Calgary Multicultural Arts Society 201 501 18 TH Avenue SW Calgary AB, T2S 0C7 Tel (403) 453.7424 Fax (403) 453-7425 E-mail: Jennifer@fiestaval.ca Christian@fiestaval.ca Dear FOOD Vendor - Welcome to the 10 th Annual Fiestaval in Calgary! What is Fiestaval? Fiestaval is a 3-day free multicultural arts and entertainment festival highlighting the Latin American Culture. Central to its distinction is that Fiestaval is a free, family-oriented alternative for celebrating multicultural arts and entertainment in Calgary. Fiestaval will take place in the heart of downtown Calgary at the Calgary Olympic Plaza on July 22 th, 23 th and 24 th 2016. How long is the event? We go 3 days (new we added an extra day Friday), July 22 th (Friday) opening ceremonies from 11:30am to 1:30pm and from 4:00pm to 11:00pm (please be advice that we will not be programming the stage from 1:30pm to 4:00pm but you can choose to sell during those times) Saturday July 23 th from 11:00am to 11:00pm and Sunday July 24 th from 11:00am to 9:00pm How many people will attend? Depending on the weather; approximately 60,000 people are expected. What is provided when I rent a booth? A banquet-sized table approximately 8 feet by 2 feet and a 3 compartment sink. (You might have to share the sink with the food vendor next to you). Access to a water source and up to 4 electricity outlets -110 Volts if you required more than 4 outlets and additional $50 dollars will be charge per outlet (remember you need one outlet per appliance) We allow a 10 x 13 foot space; you must operate within this space; if you use more space than what you bought you will be charged $100 per square foot. How will I know where my table will be located? We will allocate your both space based on your request and the best flow and product mix. Does the Festival rent kitchen equipment or festival supplies for me? We will provide you with a 3 compartment sink and one table. All other kitchen equipment you must provide yourself. At what time I am supposed to set up my booth? Food Vendors can set up their booth anytime between 6:30 pm to 9:00 pm on Thursday July 21 st Vehicle access will be permitted only from 6:30 pm to 8:00 pm on Thursday. Vehicle access means drop off only; if you fail to remove your vehicle out of the plaza within 20 minutes after your arrival, you will loose 100% of your security deposit, and you won't be welcome in future years.
Food Vendor Requirements The vendor is required to clean up a 10x10 foot area around their table and dispose of any garbage into the dumpsters in storage area only. (with your registration you will receive a map and clear instructions about garbage management) The event garbage cans are for attendees use. Upon Registration we will be collecting a $100 security deposit from all food vendors in case of damage to the plaza i.e. grease stains, burns, grass damage, garbage removal fees, or failure to comply with any of the festival rules; security deposits will be returned within a month after the festival. You MUST provide a 30 pound weight for each leg of for your tent or you will be not allowed to set up. All 10x10 tents must have proof of fire retardancy ULSC 109 via tag or certificate; otherwise the City of Calgary Fire Department will not permit you to set up. Call 311 for full details on City of Calgary Fire Department requirements for 10x10 tents Every Food vendor must have solid matting or a surface under the entire area of their 10x13 booth to prevent stains to the plaza from spillage, as well you must provide garbage receptacles by your booth for waste from your products sold. We will use your security deposit to pay for the removal of any stains to your area and in case garbage removal is required New this year is that every food vendor must have a "standard" and a "k-class" fire extinguisher, They are available for purchase or rent at "Sprouce Fire and Safety". Vendors are responsible for: 1. Completing and returning the Food Vendor Application Forms to the festival, one (1) month prior to the proposed Special Event or Trade Show. Please note that we will not accept any applications after Friday June 20th No additions/changes will be allowed 15 business days or less prior to the event. Fiestaval Latin Festival will be collecting the completed form for submission to Alberta Health Services
2. Complete and return the Permission to Use an Approved Food Establishment Form to Alberta Health Services 3. Vendor must ensure that the: Requirements for special events & trade shows are followed. Food storage temperature records are kept and recorded once every two (2) hours. Their food booth is set up and ready for inspection by a Public Health Inspector no less than one (1) hour before the special event is scheduled to start, in accordance with the Provincial Food Regulation. The disposal of any liquid or solid waste is in the locations designated by the event organizer. Only potable water is used (water that is safe for human consumption). If you are a food preparation vehicle or cart with a holding tank you must have satisfactory bacteriological test results from a Provincial Laboratory submitted within the last thirty (30) days. At least one food handler in charge must have successfully completed one safe food handling course provided by or satisfactory to AHS Environmental Health Food Handling Courses. Notify the event organizer of any changes or additions to the original application no later than (15) days prior to the date of the event. Follow the Approval Inspection Checklist for Special Events & Trade Shows to ensure that everything is in place. Every vendor must use compostable food ware including cutlery. Styrofoam is not allowed. For more information about this please call us if needed. What happens if it rains during the weekend? We go rain or shine! REGISTRATION INFORMATION Each space is 10 x13, and we provide an 8 x 2 banquet table, access to a source of water, 3 compartment sink (that might be shared with the both next to you) and electricity. You may pay for up to 3 spaces. Please note that your additional spaces might not be situated side by side, unless otherwise indicated. You will not be registered if you send a post-dated cheque. A $60.00 fee for NSF cheques will be imposed.
