1. Overview
Welcome to the Regina Reggae Festival 2026! We're thrilled you're interested in joining us as a vendor. This manual covers everything from application to festival day so you know exactly what to expect.
The festival takes place in Victoria Park, Regina, Saskatchewan and attracts thousands of attendees over the weekend. We welcome vendors in the following categories:
- Food — prepared meals, snacks, baked goods
- Beverage — non-alcoholic drinks, smoothies, juices
- Merchandise — clothing, accessories, festival gear
- Craft — handmade items, art, jewellery
- Service — face painting, henna, massage, etc.
- Other — anything else that fits the festival vibe
2. How to Apply
Applying is quick and easy through our online application wizard.
- Visit the Vendor Application page and fill in your organization details (business name, email, phone, address).
- Provide a contact person who will be the main point of contact for all festival communications.
- Describe your products or services, select your vendor type, and indicate if you need power or water at your booth.
- Review your information and submit. You'll receive a confirmation email immediately.
3. Application Process
After you submit your application, here's what happens:
Application Received
You'll get a confirmation email and your status is set to Applied.
Under Review
Our vendor coordinator reviews your application. You'll be notified when it moves to Under Review.
Decision
You'll receive an email with the outcome: Approved or Rejected. If approved, you'll get a link to your Vendor Portal.
Complete Requirements
Upload required documents, pay fees, and complete any food-specific forms via your portal.
Confirmed
Once everything is in order, your status moves to Confirmed and you'll receive booth assignment details.
Status Reference
| Status | Meaning | Action Required |
|---|
| Applied | Application received | Wait for review |
| Under Review | Being evaluated by our team | None |
| Approved | Accepted as vendor | Upload documents, pay fees |
| Rejected | Not accepted this year | None |
| Confirmed | All requirements met | Prepare for festival |
| Cancelled | Application cancelled | Contact us if in error |
4. Required Documents
All vendors must provide certain documents before being confirmed. Your document checklist is automatically generated based on your vendor type.
All Vendors
📄
Liability Insurance
Certificate of general liability insurance (minimum $2M recommended). Must name "Regina Reggae Festival" as additional insured.
🏢
Business License
Valid City of Regina business license or your home municipality's equivalent.
Food & Beverage Vendors (additional)
🍴
Food Handler Certificate
Valid food handler or food safety certificate for at least one person working at your booth.
📋
SHA Health Inspection Application
Saskatchewan Health Authority Temporary Food Service application. You can complete this directly through your Vendor Portal.
Accepted file formats: PDF, JPG, PNG, DOC, DOCX (max 10 MB per file). Upload documents through your Vendor Portal once approved.
Deadline: All documents must be submitted and approved before your status can be changed to Confirmed. SHA applications must be submitted at least 14 days before the event.
5. Vendor Portal
Once your application is approved, you'll receive a unique Vendor Portal link via email. This is your one-stop dashboard for managing your vendor participation.
What you can do in the portal
- View your status — see your current application status and fee information
- Check booth assignment — see your assigned booth location once finalized
- Upload documents — submit required documents (insurance, business license, etc.)
- Submit SHA application — complete the health inspection form online (food/beverage only)
- View the site map — see the festival site layout and your booth location
Keep your portal link safe. It's unique to your organization and doesn't require a password. Don't share it publicly. If you lose it, contact us and we can resend it.
Document upload statuses
| Status | Meaning |
|---|
| Pending | Document required but not yet uploaded |
| Uploaded | Document submitted, awaiting staff review |
| Approved | Document reviewed and accepted |
| Rejected | Document not accepted — re-upload needed (check notes for reason) |
| Expired | Document has expired and needs renewal |
6. Food & Beverage Vendors
Food and beverage vendors have additional requirements under Saskatchewan Health Authority regulations.
