GENERAL VENDOR GUIDELINE & RULES AND REGULATIONS

These rules outline the participation requirements for KIWACAM Latin Fest 2026, a vibrant celebration of Latin culture, music, and flavor in the Kitchener, Waterloo, and Cambridge region. By registering, each vendor agrees to follow these rules to ensure a safe, organized, and successful experience for everyone.
This guide applies to all food, craft, and cultural product vendors. Participants must comply with health, safety, and product handling regulations. Failure to do so may result in loss of vending privileges without refund.
KIWACAM Latin Fest reserves the right to refuse vendor applications or reassign booth spaces.

All vendors must be fully set up by 9:30 a.m.

REGISTRATION 2026
Early registration guarantees your business logo in official event promotions.
All payments must be made via the following link or payment button at the end of the form

latinfest@kiwacam.comhttps://square.link/u/4rDm0NKg

All deposits are non-refundable under any circumstances.

Booth spaces are assigned at the discretion of the organizers.

No product exclusivity

MOVE-IN & MOVE-OUT

Vehicle access will be granted for a short time to unload equipment and supplies.

Vendors will have up to 30 minutes to unload, based on logistic team instructions.

All booths must remain set up until the event officially ends.
Move-out times will be communicated individually. Vendors must leave their area clean and remove all trash or recyclables.

SECURITY

Security will be present from the arrival of the first vendor to the departure of the last event staff member.
KIWACAM Latin Fest is not responsible for any losses or damages. Vendors are responsible for their own space and belongings.

Electricity & On-Site Equipment

Power Requirements

Please note that this is an outdoor festival and electrical service will not be provided by the event organizers.

Vendors requiring power are responsible for supplying their own power source and equipment.

Please indicate your power requirements below and describe the equipment you plan to use. Any generator use must be disclosed in advance and may be subject to approval based on venue and safety requirements.

COOKING AND FIRE SAFETY

Only propane barbecues are permitted.

Charcoal is strictly prohibited, except for approved food trucks.
All vendors using heat must have:
1 certified fire extinguisher
1 fireproof tablecloth
Open flames or additional cooking setups outside the assigned area are not allowed.
Tables and Space Management
Vendors may bring no more than 1 table on each side of their booth, within their assigned space only.
Tables must not extend beyond the booth limits or block neighboring areas or pathways.
Space assignments are final and cannot be changed without organizer approval.

FOOD TRUCK VENDORS ONLY

ALL food service vehicles

(including out of town vehicles) participating at events (public and/or private property) are required to obtain a Business License from the

City of Waterloo

What is a Food Service

Vehicle? Any vehicle (Class A, B, C) from which refreshments are sold or offered

for sale for consumption by the public and includes but is not limited to a

cart, wagon, trailer, truck and bicycle, irrespective of the type of power

employed to move the food service vehicle from one point to another.

*Food Handler Certification

*Liability Insurance( All vendors are required to carry valid liability insurance coverage of at least $1.000.000 CAD, applicable on day of the event

 RECYCLING & WASTE
Vendors are encouraged to limit single-use plastic bottles.
All waste must be disposed of in the designated garbage and recycling stations.
Each vendor is responsible for leaving their space clean and free of litter.
Failure to clean up may affect future participation.
PERFORMANCE INTERFERENCE
Playing loud music from vendor booths is not allowed if it interferes with stage performances.
Vendors should keep music low and turn it off during nearby stage shows or activities.
VENDORS SUBLETTING
The subletting and sharing of space are strictly prohibited.
ADVERTISEMENT AND PROMOTIONS
Any and all advertisiting is restricted to the confines of the verdor's booth area. Business Name, menu and prices must be displayed.
VENDOR PARKING
The event venue has limited vendor parking available.
Parking spaces will be assigned on a first-come, first-served basis.
Once vendor spaces are full, participants are responsible for finding their own parking nearby.
Vendors must:
Avoid parking in unauthorized areas or restricted zones.
Respect signage, emergency access lanes, and private properties.
The festival is not responsible for any fines, towing fees, or parking violations.
MEDIA COVERAGE AND IMAGE USE
Official photographers and videographers will be documenting vendors, sponsor booths, and festival activities throughout the event.
By participating in KIWACAM Latin Fest 2025, vendors grant permission for the festival to use:
Their image, booth, business name, and products.
For advertising, social media, and promotional materials
This applies to all media formats, now known or developed in the future, including:
Printed and digital publications
Videos, livestreams, websites, and social networks
No financial compensation will be provided for the use of this material.