Please check off appropriate box below: REGISTRATION FORM Fiestaval July 22 th, 23 th and 24 th 2016 FOOD VENDORS ITEM QUANTITY PRICE FOOD BOOTH Includes 3 compartment sink $1750 SECURITY DEPOSIT $100 *GST INCLUDED Number of Booths Required (X) Booth price and security deposit Total Special requests/needs: (ie. table location request) Deposit # Office Use Only Location # Confirmation Package Given: Special Event Food Safety Course Completion: If yes Date Food Form Submitted: Personal Services Form Submitted: Detailed description of goods/products sold please include photo if possible (including menu and prices) We reserve the right to limit the amount of certain types of foods sold at the festival. Company Name: Exhibitor/Contact Person: Address: City/Province: Postal Code: Phone: Home _ Work Cell _ Fax E-mail: Are you setting up a 10x10 tent? I have read the entire Exhibitor s Agreement Rules and Regulations and agree with the conditions set forth. I recognize that by signing below I have entered a contract with the Calgary Multicultural Arts Society Signature Date
EXHIBITOR AGREEMENT FIESTAVAL RULES AND REGULATIONS 1. The Producer will: a) Produce Fiestaval in Olympic Plaza to take place on Saturday July 22 th,23 th,24 th / 2016 b) Produce and distribute promotional material including posters, brochures and provide media with public service announcements. 2. The Exhibitor will: a) Pay the producer the appropriate sum as defined in the registration form and security deposit; b) Provide his/her own chairs, tables, display c) Release the Calgary Multicultural Arts Society its Board of Directors and staff, and the City of Calgary from any liability for any damage, loss, theft, breakage or injury to property or persons; d) Complete all necessary forms and provide full payment upon registration (no post-dated cheques) to validate this agreement; e) Unload and load at the requested times, and shall adhere to parking instructions. f) Keep area clean and tidy. g) Agree to abide by the rules and regulations the festival and the Calgary Multicultural Arts Society h) Supply their own garbage containers and clear their own trash / grey water at the end of the day if they are selling or giving away any food items, also if they used flooring they are required to put it back next to the stage i) Sign the bottom of the Exhibitor s Agreement form. The exhibitor will keep the Exhibitor s agreement (this form) for his/her reference. 3. Both the exhibitor and the producer must sign the Exhibitor Agreement. The agreement will become effective upon receipt of the completed Registration form with full payment, dated at the time of registration. 4. There will be no refunds. The producer will not be liable for refunds or any liabilities whatsoever if the festival is disrupted due to any act of nature, strikes, statutes or any case beyond the producer s control. This is an outdoor event, rain or shine and the producer will not be held responsible for shelter, alternate indoor sights or alternated dates in the case of inclement weather. Please make all cheques payable to Calgary Multicultural Arts Society Mail your registration to: Calgary Multicultural Arts Society 201A 501 18 th Avenue SW Calgary Alberta T2S 0C7 You can print additional registration forms from our website at www.fiestaval.ca