March 3, 2015
Dear Non-Profit Food Vendor, This application is only for 501(c)3 non-profit groups/organizations vending food, and proof of status must be provided with application in order to receive a 20% discount off booth fee. Attached is a food vendor application for July 4th “Smokin’ the Water” 2015 festival, held Friday July 3rd and Saturday, July 4th. Vendors MUST BE PRESENT BOTH DAYS, NO EXCEPTIONS. Due to more boats participating in the races this year, and the need for more boat pitting space, there will be less available vendor space than previous years, so consequently we will not be taking as many vendors as before. Vendors will be placed in one of two areas along the lakefront. 1) Kingston City Park, or 2) The Gravel Pit. It is the policy of Kingston Parks & Recreation to limit the number of the same food-type vendors per area, but no one vendor will have exclusivity in any area, except the Boy Scouts who sell carbonated beverages as a fundraiser. To be considered, please completely fill out the enclosed application and
1. Return no later than Monday, April 13th
2. If using electricity, you MUST LIST THE AMPERAGE of EACH ITEM you are plugging in, or your application will BE REJECTED. Should you not know how to figure amperage, please consult an electrician to figure this.
3. Electric is subject to approval, and is on a first-come, first-serve basis as vending spots with electrical outlets are very limited. Only 110 volt, 20-amp service is available. That means there are 2 outlets that you may plug into and the items you plug in, their total amperage must not exceed 20 amps.
4. Food must be priced at a reasonable rate - while we want vendors to profit, we also want to offer festival goers value, to be able feed their families without a huge financial burden.
5. If you are new to this event, two references from other events you have participated in, or other reputable references must be listed, and 2 photos of your set up must be included.
6. Please do not send money at this time. If accepted, you will be notified no later than Friday, April 24th, and your fee will be due by Fri. May 8th. Fees not received by this date will result in the loss of vendor spot.
7. A complete proposed-menu with prices must be included.
8. Insurance is required, a “Certificate of Liability” in the amount of at least $1million.
Page 1 of 6 RULES & GUIDELINES For Non-Profit Food Vendors
Please thoroughly read through ALL the following information!
Dates – Fri. & Sat., July 3 rd & 4 th Time – Fri., July 3 rd , 12 – 4 p.m. & Sat., July 4 th , 10 a.m. - 9:30 p.m.
Verification of Non-Profit status must be proven by submitting organization’s 501(c) 3 letter
1. Vending Fee (Discounted) – 10’ x 10’ space - $100 and 10’x 20’ space - $125 Please note: when computing the length of your set up, the length of trailer tongues must be added to the measurement. If the length of your set up exceeds 10 ft, you must pay for a 10’ x 20’ space. If the length of your set up exceeds 20 ft., you must pay for two spaces.
2. Deposit – An additional $75 is required as a deposit. This deposit will be refunded if vending area is left clean and trash fee, no grease, oils or gray water dispensed, all rules and regulations have been adhered to. (i.e. electrical usage, not packing up early etc…) Special Note: PLEASE WRITE A SEPARATE CHECK OR MONEY ORDER FOR THE DEPOSIT. This will aid in you getting your deposit back in a timely manner, otherwise it can take up to 30 days for you to get your deposit back.
3. Electrical Usage – There is a flat fee of $60 for the event. Your electrical requirements cannot exceed 120V/20 amps. If your electrical needs exceed 20 amps, you must bring a QUIET generator. (Note: Our electrical service will not support combinations of freezers and refrigerators, multiple fryers etc… this will exceed our power limit) All trailers, booths etc. will be inspected prior to the event by the city electrician and at various times throughout the event any other electrical items not listed on “Electrical Usage Form” and preapproved, or the use of electric without paying the fee will result in the forfeiture of the $75 deposit, and the possibility of vendor not being allowed to participate in any future City of Kingston events .
4. Selling Restrictions – Vendors may not sell carbonated beverages, water or any beverages in bottles or cans. Beverages that may be sold are: homemade lemonade, tea, kool-aid etc.
5. Food Items To Be Sold- A complete proposed menu listing all items along with prices, must be submitted with this application for prior approval. A complete menu must be clearly posted at the event with all menu items and prices clearly visible. Kingston Parks & Recreation reserves the right to limit the same type of food items per vendor. Any food changes that the Parks Dept deem necessary will be stated in the “acceptance letter” for the vendor’s notification.
