To our 2016 Seafood Festival Food Vendor Partners:

Toour2016SeafoodFestivalFoodVendorPartners:
OverthepasttwoyearstheNCSeafoodFestivalhasheavilypromotedtheavailability
andqualityofNorthCarolinaharvestedseafoodthroughourvendorsandCooking
withtheChefsTent.Theresponsefromourvisitorshasbeenoverwhelming.We
believethisemphasisiscoretothemissionoftheNorthCarolinaSeafoodFestivaland
capitalizesonthegrowinglocalfoodtrend.Vendorsthatchoosetoprovideatleast
onelocallyharvestedseafooditemwillbehighlightedintwosignificantways.First
theywillbehighlightedintheCarteretNewsTimesmapofthefestivalthatwillbe
handedoutasaguidetothemajorityofourguests(ifvalidatedbythedate
requested).Inaddition,vendorsthatchoosetopurchaselocalseafoodwillalsobe
identifiedbyaflagflyingovertheirboothsponsoredbytheNCDepartmentof
Agriculture.SincebeginningourcampaigntoencourageourvendorstoserveNorth
Carolinaharvestedseafood,ourpatronslookforthefreshseafoodbannersknowing
thattheyaregettingthehighestqualityseafoodavailable.Vendorsalsofoundthat
thepurchasecostofNorthCarolinaharvestedseafoodwassimilarinpriceto
internationallyharvestedproduct.Inaddition,wefoundthatourlocalsuppliersare
agreeabletohelpingvendorsrestocktheirsupplieswhenthatstartedrunningshort
overtheweekend.Thankyouforyourconsiderationtoservelocallyharvested
seafood.Forclarificationpurposes,qualifyingseafoodisdefinedasseafoodpurchased
orcaughtthatis“NorthCarolinaharvested”byFishermanthatresideinNorth
Carolina.Ultimately,theFestivalwouldliketosee100%ofourfoodvendorsofferat
leastoneNCharvestedseafoodproduct.Wewillbeworkingveryhardthisyeartosee
whatavenuesareavailablesothatwecanhelpourvendorssecurethefreshestNC
harvestedseafoodproductavailableatthebestprice.
Youwillfindattachedalistingofseafoodwholesalerswhoyoucancontactregarding
purchasepriceandavailability.Furthermore,wehavenoobjectionwithyouoffering
awholesalertodisplaytheirsignwithinyourboothifthiswillhelpyoutonegotiatea
satisfactorypriceprovidedthatreceiptsofpurchaseareprovidedtotheFestival
office.
Vendorsthatdecidetoprovidelocallyharvestedseafoodwillneedtovalidateyour
purchaseorcatchwithCarolCampbellattheNorthCarolinaSeafoodFestivalOffice
(252-726-6273orcarol@ncseafoodfestival.org)notlaterthanSeptember1st.
Withoutadoubtourattendeeswanttoseelocalseafoodproductsservedduringour
Festival.WeaskthatyoujointheNorthCarolinaSeafoodFestivaltohelppromote
NorthCarolinaharvestedseafoodattheNorthCarolinaSeafoodFestival.
BestRegards,
2016NorthCarolinaSeafoodVendorCommittee
30thAnnualNorthCarolinaSeafoodFestival
September30–October2,2016
FoodVendorAgreement
HOURSOFFESTIVAL:
Friday,September30th
VendorMove-in7:00a.m–11:00am
FestivalOpen:12:00pm–11:00pm
st
Saturday,October1 FestivalOpen:10:00am–11:00pm
Sunday,October2md
FestivalOpen:11:00am–5:00pm
Streetsreopenformove-outat6:00pm
Application:
•Earlybirddeadline:April1,2016,applicationdeadline:May13,2016
•Onlyfullycompletedapplicationswithpaymentinfullforboothrental,electrical,insurance,etc.willbeaccepted.
•Pleasesubmitthreephotographsshowingyourdisplayandmaterialssold.Photoswillnotbereturned.
•Allnewvendorsmustsubmitthreereferencesincludingnamesandaddresses
•Allvendorsarerequiredtohaveliabilityinsurance.
•DeadlineforapplyingforaTFEHealthDepartmentpermit:September15th,2016.
