Art in the Park – Information for Applicants

Thank you for your interest in participating! If you have any questions after reading through this information, don’t hesitate to reach out to us at northgrenvilleartsguild@gmail.com

When: Sunday, June 21, 10:00 am – 4:00 pm in partnership with the BIA and HWY 43 Car Club Father’s Day Car Display held from 11 am – 1 pm

Where: Riverside Park, 29 Reuben Crescent, Kemptville, ON

Application deadline: May 15, 2025

Artist setup: Sunday, June 21, from 7:30 am – 9:30 am

Takedown: Sunday, June 21, beginning at 4 pm

Exhibit & Artwork Information

Exhibit Format

Outdoor tent show. Please bring a tent no larger than 10′ x 10′. A white tent is recommended, as it provides neutral, diffused natural light and prevents colour distortion in your work.

Participation fee: 
• $40 per artist if paid by the deadline ($50 after the deadline)
• Grid rental fee (if applicable)
• Insurance (approximately $20 through DUUO)

E-transfer payment and proof of insurance to: northgrenvilleartsguild@gmail.com

Note: Registration is only considered complete upon receipt of full payment (including fees and grid rentals, if applicable) and proof of insurance by the deadline. Spaces and grid rentals are allocated on a first-come, first-served basis and are not secured until payment is received. We are unable to provide payment reminders or follow up on outstanding balances; therefore, all requirements must be submitted on time.

Grid Rentals

  • A limited number of grids are available to rent from the guild for $5 per grid, per day.
  • Artists may reserve up to 5 grids using this form. Grids are limited and will be assigned on a first-come, first-served basis until they are fully booked. 
  • Once all grids are reserved, artists will need to provide their own.
  • Participants are responsible for picking up their reserved grids at the designated location in the park and returning them to the same location at the end of the event.

Insurance Requirements

NGAG requires all vendors to carry their own liability and property insurance for the duration of the event, including setup and takedown.

Mandatory Minimum Coverage

Each vendor must hold:

  • Commercial General Liability (CGL) with a minimum of $2 million coverage
  • Property/contents insurance covering artwork, equipment, and display materials (optional)
  • Coverage must be valid for all dates on site, including setup and takedown

Proof of Insurance

Vendors must submit one of the following no later than 2 weeks before the event:

  1. A certificate of insurance listing NGAG and the Municipality of North Grenville as additional insured,
    OR
  2. Proof of valid event/vendor insurance (e.g., Duuo Event Insurance) listing NGAG and the Municipality of North Grenville as additional insured,

Liability Statement

NGAG, its volunteers, and the venue assume no responsibility for:

  • Loss, theft, or damage to vendor property
  • Injury resulting from a vendor’s booth or equipment
  • Damage caused by wind, weather, or other environmental factors at outdoor events

Vendors are responsible for the safety, stability, and security of their booth at all times.

Outdoor Show Weather Policy

Outdoor NGAG events proceed rain or shine, unless extreme conditions
create safety risks.

Vendor Responsibilities

  • Vendors must ensure all tents, displays, and equipment are securely weighted (minimum 40 lb per tent leg recommended) or anchored to the ground in grassy areas through the use of trampoline type anchors and ratchet straps.
  • All booths must remain safe under moderate wind and rain.
  • Protective measures (walls, covers, waterproof bins, tarps, weights) must be supplied by the vendor

Severe Weather Plan

NGAG may pause, delay, or cancel an event if conditions become unsafe, including:

  • Lightning
  • High winds
  • Heavy rainfall or flooding
  • Emergency weather alerts

If an event is cancelled due to weather or safety, NGAG will attempt to relocate or reschedule if possible, but cannot guarantee refunds due to fixed event costs.

Important

Because weather risk is inherent to outdoor shows, vendors should expect variability and consider purchasing insurance that specifically covers weather-related cancellations or losses.

Cancellation & Refund Policy

Vendor-Initiated Cancellation

  • Vendors may request a refund up to 4 weeks before the event in writing to northgrenvilleartsguild@gmail.com.
  • After the 4-week deadline, all payments are non-refundable, regardless of circumstance. (This includes illness, scheduling conflicts, or weather concerns for outdoor shows.)

NGAG-Initiated Cancellation

If NGAG must cancel an event for any reason other than weather:

  • Vendors will receive a full refund.
  • No refunds are provided for weather-related cancellation of outdoor events, as weather is an assumed risk for all participants.
  • NGAG is not responsible for vendor expenses such as insurance, printing, equipment, travel, or lodging.

Setup, Booth Regulations & Show Conduct

Setup & Takedown

  • Vendors may begin setup only when NGAG confirms the venue or outdoor layout is ready.
  • All booths must be fully operational 30 minutes before opening.
  • Takedown may not begin before official closing.

Booth Requirements

  • Displays must be stable, professional, and entirely within the assigned space.
  • Vendors supply all their own equipment (tents, tables, gridwalls, lighting, wrapping paper, bags, etc.). 
  • Tents must be weighted at all outdoor events.
  • Artwork must be labeled clearly and priced visibly.

Power and Wi-fi

  • There is no power or WiFi at this venue. 
  • Please ensure you have sufficient data and a back-up power source for your phones, iPads, etc.

Sales & Payments

  • Vendors handle all their own sales.
  • Cash, e-transfer, and POS devices are permitted and encouraged.
  • NGAG does not process payments on behalf of vendors.
  • There will be no centralized wrapping station at this outdoor event. Vendors are responsible for providing their own packaging materials, including bags and wrapping for customer purchases.

Professional Conduct

NGAG may require removal of unsafe or unsuitable materials.

Vendors must be present or arrange coverage throughout the event.

All items displayed must meet NGAG’s exhibition standards and be family-friendly.

There is helpful information in the Show Information section Members only page of our website, if needed. We’re looking forward to a successful and enjoyable outdoor show for everyone.