6. Food Inspection/Food license – The Roane County food inspector will be inspecting all food vendors and issuing food permits at $30 each on Friday, July 3rd. Permits will be good for both days of the event. Food vendors who have a current mobile state permit will not be required to obtain an additional permit. For a list of inspection requirements please go to kingstonparks.com under the July 4th page, and click on “Requirements for Inspection & Food Sales Permit”. For any additional questions concerning permits/inspection, contact the Roane Co. Health Inspector, Preston Woody at (865) 354-1220, ext: 109.
Page 2 of 6 Non-Profit Food Vending Continued: 7. Insurance – A Certificate of Liability in the amount of at least $1 Million MUST accompany your payment, and you will be required to name “The City of Kingston” as presenter of “Smokin’ the Water” festival as additional insured. Vendors not including proof of insurance along with their payment will be dropped as a vendor. A $25 processing fee will be deducted from the payment and the balance returned to the vendor. 8. Cancellation Policy – Vendor fee with deposit will be refunded if cancellation notice is given by May 31st. If cancellation is after May 31st there will be NO REFUNDS 9. Set Up – Is Friday, July 3, 2015 between 9:00 and 11:00 a.m. Each vendor will be assigned a specific time Vendors are required to be present at their specified assigned time for set up or vendor space will be forfeited. 10. Please NO EARLY ARRIVALS – No Vendor will be allowed into the vending area prior to their assigned time. 11. Canopies – Must be secured to the ground due to high winds that can arise on the lakefront. Please DO NOT drive stakes or any other type of metal into the pavement as it damages it. Use cinder blocks, bricks or other means to secure canopies. 12. Unloading/ Parking - After unloading vehicles, all vehicles must be removed from vendor area. Only vehicles being used to sell food from will be allowed in vending area (i.e. concession trailers, concession R.V.s etc.) Only ONE vendor-parking pass (one space) will be allotted for vendor in the field at the corner of Spring & Mill Streets between the Helipad and Redbones parking lot. This includes cars, trucks etc. Only vehicles being used to sell food from (i.e. concession trailers, concession R.V.s) will be allowed in vending area. 13. Special Note: During theses times listed, vending areas will be closed to traffic, and will be a pedestrian area only! July 3rd - 12 - 4 p.m. July 4 th - 10 a.m. – 10:30 p.m. ANYONE DRIVING IN VENDING AREAS DURING THESE TIMES WILL BE CITED BY THE KINGSTON POLICE DEPT FINED ACCORDINGLY. It is the responsibility of organization’s leader to inform all workers, volunteers etc… of this policy. 14. Housekeeping – Trash may be left in tied-up trash bags next to trashcans or boxes placed throughout the vending areas. Upon leaving, your area must be left clean, no grease or oils, and free of trash. 15. Security & Liability – Roaming security will be provided on the night of July 3rd, however the City of Kingston, it’s officials and employees will not be held responsible for theft or damage of equipment or merchandise at any time during vendors participation in this event. Vendors must comply will all appropriate city and state ordinances and statutes. No alcohol, firearms, weapons, drugs or drug paraphernalia may be sold. 16. Tear Down/Closing - On July 3rd closing time is at 4 p.m. If your booth is tables and a canopy you may leave your booth as is cover your tables with a tarp, and lower your canopy to sit down over the tables. On the morning of July 4th (between 8:30 - 9:45 a.m.) all that will be needed is to raise the canopy. On July 4th Tear down may begin at 9:30 p.m., however vendor vehicles may not enter the vending area until 10:30 p.m. with all items removed by 1 a.m. on July 5th.
Page 3 of 6 For office use only: Date rec’d_____ Approved Yes_____ No ______Non-Profit Food Vending Application
______Vendor/Organizations Name Contact Person/Responsible Party E-mail Address
______Street Address City State Zip Phone # Cell Ph #
Type of Set up: ______
Total dimensions of set up (for trailers length of tongue must be include in measurement______
Check the appropriate box of space requested: 10’ X 10’ space - $100 10’ X 20’ space - $125
Method of Cooking: ______Electric Needed:(120V/20 amp) __ Yes ($60 additional usage fee) __No
Providing your own generator __ yes __no Length of time required in setting up your booth ______
If you are new to this event, list two other events you have participate in:
1. ______2. ______
If you have not participated in any other events, list two references include addresses and phone #’s
1. ______2. ______
______
Proposed Menu Menu items and prices are subject to approval; any items not listed and approved will not be sold!
