ASSOCIATIONS INFORMATION & FORMS PACKAGE

Transcription

1 ASSOCIATIONS INFORMATION & FORMS PACKAGE SUNDAY, JUNE 24TH,

2 ABOUT GREEK DAY ON BROADWAY Greek Day on Broadway is the largest one-day Greek festival in Vancouver and the grand finale event in a month-long Greek Heritage Festival. Presented by the Hellenic Canadian Congress of BC, the festival aims to share the rich Greek culture which spans 2500 years of history, including over 100 years of social and cultural contributions to the City of Vancouver. Greek Day on Broadway takes place on Sunday, June 24th, 2018 A five block stretch on West Broadway, from Macdonald to Blenheim, measuring almost one kilometer is closed off to traffic to make room for a world of delicious Greek food and drink, market vendors, entertainment and live music offering a laid back, yet lively Greek atmosphere. This award-winning festival presents valued community partners the opportunity to exhibit products, promote travel experiences, or showcase their brand to a massive captive consumer audience. Don t miss your chance to be a part of this Vancouver tradition. Come celebrate with us at Greek Day on Broadway 2018! What s New for 2018? One major priority for us is to meet the expectations and goals that your organization has for this event. We are working hard to create a new look and bold feel for the 2018 event. We appreciate all of the hard work you and your organization has done in the past and are really looking forward to having you on board for this year. We look forward to working with you again to promote this wonderful event. Next Steps: 1. Submit application by May 11th, 2018 for priority placement on street. 2. Submit payment and site cleanup deposit (two separate cheques) with application. 3. Submit necessary documents / permits per the application. 2

3 EVENT DETAILS DATE: Sunday, June 24th, 2018 LOCATION: West Broadway, Vancouver (from Macdonald to Blenheim) TIME: 11:00 am 9:00 pm SCHEDULE: 6:30 am - 10:00 am Event Set-up Period 11:00 am Festival Opens - Let the Fun Begin! 2:00 pm Opening Ceremony at Main Stage 8:00 pm Beer Sales End 8:30 pm Food Sales End 8:30 pm Raffle Draw at Main Stage - Good Luck! 9:00 pm - 12:00 am Event Dismantle Period (vehicle access permitted at 10:00 pm) 3

4 ASSOCIATION RATE & INCLUSION Food Vendor Vendors selling food and beverages. Cost $1,000 Food Vendor Site Clean-Up Deposit (returned if site left clean) Assigned 10x20 street space $500 (separate cheque) 8 Table (upon request at time of application) 4 Chairs (upon request at time of application) 4 Company name listing on greekday.com Company name listing on Greek Day Festival Map & Program Company name mention through Greek Day social media, leading up to festival Access to over 100,000 Vancouverites Staff credentials for your onsite team Beer Sales Permitted Beverage Tub & Ice Greek Associations only Supplied by Vendor 4

5 TERMS AND CONDITIONS SUBJECT TO CHANGE WITHOUT NOTICE APPLICATIONS WITH FEES & ALL SUPPORTING DOCUMENTS ARE DUE BY MAY 11, 2018 VENDOR CONTACT Event is outdoors and will proceed rain or shine. Applications will be considered on a first come first served basis. Participants will receive a receipt and site map indicating your placement, once fee and application have been approved. It is the responsibility of your organization to fulfill any and all obligations listed herein prior to operation. The Hellenic Canadian Congress of B.C. reserves the right to refuse participation to any individual and/or organization at their discretion at any time. Vendors must provide all of their own equipment and run a sufficient freestanding operation It is your responsibility to ensure your business licenses are current and up to date It is your responsibility to ensure your insurance coverage is adequate for the event Electricity, water, and/or equipment is not provided FOOD SALES MUST REMAIN OPEN FOR TRADE FROM 11AM TO 8:00PM BEER SALES MUST END BY 8:00PM YOUR AREA OF OPERATION WILL BE INSPECTED BY A REPRESENTATIVE OF COASTAL HEALTH on the morning of the event YOUR AREA OF OPERATION MUST BE APPROVED BY COASTAL HEALTH IN ORDER TO OPERATE ON THE DAY Participation fees will NOT be refunded to those who do not pass any and all inspections It is the responsibility of your organization to fulfill any and all obligations listed herein prior to operation One person in your designated area must carry a valid Food Safe Certificate at all times You may NOT include in your area any items for sale, or advertise any brands, products, items without written prior consent and approval from the Hellenic Canadian Congress of British Columbia You are responsible for removing all refuse and leaving your site area clean before vacating. Additional charges may be incurred if area requires further cleaning You must supply your own garbage bins *Pouring oil down the drain is strictly prohibited* Vendor is responsible for safe oil disposal. ALL Vancouver Coastal Health requirements are to be followed and met in order to participate ALL Vancouver and LCLB Liquor Board requirements are to be followed and met in order to participate INITIAL 5

