Winter Wonder-LAN 2026

Winter Wonder-LAN 2026 Vendor Agreement

Saturday, December 5, 2026, St. Clair College Esports Nexus Arena, 2000 Talbot Rd, Windsor, ON. By submitting the vendor form, the business or group named on it (the "Vendor") agrees to the following with the Winter Wonder-LAN organizers (the "Organizers").

1. Applying is not a guarantee. Submitting the form does not reserve a spot. The Organizers review every application and confirm by email. Space, placement and the mix of vendors are decided by the Organizers, who may decline or limit any application.
2. Fees and payment. Any fee, deposit or revenue share will be stated in writing by the Organizers before the event. No payment is collected through this form. Do not pay anyone who says they represent the event unless the Organizers have confirmed it in writing.
3. Setup, space and teardown. Arrive at the setup time you were given and stay inside your assigned space. Do not block aisles, exits, doors or the broadcast and stage areas. The Organizers will tell you what tables, chairs and power are provided; bring your own supplies unless told otherwise. Pack up after the event ends and leave your space clean.
4. Staffing your booth. The Organizers do not provide staff for vendor booths. You must keep your booth staffed by your own people during event hours, and you are responsible for their conduct, safety and breaks. Everyone working at your booth is covered by this agreement and must treat guests, kids, volunteers and venue staff with respect.
5. All-ages event, products and conduct. Children attend. No alcohol, cannabis, tobacco or vapes, weapons, gambling, adult content, or counterfeit or unlicensed merchandise. Show your prices clearly and describe your products honestly. You and your staff must treat guests, kids, volunteers and venue staff with respect.
6. Food and drink. Food and drink vendors must hold every permit and certificate required for the event, follow safe food handling, and label major allergens. The Organizers or the College may ask for proof, and may refuse a booth that cannot provide it.
7. Licences, taxes and sales. You are responsible for your own business licences, permits, sales tax collection and remittance, payment systems, cash handling and staff. You are not an employee or agent of the Organizers or the College.
8. Insurance. Vendors are responsible for their own insurance, at their own cost, unless the Organizers confirm in writing that your booth is covered under the event's insurance. If you cannot arrange your own, tell the Organizers on the form and they will let you know whether coverage is possible. The Organizers or the College may ask for proof of insurance before approving a booth, especially for food, equipment, demonstrations or activities.
9. Your property. You are solely responsible for your products, equipment, cash and belongings. The Organizers, the Student Representative Council and St. Clair College are not responsible for loss, theft or damage. Do not leave valuables unattended. Security is not guaranteed.
10. Risk, release and responsibility. You take part at your own risk. To the fullest extent permitted by law, you release and agree not to hold liable the Organizers, the Student Representative Council, St. Clair College, and their staff and volunteers for injury, loss or damage connected with your participation, except where caused by their gross negligence or wilful misconduct. You are responsible for harm or damage caused by you, your staff or your products, including to the venue or its equipment.
11. If something happens. Tell a team lead right away about any injury, accident, theft, damage, safety concern or complaint. In an emergency call 911. Follow the directions of venue staff and Organizers, including for evacuations. The Organizers may pause or close any booth that is unsafe or breaks these terms.
12. Changes, cancellation and weather. The event may be changed, moved or cancelled because of venue closures, safety, severe weather or other events outside the Organizers' control. The Organizers will tell you as soon as they can, and are not responsible for costs you paid for stock, travel or staff. If a fee was paid, it will be refunded or credited as stated in writing. If you need to cancel, tell the Organizers as early as possible so your space can be given to someone else. No-shows may be declined for future events.
13. You may be on camera. The event is livestreamed on Twitch and filmed, and the Organizers take photos and video throughout the day. You, your staff, your booth and your products may appear on the stream, in clips and in photos, both in the room and online, and the Organizers may keep and use that footage to promote the event. You agree to tell everyone working your booth. If someone cannot be on camera, tell the Organizers before the event and they will try to keep them out of shot, but this is a public event and it cannot be guaranteed. You may share that you took part, but you may not suggest that the Organizers or the College endorse your products. If you send a logo, the Organizers may use it to list vendors and sponsors.
14. Prize and raffle donations. Donated items become prizes to be given away by the Organizers. You confirm that you have the right to donate them and that they are safe and suitable for all ages.
15. Venue rules and law. Follow St. Clair College policies, fire and safety rules, and electrical limits (do not overload outlets). This agreement is governed by the laws of Ontario, Canada. If any part is found unenforceable, the rest stays in effect.
16. Privacy. Your information is used only to run the vendor program and the event. It will not be sold or shared outside the Organizers, the College, and as required by law.
17. Acceptance. Typing your name on the form is your signature. You confirm that your information is accurate and that you can agree to these terms for your business or group.