•Newnon-profitvendorsmustincludeacopyoftheirnon-profitstatusthroughttheStateofNorthCarolina.
Booths:
•Vendorspacesaresoldin10’x10’increments.Seeattachedinformationregardingguidelinesandpricingfornonprofitgroupsandcommercialfoodvendors.
•Participantsareexpectredtobringtheirowndisplaybooth,displayracks,tents,sandbags/weights,andmaterials.
•Tentsmustbeproperlysecuredwithsandbags/weights.Weareatthebeach!!
•Electricalservicesmustberequestedontheattachedapplicationandsubmittedwithpaymentinfull(seeattached
electricalinformation).Eachboothwillberequiredtohaveonsitea5lbABCdrychemicalextinguisherthathasbeen
servicedorpurchasedwithinthepast12months.
Selection:
•Commercialfoodvendorspacesareverylimited.Approvalisnotguaranteed.Selectionandplacementpreferences
willbegiventovendorswhoagreetosellatleastoneNorthCarolinaharvestedproduct.
•Eachapplicationwillbereviewedandjudgedbythevendorcommitteeinatimelymanner.
•Vendorpaymentswillnotbedepositeduntilacceptanceisgranted.Uponacceptance,emailconfirmationwillbesent
tothecontactlistedontheapplication.Unapprovedvendorswillhavetheirundepositedchecksmailedback.
•BoothspaceswillnotbeassigneduntillateAugust.Vendorpacketswillbeavailableatthevendormeetingscheduled
inearlySeptember.Vendorsunabletoattendwillhavetheirpacketsmailed.
Set-Up:
•Vendorset-upisonlyallowedonFriday,September30thfrom7:00am–11:00am.
•Onevehicleentrypasswillbeincludedinyourvendorpacket.Noadditonalpasseswillbegiven.Yourmove-inaccess
locationwillbedesignatedwithinyourvendorpacket.
•Unloadandmoveyourvehiclebeforeyoubeginyourboothset-up.
•Allvehiclesmustberemovedfromthestreetsby11:00amonFriday
•Vendorsarenotallowedtoset-upoutsidetheirassignedboothspace.Afive(5)footfirebreakisallowedbetween
eachbooth.Thisareaisprovidedforsafety,notforvendorequipment.Vendorsblockingthisspacewillbeaskedto
leave.
Restocking:
•Novehicleswillbeallowedonthestreetsstartingat11:00amonFridayuntilvendormove-outat6:00pmonSunday.
•VendorsmayHAND-CARTrestockeditemseachday.
Move-Out:
•TheFestivalwillendat5:00pmonSunday.
•NovehicleswillbeallowedentryontoFestivalgroundsuntil6:00pm.Usethishourtostartpackingyoursupplies
beforebringingyourvehicletoyourbooth.
Sales:
•EachvendorisresponsibleforcollectingandpayingallNorthCarolinaSalesTax.
•EachvendormustprovideontheirapplicationtheirNCSales&UseTaxNumberorCertificateofRegistrationnumber–
thisalsoincludesallnon-profitschools,churchs,clubs,etc.Therearenoexceptions.
•YoumusthaveyoursalestaxcertificatewithyouduringFestivalhours.
Security:
•Vendorsmayleavetheirproductintheirtentovernightattheirownrisk.
•Damageorlosswillbetheresponsibilityofthevendor,nottheNCSeafoodFestival.
•TheVendorCommitteewillvisitallboothsandretaintherighttoremoveundesirableitemsthatwerenotincludedon
yourapplication.
VendorParking:
•FreeparkingisofferedattheStatePortonSaturdayandSundayonly.
•Privateparkinglotsmayconsiderrentingvendorspacesthroughouttheweekend.Wewillforwardcontactinformation
fortheselotsaroundtheendofAugust.
•Makesurethatyoudonotparkillegally.Youwillbetowedatyourexpense.
•KeepyourvehicleentrypasswithinsightinyourvehicleduringtheFestival
Insurance:
•TheNCSeafoodFestivalrequiresallvendorstocarryliabilityinsurance.
