate to the Participant's age and activity.

4. Participant Responsibilities

Participants are responsible for:

• their own conduct and activities;

• the conduct of their employees, volunteers, assistants, representatives, and guests;

• all products, services, displays, performances, demonstrations, workshops, and activities conducted within their assigned space;

• maintaining a safe, clean, and orderly operating area; and

• complying with all applicable municipal, provincial, and federal laws and regulations.

Participants shall conduct themselves in a respectful and professional manner at all times.

5. Assigned Space

Participants shall occupy only the space assigned by BESTIVAL.

Participants may not:

• transfer, assign, share, or sublet their space;

• obstruct walkways, emergency routes, entrances, exits, or neighbouring spaces;

• expand beyond their designated footprint; or

• relocate without approval.

BESTIVAL reserves the right to modify space assignments where required for operational, accessibility, safety, sponsorship, or logistical reasons.

6. Setup, Operation, and Teardown

Participants must comply with all setup, operating, and teardown schedules communicated by BESTIVAL.

Participants are expected to remain open, active, and operational during all published festival hours unless otherwise approved.

Early departure, early teardown, abandonment of space, or failure to operate during scheduled hours may affect eligibility for future participation.

Participants are responsible for leaving their area clean and free of waste, debris, and materials.

Any costs incurred by BESTIVAL for cleanup, waste removal, repairs, or damage caused by a Participant may be charged to that Participant.

7. Equipment, Property, and Security

Participants are solely responsible for all equipment and property brought onto festival grounds, including but not limited to:

• tents and canopies;

• tables and chairs;

• displays and signage;

• merchandise and inventory;

• instruments and sound equipment;

• generators and batteries;

• vehicles;

• cash and payment systems; and

• personal belongings.

BESTIVAL does not provide storage, security, electricity, internet access, equipment, or weather protection unless expressly stated in writing.

Any equipment provided by BESTIVAL remains under the control of BESTIVAL and its designated production personnel. Participants shall not modify, relocate, connect to, disconnect from, or operate festival-owned, rented, borrowed, donated, or supplied equipment without authorization.

Participants assume all risk for loss, theft, damage, vandalism, weather-related damage, or deterioration of their property.

8. Health, Safety, and Accessibility

Participants must comply with all instructions issued by:

• BESTIVAL staff and volunteers;

• security personnel;

• emergency responders;

• public health officials;

• fire officials; and

• municipal authorities.

Participants shall immediately address any unsafe condition within their area.

Harassment, discrimination, intimidation, violence, threatening behaviour, or abusive conduct will not be tolerated.

BESTIVAL reserves the right to modify schedules, locations, activities, and operations where necessary for safety, accessibility, weather, or operational reasons.

9. Vendors and Exhibitors

Vendors and exhibitors must sell or display only products, services, and materials approved through the application process.

Marketplace vendors are expected to primarily offer original, creator-made, artist-designed, handcrafted, or otherwise approved products.

Participants may not sell, display, distribute, or promote any item that is:

• illegal;

• counterfeit;

• unsafe;

• discriminatory;

• obscene;

• offensive;

• infringing upon intellectual property rights; or

• inconsistent with the family-friendly nature of the festival.

Participants are responsible for obtaining all licences, permits, registrations, and tax remittances required for their operations.

10. Electrical Power and Generators

BESTIVAL does not generally provide electrical service to Participants.

Participants are responsible for supplying their own approved power sources.

Marketplace Vendors and Exhibitors

Marketplace vendors, artists, exhibitors, community groups, and non-food vendors may only use silent battery-powered or solar-powered electrical systems.

Gasoline-powered, diesel-powered, propane-powered, or other combustion-powered generators are prohibited unless specifically approved in writing by BESTIVAL.

Food Vendors

Approved food vendors may use properly maintained commercial generators where necessary for food service operations.

Generators must:

• be safely operated and maintained;

• comply with all applicable regulations;

• be positioned to minimize noise and exhaust impacts; and

• not create safety hazards for attendees or neighbouring vendors.

