STEP 1: Vendor Information

Gather Your Information

• Business Profile: Include booth name, contact info, vendor type, and booth size. For food trucks/trailers, you’ll need your license plate number to complete registration. If you serve, store, or transport food in a trailer that will be on your site, select Food Truck / Trailer, even if not cooking or serving from the trailer. All other trailers for transport cannot be parked on your booth site.

Market Your Business

• Add your social media links and logo to participate in cross-marketing opportunities.
• Follow Northern Heat Rib Series on Instagram @northernheatribseries
• Follow Northern Heat Rib Series on Facebook @northernheatribseries

Pre-event Marketing:

• Northern Heat Rib Series markets each event through various mediums. Vendors are required to honour 20-25 giveaways per event, valued at $1 or $2 off.

Product Information:

• List all products or services you intend to sell or offer individually, one item per line.
• If an item is not approved, you may return and add/change a menu item.

Payment:

• A Credit Card must be entered to submit a request.
  • Credit Cards are not charged until the application has been approved.
  • Payment is charged for your first event; any subsequent events are charged 60 days prior to the event.

STEP 2: Events

Select your Event by checking the box – for multiple events, you will complete each event separately.

• Use drop-down to select Booth size
• If applicable, enter truck/trailer licence #
• Add Features:
  • Select your needs for power, water, ice, and propane. Quantity is set at 1; enter quantity for additional ice or propane.

Vendor provides a food grade hose for water hook-up and extension cords for power.

Vendors provide their own tent/booth and weights (no stakes). Tables and chairs are not provided.

If ordering Ice or Propane to be delivered on site by Northern Heat, the order must be in the Vendor Portal one week prior to the event.

STEP 3: Approvals

• Click on your approved events to see products/services you are approved to sell.
• Review the features you selected for accuracy – i.e., the correct power, enough ice.
• Manage Documents required
  • See links for more information and forms (information also found on this web page).
  • Upload complete forms.
  • Food Vendors Health Department approvals must be uploaded (either the application or email approval).
    • Submit to the appropriate contact provided or online.
    • Hamilton events only go to the portal along with the supporting documentation, which is submitted by NHRS.

STEP 4: Payments

• • Review charges Invoiced – a receipt with HST is emailed to the email provided in your portal.
  • See pending payment dates
  • Return to STEP 1 > Payments tab (mid-screen) to update Payment information

Ready to Get Started?
CLICK HERE TO BEGIN

Pre-event Marketing:

• Northern Heat Rib Series markets each event through various mediums. Vendors are required to honour 20-25 giveaways per event, valued at $1 or $2 off.

Market Your Business

• To have your business information displayed on the Northern Heat website, upload your logo and business social media links in the Vendor Portal.
• Follow Northern Heat Rib Series on Instagram @northernheatribseries
• Follow Northern Heat Rib Series on Facebook @northernheatribseries

Certificate of Insurance (COI):

A COI must be provided at least 30 days before the event. Load-in will not be permitted without it.

Commercial Liability Coverage:

• Merchandise Vendors: $1 Million
• Food Vendors: $2 Million
• Amusements: $5 Million

Insurance Details:

• Contact your insurance company to request a Certificate of Insurance (COI).
• Include the following in your COI:
  • [Event Name and Address]
    • Northern Heat Rib Series Inc.
    • 2968 5th Line Road, Ohsweken, ON N0A 1M0
  • List all additional insureds.
• Locate Event Details & Additional Insureds below. Coverage must be inclusive of all event and set-up days.
• Dates of the Certificate MUST include the set-up day before the event date (e.g., Thursday Load-in).
• Upload your Certificate of Insurance (COI) to the Vendor Portal.

Need Insurance? Here are a couple of Event Vendor Insurance providers:

2 Million Liability Partner: Duuo by Co-operators is our vendor insurance partner, which allows vendors like you access to a preferred rate. To get a quote & purchase a policy, click here.

1 Million Liability Partner: PAL Insurance is a vendor insurance provider (non-food), to explore this option click here.

Event Details & Additional Insureds

Northern Heat Rib Series will send your Confirmation to Attend email once the insurance certificate, required licence/permit, and health department approval/documents are uploaded to the portal. SAVE the Confirmation email as it will be your entry to the event site.

How do I know which documents? Review this Vendor Requirements page and check your Vendor Portal for the list of required documents.

Check your event(s) for licence/permit requirements. Review the requirements and click on the links to be directed to the necessary applications. Complete and upload to the NHRS Vendor Portal.

ALL VENDORS: Check if a Hawker Peddler, Transient Trader, or Refreshment Vehicle License may be required (contact the city licensing department if unsure).

