ARLINGTON COUNTY FESTIVAL LATINOAMERICANO EVENT FOOD VENDOR APPLICATION INFORMATION & RULES WHAT: Hundreds of Arlington County residents will be celebrating the rich culture and history of Latino- Americans at the 2015 FESTIVAL LATINOAMERICANO. This year s festival will include a full array of great entertainment from Central and South America, great local vendors, interactive children s entertainment, delicious food, and exciting community spirit. Admission to the festival is free. The Festival Latinoamericano is sponsored by Arlington County s Department of Parks and Recreation and is organized with a dedicated group of community volunteers. Visit parks.arlingtonva.us and search Festival Latinoamericano for details. WHEN: Sunday, September 28, 2014: 1-5 p.m. WHERE: Kenmore Middle School, 200 S. Carlin Springs Road, Arlington, VA 22204 FEES: Food Vendor Fee for maximum of 20 x20 food vendor space: $150* *In addition to the $150 vendor fee, participating vendors must also donate $100 worth of food to event staff/volunteers. See ARLINGTON COUNTY MEAL VOUCHERS section on page four of this application for details. SUBMISSION & ACCEPTANCE: Applications should be returned no later than September 11, 2015 to allow adequate time for processing and notification. Applying to participate in the Arlington County Festival Latinoamericano 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 email to lbarragan@arlingtonva.us, fax to 703-228-3328 or mail to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard, Suite 414 Arlington, VA 22201 1
PAYMENT & DEPOSIT: 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 September 21, 2015. 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 Festival Latinoamericano event, payment of $150 should be made payable to Arlington County Treasurer and mailed to: Laura Barragan Arlington County Department of Parks and Recreation 2100 Clarendon Boulevard Suite 414 Arlington, VA 22201 ELIGIBILITY: Non-Mobile Food Vendors: All non-mobile food vendors must obtain a temporary food service permit from the Arlington County Environmental Health Section. This permit should only be obtained after a vendor is notified of their acceptance to the Latinoamerican Festival event. To apply, download the application (PDF) and submit with $40 fee made payable to Arlington County Treasurer to: Arlington County Public Health Division 800 S. Walter Reed Drive Arlington, VA 22204 Applications for the temporary food service permit must be received by September 17, 2015, 10 days prior to the event date. Mobile Food Vendors: Mobile food vendors must obtain a peddler s/itinerant merchant s license from the Arlington County Environmental Health Section. Vendors may call (703) 228-7400 or visit the application webpage for information on how to obtain a peddler s/itinerant merchant s license. Both Non-Mobile and Mobile Food Vendors must also: Review Chapter 30 of the Arlington County Code before applying Obtain a Virginia State business license Be fully insured and provide proof of insurance (see pages 5-6) MEALS TAX: Per Arlington Code 65, all food vendors must pay a 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. A staff member from the Commission of Revenue s Office will send approved food vendors the necessary forms for submitting their Meals Tax. CANCELLATIONS: Cancellations after September 14, 2015 will result in the forfeiture of all fees. If a vendor cancels prior to the September 15 th date, they 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, electrical needs, individual food vendor space requirements, logistical restrictions, and is at the discretion of the Festival Latinoamericano event management. 2
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 Festival Latinoamericano event management reserves the right to reject any application for any reason. BOOTH LOCATION: Food vendors are not permitted to relocate his/her booth or mobile unit at any time during the day without the advanced authorization by event management. If any food vendor is seen moving his/her booth or mobile unit 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 Festival Latinoamericano 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, Sunday, September 27, 2015 no earlier than 9 a.m. Non-mobile food vendors must be set up and ready for inspection by noon. Mobile food vendors must be set up and ready to sell for the start of the festival at 1 p.m. OPERATING HOURS: Food vendors must be operational during the entire event from 1-5 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. FOOD VENDOR BREAKDOWN: Food vendors must cease operations at 5 p.m. and vacate the premises no later than 6 p.m. PARKING: Mobile units may park in an area near the main entrance to the school in a designated area. Non-mobile vendors will be permitted to park in the on-site lot. RETURN ON INVESTMENT: The Festival Latinoamericano 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 emailed to lbarragan@arlingtonva.us no later than October 21, 2015. 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. 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 Festival Latinoamericano event management reserves the right to invite food/drink sponsors on-site to sample their products. 3
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 vendors must donate twenty (20) meals for a value of $5 each for event staff and volunteers via pre-labeled meal vouchers during the execution of 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 10 vouchers will NOT be reimbursed by Arlington, and these meals will be considered a donation by all food vendors. Any vouchers received in addition to the twenty donated meals 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. PROPANE GAS: If a vendor requires propane gas, they must indicate this on the application below to ensure that a Fire Inspector is on site to inspect their set up. CONTACT INFORMATION: Please contact Arlington County Department of Parks and Recreation Special Events Manager Laura Barragan at (703) 228-3329 or lbarragan@arlingtonva.us if you have any questions. 4
2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO FOOD VENDOR APPLICATION Please refer to the 2015 Festival Latinoamericano Vendor Application Information and Rules before completing and submitting application. Submission Deadline: September 11, 2015 CONTACT INFORMATION: Business Name: Contact Person: Mailing Address: City: State: Zip: Telephone: Fax: Email: Website: Food Vendor Fee = $150* $ 150.00 plus $100 in meals APPLICATION CHECKLIST: One copy of the completed List of Items for Sale form for all foods that will be sold at your mobile unit. PLEASE INITIAL EACH LINE BELOW TO CONFIRM YOU UNDERSTAND THE 2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO EVENT RULES AND REQUIREMENTS: I have read the Arlington County Food Handling Code I understand that I must be a licensed and insured street/truck vendor to participate and that if my application is accepted I may vend at Kenmore Middle School exclusively on this day. 5
If my application to participate in the Festival Latinoamericano is approved, I must email a certificate of insurance to lbarragan@arlingtonva.us no later than September 14, 2015 with Arlington County named as an additional insured as follows: Food vendors must show proof of insurance by providing Arlington County with a Certificate of Insurance with Minimum Commercial General Liability limits are $1,000,000.00 (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 Festival Latinoamericano 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. Office of Risk Management Human Resources Department Suite 511 2100 Clarendon Blvd. Arlington VA, 22201 I understand that I must complete and submit the Food Vendor Earnings Report to lbarragan@arlingtonva.us by October 21, 2015. AGREEMENT AND SIGNATURE: I have read the 2015 Festival Latinoamericano Vendor Information and Rules, agree to abide by them, and cooperate with Arlington County event staff, Police, and Fire officials. Signature: Date: 6
2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO FOOD VENDOR LIST OF ITEMS FOR SALE FORM Food Vendor Business Name: Contact Person: Phone: 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 (Approximate) Additional Comments 7
FOOD ITEM/DESCRIPTION Sell Price (Approximate) Additional Comments This completed form must be included with your Food Vendor Application. 8
2015 ARLINGTON COUNTY FESTIVAL LATINOAMERICANO FOOD VENDOR EARNINGS REPORT To be filled out and mailed after the event, no later than October 21, 2015 Food Vendor Business Name: Contact Person: Phone: Please account for ALL food and drink items sold during the 2014 Arlington County Festival Latinoamericano event. FOOD ITEM/DESCRIPTION QUANTITY SOLD SELL PRICE SUBTOTAL 9
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 22201 or email to lbarragan@arlingtonva.us no later than October 21, 2015. 10