35th Annual Havre de Grace Seafood Festival
P.O. Box 391, Havre de Grace, MD 21078
(410) 939-1525/ www.HdGSeafoodFestival.org
FOOD VENDOR APPLICATION
We appreciate your interest in participating in the
35th Annual Havre de Grace Seafood Festival on August 7, 8 and 9, 2015.
This contract is between ______and The Havre de Grace Seafood Festival, Inc.
Ø The Havre de Grace Seafood Festival must receive the signed contract, deposit, and proposed menus no later than February 1, 2015. Any application received after February 1, 2015 will not be considered a returning vendor and must contain full payment and any late fees. Applications received without payment, menu, or contract and insurance certificate will not be processed.
Ø Checks should be payable to Havre de Grace Seafood Festival.
Ø Mail contract and deposit to P.O. Box 391, Havre de Grace, MD 21078.
Ø Standard Food Vendor spaces are 20’ frontage x 20’ depth. Minor food vendor spaces are 10’ frontage x 10’ depth. Other sizes are available below. We reserve the right to limit vendors to 1 space, at our discretion.
Ø Any food vender operating out of a trailer is required to park that trailer on Thursday between 1:00 pm and 3:00 pm (enter Commerce Street from S. Union Avenue). Food vendors operating out of a tent can set up after 5:00 pm on Thursday (enter Commerce Street from S. Union Avenue). All food vendors will be inspected by the Harford County Health Department on Friday August 7th. The time of your inspection will be determined by the Health Department. Should you require special arrangements you must speak directly with the Health Department. Applications for temporary food service permits can be downloaded using the link on our website and are the sole responsibility of the vendor. Application MUST be made directly to the Harford County Health Department at least 10 days prior to arriving at the Festival.
Ø Hours for food service will be as follows: Friday August 7th 3:00 pm to 8:00 pm (You also have the option to remain open past 8:00 pm on Friday Night during the Concert); Saturday August 8th 10:00 am to 9:00 pm; Sunday August 9th 10:00 am to 6:00 pm. The event will open at 10:00 am Saturday and Sunday. All vendors are required to serve during all hours. There will be 24 selling hours.
Ø The Havre de Grace Seafood Festival strives to set a new standard for making festivals environmentally friendly and hopes to become an example for other events to follow. Through our support of the Maryland Green Registry and our Green Event Initiative, the Havre de Grace Seafood Festival encourages all vendors to offer only compostable plates, bowls, cups and flatware to festival visitors. No vendor will be permitted to use or distribute any Styrofoam product at the Festival.
Ø Vendor fees will not increase for 2015. The Standard Food Vendor fee is $1,350.00 per space in Tydings Park vendor area. A space is 20’ by 20’. If available, a 30' by 20' Major Food vendor fee is $2,100.00 per space in the Tydings Park food vendor area. Limited Minor Food Vendor spaces are available. A Minor Food Vendor is one that serves 1 item type with on site preparation. These spaces are limited to 10’ by 10’ and cost $700.00 per space in the Tydings Park vendor area. Limited Pre-Packaged food vendor spaces are available. A Pre-Packaged food vendor is one that serves 1 item type that arrives at the Festival packaged, ready to serve. These spaces are limited to 10’ by 10’ and cost $425.00 per space in the Tydings Park vendor area. The Festival committee will make the final determination as to which food vendor category applies. All food vendor applications are due no later than February 1, 2015. First priority is given to returning vendors that submit their application prior to the February 1, 2015 deadline. After that date, new vendors who submitted a completed application prior to the deadline will be notified if accepted. Vendor checks are not deposited until accepted. Any vendor preparing food at the Festival is required to pay a $100.00 waste disposal and clean up fee. There is a $25.00 discount available for all returning food vendors for applications received by the Feb. 1st deadline with full payment.
Ø Equipment teardown may only occur after 6:00 pm on August 9th, & must be removed by 9:00 pm August 9th.
Ø Current Harford County Health Department permit and others permits as required by State of Maryland must be on display.
