Tucson Meet Yourself Festival October , 2012 Food Vendor Guidelines & Fees

Transcription

1 Tucson Meet Yourself Festival October , 2012 Food Vendor Guidelines & Fees Tucson Meet Yourself (TMY) Folklife Festival 2012 General Information Hours of Operation: Friday, October 12th, 11am 10pm Saturday, October 13 th, 11am 10pm Sunday, October 14 th, 11am 6pm Set up times: Thursday October 11 th after 12noon Friday October 12 th before 10am (all vehicles MUST be removed from festival grounds by 10am) Load out times: Sunday October 14 th after 6:30pm (no vehicles on festival grounds before 6:30pm) There is limited vehicle access to Festival Food Vending locations during the festival. Location: Tucson Meet Yourself Folklife Festival takes place in the Parks and Plazas of Downtown Tucson within easy walking distance of each other and parking, bus stations and bicycle routes. Each of the main Festival Areas will feature Food, Performance Plazas & Stages, Marketplaces, Folk Arts & Crafts and Special events. Food Vendors will be distributed throughout Festival areas. TMY 2012 Food vending areas: El Presidio Park 160 W. Alameda (between City Hall and the Pima County Courthouse) Jacomé Plaza 101 N. Stone Avenue (outside the Joel D. Valdez Main Library) Church Avenue (Street closure to Pedestrians only from Alameda Street to Pennington Street) Tucson Convention Center Plaza 260 S. Church (open plaza areas between Leo Rich Theater & TCC Music Hall and in front of the TCC Box Office) La Placita Village 110 S. Church (plaza between colorful buildings at Church & Broadway) TMY Food Vendor Deadlines & Refund Policy April 15 Applications Open apply online at Booth Fee plus $100 separate Cleaning Deposit due with application May 30 June 15 July 15 Aug 15 DEADLINE to apply all fees due Check, Cashiers Check or Money Orders only. Payable to Tucson Meet Yourself. All Checks will be cashed upon receipt. Returned checks are subject to a $25 charge. Applications received after May 30 may be rejected or place on a waiting list. Food Vendors notified and invited to participate in TMY festival. Vendors Acceptance Packets distributed (includes Permit info/applications, Menu details, Electricity details, etc ) DEADLINE - Completed Vendors Packet, Required Pima County Food Permit Applications & Menus DUE Refunds (minus a $20 handling fee) will be given for cancellations that are received before Aug 15 and for Vendors who are not invited to participate 1