•Arts/CraftsVendorscanchoosetoeitherarrangefortheirindividualinsurancecoverageorgothroughtheNCSeafood
Festivalforapprovalforthefollowingcoverage:
$1,000,000OccurrencelimitforPremisesandOperations&ProductandCompletedOperations
$3,000,000ProductsAggregateLimit
•Vendorsindicatingthattheywouldliketobeincludedforapprovalforthiscoveragewillbechargedasfollows:
$75.00per10’x10’booth–Thiscoverageisforliabilitycoverageonly–doesnotcoveryourpropertyinthe
eventofdamageortheft.FoodVendorsoptingtoobtaininginsurancecoveragethroughtheNCSeafoodFestival
shouldindicatepurchaserequestontheattachedapplicationandsubmitpaymentforthisservicealongwiththevendor
application.NotallvendorsmayqualifyforthisprogramsuchasLiquorStands,MechanicalRides,AmusementsDevices,
etc.KaliffInsurancewillapproveeachvendorpriortotheevent.
Ifyouwishtohavecoveragethatwillpayforinjury,propertydamage(stormdamage,theft,breakage,etc.),andliability
coverage,wesuggestthatyoucontactyourindividualinsuranceagenttodiscusstheplanbestsuitedforyourneeds.
VendorFees:
Non-Profit Food Vendors
(Civic, community, church & educational organizations)
All new non-profit food vendors must show document from the State of NC regarding non-profit status. Booth must be
manned and operated by the non-profit group members. You cannot hire or arrange services from a for-profit
organization to manage this space. 100% of all profits must go to the non-profit group
FEE: $315.00 for 10’ x 10’ booth – Non Profit
Commercial Food Vendors
Limited commercial booth spaces are available.
FEE: $835.00 for 10’ x 10’ booth
The following applies to both commercial and non-profit vendors
1. Photos must accompany vendor application. Photos should include pictures of booth space and items sold
2. All food venders must obtain a Temporary Food Establishment Application from the Carteret County Health
Department and remain in compliance with the Carteret County Health Department throughout the Festival. See
Carteret County Health Department downloads on NCSF website. License must be confirmed not later than 15
calendar days prior to October 3rd (September 17th).
3. All new vendors must include 3 references including name, address, and phone number
4. Menus must accompany application. Only items listed on application can be served unless approved in writing 45
days prior to the Festival
5. Only one (1) side item can be served per seafood entrée offered. A side item is considered as a vegetable,
potato, etc. NO FUNNEL CAKES OR SMOOTHIE DRINKS ARE ALLOWED!
6. This is a Seafood Festival – No food vendor will be allowed unless seafood items are sold.
Electrical Services
The Festival has a limited amount of electrical capacity.
1. MAXIMUM POWER PER VENDOR BOOTH IS 50 AMPS
2. Please list the types of electrical items you will be using on the application (oven, refrigerator, grill, etc.)
3. Look at the name plate rating located on each piece of equipment to determine the amperage needed for that
item
4. If you have a trailer that comes with a cord, select from the list below. It must be a ground faulted connection
with a 120 volt outlet.
5. Based on OSHA regulations, you must have 100 consecutive feet of grounded #12 wire extension cord
with three conductors. Due to the limited quantity of these cords in the Carteret County area, you need to
obtain these cords in advance.
ELECTRICAL FEES
120 Volt - $70.00
Each additional 120 volt circuit - $35.00
220 volt circuits – 30 amp service - $150.00
220 volt circuits – 50 amp service - $175.00
3 or 4 wire direct wire service - $175.00
NOTE: Because power must be shared with other participants and temporary power loss at such events is not uncommon, participants
should be prepared for occasional power issues such as surges, outages, etc. Proper action should be taken by the vendor to protect
any sensitive equipment with surge protectors, etc. No electrical cords or lights will be provided by the NC Seafood Festival.
Vendors will be given in their packets electrical tags based on your electrical request and payments. These tags will be required to be
placed at the point of connection. Outlets will be checked throughout the Festival. Electrical connections not bearing a tag will be
unplugged and the vendor will risk being asked to leave the grounds. No power strips will be allowed within the booth area.
Century Link will be providing free secured wireless internet services to our vendors. Please note on the
attached form the amount of devices that may require this service.