6 YOUR ORGANIZATION MUST PROVIDE: (but not limited to) Cash floats as required to operate from 11am to 8:00pm Tenting, tables, chairs, barricades, cooking area heat guards, stanchions, barricades, etc. as required Cooking equipment Propane as required Food Vendors must supply and use/serve biodegradable service ware 5lb K-class extinguisher for any deep fryer and oils, 5lb ABC extinguisher for any cooking area / BBQ Electricity as required via silent generator. If generator is deemed as a noise dis turbance, your participation will not be permitted. Cooling equipment (fridges and/or coolers, mechanical refrigeration MUST meet Coastal Health requirements) Beverage ice tubs and ice *NEW* it is vendor s responsibility to supply ice ***Hot and cold running hand wash stations (including water supply, pump out, & propane/gas) as per Vancouver Coastal Health requirements, including ***Water source for hot and cold running hand wash stations SET UP AND SITE ENTRY REGULATIONS Vendors may only use their assigned area to operate on the day, assignments will be sent to vendors on June 4th Entry to the site for food vendors begins at 6:00AM. Entry prior to this time will be denied Vendors are required to check-in at the festival registration tent upon arrival to obtain site passes and staff credentials which must be worn at all times during festival opening hours (11:00AM - 9:00PM) Set-up is between 6:30AM 10:00AM. All booths must be ready to serve the public by 11:00 AM Participants must remove their vehicles from the grounds promptly after unloading vehicles must be off the grounds by 10:00 AM Hours of operation: 11:00 AM 9:00 PM (vehicles will not be allowed onto the site during this time or until after 10:00pm) BEER SALES MUST END BY 8:00PM 6 Beer sales are LIMITED TO HELLENIC CANADIAN CONGRESS MEMBERS ONLY It is vendor s responsibility to ensure your business licenses and insurance coverage is sufficient for the event and up to date All persons handling alcohol whatsoever MUST have a valid Serving It Right Certification You MUST provide a person in your area with valid Serving It Right Certification to check ID s. THOSE UNDER THE AGE OF 19 YEARS OLD cannot be served alcohol Any liquor license violations will be the responsibility of the offending Association Beer for sale MUST be purchased from the Hellenic Canadian Congress of BC *NEW* It is vendor s responsibility to pick up beer directly from Parallel 49 and deliver to the event Unsold beer may NOT be returned for refunds INITIAL

7 PARTICIPATION FEES ONLY CHEQUES ARE ACCEPTED AS PAYMENT Greek Associations (Hellenic Canadian Congress of B.C Members): $1, Site clean-up deposit of $500. This will be held and returned in full if your site is returned to the initial state it was provided to you. Otherwise, it shall be used to cover any additional costs incurred due to site damage or further clean up by the Greek Day 2018 committee. ONLY cheques are accepted. Cheques (one cheque for fee & one cheque for clean-up deposit) should be made payable to Hellenic Canadian Congress of B.C. ***Any outstanding fees MUST be paid prior to your participation in Greek Day on Broadway 2018 ***The Organization below and its representative, commits to participate in Greek Day on Broadway 2018 and comply with all content herein this document. SUPPORTING DOCUMENTS REQUIRED WITH APPLICATION (Original Copies to be supplied with application) *All signed applications must be accompanied by your entry fee, site clean-up deposit and supporting documents as listed below: 1. Vancouver Coastal Health permits 2. Serving It Right Certificates for ALL person(s) handling alcohol in any way (Copies must be active/current) 3. Menus listing ALL food and beverage items to be sold and list of all goods/items/ brands to be sold, advertised, and/or included in your area; pending approval (Menus MUST INCLUDE PRICES). You will receive notification of any items you are not permitted to sell. 4. Page 5, 6, 7 initialed and copies returned along with completed Page 8 Application Form. INITIAL 7

8 APPLICATION FORM Organization Address City Province Postal Code Province Address Phone Number I understand, and agree, that the Hellenic Canadian Congress of B.C, the Event Producer, its organizers, and the West Broadway Business Improvement Association, are not responsible in any way for any physical or personal damage, loss of goods or liability associated with this event. It is my responsibility to ensure my business licenses are up to date and that my insurance coverage is adequate for the event. I have read, understand, and agree to all the terms and conditions set forth within page 3, 4, and 5 of this Vendor Application. Clearly Print Name of Representative: Signature of Representative: SERVING IT RIGHT INFORMATION PROVIDE THE NAMES AND SERVING IT RIGHT NUMBERS FOR ANY PERSON(S) HANDLING ALCOHOL: PERSON 1 Clearly Print Name of Representative Signature of Representative Serving It Right Number PERSON 2 Clearly Print Name of Representative Signature of Representative Serving It Right Number PERSON 3 Clearly Print Name of Representative Signature of Representative Serving It Right Number PERSON 4 8 Clearly Print Name of Representative Signature of Representative Serving It Right Number

9 IMPORTANT DATES March 30, 2018 May 11, 2018 May 28, 2018 June 4, 2018 Corporate Vendor early bird rate deadline Vendor Application & Payment Deadline all insurance documents and required permits / permit applications are due by this date Sponsor Application & Payment Deadline Event day info and site placement details sent out via to vendors JUNE 24, 2018 GREEK DAY ON BROADWAY 2018 Sunday, June 23, 2019 Mark your calendars for Greek Day 2019! 9

10 GET IN TOUCH EVENT MANAGEMENT Sacha Chin x 101 SPONSOR SALES & MANAGEMENT Jennifer Harper Unçao jennifer@greekday.com VOLUNTEER MANAGEMENT Tiffany Elsener tiffany@greekday.com PERFORMANCE MANAGEMENT George Diamantopoulos george@greekday.com VENDOR SALES & MANAGEMENT May Godding may@greekday.com x102 MAILING ADDRESS Hellenic Canadian Congress of BC Arbutus St. Vancouver, BC V6J 4A2 SOCIAL MEDIA contact@greekday.com /GreekDayBroadway