• FOOD VENDORS (includes fresh, packaged, or food tasting) and Personal Services (Tattoos/Face Painting): The Public Health Department must give approval to be permitted to load into the venue. See the Public Health tab for requirements and due dates.
• FOOD TRUCKS/TRAILERS and AMUSEMENT PROVIDERS: A current TSSA inspection must be on-site for all equipment or appliances not approved by the CSA or ULC, along with a valid permit for the municipality. Hood Suppression inspections are also being required in some venues. An appropriately rated fire extinguisher is required.
• ALL VEHICLES on-site must have a current vehicle licence, a copy of the owner’s driver’s licence, and proof of automobile insurance.

Brampton:

Food trucks (trailers) require a Special Event Permit.

APPLY OR RENEW Mobile licensing for Food Trucks, an online application with the City of Brampton.

If your business is based outside of Brampton, or you do not currently hold a City of Brampton Licence, please complete the application form below. A permit fee applies.

City of Brampton Special Event Permit (Fee applies)

Due 30 days prior to the event to avoid delays in your event confirmation.

• Download and complete the relevant Special Event Permit form above.
• Ensure all required documentation listed on the form is included.
• Email your completed form and supporting documents to enforcementclerks@brampton.ca.
• Once your application is approved, you will receive a payment link (if applicable) to complete the process.
• Keep your permit confirmation for your records and inspection purposes.

Haldimand County: Caledonia

Food Vendors to complete the Special Event Fire Safety Requirements Form.

Contact Richard Geerdink, Captain, Fire Investigator/Inspector II at rgeerdink@haldimandcounty.on.ca or (905) 318-5932 x 6227.

SUBMIT completed form to Fire Prevention fireprevention@haldimandcounty.on.ca, along with applicable documentation:

• Suppression system inspection and testing current within 6 months (NFPA 96)
• Hood ventilation inspection and cleaning current within 6 months (NFPA 96)
• Fire extinguishers (ABC and K Class) Test and Inspection current within the year (NFPA 10)
• TSSA inspection for mobile food services (reference document above)

Due 30 days prior to the event to avoid delays in your event confirmation.

Hamilton (All Vendors): Binbrook, Ancaster, Stoney Creek (East Gate), Hamilton Mountain (Lime Ridge)

APPLY OR RENEW your business license with the City of Hamilton Licensing Department by email at foodtrucks@hamilton.ca or call 905-546-2782 (option #2).

Click here for the Hamilton Licensing Application.

Due 30 days prior to the event to avoid delays in your event confirmation.

• Download and complete the relevant Special Event Licence form above.
• Ensure all required documentation listed on the form is included.
• Email your completed form and supporting documents to foodtrucks@hamilton.ca
• Once your application is approved, you will receive a payment link (if applicable) to complete the process.
• Contact Public Health (905) 546-2424 to schedule Health Inspection at the Event on Friday Morning.
• Keep your permit confirmation for your records and inspection purposes.

Midland:

SUBMIT Food Vendor License Application to service@midland.ca

Click here for the Midland Licensing Application.

Due 30 days prior to the event to avoid delays in your event confirmation.

Thornhill / Vaughan:

Use the Special Event Invitation for Refreshment Vehicles Licensed in Other Municipalities form for submission with this application.

Refreshment Vehicle Owner and Driver questions should be directed to the Licensing Officer at 905-832-8504.

Due 30 days prior to the event to avoid delays in your event confirmation.

Waterloo:

Contact the City of Waterloo Licensing Department:

• Phone: 519-747-8785
• Email: bl@waterloo.ca
• City of Waterloo Online Permit portal: City of Waterloo Online Permit portal

Due 30 days prior to the event to avoid delays in your event confirmation.

For the full Northern Heat schedule, including dates and times, please visit the 2026 Ribfest Schedule.

Public Health Requirements

All Food Vendors MUST:

• Review health requirements and complete the Food Vendor Forms before the due date.
• Health Inspectors will check if Kitchen Hoods/Vents meet current standards.
• Keep the latest Kitchen Inspection report from Public Health on-site.
• Retain receipts for food purchases for inspection by Public Health Inspectors.
• Use an approved 2-sink setup for cleaning utensils and a handwashing station.
• A Food Handler must be on-site when preparing or serving food.

Food Handling:

• A certified Food Handler must be on-site while preparing or serving food. Free courses and exams are available online. The certificate must be readily available on-site. Details are available at the SafeCheck Food Handler Course.

