octoberfest 2015 vendor meeting · 2016-09-08 · octoberfest 2016 vendor meeting july 27, 2016...

Octoberfest 2016 Vendor Meeting

JULY 27, 2016

10:00AM AND 6:00

FOX VALLEY TECHNICAL COLLEGE, APPLETON, WISCONSIN

Octoberfest 2016

Amy FlandersManaging Director of Octoberfest

Octoberfest 2016

License to Cruise•Friday, September 23, 2016

Octoberfest•Saturday, September 24, 2016

Octoberfest Overview

• 35th Anniversary

• For local nonprofit organizations

• Give back $40,000 in grant dollars annually

Octoberfest Sponsors

35th Anniversary Sponsors

Event Sponsors

Presenting Sponsor

Premier Sponsor

Executive Sponsors

Corporate Sponsors

In Partnership with

Purpose of the Vendor Meeting

• Provide guidelines for food vendor participants

• Supported by:o Appleton Police Departmento Appleton Fire Departmento Appleton Health Departmento Octoberfest volunteerso Octoberfest staff

Booth Locations & Power Sources

Block Captains

• Assigned a specific block along College Avenue.

• Will introduce themselves to you.

• Help with any problems.

• Have a radio to reach HQ, first aid, etc. quickly.

Vendor Booth Activities

• Raffles, drawings and donations/tip jars of any kind are prohibited in all vendor booths, wristband booths and other areas.

• All food sales, distribution of materials must take place inside booth.

Rain or Shine

• Octoberfest will go on rain or shine o Be prepared to cover your booth.o All entertainment stages are covered – bands play. o People do attend.

No Animals

• City ordinance #10-47 – fine accessedo Seeing eye / service dogs must be kept inside

your booth.

Food Vendor Application 2017

• Visit website for date application is available• Typically late April• www.octoberfestonline.org

• Apply early: first-come, first-served

• Carefully complete application• EIN / Tax Exempt #• Booth layouts if you are cooking with oil• Signatures required• Check is made out correctly

http://www.octoberfestonline.org/

Timeline

• 9:00AM to 6:00PM – Event time

• 5:00PM – Wristband and beer ticket sales end

• 5:30PM – Beer sales end

Appleton Police Department


• City of Appleton and Appleton Police Department very supportive of Octoberfest.

• Certain practices and procedures must be followed to ensure viable, safe and enjoyable event.


License to Cruise – Friday, September 23, 2016All times are tentative

• 3:00PM – No traffic allowed to enter onto College Avenue.

• 3:30PM –ALL vehicles parked on College Avenue (including show cars) will be towed at owner’s expense.

• 3:45PM – Volunteer vehicles, theme cars and food vendors enter onto College Avenue.


License to Cruise, cont.• 4:20PM – Vendors must have vehicles off College

Avenue.

• 4:30PM – Show vehicles allowed on College Avenue:

oTwo (2) entry points.

o Cars fill one block at a time.


License to Cruise, cont.• 9:30PM – License to Cruise officially ends.o After crowd disperses, ALL vehicles must be removed

from areas of College Avenue that were closed for event. Any remaining vehicles will be towed at owner’s expense.

o Vehicles in other areas of downtown must be legallyparked.


License to Cruise, cont.

• Don’t start cars until officers indicate you are

allowed to leave.

• Show vehicles that leave in a reckless manner.o Plate number recorded and officer will follow-up with a

violation.


Octoberfest – Saturday, September 24, 2016All times are tentative

• 5:30AM – Vendors allowed on College Avenue.

• 6:00AM – Vendor vehicles may be parked to facilitate set-

up on College Avenue or cross streets.o Only 1 vehicle with a trailer or 2 vehicles without a trailer

per vendor.oTwo middle lanes on College Avenue must remain open.


Octoberfest, cont.• 8:30AM – Set-up MUST be completeo All vehicles legally parked off College Avenueo No vehicles allowed on College Avenue after this

time.o Vehicles that remain are subject to tow at owner’s

expense.


Octoberfest, cont.

