2015 FOOD VENDOR Application and Agreement

HEART OF THE BEAST
PUPPET AND MASK THEATRE
IN THE
1500 East Lake Street, Minneapolis, MN 55407
2 0 1 5 FO O D V E N D O R
Application and Agreement
Amy Wordock
If you have any questions please call (612) 721-2535 or e-mail bhaack@hobt.org
41st
Parade and Festival • May 3, 2015
T
he May Day Festival has been
working hard towards being a
zero-waste and sustainable event
by using local products, supporting
local farmers, using less energy and
providing means for recycling and
composting. In order to accomplish
this, we need the cooperation of
every vendor and exhibitor. Please
see our guidelines throughout the
application and plan ahead. Feel free
to contact the Festival Coordinator if
you have questions. We would be
happy to consult with you on how to
be a zero-waste exhibitor, sharing
information useful for both the
event and to integrate into general
business practices.
Being a part of the May Day Festival
we expect you to adhere to these
guidelines. We hope to become a
model of a green festival, inspiring
others to adopt similar environmental
and social guidelines. It is essential
that all vendors adhere to these
guidelines. Unfortunately, if vendors
do not comply, the Festival
Coordinator reserves the right to
remove non-complying vendors
prior to or on the day of the festival
and to not invite vendors back in the
future. We hope you will be excited
to be a part of this growing and
evolving festival!
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41st Annual Mayday Parade and Festival – May 3, 2015
in the Heart of the beast puppet and mask theatre
W
e are currently taking applications for food vending at our 41st annual MayDay Parade and Festival. The date of this
year’s festival is Sunday, May 3. Please fill out the application and agreement on the next pages and return to HOBT.
Vendors may request more than one booth space. It is our long-term goal to eliminate waste and pollution in the manufacture,
use, storage and recycling of materials used by our vendors. All applications are reviewed and selected based on food type,
space requirements, environmental impact and the balance and variety of food and beverage. The final determination of vendors is at the sole discretion of the MayDay Festival Team. The MayDay Festival Team selection criteria will include:
■
Power needs — less is better or using alternate sources i.e. solar or pedal power
■
Food — priority given to healthy, organic, local, grass-fed, sustainable practices
■
Able to follow rules regarding using compostable serving containers, silverware and drink cups.
■
■
Completed application — all forms, checks, permit # (or permit application paperwork with check) and insurance.
All will be returned to those not selected.
Variety of foods among vendors in each area.
Please note the following terms and restrictions:
1. The sale of beverages in plastic bottles is not allowed. Paper cups, aluminum cans or glass bottles only.
Bottled water or water in glasses cannot be sold. Lemonade and all variations of cannot be sold.
2. All cups, plates, bowls, knives, forks and spoons, napkins, straws, stirrers, packaging etc, must be made of
paper, wood or other biodegradable materials.
3. Load in and set-up is between 7-9:30 am. This will be the only time that you will be allowed to drive your vehicles into the park.
4. Vendors can load in and out with multiple vehicles but only one vending vehicle or tent will be permitted to stay on site.
5. Oversized vehicles require special provisions. If this includes you, please notify the Food Vendor or Liasion to schedule an
early arrival time. Oversized vehicles will not be able to enter the park once general set-up begins.
6. Electrical service will be provided for this event. Generators will be allowed under approved circumstances only.
You must completely fill out the electrical chart on the next page.
7. Only one booth or tent per rented space. Additional spaces must be purchased if vendor wishes to set up more than one booth.
8. Each space is approximately 12’ to 15’ frontage and must be a distance of 15’ back from the walking path.
9. All vendors using LP gas must be in compliance with Minneapolis City Code and applicable fire codes.
A city inspector will be present on the day of the event.
10. In the event of bad weather, the park director may call off the event. HOBT will then host the event on the following
Sunday, May 10. All vendors may return for the rain date under the same guidelines, but no refund will be given if
you’re unable to make it.
11. Booth fees are forfeited for all cancellations after April 3.
12. We do not allow any amplified sound created by anyone other than designated musicians and stages.
The following items are due to HOBT by March 13.
1. A signed agreement and application form.
2.
One check for booth fee(s) made out to HOBT. See page 3 for cost.
3.
A $200 damage deposit check made out to HOBT. Please note: all cooking oils, cardboard boxes and other vending
or cooking debris must be carried out for disposal or recycling. Your damage deposit will be returned to you upon
satisfactory clean-up of your site.
4.
A copy of your City of Minneapolis Health Department short term food permit
(http://www.ci.minneapolis.mn.us/www/groups/public/@regservices/documents/webcontent/convert_259929.pdf)
with a third check made out to Minneapolis Finance Department for the amount of the permit, $87 or the number of your
seasonal permit.
5.
A copy of your current public liability insurance policy with In the Heart of the Beast Theatre and the Minneapolis Park
Board listed as additional insured.
