Summer 2013 Food Vending Vendor Application Hullaballoo June 27 th & 28 th, NorthWest Crossing Thursday 3:30 pm- 11pm; Friday 11am- 11pm The 5th annual NorthWest Crossing Hullabaloo is an evening celebration as unique as its name. This unofficial kickoff to summer features food, fun, music, bike races and more, all in a friendly, street festival atmosphere. It s a party and everyone is invited! Bend Summer Festival July 13 th & 14 th, Downtown Bend Saturday: 11-11pm; Sunday: 11-6pm Bend s signature art and music event, the Summer Festival draws artists and performers from all over the Northwest and features top, national musicians. Including a wide array of children's activities, jazz, wine & gourmet foods, a food court, and beer garden unlike any other! Thousands of people are expected at our 23 rd annual event. Bend Spring Festival April 13 th & 14 th, NorthWest Crossing Saturday: 11-10pm; Sunday: 11-6pm Celebrating the return of the sun, the renewal of the earth, and the launching of a busy Central Oregon outdoor season! Thousands will come out to explore the original art, laugh at the live comedy, chalk on the streets, immerse themselves in some gypsy spirit, and enjoy a robust offering of children's activities, live music, great food, wine and beer. This is a lovely festival. Bend Fall Festival October 5 th & 6 th, Downtown Bend Saturday: 11-11pm; Sunday: 11-6 pm Our 12th annual Fall Festival is similar to the SummerFest and adds a harvest theme. This Festival promises a fabulous array of music, art, food, and fun! Also includes street performers, beer garden, harvest farmers market and oompah music, too. Munch & Music Free Concerts in the Park Series July 11 th -August 15 th, Thursdays, Drake Park 5:30-9:30 pm Entering its 21th season, these award-winning free concerts feature live music, tasty food, and an artist walk from 5:30-9 pm. Attended by thousands of locals and tourists, this may be Central Oregon s favorite summer event. Munch & Movies Free Movies in the Park Series Aug 16 th -Sept 6 th, Fridays, NW Crossing 6-10:30 pm This sister series to Munch & Music features free, outdoor movies. Family friendly films are shown on the 20x40-foot big screen. The night opens with music from 6:30-7:30. Movies start at 8, with an intermission to drive traffic to our food vendors.
:: EVENT FEES :: Event 10x10 10x15 10x20 10x30 Bend Spring Festival $375 $475 $575 Hullaballoo $275 $375 $475 Bend Summer Festival $475 $575 $675 Munch & Music $1350 $1425 $1525 $1625 Munch & Movies $500 $575 $675 $775 Bend Fall Festival $375 $450 $550 $650 *** Must sell German- themed foods Garbage Deposit: Each Food Vendor must submit a separate check for $100 to C3 Events, for each event, which will not be deposited unless said Food Vendor s space is left in an unacceptable manner after the event. Only one garbage deposit check is needed for the event season. Electricity Fee: Any vendor needing electricity must include into their total a $50 electricity fee per event, per outlet needed. They also must request use of electricity on the application form in order to receive it on site. Park Fee: Any vendor participating in Munch and Music must submit a separate check for $180 to cover Bend Parks and Recreation maintenance fees. Discount Opportunities: 10% off your gross total if applying for 3 or more events $20 off per event if fees are paid on or before 4/1/13 2
:: VENDOR AGREEMENT :: 1. Zero Waste: C3 Events is implementing a zero waste initiative for the 2013 season; we require you to use compostable serving products. C3 is providing ZERO WASTE STATION s which include garbage, recycling, and compost. C3 will provide a team of volunteers to assist in managing these recycling stations as well as signage directing the public to these stations. For more information, go to http://zerowastec3events.wordpress.com/vendors/ 2. Garbage: Food Vendors must provide three trashcans with liners to be set out for public use. A provided crew of volunteers will be responsible for emptying these trash bins. The dumpsters in the alley way are NOT to be used for any reason. Please ask a C3 employee for proper disposal areas. All ice should be dumped in a drained area or tree wells and all gray water must be carried out with the vendors. There will be an event specific dumpster on site. Do not dispose of trash in a dumpster that is not labeled festival dumpster. 3. Liability Insurance/Health Permits: Participation requires proof of adequate liability insurance and a temporary health permit. Copies of both must be sent to the food vending coordinator prior to the event. Failure to do so will result in denied participation at the event, and your event fees will not be refunded. Health Permits: Insurance: To obtain a temporary food service license you can contact them at www.deschutes.org/cdd or call (541) 388-6566. Sandy Ringer is the contact person. Also, be sure to pick up lists of rules and regulations from health department concerning hand washing stations and other requirements. All Food Vendors must be insured for all dates they will be participating. In addition, all Food Vendors must attach the following parties to the certificates as additionally insured against any damages resulting in claim for up to one million dollars: Spring Festival/Hullabaloo: City of Bend; West Bend Property Co.; C3 Events, LLC Bend Summer Festival/Bend Fall Festival: City of Bend; Bend Downtowners Assoc.; C3 Events, LLC Munch & Music series: City of Bend; Bend Metro Parks and Recreation District; C3 Events, LLC Munch & Movies series: Bend Metro Parks and Recreation District; West Bend Property Co.; C3 Events, LLC 4. Food Vouchers: To assist with the recruitment of event volunteers, services to musicians, staff meals, etc., each Food Vendor is required to donate (10) $10 food vouchers per event day. C3 staff will be responsible for creating and distributing vouchers. Voucher may be used to purchase any food items and beverages. Vendors are NOT responsible for providing the cash remaining value for any difference between amount spent and the value of the voucher. Food vendors agree to allow C3 Events staff to make orders from back of booths, to expedite providing food for band members, volunteers, sponsors, staff, etc. If voucher amount exceeds 10, vendors will be reimbursed per voucher. Food vouchers will be re- usable, and must be turned into food vending coordinator upon check- out. 5. Booth Designation: Food Vendor will learn of their booth location upon arrival at event. All vendor placements are subject to change. Vendors may request spots, but will not be guaranteed any particular location. 3
