1. Gather Your Information:

• Business Profile: Include booth name, contact info, vendor type, and booth size. If you are a food truck/trailer, you’ll need your license plate number to complete registration.

2. 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 at 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.

3. Products/Service:

• List all products or services you intend to sell or offer.

4. Add-on Features:

• Select your needs for power, water, ice, and propane.

Available Power:

• • 15 amp (e.g., for string lights, regular outlets)
  • 30 amp
  • 50 amp

Ready to Get Started?
CLICK HERE TO BEGIN

Pre-event Marketing:

• As part of our marketing efforts, vendors are required to honour 20-25 giveaways valued at $1 or $2 OFF.
• Follow Northern Heat Rib Series on Instagram @northernheatribseries
• Follow Northern Heat Rib Series on Facebook at NorthernHeatRibSeries

To have your business information displayed on the Northern Heat website, upload your logo and business social media links in the Vendor Portal.

Certificate of Insurance (COI):

A COI must be provided at least 14 days before the event. Load-in will not be permitted without it.

Liability Coverage:

• Merchandise Vendors: $1 Million
• Food Vendors: $2 Million
• Amusements: $5 Million
• Thursday Load-in (12:00 pm – 5:00 pm) MUST include the additional day before the event date.

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 event insureds. Locate on the Event Details & Additional Insureds tab below. Coverage must be inclusive of all events and set-up days.
• Upload your Certificate of Insurance (COI) to the Vendor Portal.

All vendors are responsible for obtaining the required licenses and permits for each venue. A Hawker Peddler, Transient Trader, or Refreshment Vehicle License may be required (contact the city licensing department if unsure).

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.

ALL FOOD VENDORS and AMUSEMENT PROVIDERS: Must have a current inspection and appropriate fire extinguisher.

ALL VEHICLES on-site must have a current vehicle license, a copy of the owner’s driver’s license, and proof of automobile insurance.

Review the requirements for the venue you are attending. Click on the links to be directed to the necessary applications.

Completed applications and/or forms must be uploaded to your Vendor Portal.

Brampton:

Vendors using tables or cooking outside a truck do not need a license. Food truck mobile licensing can be done online through the City of Brampton.

APPLY OR RENEW Mobile licensing for Food Trucks, an online application with the City of Brampton. To apply you need:

• Copy municipal license
• Health department approval
• Certificate of Insurance
• Vehicle plate number
• Vehicle ownership

Click here for Brampton Licensing Application

Halton Hills: Georgetown

SUBMIT TOHH Public Food Event Vendor License to ReneeB@HaltonHills.ca. For questions call Renée Brown at 905-873-2600 ext. 2350.

To apply you need:

• Completed TOHH Public Food Event License
• Health department approval (food/tastings)
• Certificate of Insurance
• Business Name and Registration or Articles of Incorporation

Click here for the Halton Hills Licensing Application.

Haldimand County: Caledonia

Food Vendors to complete Special Event Fire Safety Requirements Form.

Email completed form to Fire Prevention fireprevention@haldimandcounty.on.ca.

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

Vendors serving on tables or ribbers cooking outside a truck do not need a license.

APPLY OR RENEW your business licence 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.

Midland:

SUBMIT Refreshment Vehicle License Application to dsmiley@midland.ca.

Click here for the Midland Licensing Application.

Milton:

Milton Licensing Department will contact you if additional licensing/permit is required. Refreshment Vehicles and Food Vendors are permitted under the Special Event License and covered in your event fee.

Newmarket:

The Newmarket Licensing Department will contact you if additional licensing/permit is required. Refreshment Vehicles and Food Vendors are permitted under the Special Event License and covered in your event fee.

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.

Toronto: Beaches (Woodbine), Sankofa Square (Downtown Toronto – formerly YDS)

Contact the City of Toronto Licensing Department:

• Phone: 416-392-6700
  
• Email: MLSbusinesslicence@toronto.ca

Waterloo:

Contact the City of Waterloo Licensing Department:

• Phone: 519-747-8785
• Email: bl@waterloo.ca
• City of Waterloo Online Permit porta2

For the full Northern Heat schedule, including dates and times, please visit the 2025 Ribfest Schedule.

