food vendor application - · pdf filefood* vendor *this does not include packaged food...

1 Astoria-Warrenton Area Chamber of Commerce PO Box 176, Astoria, OR 97103 2018 Crab, Seafood & Wine Festival - April 27, 28 & 29

Food* Vendor *This does not include packaged food vendors. They

should fill out the Art/Craft/Other Vendor application.

2018 Astoria Warrenton Crab, Seafood & Wine Festival Vendor Application

www.AstoriaCrabFest.com Priority placement is given to vendors who complete the applications between November 1, 2017 and December 31, 2017. Applications will still be accepted through April 2018, pending available space.

Business Name: Contact Name: Business Phone: Cell Phone: Mailing Address: Address City State Zip Email Address: Website:

Date Received:

Official Use Only

Booth Assignment

Official Use Only

Approved/Rejected

Official Use Only

IMPORTANT: We only review and accept COMPLETE applications.

Booth space can only be reserved with a COMPLETE application.

YOU ARE RESPONSIBLE FOR ENSURING YOUR COMPLETE APPLICATION HAS BEEN RECEIVED. YOU ARE RESPONSIBLE FOR CONTACTING US IF YOU HAVE NOT RECEIVED

CONFIRMATION OF YOUR APPLICATION’S ARRIVAL.

We will notify you via email if your application is missing any components. We will also notify you via email when your application is complete. Lastly, we will notify you via

email when your application is approved or rejected. If you haven’t heard from us, it is your responsibility to contact us and double-check the status of your application.


Vendor Checklist:

Checklist of items to be INCLUDED with the application: (Application will not be reviewed until all items are received)

☐ Festival Payment to AWACC (total due on page 3)

☐

_______

Certificate of Liability Insurance ($1,000,000)

• The following three (3) entities MUST be listed as “Additional Insured:”

• Astoria Warrenton Chamber of Commerce (AWACC): 111 W. Marine Astoria, OR 97103

• Wadsworth Electric: 1715 Exchange St. Astoria, OR 97103

• Clatsop County Fairgrounds: 92937 Walluski Loop Astoria, OR 97103 OR Date of Insurance Renewal

• Only applicable if your insurance policy has not yet renewed as of the date you submit your application, but will renew prior to the 2018 festival.

• If we do not receive your updated Certificate of Liability Insurance on/or near the date listed, you may lose your booth space.

☐ Clatsop County Temporary Restaurant License Application & $88 Check

• Payable to: Clatsop County Public Health

• $88 fee MUST be in a separate check from festival payment to AWACC

• Nonprofit organizations are exempt from the fee, but still require a license application

• Contact Meredith Reiley, with Clatsop County Environmental Health, with any questions at 503-338-3753 or [email protected]

• Food product promotion with a 2 oz. or less sample does not require a license ☐ Vendor Business Information (page 1)

☐ Vendor Checklist (page 2)

☐ Vendor Booth Order (page 3)

☐ Product Information (page 4)

☐ Electrical Order Form (page 5)

☐ Hold Harmless Agreement (page 6)

☐ Booth and/or other requests: - Booth location is subject to receipt of complete application & availability

SUBMIT YOUR APPLICATION: Astoria-Warrenton Area Chamber of Commerce, Attn: Event Coordinator, PO Box 176, Astoria, OR 97103 NOTE: We only accept applications by regular USPS mail & in-person delivery to our offices. We DO NOT accept applications via email or fax.

mailto:[email protected]


Vendor Booth Order

Item Cost Quantity Total

☐ Aisle Booth (10x10) $475

☐ Corner Booth (10x10) $575

☐ (2) Aisle Booths (10x20) $950

☐ (1) Aisle + (1) Corner Booth (10x20) $1,050

☐ Table Rental

• Tables are not provided with a booth

$15/ table

☐ Additional Vendor Badges

• 4 Vendor Badges included with each booth

• Purchase up to 6 additional Vendor Badges

• Vendor Badges can be left for the next shift at the Vendor Badge Swap station, located at the Festival Information Booth in the Exhibit Hall

$15/badge

☐ Additional Parking Passes

• 1 Parking Pass included with each booth

• Purchase up to 2 additional Parking Passes

• Parking Pass required for access to vendor lot

$15/pass

☐ RV Parking

• Electrical & Water hook up is available

• Free overnight RV parking is not available

• Must be parked by Noon on Friday, April 27

$30/night Thursday Friday Saturday Sunday (please circle)

☐ Additional Electrical Order Page 5 total

☐ Astoria-Warrenton Area Chamber of Commerce MEMBER DISCOUNT

-$50

Total Due:

Payment (will be processed if/when application is approved):

• Checks: Payable to the Astoria-Warrenton Area Chamber of Commerce

• Cash

• Credit Card: #: ________________________________________ Expiration Date: _____ V-Code: _______ Name on Card: _________________________________________________ Billing Address for Card: __________________________________________ Signature & Date: _____________________________________


Product Information

Vendors: Food vendors are allowed access to a certified kitchen at the event site for cleaning and sanitation purposes. The certified kitchen is in the Exhibit Hall. Grey water disposal tanks are available outside the Food Tent.