The following packaging items are not permitted at major special events due to legal restrictions:

• Plastic clamshell trays
• Styrofoam clamshell trays
• Cups and plates (plastic cups and plates are discouraged)
• Plastic glasses (permitted but discouraged)

Ice and Propane:

• Pre-order propane cylinders (100 lbs) and bagged ice (12 kg / 26 lbs) through the Vendor Portal no later than Monday before the event starts.
• All orders are final. Ice is available for pickup at the Bar Tent, and propane at the storage area near rib trucks.

Click on the links below to be directed to the required applications.

HALTON Public Health: Georgetown, Milton

• Familiarize yourself with Food Vendor Requirements.
• Complete the Special Event Food Vendor Application online.

Due: 30 Days before event setup.

HALDIMAND AND NORFOLK Public Health: Caledonia

• Complete the Special Event Food Provider Application online.
• Upload recent Kitchen Inspection for food prepared off-site

Due: 30 Days before event setup.

HAMILTON Public Health: Binbrook, Ancaster, Hamilton Mountain, Stoney Creek

Separate 2026 Form must be used for each Hamilton event.

COMPLETE and UPLOAD to Vendor Portal 30 days prior to the event. $35 Late Fee will be applied for incomplete application or missing documents.

• Familiarize and comply with these Requirements for Food Vendors at Special Events
• Complete the Special Event Food Vendor Application along with:
  • Foods prepared off-site before arriving at the event require a copy of the most recent kitchen Public Health Inspection Report where food was prepared. If the name of the kitchen owner is not the same as the vendor name, you also require:
  • Permission letter to use off-site, inspected Kitchen to prep foods before the event. (not applicable if all foods prepped onsite)
  • Retain receipts for food prepped on-site (off-site prep requires Kitchen Inspection reference above).
  • Upload the Application and Kitchen Inspection to the Vendor Portal.

Due to NHRS: 45 days before event setup (submission is by the Event Organizer)

SIMCOE-MUSKOKA Public Health: Orillia, Midland

SUBMIT the Special Event Vendor Application online.

Due: 21 Days before event setup to avoid delay in event confirmation.

TORONTO Public Health: Woodbine, Sankofa Square

Vendors may complete one application – add all items your business sells in one form. If multiple forms are needed, please let TPH know so parameters can be edited.

• Toronto Beaches (Woodbine Park): TBA. All vendor forms must be received as soon as possible. This form will close  TBA, 2026.
• Toronto (Sankofa Square):  TBA. All vendor forms must be received as soon as possible. This form will close  TBA, 2026.

Due: 21 Days before event setup.

WATERLOO Public Health: Waterloo

• Familiarize with Food Safety Guidelines for Special Events.
• Submit the Special Event Food Vendor Application online.

Due: 30 Days before event setup.

WINDSOR-SUSSEX REGION Public Health: Windsor

• Familiarize with Food Safety Guidelines for Special Events.
• Complete the Special Event Food Vendor Application online.

Due: 30 Days before event setup.

YORK REGION Public Health: Newmarket, Thornhill

• Familiarize with York Region Food Safety Requirements.
• Complete the Special Event Food Vendor Application online.

For questions, contact York Health Connection at 1-800-361-5653, option 4.

Due: 15 Days before event setup.

Command Post: Located at the Event Entrance. Includes: First Aid Station, Lost and Found, Missing Persons, Muster Station, and Security.

• NO Smoking or Vaping at events as per Smoke-Free Ontario laws.
• Tents/Booths: Must be weighted (no stakes). Bring sand/water bags or weights.
• PARKING: No pre/post or overnight parking on-site at any venue. NHRS will contact towing or city by-law enforcement to protect our venues.

Waste Diversion Policy

All refuse must be disposed of properly on venue property. Check with the Event Management Team before departure.

• Clean your area as you found it.
• Garbage must be cleared into roll-off dumpster bins, not regular trash cans.
• Protect the ground: Be prepared to clean up spills/grease. Plan to use tar paper, cardboard, or plywood to protect surfaces from potential damage.
• No garbage is allowed to be left overnight. Ensure all receptacles at your booth are emptied regularly.
• Event, Park, or Parking Lot receptacles are for attendees and must not be used by vendors.

