Courtenay Gem & Mineral Club

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Vendor Application Form

Thank you for your interest in participating in the Courtenay Gem & Mineral Club’s Annual Gem & Mineral Show. This event is one of our most anticipated public gatherings of the year and brings together rockhounds, collectors, families, and visitors from across Vancouver Island and beyond.

2027 Show Details

Dates: April 3 & 4, 2027
Hours: 10:00 AM – 5:00 PM Saturday | 10:00 AM – 4:00 PM Sunday
Location: Comox Valley Curling Club, 4835 Headquarters Road, Courtenay, BC
Vendor Set Up: 3:00 PM – 9:00 PM Friday April 2, 2027

One of the largest gem and mineral shows on Vancouver Island, the Courtenay Annual Gem & Mineral Show attracts thousands of visitors from across the Comox Valley, Vancouver Island, and beyond. After a successful three-day show in 2026, we are returning to our tried-and-true two-day format for 2027, with the show running Saturday and Sunday and vendor setup taking place Friday afternoon and evening.

Vendors benefit from excellent exposure to a large and enthusiastic audience, along with promotion through the club leading up to the event. An 8-foot vendor table is $100 for the full two-day show. Our show features a wide variety of rocks, minerals, fossils, lapidary work, jewellery, displays, demonstrations, and more, creating a great opportunity to connect with both dedicated collectors and families discovering the world of rocks and minerals.

As this is a gem and mineral show, priority will be given to vendors offering rocks, minerals, fossils, lapidary work, jewellery, tools, equipment, and other rock-related products or services. A limited number of non-rock-related vendors may be accepted depending on available space and the overall mix of vendors.

We also welcome demonstrations and educational activities that add to the visitor experience. Demonstration tables are provided at no cost. If you have a demonstration or activity that you think would be a good fit for the show, please contact us at courtenay.bcls@gmail.com to discuss the possibility.

Please note: There are no early take-downs. Vendors are expected to remain set up and open for the full duration of the show on both Saturday and Sunday.

Please review the information below carefully before submitting your application. Submitting an application does not guarantee acceptance as a vendor. Applications will be reviewed based on available space, product mix, and suitability for the show. Booth space is only confirmed once payment has been received.

Name
I.e. Facebook, Instagram, etc. We may use the information provided to promote participating vendors through club social media.
Address
Please provide a brief description of the rocks, minerals, fossils, lapidary items, or related products you plan to sell.
$100 per table for the two-day show
Do you need access to power at your table?
LED lighting only. No space heaters or kettles, please.
Do you have a preferred booth location?
We will do our best to accommodate location requests, but booth locations cannot be guaranteed.
Please let us know about large/heavy displays, accessibility needs, demonstrations, unusual booth setups, or anything else that may affect your space requirements.
Have you attended or vended at our show before?

Vendor Terms & Conditions

Please read the following information carefully. By checking the box below, I confirm that I have read, understood, and agree to the following terms and expectations for vendors at the 2027 Courtenay Annual Gem & Mineral Show.

Application & Acceptance
Submitting an application does not guarantee acceptance as a vendor. Applications are reviewed based on available space, product mix, and suitability for the show. The Courtenay Gem & Mineral Club reserves the right to accept or decline applications and to assign booth locations.

Payment
Payment is due upon approval of your vendor application. All vendor payments must be received by March 15, 2027. Payment may be made by e-transfer to courtenay.bcls@gmail.com or by cheque payable to Courtenay Gem and Mineral Club, mailed to:

Courtenay Gem and Mineral Club
2400 Willemar Ave
Courtenay, BC V9N 3M8

Your booth space is not confirmed until payment has been received. An approved application does not guarantee a booth space. If all available spaces are filled before your payment is received, your booth space will no longer be available.

Cancellations & Refunds
Refund requests must be received before the payment deadline of March 15, 2027. Refund requests received after March 15, 2027 will not be accepted. Once the payment deadline has passed, vendor fees are non-refundable.

Door Prize Donation
Each participating vendor is required to provide a small item, product, or gift certificate for our show door prize draws. Door prizes help draw visitors to the show and are an important part of making the show a success.

Booth Assignment & Show Layout
Booth locations are assigned by the Courtenay Gem & Mineral Club. We will do our best to accommodate reasonable location requests, but specific locations cannot be guaranteed. The club reserves the right to make reasonable changes to booth assignments or the show floor plan as needed for safety, accessibility, traffic flow, or event operations.

Vendor Responsibilities & Conduct
Vendors are responsible for their own merchandise, displays, equipment, cash, and personal belongings. The Courtenay Gem & Mineral Club is not responsible for loss, theft, or damage to vendor property.

Vendors are expected to maintain a professional, welcoming, and family-friendly booth and to follow all reasonable directions from the club and venue during the event.

Show Hours & Take-Down
Vendors must be fully set up and ready for the opening of the show and are expected to remain set up and open for the full duration of the show on both Saturday and Sunday. Early take-down is not permitted. Vendor take-down may begin only after the show has officially closed on Sunday.

Venue & Safety Requirements
Vendors agree to follow all venue requirements and show safety procedures. Electrical use is limited to approved equipment and LED lighting only. Space heaters and kettles are not permitted. Vendors are responsible for keeping their booth area safe and free of hazards.

Vendor Agreement