6.
Answers to the food booth worksheet.
If you have any questions please call (612) 721-2535 or e-mail bhaack@hobt.org
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41st Annual Mayday Parade and Festival – May 3, 2015
Vending Area Information
Each vending area has 12 to 15 feet of frontage and should be located 15 feet back from the walking path that
surrounds Powderhorn Lake. Only one booth/trailer/tent per space. A $200 damage deposit is required.
Vending area “A” (1 – 10) Price: $550
This area is near the Bandstand and Ceremony site. The Bandstand is a fully amplified stage featuring a
wide variety of performances.
Vending area “B” (1 – 15) Price: $500
This area is located between two Performance sites, the Show Stage and Family Stage. The Show Stage
plays host to a number of the festivals larger musical acts. The Family Stage, as the name suggests typically features family oriented performances. there will also be a collection of local interest groups
offering information on their particular cause. The ground for "B" 1 to 5 is at a slight grade and not suitable for vendors requiring a level surface.
Vending area “C” (1 – 12) Price: $450
This area is located next to the main walking path and intertwined with a collection of local interest
groups offering information on their particular cause. This area is better suited for smaller vendors.
Please refer to the map below.
If you have any questions please (612) 721-2535 or e-mail bhaack@hobt.org
15th Avenue South
MAIN GATE
Food Vendors
Check-in
Parade
Enters Here
MayDay Parade and Festival
Powderhorn Park
Powderhorn Lake
B
1
2
3
4
5
North
HOBT Main
Information
Booth
Ceremony
Site
r
do
rri
o
C
BT
HO
6
7
67
8
8
A
1
91
0
Baseball Field
2
3
3
6
9
In
fo
rm
at
io
n
2
5
8
35th Street South
1
4
7
12
11
0
1
4
5
91
01
11
21
31
41
5
C
Al
le
y
Vending area A (1 – 10): $550
Vending area B (1 – 15): $500
Vending area C (1 – 12): $450
Restrooms
Walking Paths
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41st Annual Mayday Parade and Festival – May 3, 2015
Vendor Application
CHECK LIST (PLEASE INCLUDE ALL WITH YOUR APPLICATION)
A COMPLETE SIGNED AGREEMENT AND APPLICATION FORM
DUE MARCH 13, 2015
ANSWERS TO THE FOOD BOOTH WORKSHEET
CHECK FOR BOOTH FEE: A = $550, B = $500 OR C = $450
SECOND CHECK FOR DAMAGE DEPOSIT ($200)
Make TWO checks payable to HOBT.
A COPY OF HEALTH DEPARTMENT SHORT TERM FOOD PERMIT
Return this completed form along with items
listed in the check list on right by March 15 to:
Attention: Bailey Haack c/o HOBT
1500 East Lake Street
Minneapolis, MN 55407
VENDOR NAME
OR
NUMBER OF YOUR SEASONAL PERMIT
http://www.ci.minneapolis.mn.us/www/groups/public/@regservices/documents/webcontent/convert_259929.pdf
And a third check made out to MINNEAPOLIS FINANCE DEPARTMENT ($87)
COPY OF CURRENT PUBLIC LIABILITY INSURANCE POLICY WITH IN THE HEART OF THE BEAST
THEATRE AND THE MINNEAPOLIS PARK BOARD LISTED AS ADDITIONAL INSUREDS.
SIGNED FOOD VENDOR AGREEMENT
MINNESOTA TAX ID #
ALL MATERIALS MUST BE ACCOMPANIED BY A SELF-ADDRESSED STAMPED ENVELOPE (SASE)
CONTACT PERSON
PHONE
ADDRESS
E-MAIL
CITY
STATE
Do you use LP gas:
Do you use oil:
Yes
Yes
No
No
ZIP CODE
Booth/Tent size:
SIGNATURE
ft. frontage size X
ft. deep
Size needs to include hitch and awnings.
Number of spaces requested:
Please list menu items according to type. (BE SPECIFIC! Each item is individually subject to approval)
Meat
Poultry
Vegetarian
*Beverage*
Other
*The sale of beverages in plastic bottles will not be allowed. Paper cups, aluminum cans or glass bottles only.*
Disclaimer: We do our best to accommodate requests,
but first choice area is not guaranteed.
Please circle the area in which you wish to vend and fill in your
choice for space#. We cannot guarantee your area or space
until final determination of vendors is made by
festival staff and your fee is paid in full.
Choice #1 — Vending area A B C space #
Choice #2 — Vending area A B C space #
Choice #3 — Vending area A B C space #
All vendors will be reviewed individually based on the criteria
listed on page 2 with no preference given to previous vendors.
Vendors will be chosen after March 13 when all completed
applications have been received and reviewed. Those not
chosen will have their checks and materials returned to them.
