FOOD VENDOR APPLICATIONS for the 2018 WESTERN MARYLAND BLUES FEST, JUNE 1-2, 2018

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1 FOOD VENDOR APPLICATIONS for the 2018 WESTERN MARYLAND BLUES FEST, JUNE 1-2, 2018 We re thrilled you re interested in being a food vendor at the 23 rd Annual Western Maryland Blues Fest, presented by the City of Hagerstown! This event is a great big party in downtown Hagerstown, and we re seeking vendors to provide a variety of sweet and savory foods to keep our audiences in a happy mood. Please review this entire package which should answer all of your questions. If it doesn t, please contact us at bluesfest@hagerstownmd.org or by phone at , x EVENTS DATES and TIMES: VENUE: Friday, June 1, 2018, 5:00-8:45 pm; Saturday, June 2, 2018, 12:00-8:00 pm Central Parking Lot, Downtown Hagerstown, Maryland INFO/SUBMISSION: Kitty Clark, kclark@hagerstownmd.org, , x N. Potomac St., Suite 200A, Hagerstown, MD APPLICATION DEADLINE: Friday, March 16, 2018 VENDOR NOTIFICATION: Monday, March 26, 2018 Food vendors who wish to be considered for the 2018 event must submit the following information: 1. Completed application form 2. Photos of booth setup and menu items, with exact dimensions on the back of the photo (required of ALL applicants new and returning vendors) 3. A copy of your menu 4. Check for food booth fee and refundable clean-up fee (prices on next page) 5. Signed Hold Harmless agreement 6. Sales Tax Number 7. Proof of Insurance listing the City of Hagerstown, Maryland, and the Western Maryland Blues Fest as additional insured. Requirements of coverage will be $1,000,000 (one million dollars) product liability coverage and $1,000,000 (one million dollars) personal injury coverage. 8. Proof of 501(c)3 status if a non-profit applicant. Selection Criteria: Sponsors of the Western Maryland Blues Fest and past vendors will have first priority in food product and placement at the festival. Event staff will review types of food for duplication. The committee reserves the right to agree to part of a vendor s submitted menu. All applicants not chosen to vend at the festival will have their checks returned. Use of Electricity: due to limited electrical access, some vendors may be denied space if their electricity needs cannot be handled by our venue. Early applicants will be given priority treatment in assigning spaces that have electricity. Space will be assigned on a first come, first served basis based on vendor s compliance with outlined requirements. The selection of vendors will be at the sole discretion of the Western Maryland Blues Fest. Please note that the Western Maryland Blues Fest limits the number of food vendors and the types of items each may sell to benefit all vendors and the festival. Attached is the fee schedule, vendor instruction sheet, application form, and hold harmless agreement. Please return the application and hold harmless agreement, along with all applicable fees, to Western Maryland Blues Fest, DCED, 14 N. Potomac St., Suite 200A, Hagerstown, MD no later than Friday, March 16, 2018, 4 pm.

2 2018 Western Maryland Blues Fest FEE SCHEDULE Saturday, June 2 ONLY Friday, June 1 and Saturday, June 2 10 x10 $250 $400 (2 checks - $250 and $150) 10 x15 $375 $525 (2 checks - $375 and $150) 10 x20 $500 $650 (2 checks - $500 and $150) 10 x25 $675 $825 (2 checks - $675 and $150) Cleanup Fee (for vendors producing oil/grease byproducts)* $50 $50 $50 $50 * Vendors producing oil and grease by-products are required to pay a $50 per day refundable clean-up fee. This check should be separate from the other checks and will be returned to you if there are no cleanup issues. There is limited vendor space on Friday night, and there is NO Friday only option. Vendors who apply for both Friday and Saturday may be invited to vend only on Saturday, pending space considerations. Therefore, if applying to vend BOTH days, please submit two (2) checks one for Friday ($150) and one for Saturday (as shown above, depending on size). In the event that you are NOT selected to vend on Friday night, your second check will be voided and returned. Please select the appropriate sized space for your setup and write exact dimensions on back of photo of your booth. Additional space will NOT be available the day of the festival. If your booth requires a different size, please contact the Blues Fest at , x. 116; bluesfest@hagerstownmd.org.

3 FOOD VENDOR REQUIREMENTS/RESTRICTIONS Hours for food vendors are Friday, June 1, 5-8 pm and/or Saturday, June 2, 12 8 pm. Set-up times will be supplied when you are accepted. PLEASE NOTE: This is a rain or shine event; no refunds regardless of weather. Space size must be indicated on the application form. Rates are indicated on the fee schedule. No additional space will be available the day of the festival. If your booth/food truck does not fit the sizes indicated on the application, please contact the Blues Fest at bluesfest@hagerstownmd.org or call , x. 116 so that a rate can be determined. Only one food vendor per booth. Food vendors may only sell non-alcoholic beverages, as The Maryland Theatre is our exclusive seller of alcoholic beverages (and also sells water and soda). Vendors may sell water and soda at a cost that is not less than the rate of the Maryland Theatre. Vendors may sell non-alcoholic beverages other than water and soda at a rate of their own devising. Set-up: vendors are responsible for providing their own set-up (chairs, tables, tents, etc.) Motorized vehicles such as campers are not permitted in the vending area, with the exception of food trucks. Parking of vehicles and/or trucks or stock trailers will not be permitted in the food vending area. We try to provide parking as close to your stand as possible. Be prepared to hand-truck supplies to your booth. When loading/unloading, vendors must drive vehicles only where indicated by festival personnel. Vendors driving outside designated areas will be asked to leave the festival without refund and will not be considered for future festivals. Food vendors using grills must provide a means for smoke abatement. Food vendors accepted must apply for and receive a temporary food permit from the Washington County Health Department. Contact the Washington County Health Department directly to obtain a food vending permit: ; 1302 Pennsylvania Ave., Hagerstown, MD All vendors are responsible for collecting Maryland State Sales Tax. Prior to vending at the Blue Fest, you will need to supply us with your Maryland State Tax ID Number. If you do not have a Maryland State Tax ID number, please note that your information will be submitted to the State Comptroller s office and a form will be sent out to you. Your Washington County Health Permit and Maryland Business License Number must be shown at all times. All vendors will be inspected by the Health Department before the festival beings. If a vendor does not pass inspection, they will be required to make the necessary changes or they will be requested to leave the site without a refund. Food selection will be made by the Western Maryland Blues Fest and only those food items may be sold, with no exceptions. Vendors are responsible for the upkeep and cleanup of their vending areas. All bags shall be tied and placed in the trash area provided by the event. Bags are for trash only.

