Food Vendor Application 2013 Florence, Arizona April 11 th - 14 th Dear prospective vendor, Thank you for your interest in participating in the 2013 Country Thunder Music Festival in Florence, Arizona. This festival has had a presence in Arizona for over 19 years, and continues to bring the biggest names in country music to Florence. Each year over 80,000 people gather to hear acts such as, Toby Keith, Willie Nelson, Kenny Chesney, Sugarland, Miranda Lambert, Tim McGraw and many others. At Country Thunder we believe what makes a successful festival is not solely the first class talent but the array and quality of our vendors. Whether you are considering being a vendor at Country Thunder for the first time, or have participated in our festival before, we look forward to working with you. Along with this letter, please find attached the 2013 Vendor Application and appropriate return date for consideration. All rules and regulations enclosed apply to each applicant. Incomplete applications will not be considered. To submit your application please FAX to (615) 691-7484 or EMAIL to vendors@countrythunder.com. You may also submit your application by US Mail or an express mail service to the address below, however, please note some of these applications have been lost in the past, and we can not ensure their delivery. You are ultimately responsible for making sure that your application has been received. Food vendor applications are due by January 14 th, 2013. All applications received there after will not be considered for the 2013 Arizona Festival. Country Thunder will review applications and extend an invitation of participation and contract, by email, to the selected vendors by January 21 st, 2013. Please review this contract carefully and return by March 9 th, also 50% of your fees will be due at this time. There will be no early acceptance notifications sent out, please DO NOT contact our office in regards to the acceptance status of your application any time prior to January 21 st, 2013. Each food vendor accepted into the festival will be required to pay a $500 participation fee, a $250 clean- up fee (refundable given your space is clean upon load- out) and charged for electrical needs. Finally a 20% commission will be taken from sales each day of the festival. [IF MAILING] Please return completed application to: Country Thunder Arizona 2013 Attn: Vendor Coordinator 234 Space Park Drive S. Nashville TN, 37211 Should you have any questions regarding the application or the event details, feel free to contact us during regular business hours which are Monday through Friday 9:00 am- 5:00 pm CST. Best, Country Thunder Music Festivals vendors@countrythunder.com (866) 802-6418
FOOD VENDOR APPLICATION 2013 All prospective food vendors interested in participating in the 2013 festival must submit the following by the application deadline of Jan. 14 th, 2013; completed application form, a proposed menu with pricing, a layout of their area including width and depth, a picture (photo) of their booth and/or trailer. If accepted, invitations of participation and contracts to become a Food Vendor at Country Thunder 2013 will be sent out via email by Jan 21 st, 2013. Vendor Contact: Vendor Business Name: Address: City: State: Zip: Phone DAY: EVENING: Email Address: (Must provide) Federal Tax ID # YOU MUST PROVIDE A SAMPLE MENU, PICTURES OF YOUR BOOTH, & BOOTH LAYOUT Please circle your approximate electrical needs: Frontage (ft): 8 ft min. SIZE OF VENDING SPACE Depth (ft): 20 ft max. Electrical Services 110/120V 220/240V Up to 20amp $210 $250 Up to 40amp $230 $270 Up to 60amp $250 $290 Up to 80amp $270 $310 UP to 100amp $290 $330 Frontage(ft): 8 ft min. SIZE OF STOCK TRUCK Depth (ft): 20 ft max. Electrical Services 110/120V 220/240V Up to 20amp $210 $250 Up to 40amp $230 $270 Up to 60amp $250 $290 Up to 80amp $270 $310 Mail completed application to: Country Thunder Music Festival Attn: Vendor Coordinator Arizona 234 Space Park S Nashville, TN 37211 OR EMAIL vendors@countrythunder.com Notice: Each Food vendor accepted into the festival will be required to pay a $500 participation fee, a $250 clean- up fee (refundable given your space is clean upon load- out), as well as 20% commission and charged for electrical needs. Notice: Application is NOT a guarantee of acceptance. DO NOT enclose payment for vendor fees. This application is not a contract and is in no way binding to Country Thunder. Please see additional Rules & Regulations (attached) and please sign below stating that you have read and understood the information provided on this application. Application and photos may be submitted electronically to vendors@countrythunder.com UP to 100amp $290 $330 SIGNATURE: DATE: ** Please note electric will not be hooked up until midday Wednesday April 10 th, 2013.