- Please review booth set-up requirements noted on pages 7-15. - Vendors are not allowed to sell products with the festival logo. - Set up is inside a large outdoor Food Tent adjacent to the fairgrounds building. Although unlikely, hazards to

your set-up may include uneven surfaces and moist working environment. - You must provide both a dry chemical fire extinguisher and a Type K commercial kitchen liquid foam

extinguisher in your booth. - The festival reserves the right to unplug heating and/or cooking equipment overnight to reduce risk of fire.

Cooking Method: ☐ I will be using a deep fryer.

- A grease trap for dumping is located outside the food tent next to the grey water disposal tanks.

☐ I will use propane as a power source. - If you use propane, you must bring a 50’ hose to insure adequate and safe distance from the structure.

- Propane tank must be at least 20’ from the tent/canopy (structure). Please bring adequate equipment.

☐ I will use a charcoal grill. - Open flames must be at least 20’ from any structure

- You CANNOT put grill underneath a tent/canopy (structure); it must be 20’ from any structure.

☐ I will use electricity as a power source. - See page 5 for electricity use

List all the items you intend or want to sell at the festival: (NO CORKSCREWS OR BOTTLE OPENERS)

Will any of your food items be… (please circle)

Vegetarian? Yes / No Vegan? Yes / No Gluten Free? Yes / No


Electrical Order Form

Vendor/Business Name: Wadsworth Electric: Wadsworth Electric provides time & professional services for the festival.

Electricity: All wiring & equipment must be Underwriters Laboratories (UL) approved.

Power: All 220 volt power is single phase.

Cost Chart General Circuit

• Available within 50’ of each booth

• You must provide your own outlet power strip and 50’ extension cord (size 12/3 minimum) to connect to 120 volt outlets.

Example:

• General lighting

• Cash register

$0

120v 20 Amp Circuit 1500 watts

• Small refrigerator

• Microwave

• Large refrigerator

$50

220v 20 Amp Circuit 3000 watts $60



List all equipment that will need electricity Item(s) Voltage & Watts/Amp Cost

Total Due:

Booth #: ___

Main Arena

Exhibit Hall

Food Tent

OFFICIAL USE ONLY


Hold Harmless Agreement

This agreement is for the benefit of the Astoria-Warrenton Area Chamber of Commerce, Clatsop County Fair Board and Wadsworth Electric.

In consideration for the Astoria-Warrenton Area Chamber of Commerce (AWACC) providing the undersigned a space or booth at the April 27, 28 & 29, 2018 Astoria Warrenton Crab, Seafood & Wine Festival; I/we, individually, and if a partnership or corporation, on behalf of, will: 1. COMPLY with all rules, regulations and standards established or imposed by the AWACC which affect, relate to, regulate or prescribe the manner of set up, maintenance, operation and conducting of business at my booth at the 2018 Astoria Warrenton Crab, Seafood & Wine Festival. My signature on this document and/or my submission of this application constitutes my knowledge of, understanding of and consent to comply with all rules, regulations and standards. Failure to comply could result in explusion from current and/or future AWACC events. 2. CERTIFY that the activities I conduct at the Festival are and shall be in compliance with all laws and regulations imposed by any governmental authority. 3. WAIVE & RELEASE any rights, claims or damages I may accrue against, and discharge the AWACC, the Clatsop County Fair Board and Wadsworth Electric, its employees, agents, representatives, sponsors, members and volunteers, for any injuries, loss or damages suffered by me (including damage to my products), my agents, employees and customers, or imposed upon me as the result of or arising because of or during my participation during, or association with the 2018 Crab, Seafood & Wine Festival, however incurred and regardless of the negligence of those released.

- I understand the event is held indoors at a fairgrounds facility which may or may not result in damage to my products.

