Vendor frequently asked Questions

How do I apply to be a vendor?

Complete the online Vendor Application Form and submit all required information, including product/menu descriptions and photos.

When will I know if I’ve been accepted?

Applications are reviewed on a rolling basis and will receive conditional acceptance by email two weeks after receiving your application, along with instructions to register and pay.

What criteria do you use to select vendors?

We evaluate product quality, cultural and seasonal relevance, local or authentic origin, sustainability, professionalism, and category balance. Full details are in the Vendor Information Package

Can I apply for more than one category?

Yes — but each application must clearly indicate which category you are applying for and what products you intend to sell.

How much does it cost to be a vendor?

Non-food vendors pay a booth fee based on their rental period.
Food and beverage service vendors pay no booth fee and instead participate in a 20% commission of revenue model using the Winter Market’s POS system. Retail vendors do not use the Winter Market's POS system and use their own business POS system. 

When are payments due?

Non-food or retail vendor fees are due upon final acceptance.
Food vendors do not pay upfront fees but must sign the Food Vendor Agreement.

Are there refunds if I withdraw?

Refunds are not guaranteed and depend on timing and whether your booth can be re-filled. Details are outlined in the vendor agreement.

Food and Beverage Vendors

Do food vendors pay a booth fee?

No — food hut vendors pay $0 for their space. Instead, they participate in the 20% revenue-share model.

How does the POS system work (for food and beverage service only – does not apply to retail vendors)?

Guests purchase with their credit/debit cards at food and beverage vendors using the Winter Market’s POS system. Vendors are not permitted to accept cash. Vendors receive 80% of their businesses net sales after tax into their bank account daily.

Do drink vendors have to use the reusable mug system?

Yes. All drink vendors must serve beverages exclusively in the market’s reusable mug. No single-use cups are allowed.

Do food vendors need AHS permits?

Yes. All food vendors must hold valid Alberta Health Services permits and comply with all regulations.

Do food vendors need to sign a contract?

Yes. All food vendors must sign the Food Vendor Agreement before operating.

Do I need insurance?

Yes. All vendors must carry $2 million commercial general liability insurance, naming the Calgary Winter Market as additional insured.

What if I don’t have insurance yet?

You may apply without it, but you must provide proof of insurance by November 1st.

What does my booth include?

Non-food vendors receive a decorated hut with lighting, radiant heating and power access.
Food vendors receive a shared food hut with running water, wastewater disposal, and a three-compartment sink.

Can I decorate my booth?

Yes — vendors are welcome to decorate the inside of their booth with seasonal décor that reflects their brand and enhances the festive atmosphere. Warm lighting, tasteful seasonal décor, and thoughtful merchandising are strongly encouraged.

The Calgary Winter Market provides and maintains all exterior booth decorations, so vendors may not alter or add to the outside of their hut.

Interior décor must:

·         Be safe and winter-appropriate

·         Not damage the hut structure

·         Stay within the vendor’s assigned space

·         Align with the market’s seasonal and cultural atmosphere

Do I need to be open for all operating hours?

Yes. Vendors must be open and staffed for the full duration of their booked dates, even if you are sold out of products.

Can I share or sublet my booth?

Booth sharing may be permitted upon approval by market management.

Schedule & Logistics

When is load-in?

Load-in takes place November 15–18, 2026.

When is load-out?

Load-out begins December 24 for a limited time following the market's closing for vendors to remove priority items only. The market breaks on Christmas Day while security monitors the event site until tear down begins on December 26.

What are the market’s public operating days?

·        Opening weekend: Nov 19–22

·        Regular weekends: Nov 26–29, Dec 3–6, Dec 10–13

·        Daily for 10 days before Christmas: Dec 15–24

·        Closed: Dec 25

Does the market have security?

Yes — the Calgary Winter Market has 24-hour onsite security. However, vendors are strongly encouraged to lock their hut and take valuables with them each day. The market cannot assume responsibility for lost or stolen items.

Utilities & Equipment

Is power included?

Yes. Standard power is included. Additional power must be requested in advance.

Do food vendors get water access?

Yes. Food huts include running water, wastewater disposal, and a shared three-sink system.

Products & Sales

Can I sell anything I want?

Only products approved in your application. Any changes must be approved by market management.

Can I offer discounts or promotions?

Yes, if all sales continue to be processed through the market pos system (food and beverage vendors only) and do not violate market rules.

Can I restock during the market?

Yes — restocking is allowed but cannot disrupt market operations or impact guest experience.

Guest Experience & Conduct

What behaviour is expected of vendors?

Professionalism, courtesy, and adherence to Vendor Terms and Conditions. Vendors play a key role in creating a warm, festive atmosphere.

What happens if a vendor violates the rules?

Depending on severity: warnings, fines, removal from the market, or forfeiture of booth space.

Communication & Support

How will I receive updates?

Vendors receive updates via email. Important notices may also be delivered onsite.

Is there support during the market?

Yes. Market operations staff, security, and maintenance teams are onsite daily.