THIS CONTAINS INFORMATION THAT YOU WILL NEED TO PARTICIPATE AT THE 2017 CELEBRATE FAIRFAX! FESTIVAL PLEASE READ

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1 THIS CONTAINS INFORMATION THAT YOU WILL NEED TO PARTICIPATE AT THE 2017 CELEBRATE FAIRFAX! FESTIVAL PLEASE READ With the 2017 Celebrate Fairfax! Festival drawing closer, we hope that you are getting as excited as we are! This is your Confirmation Packet, which includes information that you MUST HAVE in order to participate in the festival, including your Booth Number & Load-In times. Your Confirmation Packet details information about festival hours, load-in, setup times, parking, and additional operational information that you will need upon arrival to the festival site. We strongly advise that you forward this Confirmation Packet to everyone who is assisting you with your operation, so that they also understand what is expected of them while they are here. All confirmation materials in this (with the exception of tickets and passes) will also be available to download from our website: Attached to this are your complimentary tickets and parking passes. These items will be attached as a pdf file. You MUST PRINT ANY/ALL TICKETS to enter the festival gates. Once again, welcome to the festival. We look forward to seeing you in two weeks! Taylor Claybrook Exhibits Coordinator desk (texting/on-site number) Taylor.Claybrook@fairfaxcounty.gov Meagan Butkus Vice President & Managing Director desk Meagan.Butkus@fairfaxcounty.gov Celebrate Fairfax, Inc Government Center Pkwy Suite 247 Fairfax, VA (f)

2 Food Vendor Booth Locations: CF 2017 Space Vending Operation Vending Location Move-In Day Move-In Time 700 Thai Thai CF Food Court Thursday, June 8th 12:00PM - 2:00PM 702 Ice Kreme Mill Ltd. CF Food Court Thursday, June 8th 8:00AM - 10:00AM 701 Mel Grab Dominics CF Food Court Thursday, June 8th 8:00AM - 10:00AM 703 DelSur Baked Goods CF Food Court Thursday, June 8th 10:00AM - 12:00PM 704 Blue City CF Food Court Thursday, June 8th 2:00PM - 4:00PM 705 Orient-Bowl, Inc. CF Food Court Thursday, June 8th 12:00PM - 2:00PM 706 Big Fat Daddy's CF Food Court Thursday, June 8th 8:00AM - 10:00AM 707 Rudy's Inc. - Pizza CF Food Court Thursday, June 8th 8:00AM - 10:00AM 708 Blackjack Grill LLC CF Food Court Thursday, June 8th 12:00PM - 2:00PM 709 MacBrand Foods, Inc. CF Food Court Thursday, June 8th 2:00PM - 4:00PM 710 Rudy's Inc. - Slush Factory CF Food Court Thursday, June 8th 8:00AM - 10:00AM 711 John the Greek Food Concessions CF Food Court Thursday, June 8th 8:00AM - 10:00AM 712 Thai Town Restaurant CF Food Court Thursday, June 8th 2:00PM - 4:00PM 713 Piche's Beignets CF Food Court Thursday, June 8th 8:00AM - 10:00AM 714 Buena Dillas CF Food Court Thursday, June 8th 10:00AM - 12:00PM 715 The Tender Rib CF Food Court Thursday, June 8th 12:00PM-2:00PM 440 Two Smooth Dudes CF Food Court Thursday, June 8th 10:00AM 12:00PM 716 MacBrand Food Truck CF Food Court Thursday, June 8th 10:00AM - 12:00PM 717 Gator Jacks CF Food Court Thursday, June 8th 8:00AM - 10:00AM 718 Soda City CF Food Court Thursday, June 8th 12:00PM-2:00PM 719 Caribbean Grill & More Inc. CF Food Court Thursday, June 8th 2:00PM - 4:00PM 720 Stay Cheesy CF Food Court Thursday, June 8th 12:00PM-2:00PM 721 Lisa's Lemonade & More CF Food Court Thursday, June 8th 8:00AM - 10:00AM 722 International Grill Co. CF Food Court Thursday, June 8th 12:00PM-2:00PM 723 Famous Dave's CF Food Court Thursday, June 8th 8:00AM - 10:00AM 752 Leisure Time #2 Children's Avenue Thursday, June 8th 2:00PM - 4:00PM 753 Colonial Kettle Corn Special Exhibits Thursday, June 8th 10:00AM - 1:00PM 905 Chocolate Moonshine The Hub Friday, June 9th 10:00AM - 12:00PM 784 Dyvine BBQ CPK Food Court Friday, June 9th 10:00AM - 12:00PM 785 Leisure Time #1 CPK Food Court Friday, June 9th 8:00AM - 10:00AM 786 Thai Thai #2 CPK Food Court Friday, June 9th 10:00AM - 12:00PM 787 Phat Boyz Catering (AIC Vending) CPK Food Court Friday, June 9th 8:00AM - 10:00AM 788 California Pizza Kitchen CPK Food Court Friday, June 9th 8:00AM - 10:00AM 2