4. HOLD HARMLESS, defend, and indemnify, the AWACC, the Clatsop County Fair Board, and Wadsworth Electric, its employees, agents, representatives, sponsors, members and volunteers from any loss, liability or claims, and expenses incurred in defending against any claims, loss or liability, including the costs of attorney fees made by the individual or entity as a result of or arising in connection with, out of or in relation to my participation in the 2018 Astoria Warrenton Crab, Seafood and Wine Festival. 5. This is a NON-TRANSFERRABLE agreement between my company/organization and the AWACC. 6. I UNDERSTAND & AGREE that I will not receive a refund for any of the fees associated with my vendor booth order in the event that the 2018 Astoria Warrenton Crab, Seafood and Wine Festival is canceled. Agreed to by: Signature Print Name Business/Organization: Date:


Rules & Regulations (Vendor Copy)

The signed application and hold harmless contract constitute your knowledge and agreement to comply with

all rules. Failure to do so could result in expulsion from current and/or future AWACC events.

Booth Set Up: You are not allowed to obstruct the visibility to your neighbor’s booth. Sidewalls/structures or other objects cannot be higher than 8’ tall (the height of the pipe & drape) or extend beyond 5’ from the back of the booth. The front half of the booth facing the aisle must allow for patrons to see through to the next booth. Trailers/vehicles are NEVER allowed as part of the booth.

• See photo examples on pages 13-15

Vendor Badges: Vendor staff and/or volunteers will wear 2018 Vendor Badges at all times during the festival. Vendors without a Vendor Badge can be refused access to the event. No Animals Allowed

No Eating in Booth: As directed by the Clatsop County Environmental Health Department, food vendor staff and/or volunteers are not allowed to eat in their booth. Workers can drink out of a covered container with straw or handle.

Food Booths: Oregon Food Handler Card(s): For-profit entities are required to have Oregon Food Handler Cards for ALL staff in the booth. Nonprofits are required to have one person in the booth at all times with an Oregon Food Handler card.

We reserve the right to maintain the integrity, appeal, & cleanliness of the Astoria Warrenton Crab, Seafood & Wine Festival.

• No stickers, glitter/confetti, balloons, mardi gras beads, etc.

• No sale or giving away of corkscrews or bottle openers

Fire Safety: Tents, canopies or enclosed top to any booth is not allowed in the Main Hall or Exhibit Hall, as directed by the State Fire Marshal. The festival reserves the right to unplug heating and/or cooking equipment overnight to reduce risk of fire.

• All vendors must provide an all-purpose dry chemical fire extinguisher in your booth.

• All food vendors must also provide a Type K fire extinguisher in your booth.

Rules & Regulations: I have read and understand the complete copy of the Rules & Regulations for the 2018 Astoria Warrenton Crab, Seafood & Wine Festival (pages 7-15).

OLCC &/or AWACC Requirements Regarding Alcohol:

• Alcohol Vendors must be APPROVED by the OLCC 30 days prior to the event.

• NO FREE TASTES OR SAMPLES OF ALCOHOL (NO EXCEPTIONS)

• Wine Vendors may sell: 1 oz. tastes &/or 4 oz. glasses Sealed bottles and/or cases Beer/Cider Vendors may sell: 4 oz. tastes &/or 12 oz. glasses Sealed bottles, cases and/or growlers Hard Alcohol Vendors may sell: 1 oz. tastes &/or mixed drinks with 1 oz. of alcohol Sealed bottles and/or cases

• Alcohol vendors must continuously display sales & serving permits to remain open.

• Minors ARE NOT permitted inside a booth selling alcohol.

• Opening and consuming bottled alcohol of any kind (growlers included) by patrons is prohibited.

• Selling and/or giving away corkscrews or bottle openers is not allowed.

• Zero Tolerance Policy regarding alcohol being consumed by (or noticeable intoxication of) ANYONE while working and/or volunteering in a booth. This applies to ALL vendors, not just alcohol vendors.


Application Process (Vendor Copy)

REVIEW PROCESS We encourage all vendor booths to incorporate a nautical theme into its decorations and/or products. We review and accept applications based on, but not limited to, the following:

• Date application is received (must be a complete application)

• Membership status with the Astoria-Warrenton Area Chamber of Commerce

• Prior participation

• Handcrafted and/or personally produced products - We try to limit the number of vendors selling the same or similar products, but do not

guarantee exclusivity to any vendor.

• NW regional vendors

• Information/education vendors

• Alcohol Vendor Waiting List: Due to the high volume of alcohol vendor applicants, preference is given to returning vendors from the 2017 festival who submit a complete application before Dec. 31, 2017. New alcohol vendors will be placed on a waiting list until that date has passed.

Prospective vendors are NOT allowed to buy out the booth of another vendor who has already been accepted to our festival. Booths may not be shared/split between two vendors. We reserve the right to decline festival participation to any vendor.

