Food Vendor Form - Mahomet Area Chamber of Commerce

2015 Food Vendor Application
Friday, August 28, 2015 - 5 pm to 11 pm
Saturday, August 29, 2015 - 8 am to 11:30 pm
REGISTRATION DEADLINE: FRIDAY, JULY 31, 2015
SPACE IS LIMITED, ALL FOOD VENDORS MUST BE APPROVED BY CHAIR, SHOULD YOUR BUSINESS
NOT BE APPROVED, YOU WILL BE NOTIFIED AND YOUR FUNDS WILL BE RETURNED.
Contact Name:
Phone #:
Company Name:
Booth Name:
Address:
City:
State:
Zip:
Email:
Payment and insurance document requirements are due at the time of application submission. Payment must be
received no later than July 31, 2015 - any payment received after this date must be in CASH and only if approved by
Festival Chairman.
PLEASE REVIEW 2015 RULES AND REGULATIONS BEFORE MAKING SELECTION
Note: You are reserving space only. Tables, chairs, tents, etc. are the responsibility of the vendor.
BEFORE JULY 25, 2015
Quantity
AFTER JULY 25, 2015
Fee
Quantity
Fee
Food Trailer
$325
$350
Food Booth
$125
$150
Non-Profit Food
$50
$75
Electricity 120V/20AMP: $35/outlet  Yes  No
* Food Trailer fees include one 110v and one 220v outlet
Total Outlets Required
Trailer Size (from hitch to bumper)
Limited electricity is available, you must confirm and payment in full for electricity must be received at the time of
registration. (All vendors are responsible for supplying their own damage free, heavy-duty, three prong grounded, outdoor rated
extension cords).
+
Total Trailer/Booth Fee
=
Total Electricity
Total Amount Due
SRMF does it’s best at offering a variety of foods to attendees while attempting not to allow duplications at multiple
vendors, therefore allowing each vendor to maximize sales on their specific specialties. In an effort to ensure this
goal is met, please list ALL of the menu items you wish to sell in your booth. We will review this list and if there are
any duplicated items from already confirmed vendors, you will be notified to remove menu item from list.
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TURN OVER TO COMPLETE REGISTRATION FORM
Page 2 - 2015 Food Vendor Application
In an effort to serve the Food Court vendors, please complete the following electricity information to
ensure appropriate power source is available for you throughout the weekend. Failure to notify
SRMF of the appliances and AMPs being used will results in power delays and/or prohibit your
access to electricity needs.
1.
2.
3.
4.
Appliance:
Appliance:
Appliance:
Appliance:
AMPS Needed :
AMPS Needed :
AMPS Needed :
AMPS Needed :
Voltage 120/240 (circle one)
Voltage 120/240 (circle one)
Voltage 120/240 (circle one)
Voltage 120/240 (circle one)
Please review the 2015 Rules & Regulations and identify any special needs and/or requirements you
may have:
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NEW LOAD-IN RULES FOR 2015: You will be given a specified arrival time for load in by the Food
Court Chairman by August 25, 2015. All food trailer vendors MUST be set up on Thursday, August 27,
2015. In order to ensure a smooth set-up of the Food Court area, you must arrive at your scheduled
arrival time , please DO NOT arrive before or after your scheduled time. Once you arrive you will be
directed to your spot. All other food vendors without trailers will be required to be set up by 1:00
pm on Friday, August 28, 2015 for inspection by the Health Department, official time to be
announced, all Food Vendors MUST BE PRESENT during inspection Friday afternoon.
ACKNOWLEDGEMENT OF FESTIVAL RULES & REGULATIONS
I, (name of company or organization)
(herein called Vendor) on
(date)
, acknowledge that the Sangamon River Music Festival Rules and Regulations
have been received, read and fully understood. Said Vendor agrees to abide by the stated rules and
by the Champaign County Health Department regulations. Vendor understands that failure to
comply with the 2015 Rules & Regulations and/or the Champaign County Health Department regulations can result in refusal of Vendor Application or removal from the Sangamon River Music Festival.