Festival Rules & Regulations EVENTS DATES & HOURS OF OPERATION Country Thunder 2013 will be held April 11-14th, 2013 at Canyon Moon Ranch in Florence, Arizona. The event is held rain or shine. Attendance averages over 60,000 over the four days. On event days, vendors are expected to be open, staffed and ready for business when the gates open and are required to operate continuously until the end of the festival day. Vendors are not permitted to close early, and if caught doing so may be grounds for eviction. The mandatory hours of operations for each event day are as follows: Thursday, April 11 th : Friday, April 12 th : Saturday, April 13 th : Sunday, April 14 th : 2:00 pm 12:00 am All vendor vehicles must exit the festival grounds one (1) hour prior to gates opening and will not be permitted to re- enter the park until one (1) hour after the event closes. VENDOR ROAMING IS STRICTLY PROHIBITED UNESS APPROVED BY COUNTRY THUNDER, SHOULD A VENDOR BE FOUND ROAMING WITHOUT PERMISSION, IT IS IMMEDIATE GROUNDS FOR EVICTION. SELECTION CRITERIA AND PROCESS Selections are based on several criteria. These include, but are not limited to: quality, value and uniqueness of the proposed menu selections, ability to effectively service an extensive number of patrons over the course of the festival, experience in festival food vending, level of professionalism exhibited by signage, equipment and set- up, and local or regional representation. The appearance of your vending operation is highly important. We do not allow the use of pop- up tents as they are not safe nor are properly equipped to handle severe weather. Vendors will be notified of their selection status via email on or by January 21 st, 2013. MENU SELECTION AND POLICIES As part of the application process, vendors are required to submit a proposed menu including prices. Selection of vendors is based, in part, on menu items offered as well as value to the patron, with preference given to vendors that offer unique or more regional cuisine at reasonable prices. If selected, your final menu and prices will be subject to approval by Country Thunder. Selected vendors may ONLY sell those items listed in their contract and must sell them at the prices specified, prices must include tax and be in whole dollar amounts. COUPONS Country Thunder will be using a vendor coupon valued at $1.00 per coupon. All transactions must be made with these coupons NO CASH SALES. The vendor acknowledges and undertakes that at no time shall the vendor conduct any transactions with cash. Any vendor found accepting cash will be evicted from the festival site and will forfeit the redemption of all outstanding coupons. Coupons will be redeemed by the vendor on- site at Country Thunder, details will be given upon arrival. All vendors will be paid out by check at the end of the event (April 14 th, 2013). VENDOR FEES Selected vendors will be required to pay a participation fee and a $250 (refundable) clean- up deposit. Vendor fees are based on total space required for vending, prep and storage space. Vendors are provided access to reasonable electrical service and trash pick- up. PARTICIPATION FEE: $500 per space (reasonable linear footage) CLEAN- UP DEPOSIT: $250 per space, refundable if space is clean upon load- out A minimum of 8 linear feet (frontage) and a maximum of 20 linear feet (depth) per stand are allowed. Participation fees, clean- up deposit(s) and electrical fee s are due upon return of the signed contract (NOT THIS application).