NorthCarolinaSeafoodFestival
2016FoodVendorApplication
EarlyBirdDeadline-$25.00discountperorganizationifreceivedbyApril1,2016
ApplicationDeadline–May13,2016–Boothspacesmayselloutbeforethedeadline–Donotdelay!
Pleasecompletethefollowing4pagesandreturnthisdocumentalongwithyourpaymenttothefollowing:
NCSeafoodFestival
P.O.Box1812
MoreheadCity,NC28557
Email:fun@ncseafoodfestival.org
Fax:252-726-0318
Phone:252-726-6273
Vendor Contact Information: - Required
BoothName(Givenamethatyouwouldliketohavelistedinadvertising):
____________________________________________________________________________________________________
NameofContact:_____________________________________________________________________________________
Address:_____________________________________________________________________________________________
City:___________________________________State:__________________________ZipCode:___________________
Phone:______________________________Cell:________________________________Fax:_______________________
Email:________________________________________________________________________________________________
NorthCarolinaSales&UseTaxorCertificateofRegistrationNumber______________________________________________
Formoreinformation:www.dornc.com/electronic/registration/index.html.Acopyofyourcertificateshouldbesubmittedwithyour
application.NOAPPLICATIONWILLBEACCEPTEDWITHOUTTHEREQUIREDTAXNUMBER!!!
Duringnormalhoursofoperation,theFestival’smainsourceofcontactiseitheremailorcellphone.Pleasemakesurethatthe
Festival’semailaddressisallowedbyyourcomputer’ssecurityscreens.
Emergency Contact During Festival - Required
Name:_________________________________________________________________________________________________
PhoneNumber:___________________________Email:________________________________________________________
Location(ifknown)whereyouwillbestayingduringFestival:______________________________________________________
Additonalcontactandphonenumberifyouareunreachable:______________________________________________________
ShouldyouremergencycontactchangebeforetheFestival,pleasecallourofficewiththecorrectinformation.Thisinformationwill
begiventoourovernightsecurityforcontactintheeventofanemergency!
ApplicationPage1
VendorSpaceRequested
NumberRequested ________________#of10’x10’non-profitfoodgroupboothsat$315.00each
TotalBoothRentalPaid
___________________________
___________________#of10’x10’commercialfoodboothsat$835.00each _________________________________
WillyouagreetosellatleastoneseafoodproductthatisNorthCarolinaharvested?Yes___No___
Ifso,pleasedescribeproduct:_________________________________________________________________________________
HaveyoubeenavendorattheSeafoodFestival:Yes__No__Whatyears:__________________________________________
WouldyoulikefortheFestivaltoattempttokeepyourboothassignmentwithinthesamegenerallocationasinpreviousyears
(Spaceisnotguaranteed)Yes__No__Pleasespecify:____________________________________________________________
Describestructureyouwillbeusingsuchasatentortrailer:________________________________________________________
Listallitemsyouplantosellwithinyourbooth.ItemsmaynotbechangedunlessagreedtobytheNCSF.Bespecific:
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
ElectricalNeeds
DoyourequireelectricalYes____No____(Refertoelectricalinformationbeforerequesting)
NumberRequested
TotalElectricalPaid
___________________#of120voltservice-$70.00
_________________________________
___________________#ofeachadditonal120voltoutlets-$35.00each
_________________________________
___________________#of220voltcircuits–30ampservice-$150.00each _________________________________
___________________#of220voltcircuits–50ampservice-$175.00each _________________________________
___________________#of3or4wire(directwire)service-$175.00each
_________________________________
Givefulldescriptionoftheequipmentwhichwillrequirepower:_____________________________________________________
___________________________________________________________________________________________________________
WillyourequiresecuredwirelessinternetserviceYes__No__Howmanydeviceswillyoubeusing_______(Servicewillbefree)
VendorInsuranceCoverageThroughKaliffInsurance/Lloyds
Doyouwishtopurchaseinsurancecoverage?Yes_______No_________
NumberofBoothsRequestedUnderCoverage:__________Each10’x10’booth$75.00
TotalAmountofInsurancePaid:___________________________
Nameoninsurancecoverage:___________________________________________________________________________________
Totalamountpaidincludingboothfees,electricalfeesandinsurancecoverage:_______________________________
******Thereisa$35.00feeforreturnedchecks.*****
COMPLETE&RETURNTO:NCSF,P.O.Box1812,MoreheadCity,NC28557~252-726-6273
Vendors will not hold the Festival participants, directors, volunteers, employees, Town of Morehead City, or Festival sponsors responsible for
claims, losses, fees, damages or expense. The Festival will not refund fees due to inclement weather, government action, strikes, terrorism
acts, or other matters beyond its control.