• Event barricades will be placed and cannot be moved without police/fire/ambulance permission.o Ordinance #16-5: Fine accessed for unauthorized

personnel moving a barricade.o If a vendor moves a barricade, the group may not be

allowed to participate in the future.


Octoberfest, cont.

• 9:00AM – Octoberfest officially begins!


Octoberfest, cont.• Alcoholic beverages may only be served in designate areas and consumed

on College Avenue.

• All ID’s are checked regardless of age and everyone over age 21 wanting to purchase beer must wear a wristband. No beer is sold to anyone not wearing a wristband.

• Beer will be sold only by Octoberfest liquor license holder in special cups.

• Carry-ins are not allowed.

• Anyone who purchases beer in a downtown bar must consume it there.


Octoberfest, cont.• 5:00PM – All ticket sales stop and ticket areas cleared.

• 5:30PM – All entertainment and beer sales end.

• 6:00PM – Octoberfest officially ends. Vendors may begin tearing down their booths. No vehicles allowed on College Avenue until crowd is dispersed.o APD will authorize vehicle entry.


Octoberfest, cont.

• 6:15PM (approximately) OR when crowds disperse vehicles will be allowed on College Avenue.o Again, two middle lanes must remain open.o APD will adjust time accordingly.


Octoberfest, cont.

• 6:45PM (approximately) OR when crowds disperse, City Department of Public Works crew starts clean up one block at a time.

• 9:00PM – College Avenue is cleaned, barricades removed, and turned back to public.


• If procedures are followed, Octoberfest will start and finish on-time with a minimum of inconvenience to everyone concerned.

• Again, Please note:o Your booth must be set-up and your vehicle off College Avenue

NO LATER THAN 8:30AM.o You can dismantle your booth at 6:00PM, but you CANNOT drive a

vehicle on to College Avenue until APD removes the barricades.


Your cooperation is essential to ensuring License to Cruise and Octoberfest are successful events.

Individuals in violation of event rules, traffic laws ordinances will be dealt with accordingly and may not be allowed to participate in next year’s event.

Appleton Fire Department


• Fire extinguishers o Minimum size 2A10BC for all vendors preparing food.

o Minimum size 40BC or K Guard (Grease)

for all vendors cooking with oil.


• Properly serviced – tagged within 1 year.

• New good for first year with receipt.

• Must be accessible for use:o Not in box.o Not in trailer.


• Extension Cordso Properly sized.o Properly protected.


• Overloaded power strip.

• Protection of cords.


• No portable gasoline powered generators allowed.

• Only tank mounted generators allowed.


• A truck mounted generator on a hitch or on a cargo/utility rack is not a portable generator.

This is not allowed


• Cooking with oilo Protect from public.o All vendors who cook with

oil MUST submit a diagram of booth layout with application.

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCLbWvZ3Z-cYCFUGNDQodY_sCyQ&url=http://www.sears.com/shc/s/t_10153_12605?tName%3Dcast-aluminum-grill.html&ei=Q0u1VfaoIcGaNuP2i8gM&bvm=bv.98717601,d.eXY&psig=AFQjCNG6LC2Q6Ov4NsYiFDCEd39G-yAUOw&ust=1438031022145089

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCLbWvZ3Z-cYCFUGNDQodY_sCyQ&url=http://www.sears.com/shc/s/t_10153_12605?tName%3Dcast-aluminum-grill.html&ei=Q0u1VfaoIcGaNuP2i8gM&bvm=bv.98717601,d.eXY&psig=AFQjCNG6LC2Q6Ov4NsYiFDCEd39G-yAUOw&ust=1438031022145089


• Cooking with oil, cont.o Must separate cooking appliance from any

tent/canopy containing the public by a distance of at least 20 feet.

o Failure to receive fire department approval of layout prior to the event will result in cooling not being allowed.


• Cooking with oil, cont.o An Appleton Fire Department representative

will verify the approved layout matches actual set-up on the morning of the event.


• Tent separationo Minimum 20 feet separation from cooking

appliances.o Tent enclosed on 3 or more sides.


