2018 Vendor Requirements & Information

Transcription

1 2018 Vendor Requirements & Information

2 Welcome to the Minneapolis Holidazzle! A community gathering place, Holidazzle will offer free familyfriendly programming in beautiful Loring Park. Features include local food and beverage vendors, artisan gifts, and entertainment. Holidazzle will be open to the public with no entrance fee. Please note this information is subject to change. TABLE OF CONTENTS GENERAL INFORMATION... 2 SALES INFORMATION... 2 MARKETING... 3 INSURANCE... 3 LOGISTICAL INFORMATION... 4 SECURITY... 4 RESTROOMS & WARMING TENT... 4 LICENSES & CITY CODES... 5 VENDOR SPACE INFORMATION... 5 PREPARED FOOD & BEVERAGE INFORMATION... 6 MISCELLANEOUS P a g e

3 GENERAL INFORMATION 1. Holidazzle 2018 will be held on Thursdays 5:00pm 9:00pm, Fridays 5:00pm 10:00pm, Saturdays 11:00am 10:00pm, and Sundays 11:00am 7:00pm from November 23 December 23, 2018 at Loring Park. 2. Operating Hours Guidelines: a. It is required that vendors remain open and operational during all scheduled hours of Holidazzle. Open is defined as having food or merchandise ready for purchase, power turned on, sale window open, and staff in vending space at the state of scheduled hours b. On event days, vendors are required to remain open or accept sales and be staffed (regardless if product sells out) until scheduled operating hours conclude. 3. The participation fee is non-refundable and is due by Friday, October 26, 2018, including the signed contract and copies of all required permits, licenses and insurance certificates. 4. Holidazzle will provide a sign for each structure with the agreed upon name. All other banners/price boards are to be supplied by the vendor with prices listed which must be submitted for approval from Holidazzle. 5. All vendors must provide an operations point-of-sale system that accepts credit/debit cards and cash. Failure to accept credit/debit cards will be penalized. Charging additional fees on price-point when credit is used is not permitted and illegal. 6. Final clean-up must be completed, including equipment, stand tear down and removal, by 5:00 p.m. on Thursday, December 27, SALES INFORMATION 1. Sales Tax: Vendors must check which Minnesota taxes apply to their products: 2. It is mandatory for all vendors to submit sales reports each day to on-site staff at Holidazzle or to coordinator@mplsdowntown.com. a. This information remains with Holidazzle staff and is used to track attendance and general understanding of retail purchases. 2 P a g e

4 MARKETING 1. Holidazzle will provide: a. Social media support leading up to and through Holidazzle. b. Inclusion in press release(s) and media pitch(es). c. Inclusion on Holidazzle.com with company description and click through to your website. d. Marketing targeted to downtown employees, residents & visitors, in addition to the Twin Cities and surrounding areas. e. A final vendor recap detailing Holidazzle results. 2. To be included in media pitches Vendors can donate approximately 40 items that will not be returned for media drops and 2-5 items that will be returned to include in on-air media (if applicable) 3. Vendors must submit any marketing materials that include Holidazzle name and/or logo for review before production. 4. Any questions pertaining to the promotion or publicity for the event should be directed to Holidazzle, mremme@mplsdowntown.com. INSURANCE 1. Vendors are fully responsible for all damages or loss of their items, merchandise and equipment. 2. Vendors are required to provide a Comprehensive General Liability insurance policy with combined single limit of no less than $1,000,000 (one million) covering bodily injury, personal injury and property damage and name the following as additionally insured: Minneapolis Downtown Council 81 S. 9 th Street, Suite 260 Minneapolis, MN Minneapolis Park and Recreation Board 2117 West River Road Minneapolis, MN City of Minneapolis 350 South 5 th Street Minneapolis, MN And the Certificate Holder must be listed as: Minneapolis Downtown Council 81 S. 9 th Street, Suite 260 Minneapolis, MN The certificate of insurance must be received by Friday, October 26, Vendors will not be allowed on the grounds without this insurance. 3 P a g e