Signature:
Date:
NOTE: A copy of your Health Permit & Certificate of Liability Insurance are required to complete
registration.
HAVE QUESTIONS? Call the 2015 Food Court Chair, Jim Barden 217-372-4614
Email: [email protected]
Make payment payable to: Sangamon River Music Festival
Return completed application, payment and proof of insurance to:
Sangamon River Music Festival, PO BOX 904, Mahomet, IL 61853
Ph: 217-586-3165 E-mail: [email protected]
Booth fees are NON-REFUNDABLE unless cancellation is received
in writing before Friday, July 31, 2015.
For Office Use Only:
Date Received
Amount Received
Permit/Insurance Received
Accounting Code:
http://www.mahometchamberofcommerce.com/pages/SangamonRiverMusicFestival
Ck#
2015 RULES & REGULATIONS
Friday, August 28, 2015 - 5 pm to 11 pm
Saturday, August 29, 2015 - 8 am to 11:30 pm
REGISTRATION DEADLINE: FRIDAY, JULY 31, 2015
No guarantee of participation is made after deadline date!
1. APPLICATION & PAYMENT: Vendors are required to submit payment in-full and insurance document/
waiver at the time of application. Any application received without payment in-full and insurance document/
waiver will not be guaranteed placement at the festival until the requirements are met. Applications postmarked
after the July 25, 2015 deadline, will be subjected to a $25.00 late fee. Any applications after July 31, 2015
must be given in person and payment must be received by CERTIFIED CHECK or CASH at the Mahomet Area
Chamber of Commerce Office, 1002 Commercial Drive, Suite 2, Mahomet, IL. Checks must be made payable to:
Sangamon River Music Festival.
2. BOOTH ASSIGNEMENTS: All vendors will be assigned on a first-come, first-assigned basis. Previous
participation in the festival, does not guarantee automatic placement in the 2015 festival. If a Home-Based
Business has submitted an application, the first business to submit will be the accepted, no exceptions. All booth
spaces are 10 ft x 12 ft. Should you require more space than the allocated booth space, YOU MUST
PURCHASE additional booth spaces. Assignment is determined by the SRMF committee representative,
requested locations are not guaranteed. There is a maximum of two booths allowed in the 500 block of Main
Street, any vendors requesting more than two booths will automatically be assigned to another block. There is no
discount for multiple booth spaces. Failure to select the appropriate amount of space for your booth may result in
additional fees being incurred. You will be notified 1-2 weeks prior to the festival of your booth location.
3. LOAD-IN TIMES & LOAD-OUT TIMES: All Food Vendor Applicants with food trailers are to be at the
Mahomet Community Center Parking Lot, 508 E. Main St. for set-up on Thursday, August 27, 2015 at their
assigned load in time (between 3p-6p). - this will be given to you by August 25, 2015. Food Vendors with
trailers MUST arrive at their scheduled time, NO EXCEPTIONS. All other Food Vendor types, must be setup by
1:00 pm on Friday, August 29, 2015 to be inspected by the Health Department. For Non-Food Vendors, due to
the location of the festival and the Sangamon School being in session, all other Vendors will NOT be allowed
access to the festival area until after 3:30 p.m. on Friday, August 28, 2015. You will be notified 1-2 weeks
prior to the festival along with your booth location, specific details as to check-in location for vehicle access. You
are asked to pull-up to your assigned booth location, unload and go park your vehicle PRIOR to any set-up of
your area. We ask that all vendors do their best to have their booths set-up by the opening of the festival at 5:00
p.m. NO VEHICLE STREET ACCESS WILL BE AVAILABLE AFTER 5:00 p.m. on FRIDAY, August
28, 2015.
No vendor may begin breaking down their booths until after 9:00 p.m. on Saturday, August 29, 2015, unless
prior arrangements have been made or vendor has been otherwise notified by an authorized SRMF coordinator.
