1.0 Vendor Application Requirements

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1 Cariwest Caribbean Arts Festival Food Vendors Package (The Deadline for Application & Fee Payment is May 21 st 2016) Cariwest Caribbean Art Festival (or Cariwest ) is a community initiative organized and executed by the Western Carnival Development Association (or W.C.D.A) and is Edmonton s signature annual Caribbean Art & Culture Festival. This year, the festival takes place August 5 th 7th. Annually, Cariwest draws approximately 50,000 people. This provides an excellent opportunity for individual food vendors, merchants, performers and other Caribbean entrepreneurs to conduct business. We are currently accepting applications from interested parties. Any Food Vendor wishing to participate in the Cariwest Festival must complete the Food Vendor Application. Early applications are encouraged, since the numbers of concession spots are limited. Participation will be on a first come, first serve basis. To secure a preferred location, submit your registration early. Please note: Western Carnival Development Association has exclusive rights to Churchill Square for the duration of the Cariwest Caribbean Arts Festival. No food service, merchant sales, flyer distribution, ticket sale or promotion of any sort will be permitted unless authorized by contractual agreement with Western Carnival Development Association. 1.0 Vendor Application Requirements Please include everything below with the submission of your registration form. Incomplete applications will not be accepted. Any food vendor wishing to participate in the Cariwest Festival shall provide W.C.D.A with: o A signed copy of this Agreement and deposit fees is due on or before May 21 st, 2016 All remaining fees due June 30 th, 2016 (Vendor registration, tent, tables, chairs) The following items are to be submitted on or before May 21 st, 2016 A menu including information about meal items that may be gluten free, vegetarian or contain allergens such as nuts (Please note: preference will be given to vendors with Caribbean menu items) A copy of Alberta Health Services (AHS) Special Event Vendor Form must be completed and submitted with Cariwest application which will be submitted to AHS on your behalf with our application. All food vendors are to provide confirmation that their staff has successfully completed Sec.31 Food Safety Training or the online home study course in advance of the event. Training can be found on the AHS website 1

2 All vendors must have at least two staff working during the festival hours that are certified in Sec.31 Food Safety Training or the online home study course Vendors must carry a Comprehensive General Liability Policy with limits of not less than $2,000,000, which names Western Carnival Development Association and the City of Edmonton as additional insured Parties. A photocopy of the Certificate of Insurance must be submitted with the application. The vendor shall not do or omit to do or suffer anything to be done or omitted to be done which will in any way impair or invalidate any policy of insurance required under this Agreement. *All Prospective Vendors Will Be Required by Western Carnival Development Association to attend an Orientation meeting co-hosted by the Environmental Health Department on July 10 th 2016 (venue to be announced). Notwithstanding any other Section in this Agreement, W.C.D.A, in its sole and unfettered discretion, reserves the right to refuse any application it receives from any vendor that wishes to participate in the Cariwest Festival. Late submissions will NOT be accepted. 2.0 Set Up & Tear Down The Food Vendor will have access to its site August 3 rd at 2:00pm and must complete setting-up its Booth by August 5 th at 10:30 a.m. An inspection of the Food Vendor s Site and Booth by the Fire & Health Inspectors will be held on August 5 th at 11:00am before opening sales at 12:00pm. 2

3 All food vendors must provide the following but not limited to these items listed below: Food Tents: Storage facilities including refrigeration equipment All food and concession supplies Cooking units Bio Degradable Single service eating utensils and napkin for consumption of their product Food Trucks & Trailers: Storage facilities including refrigeration equipment All food and concession supplies Cooking units Bio Degradable Single service eating utensils and napkins for consumption of their product Extension cords One dry chemical fire extinguisher with 40 BC rating Extension cords Must have fire suppressing system installed in truck or trailer. Grease Traps or Screens for Sinks Grease Traps or Screens Sinks Propane Tents will require barriers to shield patrons from hot cooking surfaces as well as covered wood flooring must be fire retardant Propane Must have their own water pump Hot water All deep fryers must be a minimum distance of one meter away from the sidewalls of the food vendors tent and must have drywall or some other means approved by the Fire Inspector to ensure that the public will not be harmed or injured as a result of its being in near proximity to any deep fryers. Food vendors who require a barbeque for its site will utilize the cooking/utility space provided. Any barbeque being set up by a Food Vendor shall be placed on top of adequate flooring (i.e. plywood). All barbeques shall be equipped with a divider of drywall or some other means approved by the Fire Inspector, which shall ensure that the public will not be harmed or injured as a result of its being in near proximity to any barbeque. For public safety reasons, after initial set-up, vendors are not permitted to bring a vehicle on to the Festival Location until tear down 9pm on Sunday, August 7 th Should food vendors be observed having a vehicle on the Festival Location prior to 9pm on Sunday August 7th, the sum of $200 will be deducted from the vendor deposit. Food Vendors are not permitted to commence any form of strike and/or move-out from their site until 10:00pm August 7th, Should a Food Vendor be observed striking or moving-out from 3