3 MAPS AND DIRECTIONS: Celebrate Fairfax! Festival is located at the Fairfax County Government Center, Government Center Parkway. Parking is easy at nearby parking lots and Celebrate Fairfax! operates a FREE shuttle service for your employees that need to park off-site. There are two major remote parking areas serviced by the FREE shuttle bus to Celebrate Fairfax! Festival Fair Oaks Mall and Fair Lakes Circle. Shuttle Stops Fair Oaks Mall: Fair Oaks 2 stops (one near ManTech Corporation building, one near the Fairfax Marriott) Fair Lakes Circle: Fair Lakes Circle (Across from the shopping center with Kohl s, Dick s Sporting Goods and Whole Foods) The following directions are designed to get you to the closest remote parking facility based on origin. Traveling west on Route 50 from the City of Fairfax, enter the Fair Oaks Shopping Center parking lots and look for marked lots for Festival Parking. Both shuttle bus pick-up stops are in the auxiliary parking lots located on the outer ring road surrounding the mall (the parking lots furthest away from the stores!). One stop is located near the Fairfax Marriott and the other stop is close to the ManTech Corporation building. Both locations are well-marked. Traveling east on Route 50 from Chantilly, turn right onto the Fairfax County Parkway (Rt 286). Take the very next exit to Fair Lakes Parkway. At the second stoplight from the exit turn left onto Fair Lakes Parkway, passing 3

4 under the bridge and through the next stoplight. Turn right at the next stoplight onto Fair Lakes Circle and turn right at the first stoplight on Fair Lakes Circle, Roger Stover Drive, and into the parking lot for Fair Lakes Circle (across from the shopping center with Kohl s, Dicks Sporting Goods and Whole Foods). Traveling northbound on the Fairfax County Parkway from the Newington/Springfield/Burke area, take the exit onto Fair Lakes Parkway and bear right onto Fair Lakes Parkway. Turn right at the first light onto Fair Lakes Circle and at the next light turn right onto Roger Stover Drive and into the first parking lot Fair Lakes Circle (across from the shopping center with Kohl s, Dicks Sporting Goods and Whole Foods). Traveling southbound on the Fairfax County Parkway from the Reston area, take the exit to Fair Lakes Parkway. At the second stoplight from the exit turn left onto Fair Lakes Parkway, passing under the bridge and through the next stoplight. Turn right at the next stoplight onto Fair Lakes Circle and turn right at the first stoplight on Fair Lakes Circle onto Roger Stover Drive and into the parking lot for Fair Lakes Circle (across from the shopping center with Kohl s, Dicks Sporting Goods and Whole Foods). From I-66, take the exit for the Fairfax County Parkway (Rt. 286) northbound. Take the exit onto Fair Lakes Parkway and bear right onto Fair Lakes Parkway. Turn right at the first light onto Fair Lakes Circle and at the next light turn right onto Roger Stover Drive and into the first parking lot Fair Lakes Circle (across from the shopping center with Kohl s, Dicks Sporting Goods and Whole Foods). From I-95, take the Capital Beltway to I-66 West. Proceed on I-66 to the Route 50 West exit. Proceed on Route 50 west to West Ox Road - South. Proceed south on West Ox Road to intersection of Fair Lakes Parkway and turn left at the stoplight onto Fair Lakes Parkway. At the second stoplight, turn left onto Fair Lakes Circle. At the first stoplight on Fair Lakes Circle, Roger Stover Drive, turn right into the parking lot for Fair Lakes Circle (across from the shopping center with Kohl s, Dick s Sporting Goods and Whole Foods). 4