• Tent separationo Canopy is 75% open.o Exceeding 200 sq ft requires permit.

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCIKWoMrZ-cYCFQu3gAodPwwLdQ&url=http://www.clipartpanda.com/clipart_images/portable-canopy-tent-with-42738745&ei=oUu1VcLBGovuggS_mKyoBw&bvm=bv.98717601,d.eXY&psig=AFQjCNFub-IclzYIpfUwtpOXx-5VA21aNA&ust=1438031136387310

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRxqFQoTCIKWoMrZ-cYCFQu3gAodPwwLdQ&url=http://www.clipartpanda.com/clipart_images/portable-canopy-tent-with-42738745&ei=oUu1VcLBGovuggS_mKyoBw&bvm=bv.98717601,d.eXY&psig=AFQjCNFub-IclzYIpfUwtpOXx-5VA21aNA&ust=1438031136387310


• Compressed cylinderso Must be properly secured to prevent

tipping.Examples: Secured in a crate,

with bungee cords, etc.


• Fire Department accesso Maximum obstructions from curb is 12 feet.

This means you booth cannot extend 12 feet beyond the curb.


• Special set-upso Set-ups not within the specific guidelines must

be submitted to and approved by Fire Prevention prior to the event.


Don’t use benches as a barrier. Invites public to sit, and they are too close.


Cords are on the PUBLIC side of the table. Move cord to vendor side. Tank must be secured.


Area around grills should have a barrier.Tank must be secured.


Cords should be on vendor side of table.


Proper set-up of a three-sided tent.


Surface area is over-sized and needs approval from AFD.


Fire extinguishers readily accessible.


Proper set-up.


Should not use a table to protect public from oil. Too easy to bump and cause injury.


Cords are on public side of table.


Proper separation with a visible barrier.


Questions?

Electrical

Electrical

• Power source listed on map – sent via email.o Planter o Traffic light o Pole

Electrical

Power Source located in landscape area

Power Source located in traffic signal base

Power Source located in power pole

Electrical

• MANDATORY EXTENSION CORD REQUIREMENTo Extension cords to properly carry a 20-amp load

must be 12-gauge 3-wire size not to exceed 25 feet or check with the electrician.

Electrical

•Electricians will inspect your cords. If they do not pass inspection, you will be asked to either buy the correct cords or secure them another way.

•Smaller cords will overheat and cause safety problems.

Electrical

• Booths not using the required 12-gauge cords will be subject to having their electrical power disconnected.

• 20 amps will be adequate to operate one large usage appliance (roaster, coffee maker, skillet, toaster oven), and one small usage appliance (mixer, crock pot).

Electrical

• To determine the amount of power you will need, check the rating plates on appliances, and total their usage.o Should not exceed 20 amps or 2400 watts.o 1amp=120watts, etc.

•Exceeding the 20-amp pole capacity will cause the fuse protecting the outlet to blow and you will be without power and unable to operate until the fuse can be changed.

Electrical

• Do’s and don’t’s for safetyo DO NOT use tape to hold cords on to poles. Use twine or

rope to secure cords, if necessary. Tape leaves a sticky residue on poles and becomes a dirt catcher.

o Place cords around your booth in a manner they do not become a hazard to your workers or customers.

o Keep excess cord coiled or folded neatly so no one trips on it.

Electrical

• Do’s and don’t’s for safetyo Do not place cards on the sidewalk.o In case of rain, unplug your cords from the outlets.

Place cords up and out of the gutter area and cover areas where the cords are plugged together. Plastic bags work well for this.

Electrical

Questions?

City of Appleton

Health Department

Appleton Health Department

• Permitso All vendors processing food or hot/cold holding need

to have a food permit. This is separate from booth fees paid to Octoberfest.

o Two options: Non-profit food permit from the Appleton Health Department.

Work with a vendor that already has a state license.


• Screeningo If you are mixing ingredients or putting something

together onsite, assume you need screening. Examples of onsite food operations that may require

screening: Making egg rolls; squeezing fresh lemons or oranges; peeling and cutting potatoes or onions for deep frying.