2 Refund Policy: Vendors who are NOT selected will receive full refund of deposits by August 15 th (minus a $20 handling/administration fee) Invited Vendors who cancel before August 15, 2012 will receive full refund (minus a $20 handling/administration fee) No refunds will be issued for cancellations made after August 15, No refunds will be issued for inclement weather. Application Process All Vendors must apply each year All questions on applications must be completed. Festival organizers may request clarification. Failure to provide requested clarification may be grounds for rejection. Vendors must list on their application ALL menu items they wish to sell or display. Items not listed and approved may not be sold or displayed and must be removed from vendor s booth. Vendors are not granted exclusive rights to sell any particular menu item. TMY retains the right to determine which of a vendor s products are approved for sale. TMY reserves the right to sell all bottled water, carbonated sodas and bottled ice teas. Vendors who wish to sell handcrafted ethnic drinks may do so (subject to approval) Applications must be received by the deadline indicated. Late applications or payments may be grounds for rejection. No Space will be held without full payment of fees and completed permits SELECTION PROCESS TMY selects Food Vendors through a committee process. The number of Food Vendors is determined by the TMY Festival Production Director and is limited to approximately 50 vendors. TMY Festival Food Committee is composed of members from the TMY Folklife Festival Staff, TMY Board of Directors and Culinary experts from the community. 1. The TMY Festival Food committee will determine the number of food vendors, their location and seeks a mixture of the following: Ethnic Foods prepared by non- profit ethnic or folk clubs and organizations 70% Ethnic Foods prepared by locally owned ethnic restaurants, small businesses 30% or Mobile/Street Vendors rooted in their cultural tradition TMY Festival organizers goal is to end up with these percentages of vendors from each of the food categories. However, if we do not have enough qualified applicants in a given category, TMY will have the latitude to adjust these percentages as necessary. 2. Each application will be reviewed and given a rank based on the selection criteria: Food Product Quality & Presentation (20 points) o Applicants may be asked to submit a sample dish Food Product Uniqueness & Cultural Significance (20 points) o Applicants will be asked to describe their menus and traditions of food preparation Connection to your cultural, ethnic or folk community (20 points) o Applicants may offer letters of support, articles, essays and must demonstrate a relationship between their foods offered and their cultural, folk or ethnic heritage Booth decoration and cultural representation (20 points) o Applicant must submit photo of booth or description of booth décor Local Vendor (only vendors based in Arizona or Sonora will be considered) o From Tucson and Pima County communities (10 points) o From Southwest Arizona (7 points) o From Arizona- Sonora beyond immediate area (5 points) History with Tucson Meet Yourself, adherence to festival rules, cleanup, payment deadlines (10 points) 3. The TMY Festival Food Committee will review each vendors ranking and will recommend a list of TMY Food Vendors to the Production Director. 4. The selection process assumes vendors will be selected for booths in food courts throughout the festival site. 5. Applicants will be notified by or mail as to acceptance or rejection. 6. Vendors wishing to be part of TMY must fulfill all contract responsibilities by applicable deadlines 2

3 Food Booth Fees 2012 Cost Total TMY Food Booth Fee Single (10 x10 ) Non- Profit* (includes booth, 1-20 amp circuit) $500 Single (10 x10 ) For Profit (includes booth, 1 20 amp circuit) $700 Double (10 x20 ) Non- profit* (includes booth, 2-20 amp circuits $700 Double (10 x20 ) For Profit (includes booth, 2-20amp circuits) $1,000 Additional Electricity Fee 1-110V/20 amps $130 per Pima County Health Department Permit (or submit copy of Pima County $60 Mobile Annual Permit) REQUIRED City of Tucson Parks & Recreation Special Vendors Permit REQUIRED Non- Profit* Rate $60 ($20/day) $60 For Profit Rate $180 ($60/day) $180 EARLY BIRD DISCOUNT if received before May 1 (- $50) Cleaning Deposit (refundable if booth space properly cleaned after festival) $100 $100 TOTAL FEES What s included in Food Booth Fees: TMY provides Wooden framed (vendor provides roof, screening, side materials) or metal framed with top canopy booth structure with a prep/cooking area behind or adjacent (depending on location of Booth) and limited electrical supply. NOTE: Type of Booth provided is dependent upon location of Food Booth. TMY will advise Vendor of options. Grease, ash and grey water disposal, garbage dumpsters and recycling containers within proximity to each Food Vendor Area. Vendor responsible for proper disposal of all grease, ash, grey water, garbage & recyclables from their Food Booth cooking & serving area. Overnight security Oct from 10pm 8am. TMY is NOT responsible for items lost or stolen. Two (2) free parking passes to closest available parking lot or garage per Food Vendor per day Oct Food Booth Electricity Requirements and Fees One (1) 20 amp circuit of electricity are included with each 10 x 10 Single booth and two (2) 20 amp circuits for each 10 x 20 Double booth / space. Vendors must calculate their electrical usage and plan accordingly. Vendors drawing more than their allotted amps are NOT guaranteed additional electricity, but should they be accommodated, will be assessed additional fees for additional circuits. Use of Generators only whisper quiet models may be utilized and must be pre- approved and listed on application. Required City of Tucson and Pima County Permits & Fees In order to ensure compliance, TMY Festival will collect Pima County Temporary Food Application & City Parks Special Vendors Application and fees from vendor and pay permit fees in behalf of the vendors. Applicants must complete forms for Pima County Temporary Food Establishment License Application & City Vendors Permit in Accepted Vendors Package and will be required to return them to TMY by JUNE 15 th. TMY Festival complies with Pima County and City of Tucson regulations requiring all Food Vendors to obtain a Pima County Temporary Food Establishment License. For more information call Pima County Health Department at All vendors on a City of Tucson Parks & Recreation facilities are required to obtain a Special Vendors Permit. For more information about why this is assessed, call the Parks & Recreation Southwest District Office at ALL VENDORS will be charged this fee upfront. Rebates may be made to those Vendors who are placed outside of City Parks during the festival (most TMY Food Vending locations are on located on City Parks) 3