5 Festival Logistics Map: Control + Click to download a pdf version of this map. 5

6 Festival Logistics Map: Control + Click to download a pdf version Ice Kreme Mill 702 6

7 Festival Logistics Map: Control + Click to download a pdf version 7

8 ON-SITE MAP: Control + Click to download a pdf version of this map. CELEBRATE FAIRFAX! FESTIVAL JUNE 9-11, 2017 Summer Starts Here! FOOD VENDOR CONFIRMATION PACKET LOCATION OF FESTIVAL: The grounds of the Fairfax County Government Center FESTIVAL HOURS These are the hours that the festival site is open to the public. The Carnival closes at Midnight and most stages are done with performances by 11:00pm. Friday 6:00 pm 12:00 am (Sneak Peek 12:00 2:00 pm See below) Saturday 10:00 am 12:00 am Sunday 11:00 am 7:00 pm FOOD VENDOR LIAISON Al Obuchowski serves as the Celebrate Fairfax! Festival s Food Chairmen. All requests for 8

9 assistance, rules clarifications, general procedure questions, etc., must be directed to him. Al will be available beginning on Thursday for load-in and will return on Sunday for load-out. Throughout the weekend Al will check in with each vendor daily and will be able to assist you if there are any problems. If you have any questions prior to the Festival, please feel free to contact Al via at HEALTH DEPARTMENT INSPECTIONS The Fairfax County Health Department and/or festival staff may inspect your operation throughout the weekend, beginning Friday, June 9, at 8:00am. It is imperative that you follow Health Department regulations all three days. Any Health Department violation may result in probation or suspension from this, or future Celebrate Fairfax, Inc. events. Those vendors hooking up to the Festival's water supply must provide their own NSF hose and a Y-coupling. This is a Health Department requirement. The Health Department also requires that trash be removed from your booth to trash and cardboard dumpsters located at the North End of the Celebrate Fairfax food court. Waste water disposal tanks will also be provided. Under NO circumstances will waste water be disposed of anywhere other than in the provided disposal tank. Grease canisters may be marked by festival staff to ensure that any canisters left behind can be identified. Those vendors leaving behind canisters instead of disposing them properly may be fined and/or banned from future events. Health Department applications have already been sent to all Festival Food Vendors. By May 25th, you should have sent the application back to the health department; if not, please do so at this time. All applications must be submitted 10 business days prior to the start of the festival, or you will need to visit the Health Department office in person to submit your application. FIRE MARSHAL INSPECTIONS The Fire Marshal will inspect food vendors throughout the weekend, beginning Friday, June 9 at 8:00am. Any vendor who has not submitted a certificate as proof that their tent is fire rated must present it to the Fire Marshal upon inspection. The Fire Marshal will also be checking for valid propane tanks, appropriate attachments and hosing for propane, distance from the tanks to any structures, operational hazards and other possible violations. Be sure your tanks have a current date stamp. All food vendors are required to provide their own fire extinguishers. Failure to comply with the Fire Marshal may result in shut down of operations until the violation can be corrected. MENU ITEMS PERMITTED Only those items that have been approved by Festival staff will be permitted to be sold. In an effort to maintain the highest quality dining experience for our event attendees, vendors may be excluded in future years if the quality of their meats, fruits and other items are not of top quality. If you have any questions, please contact Meagan Butkus prior to the event. 9

