Rules and Regulations

Privacy Act

Any information collected by the Flos Agricultural Society regarding members, exhibitors, commercial exhibitors, sponsors, directors and any other persons related directly to the business of the Flos Agricultural Society and the Elmvale Fall Fair will be solely used for the purposes of promotion of the Society and the Fair, and for the maintenance of their files and database.

Any member, exhibitor, commercial exhibitor, sponsor or director realizes that when they agree to take part in the Society and the Fair, their names may be published for these reasons only. None of this information will be sold or transferred to any outside party for any reason.

Membership

1. The annual membership fee is $5.
2. If the sum(s) awarded to any person as a prize or premium is greater than $10, the Treasurer shall retain $5. If total winnings are greater than $50, the Treasurer will deduct 10%. This entitles the exhibitor to 2026 membership and a vote at the Annual General Meeting. No monies are deducted from Junior Exhibitors. All retained membership fees are allocated to prize money.
3. Next Annual General Meeting: January 26, 2027 (location TBD).

Entries

1. To have entry tags filled out in advance, send your list to Secretary Pat Leonard, P.O. Box 3061, Elmvale, ON L0L 1P0, by Canada Post or in person, to arrive by Monday, October 5, 2026.
2. Entry forms and tags for School and Adult entries available after Sept. 1 at the Elmvale Library and the front lobby of Superior Facility Services, 8 Yonge St. S., Elmvale.
3. All exhibitors must register at the Fair Office with a complete mailing address to receive prize money.
4. Livestock exhibitors receive free admission for two attendants.
5. All animals must be on the grounds before 10 am on the day they are exhibited and not removed until 5 pm.
6. Pick-up rules: All Hall exhibits to be left until 4:30 pm Saturday, October 10, 2026. At 4 pm the adult home craft area closes to spectators as volunteers prepare exhibits for pick-up. At 4:30 pm, only exhibitors and/or designates permitted into the Hall to gather entries. Proof of ownership may be required.
7. Each exhibitor must apply to the committee in charge upon arrival for placement instructions.
8. All animals and articles exhibited are at the risk of the exhibitor.
9. Directors take reasonable precautions for safety of exhibits, but owners bear the risk of exhibiting. Directors will not pay for lost, damaged, or stolen items, though will assist in recovery efforts. Directors are not responsible for accidents on the grounds. Exhibitors are solely responsible for loss, injury, or damage arising from their participation and must indemnify the Society against related proceedings.
10. Every animal/article exhibited must be the actual bona fide property of the exhibitor at time of entry.
11. No article may be exhibited in more than one class except where specified. No one may enter more than one item per Section (does not apply to large livestock).
12. Grounds and buildings open to exhibitors Wednesday, October 7, 2026, 3:30–8:30 pm. All exhibits except livestock must be in place by 9 pm. Domestic Science, Handicraft, and Photography classes judged Thursday morning.
13. No animal or article entered shall necessarily entitle the owner to a premium unless worthy of a prize.
14. Interfering with judges or using abusive language toward a judge forfeits rights to premiums and results in a one-year exhibiting ban. Judges must report breaches to the President.
15. No exhibited animal or article shall display owner’s name or a prize ribbon until awards are made.
16. All livestock must meet health standards and exhibitors must have $1,000,000 liability insurance. Cattle and sheep must be tagged with nationally accepted ID tags before entering the grounds.
17. The judge’s decision is final; appeals only via written protest to the Secretary before the Fair closes, with a $10 deposit (forfeited if not sustained). The President, a Vice-President, and one other officer determine protests; the Secretary holds prize payment pending the decision.
18. Fraud or fraudulent practice forfeits any awarded prize or premium.
19. It’s a nice feeling to be a prize winner — it’s even nicer to acknowledge the donor of a trophy or special prize verbally, by phone, or with a thank-you note.
20. Absolutely no alcohol is permitted on the grounds without authorization.

Hold Harmless Agreement

Upon making an entry, the exhibitor shall indemnify and hold harmless the Flos Agricultural Society, its members, agents and employees from all claims, demands, losses, costs, damages, actions, suits or proceedings by third parties arising from operations performed by the exhibitor, agents, employees, servants, or anyone for whose acts they may be held liable.

Payment of Premiums

1. Premiums/prizes payable by cheque, mailed after the Fair upon completion of clerical work. All prize money not redeemed before January 1, 2027 will be forfeited to the Society. Please cash cheques promptly before December 31, 2026.
2. In case of bad weather or unforeseen circumstances, the Society only binds itself to pay pro-rated prize money consistent with receipts.
3. Prize money under $5 can be donated back to the Society by initialing the entry form.

Admission, Passes, etc.

1. All Officers and Directors will be furnished identification, expected to be worn, admitting them and their vehicle to the grounds at any time.
2. Delivery trucks/vendor vehicles may secure an automobile pass from the Society office.

Note: Gate attendants have strict instructions regarding the above rules.