FOOD VENDOR APPLICATION INFORMATION & RULES

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1 FOOD VENDOR APPLICATION INFORMATION & RULES WHAT: Hundreds of Arlington County residents will be celebrating the rich culture and contributions by African Americans in Arlington County at the 25 th Annual FEEL THE HERITAGE FESTIVAL on Saturday, February 25, 2017, 1-6 p.m., at Charles Drew Community Center in the Nauck neighborhood. This year s festival will include arts and craft vendors, free kids activities, a full agenda of great entertainment and delicious food. Admission to the festival is free. Feel the Heritage Festival is sponsored by the Arlington County Department of Parks and Recreation and is organized with a dedicated group of community volunteers. Visit for more information. WHERE: Charles Drew Community Center, rd Street S, Arlington, VA WHEN: Saturday, February 25, 2017: 1-6 p.m. FEES: Food vendor fee for maximum of 20 x20 food vendor space: $150 SUBMISSION & ACCEPTANCE: Applications should be returned no later than February 1, 2017 to allow adequate time for processing and notification. Applying to participate in the Arlington County Feel the Heritage Festival event does not guarantee inclusion. Space will be assigned on a first received, priority basis. Please submit one copy of your completed and signed application via to lbarragan@arlingtonva.us, fax to or mail to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA PAYMENT: Payments should not be submitted prior to the event management s confirmation of a food vendor s acceptance into the event. Payment is due no later than February 17, If payment is not received by this date, the vendor will lose acceptance in the event and another vendor will be accepted. Following vendor s acceptance into the Feel the Heritage Festival event, payment of $75 should be made payable to Arlington County Treasurer and mailed to: Laura Barragan 1

2 Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA ELIGIBILITY: Vendors must obtain: - Annual Mobile Unit License OR Temporary Food License from the Arlington County Public Health Department, Environmental Health Section. Vendors may choose to submit an application for an annual or temporary one-day health permit. Both permits have a fee of $40. Annual 2016/2017 online mobile unit license applications are now being accepted and must be obtained prior to the Feel the Heritage Festival event. Vendors must call to schedule an inspection. Temporary food license applications must be submitted at least ten (10) days prior to the event (February 15). Interested vendors must also review Chapter 30 of the Arlington County Code before applying. - Business license - Certificate of Insurance with Arlington County named as an additional insured and the following requirements: Minimum Commercial General Liability limits are $1,000, (1 million) per occurrence. The Certificate must be submitted with all applicable lines of insurance identified and complete information provided. The Description of Operations space must be completed with relevant information regarding the name of the event, the time and dates of the event and the location. Certificates without this information will be rejected. The Certificate of Insurance must also contain the following language: Arlington County (including its elected and appointed officials, agents and employees) is added as an additional insured with respect to the Arlington County Feel the Heritage Festival event. Coverage afforded under this policy shall be primary to all other insurance with respect to Arlington County (including its elected and appointed officials, agents and employees). The Certificate Holder should be identified as follows: The County Board of Arlington County VA. c/o Office of Risk Management Human Resources Department Suite Clarendon Blvd. Arlington VA, MEALS TAX: Per Arlington Code 65, all food vendors must pay a 4% Meals Tax on applicable food and beverages. The Code stipulates that the Meals Tax must be paid to Arlington County within 15 days after the event to avoid penalty and interest charges. Vendors must Arlington County Business Tax Specialist Rick Ritter at rritter@arlingtonva.us with their legal name and federal tax number to create a meals tax account. After the account is created, the appropriate form will be sent to the vendor. Contact Rick Ritter at for more information. CANCELLATIONS: Cancellations after February 10, 2017 will result in the forfeiture of all fees. If a vendor cancels prior to the February 10 th date, the vendor will be reimbursed for the full vendor fee within 30 days. SPACE PRIORITY: Due to limited available space, vendor space cannot be guaranteed for all food vendor applicants. Space location is driven by desired menu, individual food vendor space 2

3 requirements, logistical restrictions, and is at the discretion of the Feel the Heritage Festival event management. Consideration for space assignment will be given to food vendors that offer unique food items with affordable menu selections and to sponsors of the event. Arlington County Feel the Heritage Festival event management reserves the right to reject any application for any reason. BOOTH LOCATION: Food vendors are not permitted to relocate their booth at any time during the day without the advanced authorization by event management. If any food vendor is seen moving their booth to another location without said authorization, the food vendor and all equipment, supplies, materials, food, beverages, employees, owners, etc. will be removed from the event by the event management via the Arlington County Police Department. EVENT CANCELLATION: In the event that the Feel the Heritage Festival event is canceled or postponed, in whole or in part, for any reason beyond the County s control, including but not limited to weather, acts of God, and decisions by public officials, food vendor agrees that the Arlington County will not be liable for any loss of income, promotional/marketing opportunities, costs, or other damages incurred on the part of the food vendor, however, vendors will be reimbursed for vendor fees within 30 days of the event date if the event is canceled. FOOD VENDOR SET UP: Food vendor booth set up will take place on the event date, Saturday, February 25, 2017 no earlier than 9 a.m. Vendors must be set up by noon to be inspected by Arlington County health inspectors. Vendors may begin serving the public following the health inspection. OPERATING HOURS: Food vendors must be operational during the entire event from 1-6 p.m. MARKETING: Food vendors must display a menu and prices at all times. If the food vendor has a website and provides it to management upon acceptance, management will link the event website to the food vendor s website. SOCIAL MEDIA: Vendors are encouraged to promote their participation in the Feel the Heritage Festival event via social media. Participating vendors who sign up by February 1 will also be promoted via the Department of Parks and Recreation Facebook and Twitter accounts. FOOD VENDOR BREAKDOWN: Food vendors must cease operations at 6 p.m. and vacate the premises no later than 8 p.m. PARKING: Mobile units may be parked in front of Charles Drew Community Center in a designated area that will be marked by event staff. Non-mobile vendors will be permitted to park in the on-site lot. RETURN ON INVESTMENT: The Feel the Heritage Festival event has an extensive marketing and promotion campaign. However, return on investment is the sole responsibility of the food vendor and does not fall under the burden of Arlington County. Arlington County will not, under any circumstances, reimburse or replace any costs associated with equipment or materials that the vendor made in preparation for or while vending at the event. REPORTING: All food vendors must complete the enclosed Earnings Report for the entire event. The report must be ed to lbarragan@arlingtonva.us no later than March 31, These reports provide helpful information to event management that determines whether event vendors are successful, if we have the right mix of vendors and if we are charging an appropriate vendor fee. 3