4 City of Tucson Business licenses are required for businesses vending at special events. Vendors are responsible for all applicable city and state sales business taxes and licenses. *Non- profit organizations may be exempt. For information call City of Tucson Finance Division (520) *NOTE: TMY will NOT collect this fee or provide this license. This is the responsibility of the Vendor. Other information Festival Loading & Parking Each Food Vending Area will have designated Loading Zones. Loading, set up and take down hours will be strictly enforced by TMY Security and Traffic Staff. Food Vendors will receive two (2) parking passes to the Parking lot closest to their Booth Location for the Festival duration. Water There are limited potable water supplies at most TMY festival locations. No water hookup is offered. Vendors must obtain their own water from the limited spigots in the parks or bring it, and must have a hand- washing station in the booth (see Pima County Temporary Food Establishment guidelines) Beverages & Ice TMY has the exclusive right to sell all pre- packaged beverages (carbonated sodas, bottled ice teas, packaged juices, bottled waters) and ice (40lb bags and 10lb bags). This is a vital fundraising source for TMY to help us pay for the Festival. Vendors may apply to sell specialty handcrafted cultural drinks (Egyptian hibiscus tea, Jamaican juice, Mexican Aguas Frescas, Vietnamese Boba Tea, Puerto Rican non- alcoholic pina coladas, etc ). Vendors may sell pre- approved, culturally specific, handcrafted beverages (no bottled or packaged drinks) No alcohol sales are permitted TMY will be the exclusive bottled water, bottled ice tea, and carbonated soda beverage vendor on site TMY will NOT sell these items to Vendors for resale, but encourage vendors to sell cultural drinks and direct customers to TMY drink booths for other refreshments Ice may be purchased from the TMY Ice vendor onsite Limited change- making services may be offered onsite, but vendors are strongly encouraged to provide their own change and are responsible for their own security Vehicles on Site For the safety of the Festival s attendees, vehicles are not allowed to move onto or within the site during operating hours and during the window before and after scheduled Festival events when attendees arrive and depart Vehicle traffic enforcement on Festival sites will be strictly enforced Loading Zones will be designated as close to Vendor booths as possible for re- stocking during Festival hours for 15 minute loading only. Vendors are required to provide their own hand- trucks or loading devices. Booth Set- up Set up times will vary according to assigned Booth location, but generally begin Thursday October 11 th after 12pm Booth locations are assigned by TMY Festival Committee Past location or requested locations are not guaranteed Vendors may not trade, switch, or set up in any other location Booths must be set up and operational at the time stated on the contract Permission must be granted before any staking in ground or securing to trees, poles or existing structures. Attractive, festive decorations reflective of cultural heritage are required. Messy, unsightly tarps, enclosures, unpainted plywood or particle board or otherwise unattractive booth set ups will not be allowed and may be cause for delayed opening or rejection of Vendors application in future. BOOTH SET UP inspection will take place Thursday evening and Friday morning. Inspections will continue throughout the Festival. Vendors will have until Friday 10am to finish booth decoration before opening. Vendors not in compliance will not be allowed to open until compliance is met and may be shut down if out of compliance. 4

