2015 Astoria Warrenton Crab, Seafood & Wine Vendor Application

Transcription

1 Date Received: Food Vendor Booth Assignment Official Use Only 2015 Astoria Warrenton Crab, Seafood & Wine Vendor Application Official Use Only Priority placement is given to vendors who complete the applications between November 1, 2014 and December 31, Applications will still be accepted through April pending available space. Business Name: Contact Name: Business Phone: Cell Phone: Mailing Address: Address City State Zip Address: Website: We only review and accept COMPLETE applications. Booth space can only be reserved with a COMPLETE application. Approved/Rejected Official Use Only 1

2 Vendor Checklist: Mail to PO Box 176 Astoria, OR Checklist of items to be INCLUDED with the application: Application will not be reviewed until all items are received Festival Payment to AWACC (total due on page 3) INSURANCE OPTIONS PLEASE SELECT ONE OF THE FOLLOWING*: Certificate of Liability Insurance ($1,000,000) The following MUST be listed as Additional Insured: Astoria Warrenton Chamber of Commerce (AWACC) 111 W. Marine Astoria, OR Wadsworth Electric 1715 Exchange St. Astoria, OR Clatsop County Fairgrounds Walluski Loop Astoria, OR OR Date of Insurance Renewal (if Certificate of Liability Insurance isn t available) *If we do not receive your insurance on/or near the date listed, you may lose your priority booth space Clatsop County Temporary Restaurant License Application & Fee of $88 Both the application & fee need to be submitted with your festival application Payable to: Clatsop County Public Health Non-profit organizations are exempt from the fee, but still require a license application Contact Meredith Reiley, with Clatsop County Environmental Health, with any questions at or mreiley@co.clatsop.or.us Food product promotion with a 2 oz. or less sample does not require a license Vendor Business Information (page 1) Vendor Checklist (page 2) Vendor Booth Order (page 3) Electrical Order Form (page 4) Product Information (page 5) Rules & Regulations (page 6) Hold Harmless Agreement (page 7) Booth and/or other requests: - Booth location is subject to receipt of complete application & availability 2

3 Vendor Booth Order Item Cost Quantity Total Aisle Booth (10x10) $475 Corner Booth (10x10) $575 (2) Aisle Booths (10x20) $950 (1) Aisle + (1) Corner Booth (10x20) $1,050 Table Rental $15/ table Tables are not provided with a booth Additional Vendor Passes 4 Vendor Passes included with order Purchase up to 6 additional passes $15/pass Vendor Badge Swap Purchase additional vendor badges for your second shift. The Vendor Badge Swap station is located at the Chamber Information Booth in the Exhibit Hall right next to the Volunteer/Vendor bus drop off area. Additional Parking Passes 1 parking pass included with order Purchase up to 2 additional passes Parking Pass required for access to vendor lot RV Parking Electrical & Water hook up is available Free overnight RV parking is not available Must be parked by Noon on Friday, April 26 $15/pass $15/pass $30/night Thursday Friday Saturday Additional Electrical Order Page 4 total Astoria Warrenton Chamber of Commerce <$50> MEMBER DISCOUNT Sunday Payment Checks: Payable to the AWACC PO Box 176 Astoria, OR Cash Credit Card: #: Total Due: Expiration Date: V-Code: Name on Card: Signature & Date: 3

4 Electrical Order Form Booth #: Main Arena Exhibit Hall Business: Food Tent Cost Chart General Circuit Available within 50 of each booth You must provide your own outlet power strip and 50 extension cord (size 12/3 minimum) to connect to 120 volt outlets. 120v 20 Amp Circuit Example: General lighting Cash register 1500 watts Small refrigerator Microwave Large refrigerator OFFICIAL USE ONLY 220v 20 Amp Circuit 3000 watts $60 220v 30 Amp Circuit 5000 watts $75 220v 50 Amp Circuit 8000 watts $100 $0 $50 List all equipment that will need electricity Item(s) Voltage & Watts/Amp Cost Wadsworth Electric: Wadsworth Electric provides time & professional services for the festival. Total Due: Electricity: All wiring & equipment must be Underwriters Laboratories (UL) approved. Power: All 220 volt power is single phase. 4

