39 th Annual Sunnyvale Art & Wine Festival

Transcription

1 39 th Annual Sunnyvale Art & Wine Festival February 2012 Dear Food Vendor: We are accepting applications for food vendors for the 38 th Annual Sunnyvale Art & Wine Festival to be held on Saturday, June 2 and Sunday, June 3, 2012 from 10 a.m. to 6 p.m. in downtown Sunnyvale on Murphy Avenue and the surrounding streets. We expect more than 125,000 guests to enjoy two days of food, wine, beers, margaritas and entertainment. We will have our main food court in the same location in the parking lot on Sunnyvale Avenue and Evelyn Avenue. We will also have a few dessert and non-alcoholic beverage vendors on Murphy Avenue. I have enclosed the necessary application forms, permit information, checklists and requirements for operating a temporary concession booth. If you are interested in participating this year, please return the required materials as soon as possible in order to ensure your place. Participation is on a first come, first serve basis. All paperwork and fees from past participants must be received by March 30. Applications will be reviewed and you will be notified of acceptance to the Festival. Cancellations: All participants are required to give a written cancellation notice to the Sunnyvale Chamber of Commerce by April 20, No refunds will be given after April 20, Please note we are aiming for a zero-waste event. We have made some changes to our serve ware requirements. Please see detailed information inside. If you are an approved food vendor approved, you will receive a Festival map with your space number and other information about one week before the event. Please review the contract and packet to be sure you understand the Food Vendor terms and conditions. Thank you for your participation and cooperation. We look forward to working with you and to a successful 2012 Sunnyvale Art & Wine Festival! Sincerely, Don Eagleston President and CEO Sunnyvale Chamber of Commerce T F deagleston@svcoc.org

2 2012 Sunnyvale Art & Wine Festival ZERO WASTE EVENT Requirements for food vendors The 2012 Sunnyvale Art & Wine Festival is aiming to be a zero waste event which means working to keep the amount of trash generated at the Festival to a minimum. To meet that goal, vendors are required to use compostable food ware containers from World Centric only, and participants and vendors are required to separate recyclable and compostable materials from trash. There will be a trash/recycling/composting station in the food court and elsewhere throughout the festival which will be staffed by volunteers. IMPORTANT: Prior to setting up, food vendors need to check-in with food court coordinator. If vendors show up with Styrofoam, polystyrene, or plastic containers YOU WILL NOT BE PERMITTED TO STAY AT THE FESTIVAL. The food court coordinator will be checking throughout the two day Festival to make sure all containers continue to meet guidelines. VENDORS WHO VIOLATE THIS POLICY AT ANY TIME DURING THE FESTIVAL WILL BE ASKED TO LEAVE THE FESTIVAL. Requirements for acceptable take-away food containers -- PLEASE READ CAREFULLY: There are two options for the purchase of plates, cups, bowls, and take-away items: Paper o World Centric compostable paper products or paper products such as Chinet or another brand that sells an all-paper product-no plastic lined cups o If you purchase paper products, please consider recycled-content products Aluminum Foil o Wrappers and trays are OK NO STYROFOAM or POLYSTYRENE NO PLASTIC Requirements for forks, spoons, knives, sporks, straws, etc.: World Centric is the only permitted vendor for these products because they are compostable. o NO PLASTICWARE o Consider serving food that does not require utensils Requirements for beverage containers: All hot and cold cups must be compostable and made of: o Cornstarch-World Centric is the ONLY acceptable brand, o Potato starch-world Centric is the ONLY acceptable brand and/or, o Paper (such as Chinet or another brand, no plastic liner) o NO PLASTIC cups o NO STYROFOAM or polystyrene products are permitted Condiments must be provided in bulk serving containers/dispensers o NO INDIVIDUAL PACKETS o World Centric compostable 1-4 ounce soufflé cups are available, if necessary Disposing of recyclable or compostable items: RECYCLING: Metal: cans, foil, trays; Glass: jars, bottles; Plastic: Containers #1 - #7