DATES TO REMEMBER November 1, 2017: Applications available online for 2018 festival December 31, 2017: Vendor applications due

*Priority placement is given to 2017 Festival returning vendors and is based on the date the application is received. ALL alcohol vendor applications MUST be received complete by this date (no exceptions).

January 1, 2018-capacity: We will still accept Art/Craft/Other, Nonprofit & Food Vendor applications after January 1, until capacity is reached.

BOOTH LOCATION REQUEST Assignment is subject to change based on availability.

CANCELLATION FEE(S)

November 1 – February 28 20% processing fee March 1-March 31 50% refund if the space is resold April 1-Festival No refunds

FESTIVAL GUIDE Vendors accepted after January 1 are not guaranteed a listing in the festival guide.


Vendor Set Up (Vendor Copy)

SET UP The Clatsop County Fairgrounds opens at 12 p.m. on Thursday, April 26 for vendor set-up. Upon arrival at the

festival, all vendors must check in first, prior to unloading and/or setting up their booth.

(Please Note: Vendor Schedule Provided on Page 12)

BOOTH SPACE & TABLES* Booth assignment is subject to change at the discretion of the Event Coordinator up to and during the festival.

Booth fee includes: 10’x10’ space, curtain & backdrop. Tables can be rented for $15 each. Chairs are not

provided. Signs will be restricted to inside booth areas and may not obstruct exit or other signs placed by the

Chamber. Sidewalls/structures or other objects may not be higher than 8’ and cannot extend beyond 5’

from the back of the booth which can visually obstruct and/or block your neighbor.

o Sales are limited to your booth space – no mobile marketing!

o You must provide an all-purpose dry chemical fire extinguisher in your booth. Food

Vendors must also provide a Type K fire extinguisher in your booth. Fire marshal will

verify.

*Food vendors are primarily set up inside a large Food Tent adjacent to the Main Arena. Although

unlikely, hazards to your set-up may include uneven surfaces and moist working environment. Vendor

space in the Food Tent is outlined, but a curtain (partition) and backdrop is not available. You must set

up all flammable equipment at least 10’ from any structure, including the event tent and/or nearby

buildings. The Event Coordinator will enforce the 10’x10’ parameters of your booth at his/her

discretion. Food vendors inside the Food Tent can bring their own 10’ x 10’ pop-up tent, but it MUST

be certified flame retardant. Fire marshal will verify on-site.

UNLOADING & LOADING Unattended vehicles blocking Fire Lanes can be towed at your expense. You may only use designated entrances/exits to load/unload during set-up and tear-down times. Please load/unload quickly and move your vehicle as soon as possible to allow other vendors to get close to the facility to load/unload. All vehicles must be parked in the vendor parking area during festival hours.

VENDOR BADGES Vendors will receive four (4) Vendor Badges with each booth, allowing for free three-day admission. These are

non-transferable to non-booth personnel. Up to six (6) additional Vendor Badges are available for $15 each.

VENDOR BADGE SWAP Vendor Badge Swap: For your convenience, we provide a Vendor Badge Swap, so that incoming and outgoing

Vendor booth staff and volunteers can exchange Vendor Badges and/or Parking Passes.

Location: Festival Information Booth (located in the Exhibit Hall)


Parking (Vendor Copy)

VENDOR PARKING Vendors MUST display Parking Pass on the dash at all times for access to the Vendor Parking Lot. All vendors will receive one (1) Parking Pass. Up to two (2) additional Parking Passes are available for $15 each.

RV PARKING & REGISTRATION RV space with electrical hook-up is available and costs an additional $30 per night. We cannot guarantee an RV space without a reservation. Be sure to include RV site payment for the number of nights on the Vendor Booth Order. The RV parking lot with water and electrical hook-ups is located in the Public Festival parking lot. There is no sewage available. Please note that your RV must remain blocked in during the Festival hours due to patron parking. RVs must be in place prior to Noon on Friday, April 27.

FREE VOLUNTEER AND VENDOR STAFF EXPRESS SHUTTLE BUS SERVICE Due to limited parking at the fairgrounds, vendor volunteers and staff will be provided door-to-door service by catching the dedicated Staff/Volunteer Express Shuttle. This is the closest shuttle parking lot to the Fairgrounds and is designated for Festival support personnel. Your booth staff should be able to catch the Express Shuttle within 20 minutes from the pick up spot. There are two dedicated Volunteer/Staff shuttle buses running during the listed times.

Vendor/Volunteer Express Shuttles Location: Astoria High School, 1001 W. Marine Drive, Astoria, OR 97103 Who: Vendor staff and/or volunteers

Shuttle Begins

Last Ride of the Day

Friday

2:30 p.m.

