All Policies, Term & Conditions

Alcohol Service Authorization

Any vendor wishing to serve, sample, distribute, promote, or provide alcoholic beverages at a Vision & Vows event must receive written approval from Vision & Vows prior to the event.

No alcohol may be served, sampled, displayed for tasting, distributed, or consumed as part of a vendor exhibit, activation, styled shoot, open house, market, wedding showcase, or any other Vision & Vows event without the vendor first providing all required permits, licenses, certifications, insurance documentation, and approvals to Vision & Vows.

Any vendor intending to provide alcohol must submit all required documentation no later than 30 days prior to the event unless otherwise approved in writing by Vision & Vows.

Failure to provide the required documentation by the specified deadline may result in the vendor's authorization to serve alcohol being revoked and may result in cancellation of participation in the event without refund.

Vision & Vows reserves the right to refuse, restrict, suspend, or terminate alcohol service at any time if documentation is incomplete, expired, inaccurate, or if any activity is deemed unsafe, non-compliant, or contrary to applicable laws, venue requirements, or Vision & Vows policies.

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Required Documentation

1. Special Occasion Permit (SOP) – No-Sale Public Event Permit

Any vendor wishing to serve, sample, or provide alcoholic beverages at a Vision & Vows event must apply for, obtain, and provide Vision & Vows with a copy of a valid No-Sale Public Event Special Occasion Permit (SOP) issued by the Alcohol and Gaming Commission of Ontario (AGCO), where required by law.

The permit must:

• Be obtained prior to the event date.

• Cover the specific event date(s), time(s), and location.

• Authorize the type of alcohol service or sampling being provided.

• Be submitted to Vision & Vows no later than 30 days prior to the event.

It is the sole responsibility of the vendor to determine permit eligibility, complete the application process, pay any associated fees, and ensure full compliance with all AGCO regulations and conditions of the permit.

Where an SOP is not legally required due to the vendor's licensing status or other AGCO exemptions, the vendor must provide written confirmation and supporting documentation demonstrating such exemption upon request.

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2. Applicable AGCO Licenses and Authorizations

The vendor must provide proof of all licenses, permits, registrations, or authorizations required under Ontario law for the intended alcohol service.

Examples may include:

• Liquor Sales License

• Winery License

• Brewery License

• Distillery License

• Manufacturer's License

• Retail Store Authorization

• Temporary Event Authorization

• Any other permit or authorization required by the AGCO

The vendor is solely responsible for ensuring compliance with all applicable AGCO regulations.

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3. Commercial General Liability Insurance

The vendor must maintain Commercial General Liability Insurance with a minimum limit of:

$2,000,000 per occurrence

Coverage must include:

• Liquor Liability Coverage

• Bodily Injury

• Property Damage

• Products and Completed Operations

• Personal Injury

Vision & Vows reserves the right to require higher limits based on the nature of the event.

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4. Certificate of Insurance

A current Certificate of Insurance must be submitted to Vision & Vows no later than 30 days prior to the event.

The Certificate of Insurance must name:

Vision & Vows

and, where requested,

the event venue and/or property owner

as Additional Insureds for the duration of the event, including setup and teardown periods.

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5. Smart Serve Certification

All individuals serving, pouring, distributing, handling, or supervising alcohol service must possess a valid Smart Serve certification.

Proof of certification must be provided upon request.

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Sampling Requirements

Approved vendors may only provide:

• Controlled tasting portions;

• Samples consistent with AGCO regulations;

• Products specifically approved for the event.

Vendors may not:

• Provide unlimited alcohol samples;

• Encourage excessive consumption;

• Conduct drinking games or contests;

• Offer alcohol as prizes or giveaways unless specifically permitted by law;

• Permit self-service unless legally authorized;

• Serve visibly intoxicated individuals;

• Serve individuals under the legal drinking age.

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Age Verification

Vendors are responsible for ensuring that alcoholic beverages are not provided to minors.

Government-issued photo identification must be requested whenever a participant's age cannot be reasonably determined.

No alcohol may be served, sampled, or distributed to any person under the age of 19.

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Responsible Alcohol Service

All vendors must comply with Smart Serve principles and responsible alcohol service practices.

The vendor is solely responsible for:

• Monitoring alcohol consumption;

• Refusing service where appropriate;

• Ensuring staff are properly trained;

• Maintaining compliance with AGCO regulations;

• Ensuring the safety of attendees.