10 BEVERAGE REGULATIONS Only Coca-Cola brand or Pepsi brand products may be served by food vendors (excluding preapproved items such as fresh lemonade, iced tea, smoothies, etc.). Vendors may bring in their own Pepsi or Coca-Cola brand products, however, all carbonated drinks and sport drinks must be sold in 20oz bottles. It is strongly advised that any water you provide (Dasani or Aquafina only) be 16.9 oz. in size, which is the size the Festival will sell by the case to vendors for Coca-Cola products will be available for purchase on-site at the prices listed below. CASH ONLY (unless pre-approved by Meagan Butkus) and no coins, please. Again, prepackaged sodas and sport drinks will only be available in 20-oz. plastic bottles and water only in 16.9-oz bottles. Below are the Coca-Cola products that will be available on site and the corresponding prices (per case): Coke, Diet Coke, Sprite, Fanta Orange, Barq s Root Beer $20/case Powerade $20/case Dasani Water $10/case Ice (18 lbs.) $4 per bag Any soda, sport drink, or water you provide on your own MUST be from the Coca-Cola or Pepsi brand families. Thank you! Note: CFI has phased out fountain operation with the exception of those grandfathered in many years ago. As such, no CO 2 BIBs or cups are available on-site this year. For questions or concerns regarding such matters, contact Meagan Butkus. LEMONADE FEE In order to sell lemonade on-site, food vendors MUST pay the $75 vending fee. This does not apply to single item concessionaires. SCHEDULE FOR VENDOR SET-UP Celebrate Fairfax Food Court (Former CF Food Court Food Court) Thursday, June 8 7:30 am 11:30 am TRAILER SET-UP 12:00 pm 7:00 pm TENT SET-UP California Pizza Kitchen Food Court (Main Stage Food Court) Friday, June 9 8:00 am 12:00 pm Trailers first, then Tents *Your exact set-up time is indicated in the spreadsheet that will accompany the tickets and pass. In general, the Celebrate Fairfax Food Court trailer operations will set up on Thursday morning and tent operations will set up in the afternoon. California Pizza Kitchen Food Court vendors will set up on Friday morning. All vendors MUST keep personal and operation- 10

11 related vehicles out of the traffic lanes at all times. It is imperative that you contact the Festival Office in advance if you cannot make your scheduled set-up time. If you cannot meet the scheduled time, vehicular access will not be permitted until other scheduled vendors have completed loading and unloading. No dollies or carts will be available from the Festival Office, so vendors must provide their own. Do not, under any circumstance, leave your vehicle or vending trailer unattended anywhere except inside the area designated as your specific booth location. NOTE: Personal vehicles will not be permitted to remain on the event site after: 4:00pm on Friday, 9:00am on Saturday and 10:00am on Sunday. Deliveries from external contractors must also be made within the allowed timeframes. You will need to bring a hand truck or flatbed to move your goods to your space if you need to move items after that time. VENDOR SPACE LIMITATIONS Each full service vendor, as in past years, has been assigned a space 20 deep x 17 wide. Vendors have been given additional space width when possible; returning vendors have been assigned the same space dimensions as last year unless otherwise requested. If space permits, you may and should place stock vehicles and/or generators BEHIND your set-up; provided the equipment does not cause any part of your operation to extend outside of your assigned space. PROPANE LANE To ensure that propane is a safe distance from tented structures, PROPANE LANE has been developed. Specifically, a 6 wide lane will run directly adjacent and parallel to the curb behind most food vending spaces. ONLY propane tanks and generators may be placed in that area. It is NOT a storage area for vendors. Each vendor will have 20 from the edge of PROPANE LANE for their vending operations, including stock vehicles. If you have a tent and propane, you MUST keep your propane at the furthest point from your tent as is possible while keeping it in your assigned space in PROPANE LANE. ALLOWABLE TENTED STRUCTURES As has been previously informed to vendors, pop-up style tents with nylon or similar material are not permitted to use over a cooking area. The Fire Marshal will not permit this activity. Should you have no tent which complies, you may, and you must contact Meagan Butkus, CFI s Managing Director, to obtain a fire-retardant, rented tent not later than May 25, Sidewalls are not provided. Tax, delivery, set-up and removal are included. 11