SHA Health Inspection Application
The SHA Temporary Food Service — Vendor Application must be completed for every food booth. You can fill this out directly through your Vendor Portal. The form covers:
- Booth setup and covering details
- Hand washing facilities
- Water source and waste disposal
- Utensil washing and sanitization
- Food handler information and certificates
- Full menu with preparation methods and holding temperatures
- Cooking equipment and fuel types
- Off-site preparation details (if applicable)
- Food storage and transport methods
14-day rule: The SHA application must be submitted at least 14 days before the festival date. Late applications may not be processed in time.
On-Site Requirements
- A dedicated hand washing station with running water, soap, and paper towels
- Thermometers for monitoring hot/cold holding temperatures
- Test strips for sanitizer concentration
- Food handler certificates posted visibly at your booth
- All food items properly covered and protected from contamination
- A completed SHA application available on-site for inspector review
7. Booth Setup
Setup Day
Vendor setup typically begins the day before the festival. You'll receive specific load-in times and instructions closer to the event date. Plan to arrive early to allow time for setup and any inspections.
What We Provide
- Assigned booth location (approx. 10' x 10' unless otherwise arranged)
- Electrical power hookup (if requested on your application)
- Water access (if requested on your application)
- Waste and recycling bins in vendor areas
What You Bring
- Your own tent, canopy, or booth structure (must be weighted or staked)
- Tables, chairs, and display equipment
- Signage for your booth (no larger than 4' x 8')
- Extension cords and power bars (if using electricity)
- Cash float and/or payment processing equipment
- All products, supplies, and inventory
Tip: Bring weights or sandbags for your tent — staking may not be permitted on park surfaces. Open flames and propane must comply with City of Regina fire regulations.
Teardown
All vendors must remain open until the official festival close. Teardown begins after closing and must be completed by the designated time (communicated before the event). Leave your area clean.
8. Fees & Payment
Vendor fees vary by type and booth size. Your specific fee will be communicated when your application is approved.
| Fee Status | Meaning |
|---|
| Unpaid | Fee has been assessed but not yet paid |
| Invoiced | Invoice sent — payment due |
| Paid | Payment received |
| Waived | Fee waived (sponsors, community partners, etc.) |
Payment methods: Details on how to pay will be included with your invoice. Fees must be paid before your status can be moved to Confirmed.
9. Festival Day
Check-In
On festival day, check in at the Vendor Coordinator tent near the main entrance. You'll confirm your booth location and receive any last-minute updates.
Operating Hours
All vendors must be open and ready to serve during posted festival hours. Early closure without approval is not permitted and may affect future applications.
Rules & Expectations
- Keep your booth area clean and tidy at all times
- Music or amplified sound at individual booths is not permitted
- No blocking walkways or neighbouring vendor spaces
- All vendors must follow City of Regina bylaws and fire regulations
- Be respectful of fellow vendors, staff, and festival attendees
- Report any incidents to festival staff immediately
Emergency Contacts
Festival staff and security are available throughout the event. In case of emergency, dial 911 first, then notify the nearest festival staff member.
10. Frequently Asked Questions
How long does the application review take?
We aim to review all applications within 1–2 weeks. You'll receive an email notification whenever your status changes.
Can I edit my application after submitting?
I lost my Vendor Portal link. How do I get it back?
Email us and we'll resend your portal link. For security, we'll verify your identity before sharing it.
Can I share a booth with another vendor?
Each vendor must have their own application and booth assignment. If you'd like to be placed near another vendor, mention it in your special requirements.
What happens if my document is rejected?
You'll see the rejection reason in your portal. Simply upload a corrected version. Common reasons include expired certificates, missing coverage details on insurance, or illegible scans.
Is there vehicle access to my booth?
Vehicle access is available during load-in and teardown times only. During festival hours, the site is pedestrian-only. We'll provide specific vehicle access windows before the event.
Do I need my own insurance?
Yes, all vendors must carry their own general liability insurance. We recommend a minimum of $2,000,000 coverage. The policy must name "Regina Reggae Festival" as an additional insured party.
Can I sell alcohol?
Alcohol sales are managed separately and require specific licensing. Contact us directly if you're interested in serving alcohol — additional permits and approvals are required.