Arts and Music 2026 Vendor Application

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Vendor Qualifying Criteria

All vendor applications must be approved by the Arts and Music committee. Meeting the following criteria does not mean that your application is approved. In order to qualify, vendors must:

Be located on Southern Vancouver Island or the Gulf Islands
Make high quality, hand-made items
Be able to participate for both days of the event (August 8th and 9th)

We do not accept:

Vendors who sell mass produced items
Vendors who sell items that are not locally produced

VENDOR SITES

All vendor sites are approximately 10' x 10' located throughout the property. Your display must fit within your allocated space. Tents, tables, chairs, and other equipment are your responsibility.
Tent stakes are not permitted due to our irrigation system. Please use weights.
Once your application has been approved we will discuss potential sites with you. You may request specific sites but we cannot guarantee you will get the requested spot. All sites will be assigned at HCP's discretion. Site visits will be available by appointment only.
Not all vendor sites are close to vehicle loading points. Please bring a dolly or helper if needed.
You are responsible for moving and setting up everything that you need for the weekend.
Vendors may leave their products in the Gardens overnight. Security will be present.

VENDOR CODE OF CONDUCT:

Arts & Music in the Gardens at the Horticulture Centre of the Pacific is dedicated to providing a safe and harassment-free environment for all guests, vendors, volunteers, and staff. This means that we will not tolerate harassment or abuse of guests, vendors, volunteers, or staff in any form. Anyone who fails to comply may be asked to leave by our staff.

All vendors must:

Use polite and professional language when informing us of any conflict or issues.
Abide by assigned move-in and move-out times.
Comply with staff and volunteer instructions.
Use weights only, not stakes which could cause damage to the property.

By submitting your application, you agree to the above and understand that failure to comply may result in being asked to leave the event and/or being denied space at future events.

Application Deadline: May 1st, 2026

Are you a Returning Vendor? *

Yes

First Name *

Last Name *

Business Name *

Email *

Phone 1 *

Data Privacy & Consent

Yes, I would like to receive communications from Horticulture Centre of the Pacific by email.

HCP does not share any contact information. HCP only uses emails to communicate with its members and program participants or enews subscribers. You may unsubscribe from the emails at any time.

Address Line 1 *

Address Line 2

City *

State/Province *

Zip/Postal Code *

Country

Product Description *

Product Price Range *

Website and/or Social Media Link

Do you have product images you can share?

Yes

Do you have any special arrangements, questions, or requests?

Are you interested in the possibility of being a Spotlight Vendor for an additional fee? *

Yes, please

No, thank you

For more information about being a Spotlight Vendor, see the information listed at the bottom of the page.

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VENDOR FEES:

Vendor fees are only applicable to those who have been accepted. Please do not send fees by mail or other method before you have been accepted.
We have two types of vendors:
- Regular vendors have a fee of $150.00 for the weekend.
- Spotlight vendors have a fee of $200.00 for the weekend.

SPOTLIGHT VENDORS:

There will be 8-10 spotlight vendors scattered around the Gardens. Visitors will have the option of taking a stamp card when they pay their entry fee to the festival. If you are a spotlight vendor, you will be given a stamp to mark attendee stamp cards when they stop at your booth. Attendees that get all stamps on their stamp card will be entered to win a prize. The intention behind this is to encourage attendees to visit all areas in the Gardens and also encourage attendees to have more personal interactions with the vendors.
Spotlight vendors will also benefit from:
- An exclusive spotlight promotion in our eNews
- A feature on the Arts & Music page of our HCP website.
- Increased traffic to their booth in the Gardens for the weekend
- Extra signage in the Gardens for the weekend
- A special notation on the event map

PAYMENT OF FEES:

Fees are due no later than May 30th, 2026
Once your application has been approved, we will send you an invoice for your fees and more information about payment methods
Refunds of the vendor fee will only be considered with a valid reason for dropping out. Vendor fees are not refundable after May 30th, 2026.

WHAT YOU CAN EXPECT FROM US:

Visibility: Last year, the Gardens welcomed over 1,500 attendees in just one day. We are anticipating over 2,500 attendees throughout the weekend this year.
Social Media Recognition: Your business will be promoted throughout our official social media the Gardens at HCP accounts, which reach an audience of over 5,000 viewers. Additionally, we distribute monthly electronic newsletters which will promote Arts & Music and our participating vendors leading up to the event.
Engagement: This is a highly anticipated event for the community and our HCP members. Volunteers and staff are dedicated to creating a positive and enjoyable experience for all visitors and vendors.

OTHER CONSIDERATIONS:

Wifi is available in the Gardens. However, some areas in the Gardens may not have good coverage. Please be prepared to use data to take payments if wifi is not available.
Arts & Music is typically hot and sunny, but in previous years we have also had wind and rain. Very few spots have shade or tree cover. Please make the necessary preparations for all weather conditions.
We cannot provide access to power during the event.