12 VENDOR ADMISSION TICKETS Vendor admission tickets are being supplied to you electronically, each with its own bar code which will be scanned upon event entry and is good for one entry only. You must print them and bring them with you unless you indicated otherwise when you were called by our Exhibits Coordinator. No additional complimentary exhibitor tickets will be available. Additional tickets may be purchased at a discounted rate until June 8 th at or purchased onsite during the Festival at the regular price. If you fail to bring your exhibitor admission tickets with you on-site at any time during the Festival, you will be charged a $5 re-print fee per ticket order. PERMIT PARKING AT THE FESTIVAL In the same as the admission tickets, you will receive one parking pass, which allows access to the site. Oversized vehicle parking passes for the Food Vendor lot will be distributed onsite directly from the Food Chairman. Once you receive your parking pass, place it on your dashboard so that it is visible before entering the Festival Site. There will be security officer(s) and volunteer(s) to help you locate your parking space. Only vehicles that cannot access the underground garage will receive passes and be able to park in that lot. Space is limited. If parking in the Food Vendor Lot at Yellow Gate, please adhere to the following parking procedures: Thursday Sunday After unloading, please move your stock trucks and oversized vehicles to the food vendor vehicle parking lot. Vehicles left in fire lanes beyond specified load-in times may be towed at owner s expense. Additionally, personal vehicles left in public areas on-site (excluding Food Vendor Lot or within your vending space) after 4:00pm on Friday, 9:00am on Saturday and 10:00am on Sunday will be towed at owner's expense. PARKING WITHOUT A PERMIT Convenient parking is generally available across the street from the Festival site in the County s parking garages. There are also shuttle bus services provided on Friday, Saturday, and Sunday from marked lots on Fair Lakes Circle and from Fair Oaks Shopping Center. Please see the attached Area Map for specific locations. SHUTTLE BUS There are two shuttle bus routes: 1) the Fair Lakes shuttle bus will stop at the BLUE Gate and transport passengers directly to the off-site Fair Lakes parking lot on Fair Lakes Circle; 2) the Fair Oaks shuttle bus will be routed around Fair Oaks Shopping Center (Fair Oaks Mall) to the RED Gate and back again to the Fair Oaks parking lots. The shuttle bus schedule is as follows: 12

13 Fair Lakes Circle (Marked Lots) Fair Oaks Shopping Center Friday 4:30 pm 12:30 am 4:30 pm 12:30 am Saturday 8:30 am 12:30 am 8:30 am 12:30 am Sunday 9:30 am 7:30 pm 9:30 am 7:30 pm If one of your staff without a Festival issued parking pass needs to be on site before 9:30 am Saturday or Sunday, he/she may park in the County s parking garages across from the Festival Site. ELECTRICAL POWER WILL NOT BE AVAILABLE BEFORE THURSDAY, JUNE 8 at 6:00pm. Power is not provided to the Food Vendor Parking area at any time. Power is scheduled to remain on throughout the weekend (24 hours a day) until approximately 7:30pm on Sunday unless approved by the Food Chairman. SNEAK PEEK Food vendors in the Celebrate Fairfax Food Court are encouraged to open for business from 12:00 2:00pm on Friday, June 9, for our Sneak Peek. The Sneak Peek is an opportunity for Fairfax County Government employees to get the first taste of the Festival. If participating, vendors must be completely set-up and approved by Fire Marshal officials prior to noon on Friday. SECURITY & SECURITY CHECKS The Festival will provide a 24-hour security patrol, beginning Thursday, June 8 th at 6:00pm. The provision for security patrols does not, however, guarantee exhibitors against loss or theft. Therefore, the following precautions should be taken: - Do not leave valuable merchandise unattended, especially overnight. - If you did have sidewalls and need to store delicate materials overnight, we will have a box truck available for overnight storage located in Beverage and Ice Operations area near the back of the KidWay MidWay. - Secure all valuables when leaving booth. Our organization has instituted safety and security procedures that include but are not limited to: 1) Vehicle checks at the admission gates, including the possibility of requiring truck and other large vehicle drivers to open their cargo areas for visual inspection 2) Visual checks of personal bags and non-clear containers at our pedestrian entrances 13