Public Health Requirements

All Food Vendors MUST:

• Review health requirements and complete the Food Vendor Forms.
• 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. A free course and exam can be found online, with certification required. Details are available at the SafeCheck Food Handler Course.

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.
• ONE (1) Food Vendor Application for all HALTON NHRS events in 2025.

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

Fees:

• Hamilton Health Inspections assess a $45 inspection fee.
• If all requirements are not met or corrected at the time of inspection, the vendor will be charged a $34 late fee and any other incurred fees, which will be paid on your behalf by NHRS.
• To avoid fees, familiarize and comply with these Requirements for Food Vendors at Special Events.

Complete the Special Event Food Vendor Application along with:

• A copy of the most recent kitchen Public Health Inspection Report (where food was prepared).
• Retain receipts for food prepped on-site (off-site prep requires Kitchen Inspection).
• Upload the Application and Kitchen Inspection to the Vendor Portal.

Due to NHRS: 45 days before event setup (submitted by Event Organizer)

PEEL Public Health: Brampton

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

Due: 15 Days before event setup

SIMCOE-MUSKOKA Public Health: Orillia, Midland

Submit the Vendor Application for an Event Permit to hc.phi@smdhu.org.

Due: 10 Days before event setup

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): Toronto Beaches Vendor Application Online Form.

Due: Vendor form must be received ASAP. Form closes June 9th, 2025.

• Toronto (Sankofa Square): Toronto Sankofa Square Vendor Application Online Form.

Due: 21 Days before event setup.

WATERLOO Public Health: Waterloo

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.
• Email the Special Event Food Vendor Application to York Region Health at health.inspectors@york.ca. For questions, contact York Health Connection at 1-800-361-5653.

Due: 10 Days before event setup

• No pre/post or overnight parking on-site at any venue. NHRS will contact towing or city by-law enforcement to protect our venues.
• 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.
• 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.

Protect Ground

• Be prepared to clean up spills/grease. Plan to use tar paper, cardboard, or plywood to protect surfaces from potential damage.

Garbage Expectations

• Clean your area as you found it. Check with the Event Management Team before departure.
• Garbage must be cleared into roll-off dumpster bins, not regular trash cans.
• 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 the attendees and must not be used.

Waste Diversion Policy

• Vendors must follow the Waste Diversion Policy.
• 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)

For your assigned location, please text or call Mark Wilson at 905-981-7474 or Rudy Brown at 905-410-1122 upon arrival.

Load-in Times:

• Thursday: 12:00 PM – 5:00 PM (must have the event date listed on your Certificate of Insurance (COI) to load in on Thursday).
• Friday: 8:00 AM – 3:00 PM.

Sankofa Square vendors will be given specific load-in/out times.

Vendor Checklist:

• Communicate all event policies and expectations with your team attending the event.
• Review event hours: You are required to stay until the end of the festival.
• The 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:
  • Licenses
  • Permits
  • TSSA inspections
  • Kitchen inspections
  • Food prep receipts
  • Health department approval
• If you are not personally working the event, make sure all event details have been communicated to your team.
• Ensure your food packaging is recyclable, reusable, or compostable.
• Food vendors must have a Food Handler Certificate available for Health Inspection.
• Parking: Allow time for parking. No early arrivals, no overnight parking, and no late departures are allowed on venue property.

• Check out with a Northern Heat representative before leaving your assigned location.
• The strike begins immediately after the event closes; 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.
• Return rented items: Ensure tents, weights, cords, and other rented equipment are returned.
• Dispose of all garbage, recycling, and compost properly in the Event Roll-Off Dumpster bins or the appropriate receptacles behind the rib trucks.
• Communicate all policies and expectations with your team before the event.