Diwali Dhamaka

1. Application, Registration and Order Confirmation

2. Eligible Exhibits

Exhibits will be limited to companies or products approved by Dreammedia Agency / Cocktail International. All products, equipment and services must comply with Ontario law and regulations and Canadian law. It is the responsibility of the exhibitor to comply with all Ontario/Canadian rules and regulations. Dreammedia Agency / Cocktail International bears no responsibility for having knowledge of the laws and regulations that apply to the Exhibitor. However, if the exhibitor is found to be in non-compliance, Dreammedia Agency / Cocktail International reserves the right to refuse booth display or terminate a contract at any time.

3. Stand Allocation and Costs

Dreammedia Agency / Cocktail International reserves the right to allocate stand space to exhibitors. The floor plan provided to the exhibitor is indicative only; wishes of the exhibitor are considered as far as possible. Dreammedia Agency / Cocktail International reserves the right to change the original stand allocation and shall notify the exhibitor or authorized representative hereof.

4. Electricity and Usage Restrictions

Vendors are prohibited from using any electrical outlets available at the venue to operate equipment. Venue electrical outlets may only be used for charging mobile phones. These outlets are not designed to support vendor equipment, and unauthorized use may overload or trip the electrical system and may damage the venue’s electrical infrastructure or connected equipment.

4.1 Immediate Compliance / Disconnection: Vendors must comply immediately with any direction from hotel staff, the Organizer, or event safety officials regarding electrical usage or noise control. The Hotel or Organizer may immediately disconnect the power supply or require the shutdown and removal of any equipment connected to the Hotel’s electrical system. The Organizer shall not be liable for any loss, interruption, spoilage, damage, or inconvenience resulting from such compliance or enforcement action.

5. Additional Lighting

Some vendors may require additional or brighter lighting to enhance the presentation and appearance of their products. The Organizer has no control over the venue’s lighting quality, brightness, or the location and positioning of individual stalls. Vendors are therefore advised to bring their own safe, battery-operated lights if additional lighting is required. Vendors cannot connect lighting or other equipment to the venue’s electrical outlets.

6. Conditions of Payment

Full payment is required to book the stall.

7. Stand Space and Activities

Exhibitors may not sub-let, share or part with occupation of the space or any part of it without the Organizer’s prior written consent. Exhibitors are obliged to ensure that the space rented to them is kept clean. The space allocated to the exhibitor may not be exceeded in either height or any other dimensions. The exhibitor shall only be allowed to display and distribute advertising material and to address visitors within his own booth space. Activities at, and operations of, the booth shall be carried out in such a way that no nuisance will be caused to the event as such or to neighboring booths. In cases to the contrary, the Organizer shall be authorized to exclude the exhibitor from the event. In the event of exclusion, Dreammedia Agency / Cocktail International will not refund any payments.

All exhibition items must be removed from the exhibition area after the closing of the exhibition on the date and time specified by Dreammedia Agency / Cocktail International. If the exhibitor fails to remove the items by the specified time and date, Dreammedia Agency / Cocktail International is entitled to remove the items at the exhibitor’s own risk and cost.

8. Stall Space

Each vendor will receive a designated 6 × 6-foot space. This is a limited indoor area and may not accommodate more than one standard clothing rack or display stand. Vendors must ensure that all products, racks, tables, displays, inventory, and personal belongings remain entirely within their assigned space and do not obstruct aisles, exits, neighbouring stalls, or public access areas.

Stalls located near the stage may experience higher sound levels, increased lighting, heavier pedestrian traffic, and greater activity, particularly during performances. Vendors acknowledge and accept these conditions when participating in the event.

9. Booth Setup and Display

Vendors are responsible for decorating their booths in an appealing and festive manner. Booths should be kept clean and organized throughout the event and after they leave the event at the end.

10. Fire Safety Regulations

Exhibitors are responsible for knowledge of and adherence to all fire and safety codes and must follow the guidance given by any representative of the event venue. All signs and equipment must conform to Canadian standards.

11. Liability and Limitation of Liability

Dreammedia Agency / Cocktail International shall not be responsible or liable for any direct, indirect, incidental, consequential, or financial losses suffered by the Exhibitor, including but not limited to loss of profits, loss of business opportunity, loss of goodwill, loss of time, loss of sales, damage to reputation, or any other commercial loss.