VENDOR CAMPING Vendor camping is available or $150. All camping is primitive and no electricity or water is provided. Vendor camping, like all other camping, is located outside the festival bowl. Camping within the festival bowl is strictly prohibited and grounds for eviction from the festival premises, no sleeping in stock trucks permitted. COMMISSION In addition to the participation fee, all vendors will pay Country Thunder a commission of 20% of gross sales, excluding sales tax. Settlement will be handled at the end of the event, Sunday April 14 th, 2013. NO EXCEPTIONS. Vendors will be required to pay the balance of their commissioned sales along with any additional commission due to Country Thunder, during event settlement. PRODUCT EXCLUSIVITY Vendors interested in selling particular items exclusively should contact vendors@countrythunder.com to discuss available options. Vendors granted exclusivity for a particular item would pay a higher fee, to be negotiated on an individual basis. VENDOR BADGES Each vendor is provided a number of admission badges for employees. Vendors with a booth space of 20 sq. feet or less will receive 6 badges and 4 parking passes per booth space, while vendors with multiple booth spaces may receive additional vendor badges per booth space, based on need. Additional badges may be purchased prior to the Festival; information in regards to purchasing additional vendor badges will be relayed to the selected vendors in which it may concern. Country Thunder is not responsible for lost or stolen badges. To receive new badges, the vendor will purchase badges at the given vendor rate. Admission badges must be distributed to the employees prior to their scheduled shift. There is no will call for vendor badges. PERMITS, LICENSES AND INSURANCE Participating vendors are expected to comply with all rules and regulations of the Pinal County Sheriff s Office, Town of Florence, Pinal Country Environmental Health and any other governing authorities rules and regulations that may apply. Proof of insurance on retail goods or business insurance is required for participation. The County requires that all vendors have a Temporary Health Permit - both the health permit and associated fees will be collected by Country Thunder. Vendors are required to submit Certificate of Insurance to Country Thunder by March 4 th, 2013 INSURANCE REQUIREMENTS: Participating vendors will be required to furnish to Country Thunder a certificate of insurance evidencing a minimum of $1,000,000 combined single limit general liability coverage naming Country Thunder West, LLC as additionally insured. Proof of automobile and Workers Compensation coverage with minimum coverage of $100,000 combined single limit is required as well. o Workers Compensation: If required by law. Coverage A Statutory Coverage B $100,000 Bl each accident $500,000 Disease Aggregate $100,000 Disease each employee o General Liability: Form Occurrence General Aggregate Limit $1,000,000 Products/Completed Operations $1,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence Limit $50,000 Medical Expense $1,000 o Automobile Liability: Vehicle Coverage Any Auto Bodily Injury $1,000,000 Combined Single Limit Property Damage (Included) Uninsured Motorists $1,000,000
VENDOR LOAD- IN In order to better serve you, vendors will be scheduled to load- in at varying times this year. Your vendor coordinator will get with you on your specific vendor load- in time. The load- in days will be Tuesday, April 9 th and Wednesday, April 10 th, please note electric will not be hooked up until midday Wednesday. Please make your scheduled time to keep from forfeiting your vendor fees. Let your coordinator know up front what will and won t work for you, so that we can schedule a time that you can achieve. Load- in times are allotted on a first come first serve basis, hence those vendors who promptly return signed contracts and payment will have first priority and pick of time. ADDITIONAL REQUIREMENTS AND REGULATIONS All food and beverage purchases at Country Thunder are by COUPON ONLY. All vendor prices must include sales tax. Vendors must display signage that reads to patrons that sales tax is included in the pricing. Participating food vendors will be required to furnish to Country Thunder a certificate of insurance evidencing a minimum of $1,000,000 combined single limit general liability coverage naming Country Thunder West, LLC as additionally insured. Proof of automobile and Workers Compensation coverage with minimum coverage of $100,000 combined single limit is required as well. Vendors must order reasonable electrical service directly from Country Thunder. Vendors are prohibited from bringing their own generators on- site.. All participating food vendors must display professional looking menu boards specifying menu items and prices. Menu boards must be displayed at all times. No changes to menu boards will be allowed without prior consent from Country Thunder. Country Thunder reserves the right to specify what items, brand names and portion sizes may be sold by vendors, as well as prices vendors may charge for menu items. All Official and Exclusive soft drink and water products must be purchased on- site through Country Thunder. Country Thunder reserves the rights to set the price for soft drinks and waters to be sold by food vendors. Food vendors will not be allowed to sell, give away or consume alcoholic beverages. Food vendors will not be allowed to sell any non- food items without written permission from Country Thunder. Use of the name Country Thunder or any variation thereof, on any signage, T- shirts, printed materials, etc. will not be allowed without written permission from Country Thunder. The solicitation and/or acceptance of tips by participating vendors and their employees is strictly prohibited. Vendors found to be soliciting and/or accepting tips will be fined $100 per incident, and/or closed and evicted from the event site. To ensure safety to our patrons, and to keep overall aesthetic quality, we also ask that you please provide pictures of your vending space. Due to the possibility of wind and rain, we prohibit the use of pop- up tents, due to their undependability. If you are chosen as an official food vendor for the 2013 festival and will need to rent a tent, such information will be available in the contract.