BESTIVAL reserves the right to prohibit, disconnect, relocate, or shut down any power source deemed unsafe, excessively noisy, improperly maintained, or disruptive.

11. Food Vendors

Food vendors are solely responsible for:

• food preparation;

• food storage;

• food handling;

• food service;

• temperature control;

• sanitation;

• allergen management;

• permits;

• inspections; and

• regulatory compliance.

Food vendors must comply with all requirements of local public health authorities and all applicable food safety legislation.

Food vendors must clearly display allergen information and be prepared to answer attendee questions regarding ingredients and allergens.

BESTIVAL reserves the right to inspect, restrict, suspend, or remove any food vendor whose operations fail to meet health, safety, or regulatory requirements.

BESTIVAL is not responsible for foodborne illness, allergic reactions, contamination, or dietary issues arising from food sold or distributed by vendors.

12. Fire Safety

Participants must comply with all applicable fire codes, municipal requirements, and instructions from fire officials.

Open flames, propane, cooking equipment, fuel-burning devices, heaters, generators, candles, pyrotechnics, smoke effects, and similar equipment may require advance approval.

Participants must maintain all required fire extinguishers and safety equipment.

Tents, canopies, and related structures must meet applicable flame-resistance requirements and be adequately secured and weighted.

BESTIVAL may immediately suspend any activity, equipment, or installation deemed unsafe.

13. Performers and Workshop Facilitators

Performers and facilitators are responsible for ensuring their performances, presentations, workshops, and activities are appropriate for a public, community-oriented, and family-friendly audience.

Performers and facilitators are expected to appear and participate as scheduled.

BESTIVAL reserves the right to:

• modify schedules;

• adjust performance times;

• relocate stages or performance areas;

• modify technical arrangements; and

• alter programming requirements.

Technical Requirements and Festival Equipment

Performers are responsible for submitting accurate and complete technical riders, stage plots, input lists, and other production requirements by any deadlines established by BESTIVAL.

BESTIVAL may provide sound, lighting, staging, backline, or other production equipment at certain stages or performance areas. Equipment provided by BESTIVAL may be owned, rented, borrowed, donated, or supplied by third-party partners and may vary between venues and performance locations.

BESTIVAL will make reasonable efforts to accommodate technical requirements; however, BESTIVAL does not guarantee that all rider requests, equipment specifications, backline requirements, technical preferences, or production requests can be fulfilled.

BESTIVAL reserves the right to determine, in its sole discretion, the equipment, production resources, staffing, technical configuration, stage layout, performance location, and operating procedures used for any performance, workshop, or festival activity.

Performers remain responsible for any instruments, specialized equipment, accessories, software, personal monitoring systems, wireless systems, or other items not expressly provided by BESTIVAL.

BESTIVAL shall not be liable for technical failures, equipment malfunctions, power interruptions, production limitations, schedule delays, or any resulting loss, damage, expense, or reduction in performance quality.

BESTIVAL shall not be liable for travel expenses, accommodations, lost income, or other costs arising from schedule changes, technical issues, or event modifications.

14. Volunteers

Volunteers participate on a voluntary basis and are not employees of BESTIVAL.

Volunteer participation does not create an employment relationship and volunteers are not entitled to wages, benefits, severance, future opportunities, or ongoing participation rights.

BESTIVAL may assign, modify, reassign, suspend, or terminate volunteer duties at any time.

Volunteers must follow all safety procedures and instructions provided by festival organizers.

15. Insurance

Participants may be required to maintain liability insurance in amounts determined by BESTIVAL.

Upon request, Participants shall provide proof of insurance satisfactory to BESTIVAL.

BESTIVAL reserves the right to deny or revoke participation where required insurance documentation is not provided.

16. Intellectual Property

Participants represent and warrant that they possess all rights, licences, permissions, and approvals necessary for any products, artwork, performances, music, recordings, demonstrations, workshops, trademarks, logos, images, and materials presented at the festival.

Participants are solely responsible for any royalties, licence fees, copyright claims, trademark disputes, performance rights obligations, or intellectual property issues arising from their participation.