5 Product Information Sanitation Food vendors are allowed access to a certified kitchen at the event site for cleaning and sanitation purposes. The certified kitchen is located in the Exhibit Hall. Grey water disposal tanks are available outside the Food Tent. - Set up is inside a large outdoor Food Tent adjacent to the fairgrounds building. Although unlikely, hazards to your set-up may include uneven surfaces and moist working environment. Cooking Method: I will be using a deep fryer. - If you use a deep fryer or your cooking creates grease laden vapors, you must provide a Type K commercial kitchen liquid foam extinguisher in your booth. A grease trap for dumping is located outside the food tent next to the grey water disposal tanks. I will use propane as a power source. - If you use propane, you must bring a 50 hose to insure adequate and safe distance from the structure. - Propane tank must be at least 20 from the tent/canopy (structure): please bring the adequate equipment I will use a charcoal grill - Open flames must be at least 20 from any structure - You CANNOT put grill underneath a tent/canopy (structure): it must be 20 from any structure I will use electricity as a power source. - See page 4 for electricity use Other (example: packaged food item) List all of the items you intend or want to sell at the festival: 5

6 Rules & Regulations Please read carefully & check each item of understanding. The signed application and hold harmless contract constitute your knowledge and agreement to comply with all rules. Failure to do so could result in expulsion from current and/or future AWACC events. Booth Set Up: You are not allowed to obstruct the visibility to your neighbor s booth. Sidewalls/structures or other objects cannot be higher than 6 tall or extend beyond 5 from the back of the booth. The other half of the booth to the aisle must allow for patrons to see through to the next booth. See photo examples on pages Vendors must check in by Noon on Friday, April 25 Vendors must be set up and ready to open by 3:45 pm on Friday, April 25 Vendor Passes: Vendor staff and/or volunteers will wear the 2015 Vendor Pass at all times during the festival. Vendors without a pass can be refused access to the event. No Animals Allowed Drinking Alcohol: As directed by the OLCC, there is a Zero Tolerance Policy with regard to alcoholic beverages being consumed by anyone (or noticeably intoxicated) while working and/or volunteering in a booth. Minors ARE NOT permitted inside a booth selling alcohol Food Vendors: No eating in the booth: as directed by the Clatsop County Public Health Department. Workers can drink out of a covered container with straw or handle. Food Vendors: For-profit entities are required to have Oregon Food Handler Cards for ALL staff in the booth. Non-profits are required to have one person in the booth at all times with an Oregon Food Handler card We reserve the right to maintain the integrity, appeal, & cleanliness of the Astoria Warrenton Crab, Seafood & Wine Festival. No stickers, glitter/confetti, mardi gras beads, etc. No sale or giving away of cork screws Fire Safety: Tents, canopies or enclosed top to any booth is not allowed in the Main Hall or Exhibit Hall, as directed by the State Fire Marshal. All vendors must provide an all-purpose dry chemical fire extinguisher in your booth. I have read and understand the complete copy of the Rules & Regulations for the 2015 Crab, Seafood & Wine Festival (pages 6-16). Agreed By (Signature): Print Name: Business/Organization: 6

