Food Vendor Letter
The following guidelines are to be followed by all individual food vendors contracted with the Collierville Spring Festival for rental space for the sale of food during the Festival, April 18, 2015
The Collierville Spring Festival will require vendors to follow these guidelines with some exceptions.
1. Food vendors may set up their stand between 8:30 and 9:30am on Saturday, April 18, 2015. The vendors must remain open throughout the day and into the evening hours once they open up their stand. (Example: Open at 10:00 am and close not any sooner than 6:00 pm). They must not close down during these hours without prior consent from the Booth Rental Committee and only in case of emergency.
2. The Booth Rental Committee will assign food vendors ground space. The fee for the assigned food stand space is $300.00 payable by April 1, 2015. Space is limited to 10’ x 10’. If additional space is needed, depending on availability, an additional fee may be charged to accommodate the vendor. There are absolutely no refunds once fees are paid for any reason. By signing this contract the vendor agrees to pay the specified booth rental fee of $300 for a 10x10 space and$500 for a 10x20 space. Any cancellation will result in a forfeiture of all fees paid. If you are not accepted, monies will be refunded. Out of fairness to the selected food vendors, we limit the amount of vendors selling the same or similar products. All fees and positioning will be handled on a first come, first served basis.
3. Vendor will submit a basic menu to include prices of items to be sold at this event by April 1, 2015 of all Food, beverages, etc. that sold must first be approved and no additions may be added by vendor during the course of the Festival without prior approval from the Booth Rental Committee. It is understood that booth spaces will not be allocated until menu and all other requested information is received.
4. The Booth Rental Committee will decide if vendors will be allowed to sell soda and water. Any other beverages will be approved on a case by case basis. Any violation of this policy will result in immediate termination of this contract and forfeiture of all paid fees.
5. In order to provide a variety of foods and to avoid duplication with carnival foods, the Booth Rental Committee will determine which, if any, foods will not be allowed.
6. It is understood that submission of my application and menu does not guarantee a spot at this event. Vendor will be notified by email of their acceptance and approved menu. Attempts to sell any other items not on the pre-approval letter will result in termination of this agreement and the forfeiture of any and all fees paid.
7. Vendor understands that it is their responsibilityto provide their booth, tent, trailer, etc. If utilizing a tent,larger than 400 square feet, the application must include a copy of the Flame Spread Certificateand must meet the basic requirement of NFP 701. In addition, Vendor agrees to adhere to all Health and Fire Department regulations related to booth setup and proper food preparation and service to include but not only supply a proper fire extinguisher rated for your particular need and be ANSI compliant Vendor understands that the Health and/or Fire Department will close their operation and vendor will forfeit all fees paid under this agreement if standards are not adhered to.
8. Vendor understands that they will be fined a minimum of $500 for not disposing of waste properly in provided dumpsters and grease traps
9. Amount of space and electrical needs are limited. Vendors will be limited to number of outlets they can use depending on availability.The need for electrical outlets and voltage power will need to be listed on the contract.
10. Need for any special arrangements must be made through the Booth Rental Committee prior to the Festival.
11. Vendor agrees to submit a certificate of insurance with a minimum of $1,000,000 (one million dollars) insurance liability coverage and listing Collierville Spring Festival at IncarnationChurch as additional insured under their policy.
12. Vendors will not be allowed to participate in the event if insurance has not been received April 1, 2015 and will forfeit all fees paid to the point.
13. Vendor agrees to indemnify and hold harmless Collierville Spring Festival at IncarnationChurch against any claim or action for any cause. Vendor agrees that they will be responsible for their own insurance under this hold harmless clause, which is made a part of this contract.
14. TennesseeState sales tax will be the sole responsibility of the vendor.
15. I understand that I am responsible for my employees and will ensure that their actions reflect favorably on the Collierville Spring Festival.
16. I understand that if I cancel my participation in this event, all monies I have paid will be forfeited except for the clean up deposit.
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