14 3) Staff monitoring of behind the scenes locations, including the areas in and around the Food Courts, rides, stages, and other areas as well 4) The reinforcement of our neighborhood watch program, which provides contact information for all exhibitors and vendors to call should something seem out of place or otherwise suspicious. It is possible that you may have minimal delays in accessing the site and we appreciate your cooperation with these procedures. Thank you! FEES/TAXES All vendors are expected to collect, report, and remit any applicable state (Virginia) and local retail sales tax. For your convenience, a state and local sales tax form will be available upon request in the Festival Office. By law, any vendor with a place of business within Fairfax County for 30 or more consecutive days and with annual gross receipts over $10,000 must complete a Business, Professional and Occupational License (BPOL) application and pay a license fee. Please call , PRESS 3 for more information regarding BPOL s. NEIGHBORHOOD WATCH It is everyone s responsibility to maintain a safe and secure environment for the Festival attendees, exhibitors, vendors and other visitors. Please keep watch of your general area for unsafe or suspicious behavior, hazardous impediments to pedestrian traffic or any other condition that you perceive to create a risk to festival visitors. Please properly dispose of any empty boxes or bags after restocking. INCLEMENT/EXTREME WEATHER Be prepared! The Celebrate Fairfax! Festival is open rain or shine. Bring any necessary provisions to protect your vending operation against all weather conditions. CAMPING Camping is available (with a charge) at Burke Lake Park, Bull Run Regional Park, and at Lake Fairfax. For more information call (703) at Burke Lake, (703) at Bull Run, or (703) at Lake Fairfax. Vendors are not permitted to stay on the Festival site overnight. FOOD VENDORS: 1) Are prohibited from using sound amplification without prior approval from the managing Director. 2) Must conduct all sales and activities within the space for which they contracted unless otherwise approved by the Managing Director- moving locations is strictly prohibited. Selling and/or soliciting in the aisles are not permitted. 3) Under NO circumstances may the asphalt be damaged -- no metal objects, fencing, etc. 4) Are prohibited from sub-letting their space or any equipment provided by the Festival. 14

15 5) Must not allow vending operations to exceed the width, length or height indicated on their application. If no specifications were indicated on a vending application, it is assumed that operations will not exceed 17 wide, 20 deep, or 10 high, unless previously approved by the Festival. 7) Must remain open during all open Festival periods, unless previously approved by the Festival. 8) Must provide certificate of insurance where Celebrate Fairfax, Inc. and the County of Fairfax are named as the additional insured. Coverage must be in the amount of no less than $1 million for general liability and damages. Certificate of insurance is due prior to May 25, NOTE: If certificate is not received, vendor will not be permitted to setup until vendor has either provided insurance certificate or has purchased Single Event Insurance Coverage through CFI. 9) May only vend items that were both listed on the submitted food vendor application AND approved by CFI staff. Any vendor found in violation of the above rules or other Festival rules that were printed in the Vending Application, subsequent mailings, or announced on the Festival Site upon arrival or during the Festival, will be issued a warning and removed from the Festival if violation continues. BALLOONS/HELIUM TANKS BALLOONS AND HELIUM TANKS ARE PROHIBITED EVERYWHERE ON THE FESTIVAL SITE. No exceptions. CHANGES TO VENDOR LOGISTICS All logistical needs must have been clearly indicated on your application. Change requests can be made without penalty no later than Thursday, June 1, If changes are made after that date, exhibitors will incur a 20% surcharge for any additional rentals (electricity, etc...). Outside generators (unless already arranged with Managing Director) will not be permitted for use by vendors with a tent set-up per Fairfax County safety regulations. CANCELLATIONS & EXCLUSIONS Once an exhibitor, vendor or crafter has been accepted, payment of fees is non-refundable. Exhibitors are permitted to distribute and/or sell their products without limit. However, sales must be confined to the exhibitor booth and all items to be sold must be listed on the exhibitor application and be approved by Celebrate Fairfax, Inc. (CFI). EXTRA RENTALS If additional rentals (tents, etc ) are needed, you must request them from the CFI office no later than June 1, The Festival will order the additional equipment for you and you will be required to provide credit card information for payment at the time of order placement. If changes are made after June 1st, exhibitors will incur a 20% surcharge for any additional rentals. 15

16 Additional rentals requested after June 1st will be provided based on availability. ADDITIONAL INFORMATION Please check the Celebrate Fairfax! Festival website for any additional information you may desire. Comprehensive schedules of all programs, concerts and other performances, maps, directions, and much more are provided at You may contact our office at (703) as well. All of us at Celebrate Fairfax, Inc. are pleased to have you join in the success of the Festival. Staff and volunteers will be available to assist you with any questions or problems that may occur on site. See you in June! On-site contact information: Meagan Butkus Festival Director / Managing Director (703) (texting/on-site number) Meagan.Butkus@fairfaxcounty.gov Al Obuchowski Food Co-Chair (703) alobuchowski@verizon.net Taylor Claybrook Exhibits Coordinator (571) (texting/on-site number) Taylor.Claybrook@fairfaxcounty.gov Colleen McGowen Coke and Ice Operations (571)