No vehicles will be allowed on Main Street unless authorized by SRMF coordinator, prior to close of the festival
at 11:30 p.m. Saturday, August 29, 2015. Under no exceptions, will a Food Trailer be allowed to be removed
from the festival area until Midnight on Saturday, August 29, 2015, unless prior arrangements have been made
and approved with the Food Court Coordinator. All Food Vendors must be removed from the Mahomet
Community Center Parking Lot by noon on Sunday, August 30, 2015. All power will cease at noon.
4. VENDOR VEHICLES: All vehicles must be cleared from the street by 5:00 p.m. on Friday, August 28, 2015.
Designated vendor parking will be identified in your booth assignment packet. If your booth needs to be
restocked throughout the festival, you must do so by foot. If you cannot follow these rules, you risk ejection
from the festival and forfeiture of your fees.
5. REFUNDS: NO REFUNDS unless cancellation is made IN WRITING before Friday, July 31, 2015.
TURN OVER FOR PAGE 2 OF RULES & REGULATTIONS
2015 RULES & REGULATIONS • page 2
6. HEALTH PERMIT/INSURANCE REQUIRMENTS: All Food Vendors are required to provide a
Health Permit and Certificate of Liability Insurance naming Sangamon River Music Festival/Village of
Mahomet as an additional Insured for August 28-29, 2015. This certificate must accompany your
application and meet the following guidelines: General Liability Coverage should have General
Aggregate $2,000,000 and Per Occurrence $1,000,000. If you have employees working your booth, it
must indicate Workmen's Compensation limits of 100,000/500,000/100,000.
7. ELECTRICAL: Electricity is limited outside of the Food Court area, therefore, you must indicate and
submit payment for electricity at the time of application. Should you not indicate need for electricity on
your application, it will not be available for your booth. Vendors are responsible for supplying their
own damage free extension cords. All outlets will be GFCI, no exceptions. For Food Trailers located
in the food court area of the festival, your registration includes one 110v & one 220v.
8. WEATHER PREPARATION: All vendors that provide a canopy or tent for their vendor area are
required to stabilize their equipment utilizing ropes to anchor their units to the ground. No holes in
street will be tolerated, vendor is responsible for supplying weights for tie down if needed.
9. TRASH: All vendors shall make an extra effort to keep areas immediately surrounding their booth
area clean. The Sangamon River Music Festival provides limited garbage cans throughout the festival,
these cans are for the general festival use and may not be taken from their location for use in individual
booth areas. You must supply your own garbage can in your area, that you provide your own.
10. FOOD TRAILER VENDOR REQUIREMENT: You must notify the SRMF Food Court
coordinator of the total length of your trailer including hitch, generator, window awnings and any
openings or extensions that may exceed length of space in order to properly plan and assign the food
court area set-up. You are responsible for providing your own extension cords, water hoses, garbage
cans, tarps, ropes, cords, staple guns, tie wraps, etc. Please be sure to bring rubber mats to cover up all
outside cords on the ground to protect the patrons. Please plan on cleaning up your area throughout the
event and at the closing of each night of the festival.
11. PROPERTY DAMAGE LIBILITY: Vendor agrees to pay for any damage done by it or its agents
and employees to any personal or real property of the Sangamon River Music Festival/Village of
Mahomet.
12. FAILURE TO COMPLY: By signing the festival application form, you have acknowledge the Rules
& Regulations of the festival listed. Failure to comply with any of the rules and regulations could
result in forfeiture of any and all fees, in addition to but not limited to, potential ejection for the 2015
Sangamon River Music Festival and future years.
ANY QUESTIONS MAY BE DIRECTED TO:
Sangamon River Music Festival
PO Box 904
Mahomet, IL 61853
PH: 217-586-3165
E-MAIL: [email protected]
http://www.mahometchamberofcommerce.com/pages/SangamonRiverMusicFestival