Electrical Requirements:
Outlet(s) Needed
Volts
Amps
Plug
#
120/240
20
Standard Plug
#
125/250
30
Straight Blade Plug
#
125/250
50
Straight Blade Plug
W
Site location:
O
O
Y
X
W
O
Y
X
W
If this is a problem, or you have any other questions concerning electrical
needs, please call Liz at Powderhorn Park (612) 370-4960. Also, each vendor
is responsible for their own power strips and extension cords. Each booth
should be well within 150 feet of the assigned electrical box.
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41st Annual Mayday Parade and Festival – May 3, 2015
FOOD VENDOR AGREEMENT
VENDORS MUST AGREE TO THE FOLLOWING TERMS:
1.
Vendors may only sell in the space designated by festival organizers and may only sell items listed in
and agreed to in this contract. Any changes to the sell items must be approved by the festival organizers.
2.
All beverages must be served in paper cups, aluminum cans or glass bottles. No plastic bottles of
any kind will be allowed. Bottled water or water in glasses cannot be sold. Lemonade and all variations
of cannot be sold.
3.
All cups, plates, bowls, knives, forks and spoons, napkins, straws, stirrers, packaging etc, must be made
of paper, wood or other biodegradable materials.
4.
Electrical service is provided for this event. Generators will be allowed under approved circumstances only.
5.
Vendors must keep their area presentable during the festival and clean up their area completely before
leaving at the end of the festival. Special attention must be taken to prevent oil stains, spills or dumping.
Failure to comply will result in the loss of the damage deposit. All cooking oils, cardboard boxes and
other vending or cooking debris must be carried out for disposal or recycling.
6.
Vending vehicles must have plywood or other solid surface under each wheel.
7.
Vendors are responsible for compliance with all relevant city and state codes and licenses.
8.
Vendors must have a seasonal or short-term Minneapolis health food permit. City of Minneapolis
health inspectors will be on site and will ensure that food-dispensing guidelines are followed.
9.
Vendors must supply proof of insurance showing In the Heart of the Beast Puppet and Mask Theatre
and the Minneapolis Park Board as additional insured.
10. No vehicles will be allowed to remain in the park after 11 a.m. except for the vending vehicle or tent.
11. In the Heart of the Beast assumes no responsibility for any financial loss, theft or injury.
12. Vendors shall fully indemnify and hold harmless In the Heart of the Beast Puppet and Mask Theatre
and the Minneapolis Park Board from any actions, suit, claims, payment, costs or damages which may
be brought against them arising from participation in the MayDay Parade and Festival.
This document is a contract between the food vendor and In the Heart of the Beast Puppet and Mask
Theatre (HOBT). Upon acceptance, this document will serve as a contract between HOBT and the food
vendor. All vendors must abide by this contract. Failure to comply with the terms listed above will result in
cancellation of your participation in the MayDay Parade and Festival and forfeiture of your damage deposit
and booth fee.
Signature of Food Vendor
Date
Signature of HOBT Food Vendor Coordinator
Date
Minnesota Tax ID #
Mail completed application and agreement with your payment to:
Bailey Haack
In the Heart of the Beast Puppet and Mask Theatre
1500 East Lake Street, Minneapolis, MN 55407
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41st Annual Mayday Parade and Festival – May 3, 2015
FOOD BOOTH WORKSHEET
Please include your typed answers on a separate sheet of paper.
1.
List food and drink items to be served.
2.
What foods will be healthy, organic, local, grass-fed, etc.
3.
List all food items that will be prepared prior to the event.
4.
Of the items to be served hot, which will be cooked prior to the event? List the date and time when each will be prepared.
a) Once cooked, how will each cooked product be cooled?
b) Once cooled, how and where will each food product be stored?
c) How and where will products be reheated?
5.
If food is transported hot to the event site, what equipment will be used to maintain hot food items at 140°F or greater?
6.
How will hot food items be stored above 140°F at the event site? List types of holding units and heat source.
(Be advised, solid fuels: such as Sterno, are NOT approved for use.)
7.
Of the menu items to be served cold, which will need to be cooked ahead of time, and then cooled?
List the date and time when each will be prepared.
a) How will each cooked product be cooled?
b) How and where will each cold food product be stored prior to the event?
8.
What equipment will be used to transport cold food at 41°F to the event site?
9.
How will cold food items be stored below 41°F at the event site? Mechanical refrigeration or coolant material
(ice, dry ice, gel packs, blue ice etc.) must be provided. (List types of holding units, types of coolants, etc.)
10. What final assembly of food product will take place at the event site?
11. How and where will utensils be washed?
12. How will waste water; such as wiping cloth water, hand wash water, or water from cooking processes, be collected?
13. Where will wastewater be disposed?
14. Will you be using any alternative power sources?
15. What sustainable practices do you use in your business?
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