The following packaging items are not permitted at major special events because they cannot be recycled (i.e. usually contaminated with food):

• Styrofoam clamshell trays, cups, and plates
• Plastic clamshell trays
• Plastic glasses (although permitted, discouraged)

Event Regulations

• Vendors may not share their exhibitor space with unauthorized parties without the express written consent of Event Management.
• Vendors may not consume alcohol, vape, or smoke at any time.
• All promotional items to be given away at the event must be pre-approved by Event Management (i.e., noisemakers, pamphlets, brochures, etc.).
• All vendors must abide by all local health, safety, alcohol, and fire regulations at their own cost.
• A staff member must be present at each vendor booth at all times.
• All vendors must maintain their booths in a respectable order, and all accumulated trash must be bagged for pick-up throughout the event.
• Booth set-up will be subject to the approval of Festival management.
• Vendor booths must be fully operational throughout posted hours of the event.
• Event Management’s posted load-in, set-up, and load-out times must be adhered to without exception.
• Lost, stolen, or damaged Northern Heat Rib Series property will be charged back to the vendor that committed the act.
• All vendors must have proper liability insurance for participation in the event and must name Northern Heat Rib Series Inc., the Venue Address & Operator, and the City of the event as “additional insured” for the duration of the festival including loading days. Northern Heat Rib Series Vendor Requirement webpage provides further details to complete your Certificate of Insurance (COI).

LOAD IN

Text or call Rudy Brown at (905)410-1122 or Blake Wilson at (289)-880-7019 upon arrival.

Show your Confirmation email to enter the event for set-up; you will be directed to your assigned location.

• Command Post: Located at the Event Entrance. Includes: First Aid Station, Lost and Found, Missing Persons, Muster Station, and Security.
• NO Smoking or Vaping at events as per Smoke-Free Ontario laws. No alcohol consumption is permitted.
• Tents/Booths: Must be weighted (no stakes). Bring sand/water bags or weights.
• PARKING: No pre/post or overnight parking on-site at any venue. NHRS will contact towing or city by-law enforcement to protect our venues.

Load-in Times:

• Thursday: 2:00 PM – 6:00 PM (must have set-up date listed on your Certificate of Insurance (COI) to load in on Thursday).
• Friday: 11:00 AM – 2:00 PM.

Binbrook Vendors will have a FRIDAY Only 11:00 AM to 6:00 PM set-up. No Thursday load-in is permitted.

Sankofa Square Vendors will be given specific THURSDAY load-in/out times a couple of weeks prior.

Vendor Checklist:

• Communicate all event policies and expectations with your team attending the event.
• SHOW YOUR CONFIRMATION (email) to NHRS to enter the venue
• Review event hours: You are required to stay until the end of the festival.
• Festival runs rain or shine (severe weather exceptions notwithstanding).
• Safety is a priority: No vehicle movement on the event grounds is allowed unless authorized by NHRS.
• If bringing a pop-up shelter, ensure you have weights (e.g., sandbags, water jugs, or kitty litter-filled buckets) to secure your tent legs. No staking is allowed.
• Power Drops can be up to 100 feet away. Ensure you have a 100-foot extension cord.
• Bring a dolly or handcart to assist with transporting your items to your assigned site.
• Bring garbage bags for waste disposal.
• Protect yourself and your team with hats, sunscreen, water, etc.
• Have all required event paperwork on-site, including applicable:
  • Licences
  • Permits
  • TSSA inspections
  • Kitchen inspections
  • Food prep receipts
  • Health department approval
• Ensure your food packaging is recyclable, reusable, or compostable.
• Food vendors must have a Food Handler Certificate available for Health Inspection.
• Food vendors must have a hand-wash station
• Parking: Allow time for parking. No early arrivals, no overnight parking, and no late departures are allowed on venue property.

LOAD OUT

Communicate all policies and expectations with your on-site team before the event.

• Strike down begins immediately after close; vehicles cannot move without express consent from NHRS.
• Load Out: Vehicles may only move when NHRS deems it safe to do so.
• No early departures or overnight stays. All vendors must be cleaned up and off-site by midnight.
• Dispose of all garbage, recycling, and compost properly in the Event Roll-Off Dumpster bins or the appropriate receptacles behind the rib trucks.

Check out with a Northern Heat representative before leaving your assigned location.

Vendors/Participants Special Rate

Location:

Residence & Conference Centre – Hamilton (located next to Mohawk College, Fennel Campus)

245 Fennell Ave West

Hamilton, ON L9C 7V7

905-385-3200

To book individual reservations to receive the group rate for the following dates, BASED ON AVAILABILITY ONLY.

JUNE 11-15, 2026: CALEDONIA RIBFEST

JULY 16-19, 2026: STONEY CREEK RIBFEST

AUG 6-9, 2026: HAMILTON MOUNTAIN RIBFEST

• $129+HST per night, per suite.
• Double to quad occupancy
• Two- Bedroom Suites. Complimentary parking & wi-fi

 To reserve online: 

1. Visit: Book Direct RCC-Hamilton
2. Enter or adjust arrival & departure dates
3. Enter & apply promo code: RIBS2026