7 Hold Harmless Agreement I/we agree: Name of Business/Organization This agreement is for the benefit of the Astoria Warrenton Chamber of Commerce, Clatsop County Fair Board and Wadsworth Electric. In consideration for the Astoria Warrenton Area Chamber of Commerce (AWACC) providing the undersigned a space or booth at the April 24, 25 & 26, 2015 Astoria Warrenton Crab, Seafood & Wine Festival; I/we, individually, and if a partnership or corporation, on behalf of, will: 1. COMPLY with all rules, regulations and standards established or imposed by the AWACC which affect, relate to, regulate or prescribe the manner of set up, maintenance, operation and conducting of business at my booth at the 2015 Astoria Warrenton Crab, Seafood & Wine Festival. 2. CERTIFY that the activities I conduct at the Festival are and shall be in compliance with all laws and regulations imposed by any governmental authority. 3. WAIVE & RELEASE any rights, claims or damages I may accrue against, and discharge the AWACC, the Clatsop County Fair Board and Wadsworth Electric, its employees, agents, representatives, sponsors, members and volunteers, for any injuries, loss or damages suffered by me (including damage to my products), my agents, employees and customers, or imposed upon me as the result of or arising because of or during my participation during, or association with the 2015 Crab, Seafood & Wine Festival, however incurred and regardless of the negligence of those released. - I understand the event is held indoors at a fairgrounds facility which may or may not result in damage to my products. 4. HOLD HARMLESS, defend, and indemnify, the AWACC, the Clatsop County Fair Board, and Wadsworth Electric, its employees, agents, representatives, sponsors, members and volunteers from any loss, liability or claims, and expenses incurred in defending against any claims, loss or liability, including the costs of attorney fees made by the individual or entity as a result of or arising in connection with, out of or in relation to my participation in the 2015 Astoria Warrenton Crab, Seafood and Wine Festival. 5. This is a NON-TRANSFERRABLE agreement between my company/organization and the AWACC. Agreed to by: Signature Print Name Business/Organization: Date: 7

8 Rules & Regulations (Vendor Copy) The signed application and hold harmless contract constitute your knowledge and agreement to comply with all rules. Failure to do so could result in expulsion from current and/or future AWACC events. Booth Set Up: You are not allowed to obstruct the visibility to your neighbor s booth. Sidewalls/structures or other objects cannot be higher than 6 tall or extend beyond 5 from the back of the booth. The other half of the booth to the aisle must allow for patrons to see through to the next booth. See photo examples on pages Vendor Passes: Vendor staff and/or volunteers will wear the 2015 Vendor Pass at all times during the festival. Vendors without a pass can be refused access to the event. No Animals Allowed No Eating in Booth: As directed by the Clatsop County Environmental Health Department, food vendor staff and/or volunteers are not allowed to eat in their booth. Workers can drink out of a covered container with straw or handle. Oregon Food Handler Card(s): For-profit entities are required to have Oregon Food Handler Cards for ALL staff in the booth. Non-profits are required to have one person in the booth at all times with an Oregon Food Handler card We reserve the right to maintain the integrity, appeal, & cleanliness of the Astoria Warrenton Crab, Seafood & Wine Festival. No stickers, glitter/confetti, mardi gras beads, etc. No sale or giving away of cork screws Fire Safety: Tents, canopies or enclosed top to any booth is not allowed in the Main Hall or Exhibit Hall, as directed by the State Fire Marshal. All vendors must provide an all-purpose dry chemical fire extinguisher in your booth. Rules & Regulations: I have read and understand the complete copy of the Rules & Regulations for the 2015 Crab, Seafood & Wine Festival (pages 6-16). OLCC Requirements: Wine/Beer vendors must be APPROVED by the OLCC 30 days prior to the event NO FREE TASTES OR SAMPLES OF ALCOHOL (NO EXCEPTIONS) Wine Vendors may sell: 1 oz. tastes &/or 4 oz. glasses Sealed bottles and/or cases Beer Vendors may sell: 4 oz. tastes Sealed cases or growlers Wine/Beer vendors must continuously display sales & serving permits to remain open Minors ARE NOT permitted inside a booth selling alcohol Zero Tolerance policy with regard to alcohol being consumed by anyone (or noticeably intoxicated) while working and/or volunteering in a booth Opening and consuming bottled wine and/or beer by patrons is prohibited Selling and/or giving away cork screws is not allowed 8