• Screening, cont.o Talk to a health department representative to determine if

screening will be required.o Not required if only serving directly for a grill or from a

Nesco.o Effective screening means floor to ceiling on all four sides.o A small pass through window in the screen will be

allowed.


Floor to ceiling and on all 4 sides.

A small pass through window in the screen will be allowed.


• Food SourceoAll food shall be from an approved source acceptable to the Health Department.oNo home canned items to be sold or used as ingredients.oFresh ingredients from a Farm Market are acceptable.

Appleton Heath Department

• ThermometersoMetal stem.oAccurate +/- 2oF.oRange of 0o – 220o F.oNo candy thermometers.oNo glass thermometers.oNo home-style meat thermometers.

Appleton Heath Department


•Cold StorageoPotentially hazardous foods must be maintained at 41o F or below.

oNeeds to be buried in ice.

oFrozen foods shall remain solid.

*NEW FOR 2016: ELECTRIC REFRIGERATION UNITS ARE NOT PERMITTED. THESE UNITS ARE NOT CAPABLE OF MAINTAINING PROPER TEMPERATURES IN THIS SETTING.


• Hot Holdingo135oF or hotter.oKeep under a heat source at all times.oFollow electrical requirements.oPlan ahead and know how many heating appliances you will need:If using chaffing dishes with sternos, provide a wind block. (However, they may not be adequate to hold food at proper temperatures.Keep lids on when not serving.


•It is recommended to prepare all food on the day of the event and maintain at serving temperature.

•However, if food must be prepared in advance of the event, the following cooling and reheating parameters shall be followed:


•CoolingFrom 135oF down to 70oF within 2 hours.

o70oF down to 41oF in additional 4 hours.

•Examples of quick cooling methodsoDivide into smaller portions and place

in ice bath and stir frequently while cooling. Add ice as necessary.

oPlace portions into shallow pans no deeper than 2-3 inches and place into a commercial cooler at 41o or lower.


•ReheatingoFrom 41oF to 165oF within 2 hours.

•Examples of quick cooling methodsoReheat in batches. Do not add cold food

to already heated food.

oDo not use equipment designed only to maintain holding temperatures as a method to reheat, such as a hot box or warming cabinet.


• Food StorageoDisplay/storage.Protect from customer or environmental contamination by use of:

◦ Packaging.◦ Food shields.◦ Display cases.◦ Other effective means.


• Condiment DispensingoUse squeeze bottles, individual packages, service cups, pump dispensers or have a stand worker add the condiments.oDo NOT use “community bowls”.


• Washing HandsoMinimum 2-gallon container.

oSpigot shall not be push-button.

Must simulate a faucet.

oSoap and single-use toweling.

oCatch bucket for grey water.

oDo NOT dump grey water into the storm drains.


• Washing handsoHand sanitizers:May only be applied to hands that have been thoroughly washed with soap and water,

Shall not be substituted for proper washing.


• Bare Hand Contact ProhibitedoReady-to-eat food – Not cooked or does not require further cooking:Buns; bakery items; apples.oUse tongs, other utensils, deli paper or gloves.oGloves shall not be replace good hand washing. oChange gloves often.oWash before putting on new gloves.


• Equipment and Utensilso No ware-washing on-site unless area is screened or enclosed.

Three pans or compartments: wash, clear water rinse, then sanitize with a solution of 1 teaspoon of bleach per gallon of water.

o If not ware-washing on site, provide plenty of clean spare utensils.

o Wash or change out serving utensils every 3 hours.


• In-use Utensils• Store in the food to keep at proper temperature.

• Ice scoops – store in ice with handle extending out.


• MiscellaneousoDrink ice shall not be used as coolant.

oRemove garbage from immediate area frequently.

oNo ill workers.

oWear clean outer clothing and use hair restraints (hair net, ball cap, visor).

oNo insect sprays or other chemicals are allowed in the booth.

Appleton Health Departent

Questions?