The Exhibitor shall remain fully responsible for the safety, security, supervision, and protection of their booth, products, equipment, materials, staff, assistants, and any other property brought to the event venue. Dreammedia Agency / Cocktail International shall not be responsible for any loss, theft, damage, destruction, or deterioration of the Exhibitor’s property, goods, displays, equipment, or materials, whether caused by natural disasters, severe weather, wind, rain, storms, fire, flood, acts of God, accidents, visitors, other exhibitors, the Exhibitor, the Exhibitor’s staff or assistants, or any other circumstances beyond the control of Dreammedia Agency / Cocktail International.

The Exhibitor shall be liable for any damage caused to the venue, event property, third-party property, visitors, staff, suppliers, or other exhibitors arising from the Exhibitor’s actions, negligence, equipment, products, booth setup, failure to supervise the rented space, or the actions or omissions of the Exhibitor’s employees, representatives, assistants, contractors, or invitees.

Dreammedia Agency / Cocktail International does not assume responsibility for the Exhibitor’s exhibited property, inventory, equipment, personal belongings, or any other items brought to the event site. The Exhibitor is advised to maintain appropriate insurance coverage for their property, operations, staff, and participation in the event.

12. Insurance

Dreammedia Agency / Cocktail International will bear no insurance risk on behalf of the exhibitor. The exhibitor is explicitly urged to make use of his own possibilities of insurance. Dreammedia Agency / Cocktail International assume that exhibitors are adequately insured.

13. Indemnity

Vendors are responsible for their own liabilities, including health and safety compliance, food quality, and any legal matters that may arise. Vendors shall indemnify and hold harmless the event organizers from any claims, damages, or liabilities related to their participation in the event.

14. Pricing and Payment

Vendors are responsible for determining their own pricing for their items/products. All transactions must be conducted in Canadian dollars. Vendors must provide proper change for cash transactions. Event organizers are not responsible for any financial disputes between vendors and customers.

15. Number of Attendees

The event management company is not guaranteeing any number of attendees. The numbers available are only a representation of the last event or history. The management company offers various attractions to visitors to visit the event, but the management company or staff is not guaranteeing that those numbers are a true reflection of the upcoming event; they may vary considerably, and the management company will therefore not be responsible for any variations.

16. Event Timing

Vendors must arrive at the event location half an hour before the event starts for setup. Vendors must be ready to serve customers during the entire duration of the event.

17. Absentee

The exhibitor needs to attend the exhibition in full. Leaving the exhibition in the middle or not attending the full time will cause a financial penalty. Empty space does not provide a good signal to visitors / other exhibitors. Unless in case of a serious medical or family emergency, absenteeism is not permitted.

18. Vendors’ Conduct

Vendors are expected to conduct themselves professionally and courteously towards customers, event staff and management, and other vendors. Vendors must refrain from any aggressive or inappropriate behavior. Smoking, alcohol consumption, and offensive language are strictly prohibited at the event.

19. Respectful Environment

In case of any concern or question, please contact the management or email. Management tries to accommodate all requests on an availability basis. Creating pressure groups, harassment or intimidation is strictly prohibited and illegal. Any breach of contract will result in legal action and may incur financial penalties. We understand that there may be circumstances beyond your control, and we will do our best to address them in a fair and reasonable manner. Please communicate any concerns or questions you have directly with the management, either by contacting them personally or sending an email. We value open communication and aim to provide a positive experience for all parties involved.

20. No Soliciting

The vendor/exhibitor or their staff are not allowed to gather information from other vendors on a group basis or create social media groups. As a vendor/exhibitor, it’s important to respect the privacy and individuality of other vendors. Gathering information from them on a group basis or creating social media groups would be considered intrusive and potentially infringing on the event organizer’s rights.

21. Waste Management

Vendors are responsible for keeping their booth area clean and disposing of waste properly in designated bins. Packaging materials should be environmentally friendly whenever possible.

22. Event Promotion

Vendors are encouraged to promote their participation in the event through their social media and marketing channels. Event organizers may also promote vendors’ offerings through event-related marketing materials.