Ø For Major Food Vendors and Standard Food Vendors, a deposit of $600.00 per 20’ of frontage must be received with your signed contract. Upon acceptance as a vendor, final payment of the balance due of your fee is required no later than April 1, 2015. It is your responsibility to submit all payments by the due dates. Any late payment will require a $50.00 late fee. Any payments 45 days late, or failing to include the late fee, will result in the cancellation of your space with no refund of deposit or payments. For other than Major Food Vendors and Standard Food Vendors, full payment must be received with your signed contract by the February 1, 2015 deadline. Late fees apply after that date. Fees are non-refundable unless not accepted by the Festival.
Ø Electricity and potable water are available. Both 110v electrical and limited 220v electrical is available. Specify needs on the bottom of contract and the attached Electrical Request Form; the Electrical Request Form must be returned as part of your application. You must request electrical service in advance. Electrical charges will be determined by the Electrician based on your requests and will be billed in advance, due on June 1, 2015. Please be specific when stating your electrical needs as additional electric may not be available if not requested prior to the event. Generators are not permitted. You are responsible for your own extension cords. Cords must be covered. The County Electrical Inspector requires that all cords be grounded and covered. The Electrician will be on the grounds and will connect all cords. Please do not plug yourself in to electricity. Electrical fees are based on average vendor requirements. Excessive electrical requests will result in additional fees as determined by the Electrician.
Ø Your entire display must fit within your assigned space. A space is 20’ by 20’. Note: spaces are measured exactly; a 26’ trailer will not fit in a 20’ space. No vendor may extend past the approved designated space as determined by the committee. When requesting space you must include tongues/hitches, trailer/truck, tent ropes, and displays that will be in your space.
Ø A menu with pricing must be submitted with this contract and becomes a part of the contract. Menus and pricing may be adjusted up to 3 weeks prior to the event, with approval of the Festival. The Committee must approve each menu item for sale in advance. If an item is not on your approved menu, you will not be selling it. Legible menus with prices must be clearly posted at all times. The Committee limits duplication of menu items, including beverages. The suggested selling price for 20 ounce sodas is $3.00 each and 20 ounce water is $2.00 each. All sodas and water must be purchased from the Committee. Ice will be available for purchase. No bottled water or Sodas not purchased from the Committee will not be permitted within the Festival Grounds, this includes items stored in you booth area for "Personal Use". Unapproved items will be confiscated by the Committee. Last year's complete menu is listed on the Festival website, we encourage you to offer items not listed on last year's menu. Crab Cakes will not be permitted or approved, Crab Cakes by any other name, will not be permitted or approved. All menu prices must be posted.
Ø Each food vendor will have limited access to the park for set up and tear down. Vehicle access will not be allowed in the event of wet conditions. Trucks & trailers will not remain in the park or on Commerce Street. Trucks will be permitted into the park a half hour after the Festival closes for the night. All trucks must be removed by 9:00 am on Saturday & Sunday. If you do not arrive on time, then you will have limited ability to get to your space with a vehicle.
Ø No changes in menu items, pricing, or portion size may occur during the event without approval of the Committee. Violations will result in removal of the item from your menu. Any attempt to sell unapproved items will not be tolerated and will result in your exclusion from future Festivals. You may not sell any food item disguised as something else (chicken as alligator, swye as grouper), such acts shall result in your immediate removal from the festival. Be prepared to have your stock checked and verified, including production of receipts.
Ø Grease disposal will be available on site. All grease must be disposed of in approved manner. Storm drains are not for grease disposal. Portable rest rooms are not for grease or grey water disposal. Grey water must be placed in approved receptacles. Failure to comply will result in the assessment of additional costs and fees at the sole discretion of the Festival Committee or the City of Havre de Grace.
Ø All vendors must have a first aid kit, ABC or K fire extinguisher and meet Fire Marshall Standards; you will be inspected.
Ø Vendors will park their vehicles in the designated lots, not in the park, Yacht basin lot or on Commerce Street or other adjacent streets. No trucks or trailers will be permitted to remain in the Park unless approved in advance.
Ø The Festival reserves the right, in its sole discretion, to close down food vendors who have serious violations or lack of professionalism.
Ø Should you have any questions, email contacts are returned quickly: .