Vision & Vows reserves the right to immediately suspend alcohol service if any safety concerns arise.

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Venue Compliance

Some venues maintain their own alcohol service requirements, permits, restrictions, and insurance obligations.

All alcohol vendors must comply with:

• Venue policies;

• Municipal bylaws;

• Fire and safety regulations;

• AGCO regulations;

• Provincial and federal legislation.

Where multiple requirements apply, the most restrictive requirement shall prevail.

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Indemnification

The vendor agrees to indemnify, defend, and hold harmless Vision & Vows, its owners, officers, directors, employees, contractors, volunteers, sponsors, venue partners, and affiliates from and against any and all claims, actions, damages, losses, liabilities, fines, penalties, costs, expenses, and legal fees arising from:

• Alcohol service or distribution;

• Violations of AGCO regulations;

• Violations of applicable laws;

• Failure to maintain required permits or insurance;

• Negligent acts or omissions;

• Injury, illness, death, property damage, or other losses resulting from alcohol service.

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Right to Refuse Participation

Vision & Vows reserves the absolute right to deny participation, prohibit alcohol service, suspend activities, or remove any vendor from an event if:

• Required documentation is not received;

• Documentation is incomplete, inaccurate, or expired;

• Insurance requirements are not met;

• AGCO requirements are not satisfied;

• Venue policies are violated;

• Safety concerns arise;

• The vendor engages in conduct that may expose Vision & Vows, attendees, or the venue to risk.

Removal from an event for non-compliance shall not entitle the vendor to a refund, credit, or compensation.

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Vendor Acknowledgement

By applying to participate in, exhibiting at, sponsoring, or attending a Vision & Vows event as a vendor providing alcoholic beverages, the vendor acknowledges that they have read, understood, and agree to comply with this Alcohol Sampling & Service Policy and all applicable laws and regulations.

The vendor further acknowledges that all required permits, licences, insurance certificates, and certifications must be obtained and submitted prior to the event and that Vision & Vows may deny participation or alcohol service if such requirements are not satisfied.

Food Service Authorization

Any vendor wishing to prepare, serve, sample, distribute, promote, or provide food products at a Vision & Vows event must receive written approval from Vision & Vows prior to the event.

No food may be prepared, served, sampled, distributed, displayed for consumption, or offered to attendees without the vendor first providing all required permits, approvals, certifications, insurance documentation, and health-related documentation to Vision & Vows.

Any vendor intending to provide food must submit all required documentation no later than 30 days prior to the event, unless otherwise approved in writing by Vision & Vows.

Failure to provide required documentation may result in the vendor's authorization to provide food being revoked and may result in cancellation of participation without refund.

Vision & Vows reserves the right to refuse, restrict, suspend, or terminate food service at any time if documentation is incomplete, expired, inaccurate, or if any activity is deemed unsafe, non-compliant, or contrary to applicable laws, venue requirements, or Vision & Vows policies.

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Required Documentation

1. Public Health Compliance

The vendor must comply with all applicable requirements of the local Public Health Unit having jurisdiction over the event location.

Where required, the vendor must:

• Notify the local Public Health Unit of participation in the event.

• Obtain any approvals, permits, or inspections required by Public Health.

• Comply with all food handling, storage, transportation, preparation, and service requirements.

Proof of compliance must be provided to Vision & Vows upon request.

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2. Public Health Notification Requirement

All food vendors, caterers, bakers, restaurants, food producers, and any participant providing food samples or food products at a Vision & Vows event must notify the applicable local Public Health Unit of their participation in the event where such notification is required.

The vendor shall be solely responsible for:

• Determining whether Public Health notification or approval is required;

• Submitting all required applications, forms, notifications, or documentation;

• Scheduling and complying with any required inspections;

• Meeting all Public Health requirements relating to food preparation, storage, transportation, handling, and service.

The vendor must provide Vision & Vows with written confirmation of Public Health notification, approval, permit issuance, inspection, or exemption (as applicable) no later than 14 days prior to the event.

Failure to provide satisfactory proof of compliance may result in the vendor's authorization to provide food being revoked and may result in cancellation of participation in the event without refund.

Vision & Vows reserves the right to request additional documentation from the vendor or directly verify compliance with the applicable Public Health Unit.

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3. Food Handler Certification

At least one individual responsible for food preparation, handling, or service must possess a valid Food Handler Certification recognized in Ontario.

Vision & Vows reserves the right to request proof of certification for any staff member involved in food preparation or service.