4 CATEGORY EXCLUSIVITY: Please note that there will be no category exclusivity awarded to any food vendors. Event management will work to ensure a variety of food options. Please note that the Feel the Heritage Festival event management reserves the right to invite food/drink sponsors on-site to sample their products. GENERATORS: Only quiet generators are permitted if needed. Generators will not be provided by event management and are the responsibility of the vendor. LOSS/THEFT/INJURY: Each vendor is responsible for securing his/her own property. Arlington County is not responsible for loss, theft, or personal injury. ARLINGTON COUNTY MEAL VOUCHERS: Each participating food vendor must accept pre-labeled meal vouchers for a value of $10 each for event staff and volunteers during the event. Vouchers will be presented to the food vendor by staff or volunteers for payment and can be used for food, beverages and desserts. These vouchers must be collected by the food vendor during the event and will be reimbursed by Arlington County within 30 days after the event. CODE OF CONDUCT: All food vendors are required to conduct themselves in a fair, professional, and courteous manner. Vendors must comply with requests from the Arlington County staff, Police and/or Fire Marshal. NON COMPLIANCE: Any food vendor who does not comply with the rules, County ordinances, and health or fire code regulations is subject to immediate dismissal and removal from the event by event management staff, Police, and/or Fire Marshal and is subject to forfeiture of all fees. DISPOSAL OF TRASH, PREP ITEMS AND OTHER MATERIALS: Vendors are responsible for disposing of all food prep items, charcoal, cooking oils, grey water, etc. Absolutely no dumping of these materials is allowed. Normal trash items may be bagged and event staff will dispose of them. CONTACT INFORMATION: Please contact Arlington County Department of Parks and Recreation Special Events and Communications Manager Laura Barragan at or lbarragan@arlingtonva.us if you have any questions. 4

5 FOOD VENDOR APPLICATION Please refer to the 2017 Feel the Heritage Festival Vendor Application Information and Rules before completing and submitting application. Submission Deadline: February 1, 2017 CONTACT INFORMATION: Business Name: Contact Person: Mailing Address: City, State, Zip: Telephone: Fax: Website: VENDOR FEE: Food Vendor Fee = $75 APPLICATION CHECKLIST (PLEASE CHECK EACH ITEM TO ENSURE INCLUSION): One copy of the completed 2016/2017 Mobile Unit License Application (for vendors licensed annually in Arlington) OR Temporary Food Service License Application (for vendors who will vend on the event day only) The original application should be mailed or hand-delivered to: Dept. of Human Services Public Health Division 2110 Washington Blvd. Suite 350 Arlington, VA

6 Copies of vendor s federal and state business licenses. One copy of vendor s Certificate of Insurance (see page 2 of the application guidelines for insurance requirements). One copy of the completed List of Items for Sale form for all items that will be sold at your mobile unit. AGREEMENT AND SIGNATURE: I have read the 2017 Feel the Heritage Festival Vendor Information and Rules, agree to abide by them, and cooperate with Arlington County event staff, Police, and Fire officials. I also agree that if my application is accepted, I will: Submit payment in the amount of $75 no later than February 17, 2017 (see page 1 of the application for payment information) Contact Business Tax Specialist Rick Ritter at rritter@arlingtonva.us with my business legal name and federal tax number to create a meals tax account. Submit payment for the 4% Meals Tax by March 13, 2017 Submit enclosed earnings report by March 31, 2017 Signature: Printed Name: Date: 6

7 FOOD VENDOR LIST OF ITEMS FOR SALE FORM Business Name: Contact Person: Telephone: Please be specific with your menu options. It may be requested that you alter your menu in an attempt to avoid duplication of food items. Low cost food items are much appreciated for those attendees with smaller budgets. Food Item/Description Sell Price Additional Comments 7

8 Food Item/Description Sell Price Additional Comments This completed form must be included with your Food Vendor Application. 8

9 Business Name: Contact Person: FOOD VENDOR EARNINGS REPORT To be filled out and mailed after the event, no later than March 31, 2017 Telephone: Please account for ALL food and drink items sold during the 2017 Feel the Heritage Festival event. Food Item/Description Quantity Sold Sell Price Subtotal 9

10 Food Item/Description Quantity Sold Sell Price Subtotal GRAND TOTAL $ Fill out and mail this form to: Arlington County Department of Parks and Recreation Attn: Laura Barragan 2100 Clarendon Boulevard, Suite 414 Arlington, VA or to lbarragan@arlingtonva.us no later than March 31,