Ø This contract is NOT assignable or transferable. Only businesses, groups or organizations listed on the application will be permitted to operate or advertise from the location.
Ø The boundary fence at this event is in place by order of the City of Havre de Grace, Harford County Liquor Control Board and local Police. Any Vendor, Vendor's Employee, Vendor Associate, Vendor Family Member, etc, that is observed tampering with the fence in any manner, or observed entering or leaving the Festival grounds through or over any security fence, even if it was altered by another, will be fined $150.00 for each instance. Should you be assessed a fine there will be no "second chance" or appeal. All sales at the vendor's operation will be halted immediately by the Festival Liquor Compliance staff until the fine is paid in cash. Any fines not paid within 1 hour after assessment will result in the removal of the vendor. If removed from the Festival, vendor agrees that the Festival will seize merchandise or equipment sufficient to pay the fine. Any vendor bringing outside liquor onto the Festival grounds, or attempting to leave the grounds with alcohol, will be shut down and removed. There are no refunds of fees for any reason. This is non negotiable and applies to all vendors.
Ø Everyone that you deal on the Committee of the Havre de Grace Seafood Festival is a volunteer. We are all trying to put on a great Event and to give you the opportunity to make some money. The Festival volunteers assist with this one Festival every year. Abuse of our Volunteers will not be tolerated. Suggestions that you may have to improve our Festival are welcomed when respectfully made.
General Release: IN SUBMITTING THIS APPLICATION I AGREE THAT THE HAVRE DE GRACE SEAFOOD FESTIVAL, INC., HAVEN HOUSE, INC., THE CITY OF HAVRE DE GRACE, and HARFORD COUNTY OR THEIR OWNERS, OFFICERS, AGENTS AND/OR EMPLOYEES, WILL NOT BE HELD RESPONSIBLE FOR: LOSS OR DAMAGE TO ANY WORK, PERSONAL INJURIES OR OTHER DAMAGE, NOR WILL I, THE FOOD VENDOR OR MY EMPLOYEES OR AGENTS BE A PARTY TO ANY LEGAL ACTION AGAINST SAME. THE FESTIVAL DIRECTOR RESERVES THE RIGHT TO REMOVE OR REFUSE ANY VENDOR, WITH OR WITHOUT CAUSE. THERE WILL BE NO REFUND OF FEES FOR ANY REASON. I FURTHER AGREE TO ABIDE BY ALL RULES SET BY THE FESTIVAL ORGANIZERS. DEPOSIT PAYMENT MUST ACCOMPANY THIS SPACE REQUEST. VENDORS ARE ONLY PERMITTED TO SELL MENU ITEMS AUTHORIZED IN ADVANCE BY THE COMMITTEE. PRIOR PARTICIPATION DOES NOT GUARANTEE ACCEPTANCE. THE PAYMENT OF A DEPOSIT DOES NOT CONSTITUTE ACCEPTANCE OF THE VENDOR BY THE COMMITTEE. THE NUMBER OF VENDORS WILL BE LIMITED.
Business Name ______Contact Name ______
Address ______
Number & Street City State Zip Code
Business Phone ______Cell Phone ______Email______
Your Website Address for Link from Festival Website ______
This Wording will be used on Festival Website
Did you participate in the 2014 Havre de Grace Seafood Festival? YES ______NO ______
Check one: ______Major Food Vendor ______Minor Food Vendor ______Pre-Packaged Food Vendor
Fee Schedule for Food Vendor Space – Tydings Park Vendor Areas – Please check one:
Returning Vendors paying in full prior to February 1st: Deduct $25.00 from these fees
______20 x 20 Standard Food Vendor Tydings Park Vendor Area: $1,350.00 + $100.00 Waste disposal + $150.00 Electric
______20 x 30 Major Food Vendor Tydings Park Vendor Area: $2,100.00 + $100.00 Waste disposal + $250.00 Electric
______10 x 10 Minor Food Vendor Tydings Park Vendor Area: $700.00 + $50.00 Waste disposal + $100.00 Electric
______10 x 10 Pre-Packaged Food Vendor Tydings Park Vendor Area: $425.00 + $50.00 Electric