4 Vendors will be responsible for taking away all grease from their vending operation. Dumping grease in the street or storm drain is strictly prohibited. Grease shall be stored in appropriate containers. The City Fire Marshall recommends the use of non-combustible absorbent material on the ground within the vending area to absorb any grease spills. The vendor is required to sweep up this absorbent at the conclusion of the event and dispose of it properly. Do not utilize trash barrels or boxes for loose absorbent. A box lined with a heavyduty trash bag should work nicely and can be placed beside a trash receptacle for pick-up by the City clean-up crew. Vendors doing on-site cooking must meet the requirements of the City Fire Marshall (see attachment). No souvenir items may be sold by any food vendor (eg, t-shirts, hats, buttons, balloons, cups, etc.). Menu prices are set by the individual vendor, but it is recommended they be in keeping with other vendor rates. All vendors are required to provide a typed list of their staff (paid or volunteer) who will be working the event to the Western Maryland Blues Fest no later than April 27, When accepted, you will receive a form on which to fill out names. Any staff not listed will be required to pay admission to enter the festival. The City prohibits the driving of any stakes, nails, etc. into our streets or parking lots for any reason. The City prohibits the use of the decorative lamp posts on the streets for securing tables, booths, etc. It is also prohibited to tape, wire, tie or otherwise hang anything from these lamp posts. All vendors are required to sign a Hold Harmless agreement with the City of Hagerstown and Western Maryland Blues Fest. Electricity is available on a limited basis. The use of electricity must be arranged in advance with the Western Maryland Blues Fest. Food vendors are strongly encouraged to supply their own alternate cooking fuel (propane, gas, generator, etc.). Vendors are asked to provide some type of noise abatement for generators. No potable water is available for cooking or drinking. Vendors must provide their own water for cooking and drinking. Only non-potable water is available. Vendor agrees that if any of these guidelines are not followed, the Western Maryland Blues Fest has the right to revoke said vending privileges, close said vendor s stand, and have them removed from the site without refund. The City of Hagerstown and the Western Maryland Blues Fest is not responsible for any loss or accidents that occur during the event.

5 2018 Western Maryland Blues Fest Food Vendor Application Form ALL FEES MUST BE MAILED WITH COMPLETE APPLICATION. CHECKS PAYABLE TO THE CITY OF HAGERSTOWN Name of Business: Contact Name: Tax #: Address: Address: Telephone: 1. Type of food (please be specific) (Please include a menu with items you will serve): 2. Days you wish to participate: Saturday only Friday and Saturday 3. Size needed - Please remember to include photo of setup with exact dimensions written on the back 10' x 10' 10 x15 10 x20 10 x25 Other - feet by feet (specify dimensions) 4. Single-phase electricity is available on a limited first-come basis. You MUST specify your needs below in order to be considered for electrical use. Food vendors are strongly urged to supply their own alternate cooking fuel (propane, gas generator, etc.) Do you require electricity? No Yes -- # of amps and # of volts 5. Do you have a food canopy or stand? No Yes Dimensions: 6. Will you use a fuel for cooking or other purposes? No Yes specify fuel type: Describe the fuel storage/dispensing container: I have read, understand and agree to all attached food vendor instructions. Signature: Date:

6 Return by Friday, March 16, 2018 to Kitty Clark, 14 N. Potomac St. Suite 200A, Hagerstown, MD 21740

7 CITY OF HAGERSTOWN AND WESTERN MARYLAND BLUES FEST HOLD HARMLESS AGREEMENT Lessee/User: Event/Use: Western Maryland Blues Fest 2018 Location: Central Parking Lot, Hagerstown, MD Dates of Use: June 1, 2018 and June 2, 2018 The Lessee/User agrees that it shall indemnify the City of Hagerstown and Western Maryland Blues Fest and hold the City of Hagerstown and Western Maryland Blues Fest harmless against any and all fines, suits, claims, demands, expenses, actions, losses, alleged losses, or liabilities of whatsoever nature or kind incurred either directly or indirectly either in law or equity, paid, suffered or incurred as a result of the acts, activities, or omissions of the Lessee/User, its agents, servants, or employees, due to the operation and use of the premises. It is further agreed that the Lessee/User shall in addition to holding the City of Hagerstown and Western Maryland Blues Fest harmless from any and all liabilities or damage or injury to both persons and property, occurring as a result of the use of said premises, shall defend the City of Hagerstown and Western Maryland Blues Fest at Lessee s/user s expense against any and all claims, suits, demands, of whatsoever nature or kind. Lessee/User Witness: By (Signature and Title) Date: Street City, State, Zip Telephone Return to: Kitty Clark Community Events Coordinator 14 N. Potomac St. Suite 200A Hagerstown, MD Office: ext. 116 Fax:

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