3 COMPOST: Food scraps: vegetables, fruit, meat, dairy, bones; Paper/compostable products: cups, plates, napkins, sporks, etc All other items must be disposed in the GARBAGE: Shrink wrap, plastic bags Compostable Food Service Ware Vendor information: World Centric is the only approved vendor for compostable containers and other items. To receive a 25% discount on your order, please consider joining (no cost) the GreenTown Los Altos Business Co-op at greentownlosaltos.org/programs/waste/business-co-op/. (see pictures of sample food/beverage containers below) Contact information: WorldCentric is Palo Alto based. Please either order online at or call

4 2012 Sunnyvale Art & Wine Festival Food Vendor Contract The (organization name) agrees to abide by all Health Department Regulations and the guidelines outlined in the Chamber s Food Vendor Terms and Conditions for the Sunnyvale Art & Wine Festival. INDEMNIFICATION: Furthermore, (organization name) agrees for itself, its successors and assigns, at all times to indemnify the Sunnyvale Chamber of Commerce, its successors and assigns, against any and all claims, suits, actions, debts, damages, costs, charges, and expenses, including court costs and attorney s fees, and against all liability, losses, and damages of any nature whatever, that the Chamber shall or may at any time sustain or be put to by reason of its organization of the event under the terms of this agreement in its entirety. The organization agrees to assume full responsibility for, and shall pay all claims arising out of their own negligence, including their agent s and representatives. My signature below also states that I/we also agree that no one representing our organization will use any type of public address system to draw customers to our booth. PRINT NAME: Address: ADDRESS: CITY/STATE/ZIP CODE PHONE: ( ) FAX: ( ) Will you provide a Certificate of Insurance with the Chamber included in your policy? Yes (please attach a copy of insurance) No Will you barbecue? Yes No Circle all that apply and # of each: Gas Charcoal Deep Fryer Other Please note that the Health Department will not allow the back flap of the booth to be rolled up. Be sure to read Standards for Outdoor Carnivals and Fairs, particularly sections E-J. Will you be bringing a generator? Yes No Will you need to purchase ice from the Chamber of Commerce? Yes No If yes, approximately how many 40-pound bags will you need? ($9.00 per bag) Will you comply with the Festival s Zero Waste Event Guidelines included in this packet? Yes No Will you be providing your own tent (or you may rent one from us, please see application)? Yes No If you provide your own tent, it must meet the Sunnyvale Fire Safety requirements (see document provided). The Fire Marshal will be inspecting all tents. Do you have annual DEH permit for Santa Clara County? Yes No If so, what is your permit #? Are you a veteran? Yes No (Veterans are exempt from paying the DEH fee.) What is your Seller s Permit #? Permit # (please attach a copy of permit)

5 FESTIVAL FEES Please make one (1) check, payable to Sunnyvale Chamber of Commerce by January 31, Participation is on a first come, first serve basis. Please circle each item you are purchasing and add them up for a total. Chamber Member/ Non-Member/ Non-profit For-profit For-Profit HEALTH PERMIT FEE (if needed) $ $ $ PARTICIPATION FEE for 10 x 10 space $ $ $ (includes 10 x10 area behind for vendors with cooking equipment, tent not provided) PARTICPATION FEE FOR 10 x 20 space $ $ $ (includes 10 x 20 area behind for vendors with cooking equipment, tent not provided) REFUNDABLE CLEANING DEPOSIT $ $ $ x 10 FOOD BOOTH RENTAL FEE $ $ $ x 20 FOOD BOOTH RENTAL FEE $ $ $ TOTAL On behalf of (name of organization), I agree to the Terms & Conditions as the duly authorized representative for this organization. I further agree to leave the Festival premises, if asked to do so, in the event our organization does not abide by these rules and that my cleaning deposit will be forfeited if my organization does not comply with the above guidelines. Cancellations: All participants are required to give a written cancellation notice to the Sunnyvale Chamber of Commerce by April 20, No refunds will be given after April 20, Signature Don Eagleston, CEO/President SVCOC Date Date PLEASE RETURN this document to: Sunnyvale Chamber of Commerce, 2012 Sunnyvale Art & Wine Festival 260 S. Sunnyvale Avenue Suite 4 Sunnyvale, CA Fax