9:30 p.m.

Saturday

8:00 a.m.

8:30 p.m.

Sunday

8:00 a.m.

6:00 p.m.


Venue Information (Vendor Copy)

FACILITY The Clatsop County Fairgrounds is located at 92937 Walluski Loop in Astoria. Although unlikely, hazards to

your set-up may include uneven surfaces and moist working environment.

GARBAGE & RECYCLING

Vendors are responsible for clean-up inside their booths and for removing all booth garbage into the

appropriate outdoor dumpsters as provided. Please ask for directions to those dumpsters if needed. You must

flatten all cardboard and separate all glass into the recycling dumpsters. DO NOT use the trash cans inside the

facility that are for patron/public use.

WASHING FACILITIES Vendor bathroom facilities are located on the north side of the fairgrounds. Other facilities will be installed on

Friday morning. Portable hand wash stations with running water will be near the exits. Food vendors have

access to a certified kitchen for cleaning purposes located in the Exhibit Hall.

CLEANING

All vendor booths must be left clean and follow all regulations of the Festival. Failure to do so can result in

expulsion from next year’s event. You may leave rented tables, wine check balloons and Vendor Badges in

your booth, but all other garbage must be disposed of in the proper dumpsters behind the building.

INTERNET Password-protected wireless Internet will be provided to vendors. Due to the remote location of the festival

facility and the possibility of unexpected service interruptions, vendors are responsible for bringing their own

form of payment processing that does not require Internet access. To ensure all vendors can access the

wireless, DO NOT give out the password to members of the public under any circumstances.

CHANGE

Vendors are responsible for their own change, so please plan ahead to cover your needs. There are three (3)

ATMs available on site.

RESTRICTIONS

• Political or moral causes will not be permitted at any booth space at the festival.

• Solicitation by unauthorized vendors will not be allowed on Fairground property during this event.

• The Astoria-Warrenton Area Chamber of Commerce reserves the right to limit the number of participating vendors and items of food and merchandise.

• Splitting/sharing of booths is not allowed.

WINE CHECK SERVICE

There is a Wine Check Booth next to the Festival Information Booth in the Exhibit Hall. Festival patrons can

check wine case purchases with participating Alcohol Vendors or at the Wine Check Booth and pick it up

before leaving the event. Alcohol vendors can pay for pick up service on page 3 of this application.


Hours of Operation (Vendor Copy)

Thursday: Noon Building open for Vendor Set Up 6:00 pm Building Closed

Friday: 8:00 am Building open for Vendor Set Up 10:00 am Health Inspections begin for Food Vendors Noon Reserved RVs must be in place before Noon Noon ALL vendors must check in at Chamber Information Booth before Noon 3:00 pm Mandatory OLCC briefing for all Alcohol Vendors (held in Exhibit Hall) 3:45 pm Vendors must be set up & ready to open 4:00 pm Festival Open to the Public 8:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 9:00 pm Festival Closed 10:00 pm Building Closed

Saturday: 8:00 am Building Open for Vendors 10:00 am Festival Open to the Public 7:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 8:00 pm Festival Closed 9:00 pm Building Closed

Sunday 8:00 am Building Open for Vendors 11:00 am Festival Open 3:30 pm Last Call for Alcohol (bottle sales allowed to continue until closed) 4:00 pm Festival Closed 6:00 pm Building Closed & Vendor Tear Down MUST BE complete ALL vendors MUST be set up, and have product to sell, during all festival hours. Tearing down and leaving early (or arriving late) will result in expulsion from future events.

Festival Hours – Open to the Public

Friday, April 27 4 pm – 9 pm Saturday, April 28 10 am – 8 pm Sunday, April 29 11 am – 4 pm

Last call for alcohol is always 30 minutes before the festival closes.


“Good” Booth Set up (Vendor Copy)

Sue Olson Photography – Art does not extend beyond 5’ from the back of the booth and still provides ample space for

art.

Don Perry Metal Art – Booth is open and allows patrons to see vendors beyond this booth.


Second Chance Sculptures – This vendor used smaller (shorter) stands for artwork that is displayed near the front of the

booth.

Bamboo Originals – This vendor used shorter racks to display clothes, so it allows patrons to see neighbor’s booth (J.

Scott Cellars!).


“Bad” Booth Set up (Vendor Copy)

Peg board completely blocks the view of neighbors.

Peg board with vendor art blocks the view of neighbors.

food vendor application - · pdf filefood* vendor *this does not include packaged food...

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