9 Application Process (Vendor Copy) REVIEW PROCESS We encourage all vendor booths to incorporate a nautical theme into its decorations and/or products. We review and accept applications based on, but not limited to, the following: Application Submission Date (must be a complete application) Astoria Warrenton Chamber of Commerce Members Handcrafted and/or personally produced products - We try to limit the number of vendors selling the same or similar products, but do not guarantee exclusivity to any vendor. Information/Education Vendors Prior Participation NW Regional Vendors Winery Wait List: Due to the high volume of wine vendor applicants, preference is given to returning vendors and those on a 1 year waiting list. To be included on the waiting list, you must submit a completed application each year. We reserve the right to decline festival participation to any vendor. DATES TO REMEMBER November 1, 2014: 2015 applications available online December 31, 2014: Vendor applications due *Priority is based on when a completed application is received from November 1 December 31 January 1-capacity: We will still accept Art/Craft/Other & Food Vendor applications after this date until capacity is reached. *Priority is based on vendors who submit a COMPLETED application before the due date BOOTH LOCATION REQUEST Assignment is subject to change based on availability. CANCELLATION FEE(S) November 1 February 28 March 1-March 31 April 1-Festival 20% processing fee 50% refund if the space is resold No refunds VENDOR LIST Vendors accepted after January 1 are not guaranteed a listing in the festival vendor list. 9

10 Vendor Set Up (Vendor Copy) SET UP The Clatsop County Fairgrounds opens at Noon on Thursday, April 24 for vendor set-up. *(Please Note: Vendor Schedule Provided Below) BOOTH SPACE & TABLES* Booth assignment is subject to change at the discretion of the Event Coordinator up to and during the festival. Booth fee includes: 10x10 space, curtain & backdrop. Tables can be rented for $15 each. Chairs are not provided. Signs will be restricted to inside booth areas and may not obstruct exit or other signs placed by the Chamber. Sidewalls/structures or other objects may not be higher than 6 and cannot extend beyond 5 from the back of the booth which can visually obstruct and/or block your neighbor. o Sales are limited to your booth space no mobile marketing! o You must provide an all-purpose dry chemical fire extinguisher in your booth. Fire Inspectors will verify. o *Food vendors are primarily set up inside a large Food Tent adjacent to the main building. Although unlikely, hazards to your set-up may include uneven surfaces and moist working environment. Vendor space in the food tent is outlined, but a curtain (partition) and backdrop is not available. UNLOADING & LOADING Unattended vehicles blocking Fire Lanes can be towed at your expense. You may only use designated entrances/exits to unload during set-up times. All vehicles must be parked in the vendor parking area during festival hours. VENDOR IDENTIFICATION BADGES Vendors will receive four identification badges, allowing for free 3-day admission. These are nontransferable to non-booth personnel. Four additional badges are available for $15 each. VENDOR BADGE SWAP Vendor Badge Swap: For your convenience, we provide a Vendor Badge Swap, so that incoming and outgoing Vendor booth staff can exchange badges and/or parking passes. Locations: Chamber Information Booth (located in the Exhibit Hall) Vendor Parking Lot Entrance 10

11 Parking (Vendor Copy) VENDOR PARKING Vendors MUST display parking pass on the dash at all times for access to the Vendor Parking Lot. All vendors will receive 1 parking pass. Additional passes are available for sale. RV PARKING & REGISTRATION RV space with electrical hook-up is available and costs an additional $30 per night. We cannot guarantee an RV space without a reservation. Be sure to include RV site payment for the number of nights on the Vendor Booth Order. The RV parking lot with water and electrical hook-ups is located in the Public Festival parking lot. There is no sewage available. Please note that your RV must remain blocked in during the Festival hours due to patron parking. RV s must be in place prior to noon on Friday. FREE VOLUNTEER AND VENDOR STAFF EXPRESS SHUTTLE BUS SERVICE Due to limited parking at the fairgrounds, vendor volunteers and staff will be provided door to door service by catching the dedicated Staff/Volunteer Express Shuttle. This is the closest shuttle parking lot to the Fairgrounds and is designated for Festival support personnel. Your Booth staff should be able to catch the Express Shuttle within twenty minutes from the pick up spot. There are two dedicated Volunteer/Staff shuttle buses running during the listed times. Vendor/Volunteer Express Shuttles Location: Astoria High School 1001 W. Marine Drive Who: Vendor staff and/or volunteers Shuttle Begins Last Ride of the Day Friday 2:30 pm 9:30 pm Saturday 8:00 am 8:30 pm Sunday 8:00 am 7:00 pm 11