4 their site before 9pm August 7th, or risk losing deposit Prior to leaving the Food Vendor s Site, the Food Vendor must complete a final inspection of the Site, tent and surrounding area with an W.C.D.A staff member, with such final inspection to be documented on a final inspection sheet, which inspection sheet must be reviewed and signed off by both the W.C.D.A staff member that conducted the final inspection and a representative of the Food Vendor that was present for the final inspection and who has authority to legally bind the Food Vendor Any damages sustained or cleanliness issues to the Food Vendor s Site, tent or surrounding areas, as determined in the sole and unfettered discretion of W.C.D.A and its staff members, shall be deducted from the Food Vendor s Deposit. 3.0 Volunteer Vouchers Cariwest volunteers are an essential part to the operating and maintenance of the Festival. As such any volunteer who is working a 5-hour shift is entitled to a Food Voucher. The Volunteer food voucher arrangement for the Cariwest Festival is as follows: All Food Vendor s participating in Cariwest will contribute $150 worth in meals for the volunteers, any Food Vendor with vouchers that exceed the value of $150 will be reimbursed the difference on the same cheque as their deposit refund. The Food Vouchers given to volunteers can be redeemed with any Food Vendor for menu items offered at the Food Vendor s Site for the value of said meal item. To a maximum of $15 a meal per voucher The Food Vouchers will be returned by the Food Vendor to W.C.D.A by 9:30pm on the last day of the festival where they will be counted and the total tally, as determined by the W.C.D.A staff, will indicate the number of food vouchers that were redeemed at the Food Vendor s Site. Any food vouchers not turned in at the time of the final inspection will not be counted W.C.D.A shall not be responsible for any lost, stolen or destroyed food vouchers. 4.0 W.C.D.A Obligations Due to Fire Regulations and Liability issues Vendors are only permitted to use tents provided by Cariwest. No other tents will be permitted in the park. This rule will be strictly enforced. 4

5 Listed below are the items W.C.D.A will provide: Tents: Rubber Matting to cover Flooring (if needed). Two 15 amp 120-volt duplex outlets Potable water supply Food Trucks & Trailers Food: Rubber Matting to cover Flooring (if needed) Two 15 amp 120-volt duplex outlets Potable water supply Drainage Drainage Sink (one per vendor) Hot and Cold Water Two banquet tables and two chairs All vendors and their equipment must be off the site by 11:00pm Sunday. All vendors must leave their site clean of litter and free of grease spots and other staining substances. Anything left behind to be cleaned by Cariwest staff, volunteers or contractors after 11pm Sunday will be deducted from the deposit. 5.0 Rules & Regulations Hours of operation are 11:00 am to 11:00 pm. Food Vendors must have adequate food and staff to stay open for complete operating times. Food Vendors failing to operate their Booth within the prescribed operational time will be fined $100 for each incident All vendors must be set up and ready to go at time of inspection. Any vendor who is late for set up or is unprepared for the inspection, risk being removed from the festival and losing their deposit. The Food Vendor must comply with all obligations owed to any sponsor of the Cariwest Festival. Vendors may NOT extend the boundaries of their booth under any circumstances. Site boundaries are restricted to the 10 ft. x 20 ft. confines of the tent plus the 5 ft. (frontage) x 10 ft. (depth) covered cooking/utility area beside your booth. Food Truck vendors may not leave the site once set up has begun. Any vendor who feels they need to leave the site will not be welcomed back and will lose their deposit. The Food Vendor shall ensure that all individuals working at the Food Vendor s Booth conduct themselves in a professional manner, including, without limitation, ensuring that all Food Vendor personnel are wearing attire that is appropriate for food service, for example no open toed shoes and any long hair must be tied back. In addition to the foregoing, all Food Vendor personnel must review and comply with all Alberta Health Services hygienic standards that deal with the handling 5