5 LOGISTICAL INFORMATION 1. Vendors will have assigned times for load-in and load-out to ensure proper vehicle access. Scheduled times will be discussed leading up to the load-in dates. 2. Vehicle Access: a. Vehicles are not allowed on Loring Park pathways during event operating hours b. Limited vehicle access will be permitted at designated unloading sites at Loring Park. Vehicles will NOT be able to unload directly at vendor space. c. On event days, load-in is available starting two hours before event start time and must be finished one hour prior to event start. Load-out may begin 30 minutes after event hours conclude. Load-out must conclude one hour after event closes. 3. Parking: a. We have negotiated rates with area parking ramps and surface lots for the event. b. More details on vendor-specific parking to be shared upon acceptance. c. Holidazzle and mpls downtown council are not responsible for any parking violations received during load in, event time, and load out. 4. Vendor will need to be at Loring Park to accept any deliveries. Holidazzle staff will not be able to accept deliveries on behalf of vendors. a. Delivery address for Loring Park: 1382 Willow Street Minneapolis, MN SECURITY 1. Security will be at Loring Park within the designated event site 24 hours per day through load-in and load-out. 2. Loring Park is a public park and open from 6am 12am on a daily basis, including holidays. The pathways through event area will remain open during park hours. Due to the open public nature of the event and the event site, vendors understand they are solely responsible for any items remaining in their vending location. Holidazzle and its partners will take no responsibility for missing inventory. RESTROOMS & WARMING TENT 1. Port-a-lets will be located on-site for use during load-in & operating hours of Holidazzle. 2. A general public warming tent will be on-site during event operating hours for employees to warmup during breaks. 4 P a g e

6 LICENSES & CITY CODES 1. Vendor must submit a completed and signed ST-19 Form (see attached) by Friday, October 26, Vendors will not be allowed on the ground without this form. 2. Vendors must comply with the City of Minneapolis and the State of Minnesota Health and Building Department requirements and obtain the appropriate permits and licenses. All copies of permits and licenses must be submitted to Holidazzle by Friday, October 26, If you do not have your City of Minneapolis Seasonal or Short Term Food Permit, please fill out the attached application, include a separate check for the fee and the application with your agreement and Holidazzle will submit to the City of Minneapolis. 3. All vendors must comply with all City of Minneapolis codes and requirements for food handling and preparation. These include ADA accessibility, propane and gas usage, fire extinguishers, electric and sanitation. Additional information may be obtained on the City of Minneapolis website: We strongly encourage you to prepare for these requirements in advance. Holidazzle will work with City of Minneapolis to ensure the public s safety. VENDOR SPACE INFORMATION 1. Vendors are responsible for maintaining acceptable standards of sanitation within their booths. Vendors are responsible for removing their own trash and recyclables each night to main dumpster area or off site, located at corner of Willow & 15 th. The event trash and recycling garbage cans are for event participants use, not for vendors to fill. Failure to comply with these recycling and sanitation requirements during the event will result in a fine of $100 per incident, cancellation of your agreement and/or not being invited back for the following year. 2. Space Option Specs: a. 10ft wide x 10 ft deep b. 20 ft wide (along walkway) x 10 ft deep c. 10 ft wide (along walkway) x 20 ft deep 3. Space assignments will be provided on-site during load-in. Vendors will not be able to switch locations. Decisions on placement of vendor spaces were based on the following factors after much consideration and a thoughtful process: a. Spaces must face an existing pathway for ADA Compliance b. Expected flow of traffic and line management c. Even distribution of merchandise and prepared food d. Protection from wind patterns within the park e. Saturation of ground during rain or heavy snow f. Type of equipment brought on-site (deep fryers, grills, propane) 5 P a g e