12 Venue Information (Vendor Copy) FACILITY The Clatsop County Fairgrounds is located at Walluski Loop in Astoria. Set up is inside the Clatsop County Fairgrounds. Although unlikely, hazards to your set-up may include uneven surfaces and moist working environment. GARBAGE & RECYCLING Vendors are responsible for clean-up inside their booths and for removing all booth garbage into the appropriate outdoor dumpsters as provided. Please ask a volunteer for directions when you arrive and set up. You must flatten all cardboard and separate all glass into the recycling dumpsters. Do not use the garbage containers set out for the public. WASHING FACILITIES Vendor toilets and hot water are located on the North side of the fairgrounds. Other facilities will be installed on Friday morning. Portable hand wash stations with running water will be near the exits. Food vendors have access to a certified kitchen for cleaning purposes located in the Exhibit Hall. CLEANING All vendor booths must be left clean and follow all regulations of the festival. Failure to do so can result in expulsion from next year s event. CHANGE Vendors are responsible for their own change, so please plan ahead to cover your needs. There are 3 ATM s available on site. RESTRICTIONS Political or moral causes will not be permitted at any booth space at the festival. Solicitation by unauthorized vendors will not be allowed on Fairground property during this event. The Astoria Warrenton Chamber of Commerce reserves the right to limit the number of participants and items of food and merchandise. Smoking is NOT allowed at the Clatsop County Fairgrounds. WINE CHECK SERVICE There is a wine check service & pick-up booth next to the Music Stage in the Exhibit Hall. Festival patrons can check wine case purchases with participating Wine/Brew vendors or at the Wine Check booth and pick it up before leaving the event. 12

13 Hours of Operation (Vendor Copy) Festival Hours Open to the Public Friday, April 25 Saturday, April 26 Sunday, April 27 4 pm 9pm 10 am 8 pm 11 am 4 pm Thursday: Noon Building open for Vendor Set Up 6:00 pm Building Closed Last call for alcohol is always 30 minutes before the festival closes. Friday: 8:00 am Building open for Vendor Set-Up 10:00 am Health Inspections begin for Food Vendors Noon Reserved RV s must be in place before Noon Noon Vendors must check in at Chamber Information Booth before Noon 3:45 pm Vendors must be set up & ready to open 4:00 pm Festival Open to the public 8:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 9:00 pm Festival Closed 10:00 pm Building Closed Saturday: 8:00 am Building Open for Vendors 10:00 am Festival Open to the Public 7:30 pm Last Call for Alcohol 8:00 pm Festival Closed 9:00 pm Building Closed Sunday 8:00 am Building Open for Vendors 10:00 am Complimentary Continental Vendor Breakfast - Hosted by Costco & the Astoria Warrenton Chamber of Commerce 11:00 am Festival Open 3:30 pm Last Call for Alcohol 4:00 pm Festival Closed 7:00 pm Building Closed 13

14 Good Booth Set up (Vendor Copy) Sue Olson Photography Art does not extend beyond 5 from the back of the booth and still provides ample space for art. Don Perry Metal Art Booth is open and allows patrons to see vendors beyond this booth. 14

15 Second Chance Sculptures This vendor used smaller (shorter) stands for artwork that is displayed near the front of the booth. Bamboo Originals This vendor used shorter racks to display clothes, so it allows patrons to see neighbor s booth (J. Scott Cellars!). Astoria Warrenton Chamber of Commerce PO Box 176 Astoria, OR Crab, Seafood & Wine Festival April 24, 25, & 26 15

16 Bad Booth Set up (Vendor Copy) Peg board completely blocks the view of neighbors. Peg board with vendor art blocks the view of neighbors. 16