6 of any food. The Food Vendor shall not assign any rights granted by W.C.D.A to the Food Vendor in this Agreement in whole or in part without the prior written consent of W.C.D.A, which consent may be unreasonably withheld and without regards to the interests of the Food Vendor. All property of the Food Vendor or any part thereof, shall be at the risk of the Food Vendor. The Food Vendor hereby indemnifies and holds Western Carnival Development Association and its directors, officers, employees, volunteers and agents, harmless from and against any claims, whatsoever, for any loss, damages, or costs, whatsoever, and for all costs and expenses (including on a solicitor and his own client basis) incurred by Western Carnival Development Association in defending such a claim, advanced by any person or entity, which is caused, results or arises from or is contributed to by the Food Vendor, including, without limiting the generality of the foregoing, any claim arising from the Food Vendor s use of any parking pass provided by Western Carnival Development Association. The Food Vendor shall ensure that all of its employees, agents, servants, contractors, permitted invitees, directors, officers, and anyone whom in law the Food Vendor is responsible for, comply with all applicable statutes, regulations, rules, by-laws, policies and directives of Western Carnival Development Association, the Federal, Provincial, Municipal governments or any other governing body whatsoever. Western Carnival Development Association, the City of Edmonton, Western Carnival Development Association or and the City of Edmonton shall have access at all times to the Food Vendor s Site and Booth. The Food Vendor is responsible for operating and maintaining its entire Site, Booth, including its contents, and the surrounding area in an impeccable manner. Without limiting the generality of the foregoing, the Food Vendor shall regularly remove garbage from its Site, clean the areas surrounding its Site, as well as clean its Site s floor, sink, and any equipment situated within its Site. Failure to comply with this as determined by W.C.D.A may result in: additional charges being laid against the Food Vendor. W.C.D.A may temporarily or permanently close the Food Vendor s Booth and/or W.C.D.A may deny the Food Vendor the right to participate in any subsequent Cariwest Festivals. 6

7 There are two categories of food vendors (Major & Minor) for this festival, please read the description below and apply the fees that best fit your Food Vendor. Vendor Type Fee Type Amount Major Food Vendor Major Food vendors are Food Vendors or food trucks with menus that have 3 or more meal items. Deposit $500 Vendor Fee $1500 Large Tent (10 x 20) $700 Smaller tent (10 x 10) $500 Minor Food Vendor Minor Food vendors are Food Vendors or food trucks with menus of 1 or 2 meal items. Deposit $350 Vendor Fees $1300 Large Tent (10 x 20) $700 Smaller tent (10 x 10) $500 *** Please Note, Fees can be paid by Cash, Money Order, Certified Cheque or E -mail Transfer. A maximum of 2 banquet table & chairs will be provided. All vendors needing extra tables and/or chairs must request them upon registration and will be required to return them at the conclusion of the festival. Vendors who require more than the provided amount will be charged extra fees as shown below. Vendors can also purchase Bags of Ice directly from the W.C.D.A during the course of the festival if needed. Table, Banquet $20.00 Chair, Folding $5.00 Bag of Ice $5.00 Missing items will result in the loss of your damage deposit. Please submit questions to Bert Richards, Director of Caribbean Village 7

8 Cariwest Food Vendor Application Form # Jasper Avenue, Edmonton, AB, T5K- 0L Fax: or Concession Name: Concession Manager: Mailing Address: Address of where food will be prepared: Phone: Fax: Website: Facebook: Item: Fee: Total: Major Food Deposit $ Major Food Registration Fee $ Minor Food Deposit $ Minor Food Registration Fee $ Tent (10 x 10) $ Tent (10 x 20) $ Food Truck/Trailer Size: Additional Tables $20.00 Each # of: Additional Chairs $5.00 # of: Total: Amount Paid: Amount Owing: Sign: Date: 8

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