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4. Commercial General Liability Insurance

The vendor must maintain Commercial General Liability Insurance with a minimum limit of:

$2,000,000 per occurrence

Coverage must include:

• Bodily Injury

• Property Damage

• Product Liability

• Completed Operations

• Personal Injury

Vision & Vows reserves the right to require higher coverage limits depending on the nature of the event.

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5. Certificate of Insurance

A current Certificate of Insurance must be submitted to Vision & Vows no later than 30 days prior to the event.

The Certificate of Insurance must name:

Vision & Vows

and, where requested,

the event venue and/or property owner

as Additional Insureds for the duration of the event, including setup and teardown periods.

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6. Business Licensing

Where applicable, vendors must maintain all required municipal, provincial, and federal business licences and registrations necessary to legally prepare, sell, distribute, or provide food products.

Proof of such licensing must be provided upon request.

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Food Safety Requirements

Vendors are solely responsible for ensuring all food products are:

• Prepared in accordance with applicable food safety regulations;

• Obtained from approved sources;

• Properly stored and transported;

• Maintained at safe temperatures;

• Protected from contamination;

• Properly labeled where required.

Food vendors must provide adequate handwashing, sanitation, and food protection measures as required by Public Health regulations.

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Sampling Requirements

Approved vendors may provide:

• Controlled food samples;

• Individual tasting portions;

• Products specifically approved for the event.

Food samples must be:

• Served in a sanitary manner;

• Protected from contamination;

• Distributed by vendor staff where required.

Open self-service food stations may be prohibited unless approved by Vision & Vows and permitted by Public Health requirements.

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Allergens and Ingredient Disclosure

Food vendors are responsible for accurately disclosing ingredients and common allergens.

Vendors must be prepared to identify the presence of common allergens including but not limited to:

• Peanuts

• Tree Nuts

• Milk

• Eggs

• Soy

• Wheat

• Sesame

• Fish

• Shellfish

• Mustard

Vision & Vows assumes no responsibility for allergen-related incidents arising from vendor food products.

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Venue Compliance

Some venues maintain their own food service requirements, restrictions, exclusive catering agreements, or health and safety policies.

Food vendors must comply with:

• Venue policies;

• Public Health requirements;

• Municipal bylaws;

• Fire and safety regulations;

• Provincial and federal legislation.

Where multiple requirements apply, the most restrictive requirement shall prevail.

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Cleanliness and Waste Removal

Food vendors are responsible for maintaining a clean, sanitary, and professional booth or service area at all times.

The vendor shall:

• Remove all food waste;

• Dispose of garbage properly;

• Leave the area in a clean condition;

• Clean any spills immediately;

• Comply with venue waste management procedures.

Any cleanup costs incurred by Vision & Vows or the venue due to vendor negligence may be charged back to the vendor.

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Indemnification

The vendor agrees to indemnify, defend, and hold harmless Vision & Vows, its owners, officers, directors, employees, contractors, volunteers, sponsors, venue partners, and affiliates from and against any and all claims, actions, damages, losses, liabilities, fines, penalties, costs, expenses, and legal fees arising from:

• Food preparation or service;

• Foodborne illness;

• Allergic reactions;

• Product contamination;

• Violations of Public Health regulations;

• Failure to maintain required permits or insurance;

• Negligent acts or omissions;

• Injury, illness, death, property damage, or other losses resulting from food products or food service activities.

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Right to Refuse Participation

Vision & Vows reserves the absolute right to deny participation, prohibit food service, suspend activities, or remove any vendor from an event if:

• Required documentation is not received;

• Documentation is incomplete, inaccurate, or expired;

• Insurance requirements are not met;

• Public Health requirements are not satisfied;

• Venue policies are violated;

• Safety concerns arise;

• The vendor engages in conduct that may expose Vision & Vows, attendees, or the venue to risk.

Removal from an event for non-compliance shall not entitle the vendor to a refund, credit, or compensation.

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Vendor Acknowledgement

By applying to participate in, exhibiting at, sponsoring, or attending a Vision & Vows event as a food vendor, the vendor acknowledges that they have read, understood, and agree to comply with this Food Sampling & Service Policy and all applicable laws and regulations.

The vendor further acknowledges that all required permits, certifications, approvals, Public Health documentation, and insurance certificates must be obtained and submitted prior to the event and that Vision & Vows may deny participation or food service if such requirements are not satisfied.