Item Price Item Price Item Price
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For additional items you may write on the back
Page 4 of 6 ELECTRICAL USAGE FORM
Organizations Name: ______
Responsible Party/Contact Person:______
All items that will be plugged in requiring the use of electricity during the event must be listed below and each item’s amperage must also be listed (not wattage). Refer to #2 under “Rules & Guidelines” NOTE: IF ITEM IS NOT LISTED YOU WILL NOT BE ALLOWED TO PLUG IT IN!!
ITEM AMPS ITEM AMPS ITEM AMPS 1. ______2. ______3. ______
4. ______5. ______6. ______
Add items 1. Thru 6. = Total Amps ______
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Insp. Date/Time Infractions and/or Changes
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Insp. By: ______
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Insp. Date/Time Infractions and/or Changes
______
Insp. By: ______
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Insp. Date/Time Infractions and/or Changes
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Insp. By: ______
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Page 5 of 6 Non-Profit Food Vending Application Cont:
Please read carefully & initial each item and sign below:
1. I agree to be present on Friday, July 3rd, AT MY ASSIGNED TIME to receive my vending space, set up my booth, and to be open for business no later that 12 Noon. ___
2. I agree & understand if I’m not present at my designated time on July 3rd my booth space will be forfeited. ___
3. I understand and agree that my cars, trucks and like vehicles and those of my staff/volunteers after unloading must be moved out of vending area by 11:45 a.m. on July 3rd, and 9:45 a.m. on July 4th ___
4. I understand and agree that if anyone: my staff, volunteers or myself drives a vehicle in designated vendor area between 12 Noon - 5 p.m. on July 3rd and 10 a.m.- 10 p.m. on July 4th, that I will be held responsible for this violation and the driver will be cited by the Kingston Police Dept. and fined accordingly. ___
5. I understand and agree that the festival hours are from 12 Noon - 4 p.m. on July 3rd and 10 a.m.- 9:30 p.m. on July 4th , and that I must staff my booth accordingly, remain open during these times. ___
6. I understand & agree that the Boy Scouts are the exclusive seller of carbonated beverages; water, Power Aid & I may only sell homemade ice tea, lemonade, Kool-Aid, but nothing in bottles/cans. ___
7. I understand Kingston Parks & Rec. Dept. reserves the right to limit like foods & merchandise. ___ _ 8. I understand and agree that if I have any other electrical items plugged into the park’s electrical outlets other than what is listed and approved on my electrical usage form, that my deposit will not be refunded. ___
9. I understand and agree that I must show proof of insurance in the amount of $1 million, with the City of Kingston added as an additional insurer included with my payment, and if no proof of insurance is include I will be dropped from the event, and will be charged a $25.00 processing fee. ___
10. I understand and agree that if I leave my space with litter, dumped grease or gray water that my deposit will not be refunded. ___
11. I understand and agree that if I cancel after May 31st, I will forfeit my deposit and vending fee. ___
12. I have read all the vendor guidelines and rules, and agree to adhere to all of these. I understand that any violation of these rules and guidelines may forfeit my privilege to participate in any future events sponsored by the City of Kingston Parks and Recreation department, and the possibility of forfeiture of my deposit. ___
In consideration of the City of Kingston allowing me to participate in ”Smokin’ The Water” ("event"), I hereby agree to waive all claims against, release, and hold harmless the City and all of its officials, officers, agents, employees, in both their public and private capacities, from any and all liability, claims, suits, demands, losses, damages, attorney’s fees, including all expenses of litigation or settlement, or causes of action which may arise by reason of injury or death of any person, or for loss of or damage to, any property arising out of or in connection with my participation in the event. I agree that the City of Kingston, its officials, employees, agents, and representatives have the right to use pictures of me taken at the event without payment to me.
Signature: ______Date: ______
Please submit no later than April 13, 2015 the following: 1. 501(c) 3 letter of nonprofit status 2. Completed application (pages 4, 5 & 6) 3. Photo of unit and/or set up (only if new applicant or set-up has changed) To: Kingston Parks & Recreation or Email to: [email protected] 201 Patton Ferry Rd Kingston TN, 37763 Please do NOT SEND payment at this time! ATTN: Debbie Russell Page 6 of 6