Participants agree to indemnify and hold harmless BESTIVAL from any claim relating to intellectual property infringement.

17. Photography, Video, and Media Release

BESTIVAL is a public event.

Photography, audio recording, video recording, livestreaming, media coverage, and promotional documentation may occur throughout the festival.

By participating in BESTIVAL, Participants grant BESTIVAL a non-exclusive, perpetual, worldwide, royalty-free licence to use photographs, recordings, images, names, business names, logos, likenesses, performances, and festival-related content for:

• promotional purposes;

• educational purposes;

• archival purposes;

• sponsorship reporting;

• grant applications;

• social media;

• advertising; and

• future festival marketing.

No compensation shall be payable for such use.

18. Alcohol, Substances, and Prohibited Activities

Alcohol may only be consumed in designated licensed areas and in accordance with applicable laws.

Participants may not distribute or sell alcohol unless specifically authorized and properly licensed.

Illegal substances, unlawful activities, and prohibited items are not permitted on festival grounds.

BESTIVAL reserves the right to remove any Participant found in violation of these requirements.

19. Assumption of Risk

Participants acknowledge that BESTIVAL is an outdoor event involving inherent risks including, but not limited to:

• weather conditions;

• crowds;

• amplified sound;

• electrical equipment;

• food preparation activities;

• vehicle movement;

• slips, trips, and falls;

• property damage;

• illness; and

• other foreseeable hazards.

Participants voluntarily assume all risks associated with participation.

20. Release and Limitation of Liability

To the fullest extent permitted by law, Participants release and hold harmless:

• Belmont Village BESTIVAL;

• festival organizers;

• directors, officers, and committee members;

• volunteers;

• employees;

• contractors;

• sponsors;

• community partners;

• property owners;

• equipment suppliers; and

• municipal authorities

from any claims, demands, losses, damages, injuries, costs, expenses, or liabilities arising from participation in the festival.

This release includes claims arising from personal injury, illness, death, property loss, theft, damage, business interruption, lost profits, economic loss, equipment failure, or technical issues.

21. Indemnification

Participants agree to defend, indemnify, and hold harmless BESTIVAL and its directors, officers, volunteers, staff, sponsors, partners, contractors, representatives, and suppliers from any claims, damages, liabilities, fines, penalties, costs, or legal expenses arising from:

• the Participant's actions or omissions;

• products sold or distributed;

• food preparation or service;

• performances or activities;

• intellectual property claims;

• property damage;

• personal injury;

• regulatory violations; or

• breach of these Terms.

22. Weather, Emergencies, and Force Majeure

BESTIVAL is a rain-or-shine event.

BESTIVAL may alter schedules, relocate activities, suspend operations, evacuate portions of the site, postpone programming, or cancel the event due to:

• severe weather;

• public safety concerns;

• emergency situations;

• public health emergencies;

• government orders;

• labour disruptions;

• utility failures; or

• circumstances beyond reasonable control.

BESTIVAL shall not be liable for any losses, costs, damages, or expenses resulting from such circumstances.

23. Fees and Refunds

All participant fees, including vendor fees, food vendor fees, exhibitor fees, sponsorship fees, and similar charges, are non-refundable unless otherwise stated in writing.

No refunds will be issued due to:

• weather conditions;

• reduced attendance;

• sales performance;

• operational changes;

• schedule changes;

• site layout modifications;

• Participant cancellation; or

• removal resulting from a Participant's breach of these Terms.

24. Governing Law

These Terms shall be governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

Any dispute arising from participation in BESTIVAL shall be subject to the exclusive jurisdiction of the courts of Ontario.

25. Acceptance

Participation in BESTIVAL, including submission of an application, registration as a volunteer, acceptance of an offer, payment of fees, attendance at the event, or participation in any festival activity, constitutes acknowledgement that the Participant has read, understood, and agreed to these Terms & Conditions.

For Participants under eighteen (18) years of age, participation constitutes acknowledgement and acceptance of these Terms by both the Participant and their parent or legal guardian.