2015 INDEPENDENT FOOD AND BEVERAGE VENDOR APPLICATION

Transcription

1 2015 INDEPENDENT FOOD AND BEVERAGE VENDOR APPLICATION AIR SHOW INFORMATION The Marine Corps Air Station Yuma, the United States Marine Corps premier aviation training base, will host its annual open house and military air show. The MCAS Yuma Air Show provides a firsthand opportunity for the general public to visit and enjoy a world-class Air Show event. This year's show will be held ~ Friday, February 27, 2015 Twilight Show and Concert Saturday, February 28, 2015 MCAS Yuma Daytime Air Show The MCAS Yuma Air Show is one of Yuma County s largest weekend events. It ranks as one of the best Yuma area attractions with over 30,000 spectators in just one day. It is an unmatched source of FREE family entertainment. Proceeds from the Air Show benefit MCAS Yuma s Marine Corps Community Services (MCCS) Department, a Department of Defense, NAF agency, which provides vitally needed recreational activities and other quality of life support services for our military personnel and their families. INDEPENDENT FOOD AND BEVERAGE CONCESSIONS AT THE 2015 AIR SHOW HOW TO PARTICIPATE All vendor booths will be located in areas of heavy spectator traffic along the crowd line. Booth Fees: Saturday Show Only = 10x10 - $ Saturday Show Only= 10x15- $ Saturday Show Only = 15x20- $ Page 1 of 7

2 Friday and Saturday Shows = 10x10 - $ Friday and Saturday Shows= 10x15- $ Friday and Saturday Shows = 15x20 - $ Ice Cream Cart: Saturday Show Only= $ Friday and Saturday Shows= $ Note: All booths will be given a 5ft area behind their booth for staging/set up. Any deviation from purchased booth size beyond this will incur a $ fee due day of the show. Vendors must provide professional quality signage (up to two signs not to exceed 4' x 8' for each booth). Signs may only state items being sold and company/business name. SELECTION PROCESS MCCS wants to provide opportunities for as many vendors as possible at the show however, space is limited. Vendors will be selected based on the relative best value of their applications. All applications must meet minimum requirements. Submission of an application does not necessarily constitute award of contract. We will select vendor booths based on the following selection criteria: We will only accept the highest quality items. Photos of food or beverage are encouraged. Product demonstration and sampling is not possible. We are striving for a wide variety of food, beverage, and specialty items. All vendors must possess a valid resale license and submit a copy of it along with their application package. All items offered for sale must contain a price sheet and be approved in advance. Once approved, there can be no substitutions or additions. IMPORTANT DATES TO REMEMBER December 31, Application packages must be received on or before December 31, 2014, along with a $ deposit. Deposits will be returned to those applicants not selected. Deposits will be applied as partial payment of the booth rental for others. However, once a contract is signed, any payments made will not be returned if a vendor later decides not to participate. January 12, Final vendor selections will be made by January 12, 2015, and will be notified by mail no later than January 23, 2015, whether their application has been approved. February 6, Final payment and access list with (DOB/SSN/Full name) must be received at Yuma by February 6, 2015 or vendors will be disqualified and replaced. No Deposit Reimbursement! Page 2 of 7

3 POLICIES AND GUIDELINES 1. Food and beverage booths are for food and beverage items only. No novelty items are to be sold in or around booth. 2. No flyers or other promotional materials may be distributed on the grounds (including parking lots) or from the confines of the booth space, nor are there to be solicitations of new customers via sign-up sheets. 3. Raffles are not permitted under any circumstances. 4. All items for sale and the price list must be approved in advance. There will be no substitutions or additions after approval. 5. Prep service area is available 5 feet behind the booth. 6. Smoking is prohibited in all booths. 7. Voice amplification is permitted provided the volume is kept to a reasonable level as determined by MCCS. Complaints received regarding abuse of this privilege will result in removal of the amplification system(s). 8. All booths must be kept clean and orderly at all times. Rubbish must be placed in refuse containers (centrally located). 9. Vendor is responsible for collecting and paying all applicable state sales taxes. 10. Electricity, water, phones and lights are not available inside any booth. You may bring a mobile phone. Generators are permitted, provided they are quiet and do not interfere with the Air Show or other vendors, no cords are permitted outside of the provided booth space. String lights and BATTERY operated lanterns are acceptable and encouraged for the twilight show provided they are contained within your booth. 11. It is required that all merchandise be stored above ground level (i.e. on pallets). 12. Labor for loading/unloading and set-up must be provided for by vendor. 13. All vehicles and supplies will be inspected upon entering the flight line area by military security personnel. All personnel must have a valid photo ID with them at all times (i.e, Arizona driver's license), and valid vehicle insurance is mandatory for every vehicle entering MCAS Yuma. 14. Vendors will not use the words "MCAS Yuma", "Air Show, "Yuma Air Show" "Official" "MCAS" or any combination of these words on any signage, or items sold. 15. Signage is to be provided by the vendor and is limited to two (2) signs or banners. Company names may be displayed on signs. Only items being sold may be advertised. All signage is subject to approval by MCCS. No balloons or blimps are allowed. NO additional advertising will be permitted without approval. Page 3 of 7