23. Media Promotion

By participating in the event, you grant permission to Dreammedia Agency / Cocktail International and its affiliates to use your likeness, image, and voice in promotional materials, including but not limited to print, online, and social media platforms.

24. Release of Rights

You release and discharge Dreammedia Agency / Cocktail International from any and all claims, demands, or causes of action that you may have against them arising out of or in connection with the use of your likeness, image, or voice in promotional materials.

25. Termination of Participation

Event organizers reserve the right to terminate a vendor’s participation if they fail to adhere to the terms and conditions or if their conduct is deemed inappropriate.

26. Objective

Diwali Dhamaka – Festival of Lights is a community-focused, family-friendly event designed to bring together residents, families, local businesses, food vendors, community organizations, exhibitors, artists, and cultural participants in a welcoming and inclusive public space. The objective of the event is to celebrate Diwali and promote community engagement, multicultural harmony, family participation, cultural appreciation, and positive public gathering. The event will reflect the spirit of Diwali, symbolizing the victory of light over darkness, hope over despair, and good over evil.

The festival will feature food stalls, vendor booths, cultural performances, music and entertainment, family activities, children’s attractions, community engagement opportunities, festive displays, and public gathering spaces. All participating vendors must ensure that their products, ingredients, preparation methods, equipment, and operating practices comply with applicable laws, municipal requirements, venue policies, fire-safety standards, and public health regulations. The event is intended to provide residents and visitors with an enjoyable Festival of Lights experience centred on family participation, cultural celebration, entertainment, food, discovery, and community connection.

The Organizer does not guarantee sales, revenue, attendance levels, sponsorship results, or business outcomes for any participating vendor, sponsor, or exhibitor. Any purchase, order, donation, or financial transaction shall be conducted directly between the relevant vendor, sponsor, community participant, exhibitor, or attendee in accordance with applicable laws, municipal requirements, venue policies, and public health regulations.

1. Application and Selection Process

2. Menu and Offerings

Vendors must provide a detailed menu of the food items they intend to sell at the event. The menu must align with the cultural and dietary preferences of the attendees, with a focus on traditional and festive foods. ONLY VEGETARIAN FOOD IS ALLOWED. Vendors should strive to offer a variety of vegetarian options.

All food vendors must mention their food menu in their application form while registering for the event. Vendors are not allowed to sell anything they have not mentioned in their application. If a vendor brings any food item that was not mentioned in their application form, the Organizer has the right to dismiss that food vendor, and their payment will be non-refundable.

We do not guarantee exclusivity among food stalls. Many food stalls may have the same menu.

3. Health and Safety Compliance

All food vendors must possess valid health and safety permits as required by local regulations. Vendors must adhere to strict hygiene standards while preparing, handling, and serving food. Proper food storage, temperature control, and sanitation practices must be maintained throughout the event.

This refund policy outlines the terms and conditions under which vendors participating in the DIWALI DHAMAKA 2026 event may be eligible for a refund of their booth fees or deposits.

1. Cancellation by Vendor

If a vendor chooses to cancel their participation in DIWALI DHAMAKA 2026, a refund of booth fees or deposits will be provided based on the following schedule:

• More than 60 days before the event: 100% refund
• 59 to 30 days before the event: 50% refund
• Less than 30 days before the event: No refund

2. Event Cancellation by Organizers

If DIWALI DHAMAKA 2026 is cancelled by the organizers due to unforeseen circumstances, such as adverse weather conditions, public health concerns, or force majeure, there will be no refund. Depending upon the cause of cancellation, the amount paid will transfer to the next event date. Note that if cancellation is due to force majeure, no refund/credit will be provided.

3. Refund Process

Vendors requesting a refund must submit a written request to the event organizers via email (contact@dreammedia.agency). The refund request must include the vendor’s name, booth number, reason for cancellation, and relevant documentation, if applicable. Refunds will be processed within 4 weeks from the date of receiving the refund request.

4. No-Show Policy

If a vendor fails to show up at the event without prior notice, they will not be eligible for any refund.

5. Non-Refundable Fees

Certain administrative fees or non-refundable portions of booth fees may be deducted from the total refund amount.

6. Refund Method

Refunds will be issued using the same payment method as the initial payment, unless otherwise specified by the vendor.