Each application is juried by the NC Seafood Festival Vendor Committee. All vendors will be notified of their acceptance/rejection in a timely manner.
Notification will be provided in writing either by email. Checks will not be cashed until acceptance is determined.
_____________________________________
Vendor Signature (Required)
____________________________________
Date
_____________________________________
NC Seafood Festival Representative
____________________________________
Date
DateReceived:_____________________________
----Office Use Only---Approved________________Denied______________Date_____________________
PaymentReceived:__________________________
Application Page 2
Festival Policies & Regulations
1
2.
3.
4.
5.
6.
7.
8.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
Foodvendorsmaynotsellbottledwater,carbonateddrinks,funnelcakesorsmoothies.
Each booth must have a 5-lb. Fire Extinguisher. Fire extinguisher should be an ABC type and have a current
inspectiontag.YourboothwillbeinspectedbytheFireMarshal.ATypeKfireextinguisherisrequiredforvendors
cookingwithgreaseorhasdeepfatfryers.(SeeinformationfromFireMarshal).
Allpropanetanksandothercookingdevicesmustbeprotectedfromtippingoverandunintendedcontacttopeopleor
clothing.AllcookingdevicesandhosesmustmeetcurrentHealthandFireSafetyCode.
VendorsshoulduseHealthDepartmentrecommendedhandwashingfacilities.
Safetyconcernsmustbeaddressedatonceandvendormaynotbeallowedtooperateuntilthesafetyconcernsare
corrected.
Greywaterbarrelswillbeavailablefordisposingwastewater.Locationsforgreywaterbarrelswillbeindicatedon
yourmapwithinthevendorpacket.Nowateristobedumpedontheground.Thisincludesicemeltingandhand
washingrunoff.
Disposingofoilwillbethevendor’sresponsibility.YouwillbenotifiedbeforetheFestivalofgreaseandgreywater
disposallocations.Anyvendorfounddumpinginappropriatematerialwillbefinedandimmediatelyremoved
fromFestival.
Prices must be posted and visible to public. Signs should be large enough to be seen from a distance and high
enough to be seen over the people waiting in line. NCSF Board of Directors will check booths after beginning of
FestivalandVendorwillnotbeallowedtooperatewithoutappropriatepricingsign.
AllvendorsmustmoveinonFridaymorningfrom7:00am–11:00am.NOEXCEPTIONS!Youwillbegivenamap
showingtheentrypointintotheFestivalwithinthevendorpacket.Boardmemberswillbestationedateachblockto
assistwithproperlocationset-up.Allvehiclesmustbeoffthestreetsby11:00am.Vehiclesnotoffthestreetsby
11:00amwillbetowedatthevendor’sexpense.Vendorswhoattempttomoveinearlierthanthedesignated
time will be escorted off Festival grounds and not allowed to return. All vendor booth fees paid will be
forfeited.
Vendorsareencouragedtobringhandcartstotransportadditionalproducttotheirboothduringtheweekend.
Boothspacesare10’x10’.Noboothshallexceed12feetinheight–includingsignage.Vendorsarenotallowedto
setanythingupinfront,behind,orbesidetheallocatedspace.Vendorscannotsolicitsalesoutsidetheirboothspace.
At no time will the vendor be allowed to impede the flow of traffic. Should your booth require additional space, a
secondboothmustbepurchased.Vendormusttakeintoconsiderationthetonguelengthoftheirvehicle.Failureto
notadvisetheFestivalofthecorrectlengthofacanteenincludingtonguelengthmayresultinreassigningavendorto
analternatelocation.
The NC Seafood Festival will notify the vendor of their tentative booth location at the Vendor Meeting. The NC
SeafoodFestivalreservestherighttoreassignvendorspacesthroughoutFestivalweekend.