City of Appleton

Weights & Measures

Weights & Measures

• Packaged ProductsoIf you package products in advance of sale, the majority will need full product labeling as required by Wisconsin labeling codes.oThis provides traceability in case of a food borne outbreak or foreign substances found in packaging.

Weights & Measures

• Packaged ProductsoCommon items offered like this at past Octoberfest events that required labels:All candies; caramel corn; trail mix; snack chips; dry soup mix; ice cream; any type of cooking or baking mixes.

Weights & Measures

• Labeling RequirementsoItems exempt from labeling:Baked goods; any hot ready to eat food; and cold sandwiches made in the booth.

Weights & Measures

• Labeling Requirements, cont.oAny labels to be used hall be submitted and approved by W&M no later than 7 days prior to event.oIf you are using last year’s approved labels or selling factory packed and labeled products, you must notify W&M.

Weights & Measures

• Labeling Requirements, cont.oYou can scan and email a copy of the label to avoid making a trip to the office.

[email protected]

Weights & Measures

• ScalesoScales required for sale of fresh produce items by weight shall be of a commercial type meeting NIST Handbook 44 requirements. Those newer than 1986 shall be marked NIST Class III; those newer than 1/1/97 also must be NTEP approved.

Weights & Measures

• Scales, cont.oHave a scale capacity of 30 lbs or less, and a maximum scale division of ½ ounce or .02 lbs.

oAny scale used must be pre-approved by the Appleton City Sealer or a Sanitarian/Sealer of the Appleton Health Department prior to the vendor’s first sale of each year.

Weights & Measures

• Scale TestsoIf you are required to sell by weight, meaning you will be weighing on a scale at time of sale, you must have your scale tested by W&M in advance.

Weights & Measures

Questions?

Octoberfest Food Vendors

• You must have at least one person in your booth at all times that has attended the vendor meeting or completed the online test.

• Share the information from this meeting with all volunteers who will be operating your booth.

Octoberfest Food Vendors

Appleton Health Department, Appleton Fire Department and Appleton Weights & Measures will inspect booths at Octoberfest, so please be prepared.

Octoberfest Security

• The Appleton Police Department is on College Avenue during Octoberfest to make sure the event is safe and orderly for all.

• Don’t hesitate to call 911 if you feel a situation may get out of control.

• Block Captains will also be in radio contact with APD, so they can summon help quickly.

First Aid / Headquarters

• Main entrance of City Center Plaza.

• First aid issues directed to headquarters.

• Lost children – contact APD, a Block Captain or take child to Headquarters.

• Stages make announcements of lost children.

• Someone is looking for a lost child, direct them to APD.

First Aid Locations

• License to CruiseoOneida Street in the bump out area.

•OctoberfestoEast: 200 east block of College Avenue on south side of street in front of Family Fun Area.oCentral: Octoberfest Headquarters at City Center Plaza.oWest: 500 block of College Avenue in front of Coventry Glass .

Block Ice Disposal

• May NOT leave chunks on College Avenue after teardown.

• City street cleaning machines cannot properly clean if left behind

Charcoal Disposal

• May not leave it on College Avenue.

• Must make arrangements to dispose of off the College Avenue.

• Do NOT place in cardboard trash containers or dumpsters.

Garbage Disposal

• Responsible for removing from the Avenue.• NOT on the street, in middle of the street or at your booth.

• Dispose of in dumpsters on side streets or take it with you.

• Bring a garbage container for inside your booth.

• Failure to comply with proper disposal of ice, charcoal and garbage my jeopardize future participation.

Octoberfest 2016

If you have any questions, please contact me at: o: 920.734.7101

C: 414.719.5284

Octoberfest 2016

The document in your packet and this Power Point presentation are available online:

www.octoberfestonline.org

Click on the Vendor tab and use the Quick Links.

http://www.octoberfestonline.org/

Octoberfest 2016

Thank you for your attention and commitment to making the 35th Anniversary of Octoberfest at

great event!

octoberfest 2015 vendor meeting · 2016-09-08 · octoberfest 2016 vendor meeting july 27, 2016...

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