50+ Active Living Fair Exhibitor Application

Date: Thursday, October 1, 2026 from 1:00 - 4:00 pm. 

Location: Hespeler Arena, 640 Ellis Road West, Cambridge, ON, N3C 4K1

Active Living Fairs are a public education initiative, developed in partnership between the Older Adult Centres Association of Ontario and the Ministry of Seniors and Accessibility. The objective is to increase awareness about available programs and services for older adults and share knowledge about healthy aging and active lifestyles. 

The Active Living Fair welcomes exhibitor applications that support the World Health Organization Age-Friendly Framework.

Cost: For Non-profit, Charities and Government, there is no fee. For-profit exhibitors only -  $110 plus HST per 6 foot table. 

Exhibitor applications are open June 1 through August 14, 2026. 

Important information: 

A. The City of Cambridge will require a Certificate of Insurance that must include:

• Commercial General Liability of $2,000,000 per occurrence
  
• The City of Cambridge, 50 Dickson Street, Cambridge, N1R 8S1 is listed under Name and Mailing Address of the Certificate Holder. The contractor information would stay under Business Name and Address of the Insured.
  
• The Corporation of The City of Cambridge must be listed as an additional insured in the text box.
  
• Date and location of the event: see above when/where for details.
  
• Name of Insurance Company and signature of authorized representative
  
• Notice of cancellation clause indicating 30 days
  
• Must list **NO INFLATABLE EXCLUSIONS** Note: “no inflatable exclusion” is only required on the COI if the exhibitor is going to have inflatables at the event  

B. Exhibitors are responsible to bring their own tablecloths. If electricity required, please indicate on application. Electricity will not otherwise be available on event day. 

C. We kindly request that tables remain displayed until the end of the event.

Terms and Conditions

1. Exhibitor Booth Approval - The City of Cambridge reserves the discretion to grant or decline any application for the Active Living Fair Successful exhibitors will receive confirmation of acceptance, and an invoice for applicable amount.
   
2. For-profits will receive an invoice from the City of Cambridge Accounts Receivable with payment due within 30 days. Late fees apply as per City of Cambridge. If preferred to receive invoice via email, please contact activelivingfair@cambridge.ca
   
3. Cancellation Policy - Please note that the booth rental fee is non-refundable after September 15, 2026. Written notification by email to activelivingfair@cambridge.ca before September 15, 2026.
   
4. Exhibit Space Information - City of Cambridge agrees to provide 6-foot table. Additional décor of your designated space is the responsibility of the Exhibitor. Exhibitors will be responsible for the setup of their own exhibit and agrees to confine its activities to the exhibit space.
   
5. Security - The City of Cambridge is not responsible for lost, stolen or damaged goods. We recommend that you do not leave your booth unattended during event.
   
6. Scent Policy - The City of Cambridge reserves the right to restrict the use of scented products.
   
7. Food - Exhibitors agree that if bringing food, it must be store-purchased, individually wrapped and does not require refrigeration.
8. Exhibitors commit to maintaining a safe booth and surrounding space to mitigate the risk of falls or injury. It is the responsibility of exhibitors to deposit all garbage in receptacles provided and take any recycling items with them.
9. Exhibitor will adhere to all local fire & safety regulations. Exhibitors shall be properly insured for same. A certificate of general liability insurance in the amount of $2 million per occurence and listing the City of Cambridge as additionally insured must be provided upon acceptance.  
10. City of Cambridge shall not under any circumstances whatsoever be liable or responsible for: any loss, damage, theft or destruction whatsoever or howsoever caused to any goods, equipment or any other property belonging to the Exhibitor or for which the Exhibitor is responsible. Any damage or injury suffered by the Exhibitor or his servants or agents, or by any other person. Any loss, damage, injury, or cost whatsoever suffered by the Exhibitor by reason of any change in the date, time or place of exhibition or the abandonment thereof. 
11. All matters and questions not covered by these Terms and Conditions are subject to the discretion of the City of Cambridge. In addition, City of Cambridge shall have full discretion in the interpretation and enforcement of all terms and conditions contained herein and the authority to make such amendments thereto and such further rules and regulations governing the conduct of the participation in the show as it shall consider necessary for the proper presentation of the show. 
12. Exhibitor agrees to abide by all decisions of City of Cambridge and further agrees to cease any activity that the City of Cambridge deems to be a violation of the terms and conditions and to follow the directive of the City of Cambridge. 

Personal information in relation to this process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act. This information will be used only for the purpose for which it is intended. If you have any questions regarding this collection of personal information, you can contact the Freedom of Information and Privacy Coordinator, who can be reached through the Clerk’s Office at (519) 740-4680. Ext 4583. 

Questions? Please contact activelivingfair@cambridge.ca or call (519) 623-1340 ext. 4433.