5 Vendors who refuse to follow the guidelines of the TMY Festival may be asked to shut down and leave the Festival at any time. Booth Operation Guidelines Vendors must restrict their activities to their booth space and preparation area. Vendors should bring an adequate amount of food or merchandise each day to last throughout the festival. The projected audience for TMY 2012 is as many as 100,000 attendees. Tucson Meet Yourself will limit vendor rights to sell multiple food offerings in an attempt to achieve and maintain variety and profitability for all vendors. Generally, smaller portions at low- mid range prices are recommended so attendees are encouraged to try foods from many vendors. Vendors who offer smaller portions at reasonable prices will be more profitable. Health & Safety Regulations Food production techniques must meet Arizona and Pima County Food Code Statutes and regulations Vendors must comply with Tucson Fire Department guidelines for Fire Safety and Tent/Canopy Safety Once operational, the Vendors site will be inspected by Pima County Health Department, Tucson Fire Safety Inspectors, and TMY Staff. Vendors will not be allowed to open until all inspections have been passed and may be shut down at any time if deemed out of compliance. Greening the Festival Biodegradable plates, cups, utensils, napkins and items should be used as much as possible. Styrofoam service ware is STRONGLY discouraged. Recycling bins will be set up at the festival and vendors are encouraged to support these efforts by reminding attendees to recycle and help keep TMY green. Booth Clean- up & Sanitation All Food Vendors are responsible for leaving their Food Booth, serving area (4 in front of their booth) and cooking/prep area in the same condition as they started any grease and food spills, bbq residue, garbage under the booth of any kind must be cleaned up and removed. A post- festival inspection will take place the week following the Festival (once all equipment is removed). At that time, Food Vendors may be offered a final opportunity to clean their area, or will be assessed additional fees for cleaning at the discretion of the TMY Festival Director. Booths must provide mats or floor coverings to protect the concrete or grass and catch grease and ash both in food prep and serving areas. Mats are NOT provided free of charge. Food items with high amount of dripping grease are not appropriate and may be rejected. BBQs must have adequate grease and ash traps. BBQs and deep fryers must be properly protected from audience traffic flow with pedestrian railing and must be attended at all times. TMY will provide pedestrian railing these may not be removed or repositioned without TMY approval. Grease, Ash and grey water disposal service will be provided onsite. Vendors are responsible for proper disposal. Vendors caught disposing of grease, ash or grey water in city drains or planters will be assessed cleaning fees and may be rejected from participating in future festivals. TMY provides garbage boxes/cans, liners, dumpsters and recycling on site along with overall Festival garbage pickup- sanitation service for the attendees, but not unlimited garbage liners for Food Vendors. Each Food Vendor must provide a covered garbage can with enough liners to last the festival for their preparation area. Vendors are responsible for maintenance- sanitation of their own booths (including hauling all prep area garbage to dumpster) and disposing of all their own recyclable cardboard, plastics and bottles. Vendors must take their entire booths including mats, carpets, displays, equipment, storage containers, and decorations home with them and must completely clean up their booth areas of grease, spills, garbage and debris by 12p.m. MIDNIGHT SUNDAY OCTOBER 16. Any vendors failing to completely clean up their booth areas must pay a clean- up fee (to be assessed by TMY staff based on inspection). This fee may exceed the $100 cleaning deposit. Vendors who fail to comply or repeatedly violate these guidelines may be expelled and/or not invited to re- apply. Thank you for your support of Tucson Meet Yourself. For more information call Mia Hansen, or mia@tucsonmeetyourself.org 5

6 Tucson Meet Yourself is a non- profit, 501c3 Arts & Culture Organization with the tax ID # The mission of Tucson Meet Yourself is: To research, document, interpret and present the living traditional arts and expressions of everyday life of the folk and ethnic communities of the multi- national Arizona- Sonora region. Mailing address: Tucson Meet Yourself PO Box Tucson, AZ