6 2012 Sunnyvale Art & Wine Festival FOOD VENDOR TERMS & CONDITIONS Support the spirit of this community event by being courteous to all in attendance, including artists, event volunteers, Chamber Staff, clean-up crews, security staff and the public-at-large. Food Vendors will be provided with one (1) 10 x 10 space in festival food court area and, if needed, one (1) 10 x 10 area behind the booth for one (1) BBQ or one (1) 10 x 20 space in festival food court area and one (1) 10 x 20 area behind the booth for two (2) BBQs. Your assigned booth space and map will be ed to you approximately one week prior to the festival. Please note that the map is NOT TO SCALE and only indicates the general location of your booth. Set-up begins at 7:00 a.m. and must be complete no later than 9:45 a.m. both days and cleaned-up no later than 8 p.m. both days. The Fire Marshal will do an inspection on Saturday morning and possibly again during the Festival. DEH will do an inspection at an unspecified time during the Festival. You must be ready to open for business at 10 a.m. both days and remain open until 6:00 p.m. both days. Violations may result in a fine of $ for non-compliance of these terms. Your staff must not negatively impact the artists or other food vendors who may be adjacent to you or in your immediate area. Complaints may result in the closure of your booth. Public Address Systems and/or bullhorns are not allowed at the Festival. All organizations and their representatives must refrain from harassing, forcing, or intimidating Festival attendees. All festival participants must refrain from calling out to or barking at festival attendees. Participants may not promote their organization or distribute materials or food samples outside of the enclosed booth unless it is specified in the sponsorship contract. Ash bins will be provided for the disposal of coals; please ensure that you bring the proper tools to transport coals from your barbeque to the ash bins. All trash & debris must be disposed of in proper receptacles located throughout the festival. Your area must be left clean and free of all debris when you leave. Ice will be available; you may obtain cards at festival Headquarters. Cards will be marked with quantity received by your organization. Please keep these cards after the festival for your records. Ice invoices will be mailed shortly after the festival. Cleaning deposits will be refunded after payment is received. Please bring means to transport 40lb. bags of ice from the truck to your booth. Food vendors may sell any non-alcoholic beverages including water, soda, lemonade and iced tea. Please follow serve ware guidelines for cups, lids and straws. On behalf of (name of organization), I agree to the above Terms & Conditions as the duly authorized representative for this organization. I further agree to leave the Festival premises, if asked to do so, in the event our organization does not abide by these rules and that my cleaning deposit will be forfeited if my organization does not comply with the above guidelines. Cancellations: All participants are required to give a written cancellation notice to the Sunnyvale Chamber of Commerce by April 20, No refunds will be given after April 20, Signature Date PLEASE RETURN this document to: Sunnyvale Chamber of Commerce, 2012 Sunnyvale Art & Wine Festival 260 S. Sunnyvale Avenue Suite 4 Sunnyvale, CA Fax