BoothsmaynotbemovedwithoutpermissionfromtheFestivalVendorCommittee.
Vendors are required to have their booths open until dusk on Friday and Saturday. We welcome you to stay open
untilclosingat11:00pm,butyouwillneedtobringyourlightingandpurchaseelectricaloutletsfromtheFestival.
TheFestivalgoesonrain,shineandwind.WeareattheBeach–bepreparedforwind.Youmustbringadequate
bucketanchorsforyourtent.Nostakescanbedrivenintothepavementorground.Wesuggestthatyouloweryour
tentatnighttolessenthechanceofwinddamageovernight.
Vendors must bring their own tables, tents/tarps, chairs, electrical cords, and any other items needed including
materialstoprotectyourproductfrominclementweather.
Vendorsareresponsibleforcollectingandreportingtheirowntaxes.
Intheeventofinclementweather,youwillnotbeallowedtoremoveyourboothuntilanofficialdecisionismadeto
close the Festival by the Executive Director and the Board of Directors’ Chairperson. However, you may choose to
leaveyourboothuntilthattime.
.
ApplicationPage3
20.
21.
Onlyone(1)waterfrontvehiclepasswillbegivenperexhibitor–NOExceptions
Powermustbepaidinadvance.Youshouldbringaminimumof100ftconsecutive#12wirewith3conductorsfor
eachoutletrequested.Cordsneedtobe3wireandingoodcondition.Cordsthathavewornplaces,splices,andplugs
replacedarenotacceptable
Allvendorsshallhaveafive(5)lb.ABCdrychemicalextinguisheronhandthatisfullandhasbeenservicedinthe
lasttwelve(12)monthswithtagoftheServiceCompanyorindicatedateofpurchasewithinthepast12months.
Nopets,skateboards,bikes,orscootersareallowedwithinyourbootharea.
Vendor has private liability coverage for their booth or will purchase coverage through K&K Insurance Company
offeredbytheNCSeafoodFestival.Winevendorswillneedtosecureprivateliabilitycoverage.
22.
23.
24.
•NoT-shirts,bottledwater,orcarbonateddrinksmaybesold.
•NosoundamplificationmaybeusedunlessagreedtoinwritingwiththeNCSFnotlaterthan14dayspriortotheFestival.
•Nogeneratorswillbeallowed.Thisincludesbothgasandpropane.Onlypowersourceallowedwillbefromservices
contractedthroughtheSeafoodFestivaloffice.
•NoraffleswillbeallowedontheSeafoodFestivalgrounds.Nocouponsmaybegivenoutfromyourboothforanybusiness
notdirectlyaffiliatedwithyourbooth.
•Noballoons,sillystringsorpoprocksareallowed
•Vendorscannotsublet,assign,donateortradeyourspace. •Vendorswillberesponsibleforproperdisposalofwater/greaseatdesignateddropoffpoints.Anyvendordumping
inappropriatematerialswillbefinedandimmediatelyremovedfromtheFestival.Vendorswillbenotifiedofdropofflocations
priortotheFestival.
•TheNorthCarolinaSeafoodFestival,it’sBoard,employees,andvolunteersandsponsorswillnotbeheldresponsibleforloss
ordamagebefore,during,oraftertheFestival.
REFUNDS:FORCEMAJEURE:VendoracknowledgesandagreestheNCSeafoodFestivalshallnotbeobligedtoissuerefunds
underanycircumstancesonvendorspacerental.TheNCSeafoodFestivalisnotliableorresponsiblefordelays,cancellation,
orpostponementsoftheFestivaloreventswithintheFestivalduetoinclementweather,war,governmentaction,strikesor
othermattersbeyonditscontrol.
VendorsnotfollowingtheseguidelineswillbeclosedimmediatelywithnorefundandnoadmissiontofutureSeafoodFestival!
By signing this application, you are confirming that you have read and fully understand and agree to the terms
within the vendor application, will abide by the rules or risk being removed from the Festival grounds, and that
you have appropriate insurance. - Signature is required!
___________________________________ __________________________________
_______________________
BoothName
ApplicantName Date
ApplicationPage4