:: VENDOR AGREEMENT :: 6. Beverages: Food vendors selling meal- type foods must vend C3 products and keep all profits. There is a "minimum purchase" amount required for each event. Any snack- type vendors who want to see beverages must purchase them from C3 Events. NO OUTSIDE BEVERAGES OF ANY KIND CAN BE SOLD ON SITE. Wholesale Beverage Pre- Purchase Timelines: A. Product must be pre- purchased one week prior to event. B. You may order MORE than the minimum order, but you may not order less. Any product unsold from previous events, must be absorbed by Food Vendor. C. Any food vendor failing to pre- purchase wholesale products, per this agreement, prior to the event dates, will not be allowed on to event grounds until pre- purchase minimums are met. D. Each vendor will sell C3 Drink Products at a standard price, given to you by C3 E. Each Food Vendor is responsible for their own ice and coolers/containers for beverages (and for maintaining Deschutes County Health Department Codes around dispensing of beverages). F. Ice MAY NOT be dumped onto the grass for ANY REASON. Doing so will automatically lead to C3 Events depositing $100 garbage fee. 7. Parking/Loading and Unloading: Each Food Vendor will be given a set up time prior to the event. These times will be strictly abided by so as to keep traffic flowing as much as possible. Parking during the event is the responsibility of the vendor. No vehicles will be allowed to remain in the event area. At no point should the alley way be blocked. Please load and unload as quickly as possible to allow other vendors in. If you need assistance, please let a C3 staff personnel know. When leaving the event, vendors may bring vehicles onto the property AFTER completing a check out with the Food Vendor manager. Vendors will receive a pass to bring vehicles onto the property on a first- come, first- serve basis (contingent on location of vendor). 8. Electricity: Electricity is not guaranteed but may be made available as requested. When power is provided (portable generator or otherwise), Food Vendor agrees to hold C3 Events harmless for loss of revenue and/or wasted food damages caused by any loss of power due to technical malfunction, human error, or for any other reason. The Fire Marshall requires that all extension cords are taped and/or covered to prevent tripping. Generators will be turned on one hour before the event begins, and will be turned off 30 minutes after event ends. There will be NO overnight Power provided. You must pay $50 per outlet needed. 9. Extension Cords: All vendors must use 10- gauge electric cords- speak with Kyle O Brien if you need to purchase one (this does not include thick orange cords found at hardware stores). If a cord is being used that is not 10- gauge, event officials will unplug your cord to protect the other restaurants access to power. If this occurs, restaurant will hold C3 Events harmless for any negative affect on sales, product, etc. 10. Security: Vendors may leave booths set up overnight. C3 Events will be providing overnight security, however, C3 Events is not responsible for any loss, stolen, or damaged items. 11. Safety: A. Each Food Vendor is required to keep a fire extinguisher (an abc fire extinguisher is relatively inexpensive and all that the fire department requires) and a hand washing station in their tents at all times. B. Each Food Vendor agrees to use weights to weight down their tents. All legs of the tents, any umbrellas, or other ancillary related equipment, etc. must be weighed down sufficiently to prevent the tent or umbrella from falling over. Stakes will not be allowed. C. ALL EXTENSION CORDS MUST 10 GAUGE AND BE TAPED DOWN TO STREET D. If Food Vendor requires CO 2 or propane, the tank must be chained up or secured to the tent. E. Other rules and restrictions, not named in this agreement, may be required by C3 Events as series gets underway. 4
:: VENDOR APPLICATION :: Food Vendor further agrees to hold C3 Events, LLC and any other event entities or companies harmless from any and all claims for monetary damages, compensation or reimbursement arising out of a disruption in power, adverse weather conditions, force majeure or act of God. By signing below, Food Vendor agrees to all above conditions, statements, requirements, and consequences. Noncompliance with any of the previous items will result in termination from the event with no refund. Additionally, vendor agrees to sign a sight contract before entering the event site. Business Name: Address: Telephone: Email: Contact Person: Type of Food Serving: Electricity Needed? Y N If yes, please list what types of equipment you will be running, and how many outlets you will need: Food Vendor Signature Date Booth Size: 10x10 10x15 10x20 10x30 Spring Festival $ Hullabaloo $ Summer Fest $ Fall Festival $ Munch & Music $ Payment Plan: %50 by 4/1, %50 by7/1 $ Munch & Movies $ Submit the following Booth Fees: 10% off total if applying for 3+ events $20 off per event if fees paid by 4/1/13 $50 Electrical Fee per event, per outlet Park Fee for Munch & Music ($180 sep check) Garbage Deposit ($100 per event, sep checks) TOTAL owed: Checks made out to C3 Events Food Vending Coordinator ü Vendor Application (this page only) ü Payment for all fees ü Insurance Certificates Kyle O Brien / 541-389- 0995/ kyle@c3events.com 615 Glenwood Dr Suite 105 Bend Or97701 5