7 FESTIVAL CONCESSION OPERATOR S CHECKLIST Upon receipt of your signed contract, agreeing to abide by the enclosed Food Vendor Terms and Conditions, your organization will be approved to operate a concession booth on Saturday and Sunday, June 2 and 3, We look forward to your participation. The high-quality and variety of the concessions will be a highlight of the Sunnyvale Art & Wine Festival. PLEASE READ, COMPLETE AND RETURN THE ENCLOSED DOCUMENTS BY 5:00 P.M. ON FRIDAY, March 30, 2012 Failure to return the necessary documents will result in forfeiture of your festival participation. These enclosed documents and their disposition are as follows: I. DOCUMENTS TO BE RETURNED to Chamber office: A. Public Health Permit Application If your organization is a for-profit food vendor, the Health Department fee of $ is required. If your non-profit organization is contracting with a professional food vendor to be the primary operator of the booth, together with staffing from your volunteers, the for-profit Health Department fee applies. If your organization is non-profit, the Santa Clara County Health Department requires a Health Permit Fee of $ Please return your permit application to the Sunnyvale Chamber of Commerce. The Chamber will in turn, apply for your required permit with the Health Department. Your permit will be given to you after you pass the Health Department inspection Saturday morning. B. Exemption Affidavit for Non-Profits In order to qualify for the reduced $67 fee for non-profit operators, you must complete the Declaration of Non-Profit Status section on the DEH form. Applicable only to Non-Profit groups. C. Food Information - Complete and return. In an effort to insure maximum profitability potential for all concession booths, and to avoid excess repetition of products sold, you must list ALL items, including beverage that will be sold from your booth. The Chamber reserves the right to close down any concession booth found selling products that were not listed on the original Temporary Food Sales contract. State Board of Equalization Temporary Sales Permit number Although the IRS does not require non-profit (501(c)3) organizations to pay sales tax for food sold at temporary events, the State of California does. If you do not already have a sellers permit, you must complete an application for a sellers permit and send it to the Board of Equalization. Contact the Chamber if you need an application. ALL ORGANIZATIONS THAT ARE PARTICIPATING IN THE FESTIVAL WITH A CONCESSION BOOTH MUST HAVE A SELLER S PERMIT ON DISPLAY IN THE BOOTH DURING FESTIVAL HOURS.

8 Please supply the Chamber with a copy of your seller s permit and the number along with your contract and payment: E. Food Concession Contract Please read the Concession Instructions carefully, sign and return the contract. The proper handling of a food/drink booth is an important commitment. Any deviation from these guidelines may jeopardize your organizations future participation. F. Food Vendor Terms and Conditions Form Please read the Food Vendor Terms and Conditions carefully and return only the contract portion with the above information. G. Festival Concession Operators Checklist Return this checklist to the Chamber of Commerce. Your initials after each item will signify that you have read the checklist, completed all of the items requested, and are returning all necessary paperwork. H. Check, Money Order or Credit Card for Contract Total II. DOCUMENTS TO BE RETAINED BY YOU: A. Requirements for Temporary Food and Beverage Sales Refer to this form to complete the Food Sales Information sheet. Following the guidelines will help ensure your compliance with the Health Department requirements for the proper organization and running of your booth. Unfortunately, the Chamber cannot intervene on your behalf should the Health Department inspector cite you for noncompliance, which could result in the shutting down of your booth. DO NOT RISK IT!! Be sure that you have the proper set-up for hand-washing the health department is very particular about this! To ensure maximum profits and act as a courtesy to the other vendors, ONLY FOOD ITEMS PREVIOUSLY APPROVED MAY BE SERVED. FAILURE TO COMPLY WILL RESULT IN BOOTH CLOSURE. This is to ensure maximum profits and act as a courtesy to the other vendors. B. Zero Waste Event Requirements These requirements apply to ALL food vendors. In order to reduce the amount of waste generated at the festival, your serving containers/utensils, etc. must meet our Zero Waste requirements. C. Fire Regulations for Portable Exterior Festival Cooking Booths Even if you are not cooking on-site, there are requirements that apply to all booths. Please read carefully and retain.

9 D. Self-Inspection Checklist BRING THE CHECKLIST TO THE FESTIVAL. Use this checklist throughout both festival days to ensure that you are in compliance with Health Department regulations. E. Supplies Checklist This supply list has been provided to assist you in preparing for the event. It is intended as a guide, not a requirement checklist. F. Temporary Food Facility Temperature Log BRING THE CHECKLIST TO THE FESTIVAL This log has been provided to you to help ensure that your food is properly heated in compliance with Health Department regulations. Thank you for your participation in the 2012 Sunnyvale Art & Wine Festival. We look forward to a fantastic weekend and wish all of you a great time and great sales!! PLEASE RETURN this document to: Sunnyvale Chamber of Commerce, 2012 Sunnyvale Art & Wine Festival 260 S. Sunnyvale Avenue Suite 4 Sunnyvale, CA Fax