This Neighbourhood Event Vendor Declaration form is intended to provide the opportunity for service providers, suppliers and merchants to self-manage their participation at neighbourhood events that they have been invited to attend by event organizers, on city-owned parkland.
The declaration option is only available to applicants that meet the definition of:
Service Provider: A business that obtains an invite from the event organizer to provide their services such as audio/visual media entertainment, musicians, catering, entertainers such as balloon artists, clowns, face painters, magic shows, fireworks, hay/sleigh rides, inflatable bouncy houses, petting zoo, and so on.
Supplier: A business that obtains a request from the event organizer to supply required items for their event such as ATMs, event rentals, fence rentals, portable toilets, and so on.
Merchant: A business that obtains an invite or request from the event organizer to set up a stall, table, or space for displaying, offering, or selling goods to the general public.
Declarations are not required from the following:
Artisans* to be categorized as an artisan, you must sell your own handcrafted goods.
* Those that sell artisan goods they themselves have not created are considered merchants.
Busking to be categorized as a busker, you must entertain in exchange for donations, without negotiating a price, for the entertainment provided.
Tent/Table Food/Beverage Providers may conduct sales and/or donations of either food or beverage and are required to comply with all Alberta Health Services (AHS) food handling regulations, including any applicable permitting or inspection requirements. It is the responsibility of the event organizer to confirm with AHS before allowing any tent/table food/beverage providers participation in the event.
Declarations are not permitted to be used for:
Food Trucks / Food Carts
In order to utilize a mobile food vendor, such as a food truck or food cart, the vendor must be on the Approved Vendor List. Event organizers are required to obtain a separate Neighbourhood Event Vending Permit for any Mobile Food Vendors. This declaration cannot be used for any food truck/food cart vendors.
Upon request the Applicant must show proof of their Commercial General Liability Insurance Certificate per occurrence not less than $2,000,000.00 (2 million dollars) coverage against bodily injury, personal injury, products and completed operations, and property damage including loss thereof. The City of Edmonton must be listed as Additional Insured. No delivery to, or review or approval by the City of any insurance certificate, insurance policy or other documentation evidencing insurance cover shall limit or relieve the Applicant of its obligations. If requested, a Certificate of Insurance will be provided to the City of Edmonton within five business days of being requested to do so. The following mailing address for the City as the “Additional Insured” is to be used on the Certification of Insurance:
City of Edmonton
9th Floor, Chancery Hall
3 Sir Winston Churchill Square
Canada T5J 2C3
Indemnification and Release
The City will not be responsible in any way for any injury to any person or any loss or damage to any property, including any equipment, material or product, however caused, belonging to the Applicant, or to the employees, agents or volunteers acting on behalf of the Applicant. In no event shall the City be liable to the Applicant for any indirect or consequential damage however caused, including, without limiting the generality of the foregoing, whether or not they would otherwise be considered indirect or consequential loss.
The Applicant shall indemnify and save harmless the City of Edmonton, its servants, employees and agents from and against all claims, expenses, actions, losses, costs and suits (and without limiting the generality of the foregoing, including solicitor and client costs) caused by or arising out of, directly or indirectly, the performance of the business activity, or by reason of any matter or thing done by or not done by the Applicant, its employees or agents which may be brought or made against the City or which the City may pay or incur and which arise out of or in connection with:
any of the rights or privileges granted to the Applicant pursuant to this Application;
any breach, violation or non-performance of any covenant, condition or guideline related to this Application to be fulfilled, kept, observed or performed by the Applicant; and
any damage to any property or injury to a person or persons, including death resulting at any time there from, occasioned by the use of parkland by the Applicant, its servants, agents, employees or licensees
The Applicant assumes all responsibility for themselves and anyone whom they have hired or otherwise authorized to sell goods and/or supply services/products at the event location and are responsible for ensuring they are aware of and comply with these terms.
Responsibilities of the Service Provider/Supplier or Merchant
Complete an online declaration form before commencing participation (displaying, selling and/or distributing goods/services) at an event.
Hold valid Commercial General Liability Insurance with the City of Edmonton listed as Additional Insured. Refer to Appendix 1 for further details.
Hold a valid City of Edmonton Business Licence.
Amenities, accessories, and display areas shall not pose danger or create hazards to pedestrians, cyclists, parked vehicles, or City and utility workers.
Ensure that the applicant and any employees, contractors or volunteers , obey all safety requirements, and do not damage any public or private areas. Note that parkland is an active public space that impacts multiple people, therefore, the applicant shall be aware and responsible for keeping their operational area free of any hazards.
Ensure compliance with all applicable federal, provincial and municipal laws, ordinances, rules, regulations, bylaws and codes.
Responsibilities of the Event Organizer
Event organizers are solely responsible for requiring all selected service providers, suppliers and merchants to complete the online declaration form. As part of the online declaration form, the applicant will be required to provide the event organizer's email address. A copy of the declaration form will be emailed to the event organizer.
The event organizer is responsible for using only Approved Food Vendors (food trucks/food carts) and for obtaining Event Vending Permits prior to the event start date. Applications for Event Vending Permits must be submitted a minimum of 7 business days before the event and include only vendors that are on the Approved Food Vendor list.
The City collects the submitted declaration forms but does not review or vet the validity of these declaration forms prior to the event taking place. Applicant declaration forms are subject to audit by the City of Edmonton. Failure to comply with the declaration requirements will result in the applicant being flagged and excluded from future neighbourhood events on city parkland.