4 16. Event pricing for 20 ounce bottled water and 12 ounce soda (cans) is set by MCCS. Prices will be $ ounce bottled water and $ ounce soda cans. Vendors selling these items will establish this pricing. NO EXCEPTIONS! 17. All vendors receive one FREE Parking Pass. Additional parking is available in the blue and silver parking areas for a fee. Free general parking is also available. 18. Vendors will capture all gray water, remove and dispose of any grease or oil away from the flight deck. Dumpsters and / or drains will not be used for disposal. 19. The flight deck inside your booth area must be protected at all times with a flame retardant/non-slip floor covering. 20. Set up will be completed no later than approximately 3:00 p.m. for Friday show on February 27, Set up will be completed no later than 7:00 a.m. for Saturday show on February 28, Set up includes issuance of Hot Works Permit from Fire Department on Friday, February 27, 2015 no later than 2:00 p.m. No exceptions! By 7:00 a.m. on Saturday, February 28, 2015, vehicle movement is strictly prohibited on the flight line. Vendors will have two hours upon completion of show(s) to clear all vendor owned equipment from the flight line. 21. Vendors and their employees will be required provide information by way of a base access roster with First and Last Name/DOB/SSN to be submitted to MCCS no later than February 6, Those persons that cannot pass background checks will be denied access to the installation, flight line and air show. 22. Only propane tanks are authorized on the flight line. All tanks are subject to MCAS Yuma Fire Department inspections, a hot permit MUST be issued prior to the tank being turned on for use. NO EXCEPTIONS! 23. A MANDATORY Vendor s Brief will be held and must be attended by all contractors selected for the air show. Vendor s Brief will take place on Thursday, February 26, 2015 at 6:00 p.m. at the 16 th Street Community Center, 3100 S. 16 th Street, Yuma, Arizona. 24. We will not offer exclusive sales rights on any items, unless they are through corporate sponsorship and bear the MCAS Yuma Air Show Logo. For more information on corporate sponsorship, contact Keri Bridges, Sponsorship Coordinator, (928) or visit Any deviation of these policies will be considered breach of contract and are subject to contract termination clauses. Page 4 of 7

5 2015 INDEPENDENT FOOD AND BEVERAGE VENDOR APPLICATION FORM Company: Point of Contact: Alternate Contact: Phone: Mailing Address: City: State: Zip Code: Fax: BOOTH SPACE Food and Beverage items you wish to sell ~ Beverages Japanese Lemonade Specialty Treats Teriyaki BBQ Chicken German Greek/Mediterranean BBQ Beef/Pork Kettle Corn East European Philly/Deli Sandwiches Coffee/Espresso Shaved Ice Chinese Sausages/Hot Dogs/Corn Dogs Ice Cream Indian Fry Bread Mexican Curly Fries Gyros Italian Candy Other (specify) Other Other Other Other Indicate the number of booth space desired: Fri & Sat $ ' x 10' Fri & Sat $ ' x 15' Fri & Sat $ x 20 Sat Only $ ' x 10 Sat Only $ ' x 15 Sat Only $ x 20 Fri & Sat $ Ice Cream cart Sat Only $ Ice Cream Cart Do you use a BBQ Grill? Yes No Page 5 of 7

6 Only propane tanks are authorized on the flight line. No open flames. Please indicate # of tanks / size of tanks All tanks are subject to MCAS Yuma Fire Department inspection. A hot permit MUST be issued prior to the tank being turned on for use. Vendor must have a Fire Extinguisher located inside booth. NO EXCEPTIONS. Do you vend from: Tent Trailer Truck Cart Cycle Other Other than a mobile concession that must fit within your booth space, will an extra parking space be needed nearby for parking a supply trailer or some other large vehicle that won t/can t fit in a parking stall? Yes No Size of trailer/extra vehicle Vendors seeking separate locations or extra space to vend under a different Name, must apply separately. Booth Space Fee Fri & Sat $ Booth Space Fee Sat Only $ Total Amount $ Deposit Due $ Balance Owed $ Check Payable to MCCS Yuma 0270 Credit Card Payment. Please contact MCCS Accounting at (928) REFERENCES Name three current references from other Air Shows/special events you have participated. Name of Event Point of Contact Phone Number MCCS Use Only: Date Received: Application Deposit Resale License IRS W9 Price List Product Pictures Page 6 of 7

7 BEFORE YOU SEND: Did you remember- Read the application package carefully Complete the application form in its entirety Include $ deposit Include a product listing with prices Include a copy of your resale license Include any samples/brochures/pictures of your merchandise Complete and return W9 form with application Include photos of your tent Mail Complete Packet to: Marine Corps Community Services Attn: Contracting Office Box Yuma, AZ (928) Or alternately you can complete package to: yumacontracting@usmc-mccs.org APPLICATION MUST BE RECEIVED BY DECEMBER 31, 2014 Page 7 of 7