7 4. Holidazzle will provide 2-20 amp/120v electrical outlets per structure through generators or permanent power lines. Any additional electrical needs might be able to be provided if requested before Friday, October 26, Vendor will be charged additional fees for electrical if additional electrical needs are not requested before the above date, if the electrical needs are excessive or power loss occurs due to unidentified power needs, determined by Holidazzle. Tip: Adding a power strip does not increase power available, but only adds outlets available and will cause circuit to fail. 5. Vendors may not exceed the boundaries of their booth space in any manner beyond that which is authorized by Holidazzle. All outside grilling areas must not exceed the approved size. 6. Vendors are encouraged to decorate the inside of their space with festive Holiday décor and to showcase their products. All decorations must adhere to the space, to ensure clear walk ways, no free standing pieces in front of the vendor space allowed. All supplies, storage, food prep, product displays, decoration and other items brought in will need to remain within the boundaries of the vendor space and must be supplied by vendor. PREPARED FOOD & BEVERAGE INFORMATION 1. We are requiring all of our vendor partners to use compostable and/or biodegradable products (plates and/or utensils) and eliminate excess waste/trash. No Styrofoam containers for serving food will be permitted per Hennepin County requirements. 2. Vendors are responsible for providing all of their own storage facilities, including refrigeration and/or refrigerated trucks: a. You may store items within your vendor space. It is highly recommended that perishable items be stored in plastic tubs within the vendor space and at vendor discretion. Any item stored overnight should be able to withstand subzero temperatures. b. Loring Park has many animal inhabitants who have become accustomed to food distribution at the park. It is not recommended food be left overnight or uncovered within booth. Minneapolis Health Department regulations must be followed regarding food and beverage storage. For more information, please refer to City website: 3. Holidazzle will provide a kitchen tent to fulfill the Health Department Requirements. This tent will have a sink for dish washing purposes not to fulfill the Health Department Requirements for a hand washing station. Use of kitchen tent is provided to vendors as a courtesy. Misuse of area or equipment may result in vendor no longer being allowed access to equipment. Vendor would then need to provide their own dish cleaning area to meet Health Department Requirements. 4. Holidazzle will not provide hand washing stations. All vendors must provide their own 5 gallon warm water hand washing station within their space to fulfill the Health Department Requirements. 5. Water is provided to vendors by Holidazzle for cooking use only. Water is provided to vendors as a courtesy. Misuse of this service may result in the vendor no longer being provided water. Vendor would then need to transport water for their own use. 6 P a g e

8 6. All cooking (including deep fryers) must occur under covered structure due to City of Minneapolis Health Department regulations. Open flame grills must cook outside of the vendor space. Use of LP bottled gas (propane) greater than 20 lb tank requires a permit from the Minneapolis Fire Department Regulatory Services. The gas hose used from the propane tank to the cooking appliance must meet Minneapolis Fire Department Regulatory Services regulations. Propane tanks must be stored a minimum of 10 feet away from cooking surface or other structures. Propane tanks must be securely stored and grounded. 7. All prepared food vendors will be responsible for bringing a fire extinguisher on-site for their vending space. 8. Menus portion sizes, product brands and prices must be submitted in writing by Friday, October 26, 2018 and are subject to the approval of Holidazzle. Vendors may not alter menus or prices during the event unless approved in writing by Holidazzle. 9. Vendors will only sell food items (no materials of any kind), unless approved in writing by Holidazzle. All beverages will be dispensed exclusively by Holidazzle selected partners unless authorized in writing. 10. A 20% commission will be collected on a weekly basis based on sales reports. It is mandatory for vendors to provide daily gross sales each day to coordinator@mplsdowntown.com. Failure to report accurate sales for commission collection will result in cancellation of your agreement and/or not being invited back for the following year. MISCELLANEOUS 1. Holidazzle will provide designated contact(s) for operations, marketing and support. 2. Snow removal, overnight security and general maintenance outside of vendor structure will be provided by Holidazzle 3. In order to secure your participation in 2018 Holidazzle you must submit a signed agreement no later than Friday, October 26, 2018 with your space fee, City of Minneapolis Short Term Food Permit application with the appropriate payment made out to the City of Minneapolis Finance Department and all the necessary insurance forms and permits to: Holidazzle 81 S. 9 th Street, Suite 260 Minneapolis, MN Contact Holidazzle with any questions at coordinator@mplsdowntown.com or P a g e