Artscape 2013 Food Vendor Application Charm City Hospitality is happy to announce its participation with Artscape 2013. Artscape is the largest free arts festival in the country with over 350,000 attendees. Thank you for your interest in applying to be a food vendor. Please carefully review the following information. If you have any questions, email Taylor Kleiner at taylor@charmcityhospitality.com. Dates and Times: Friday July 19 from 11am to 9pm Saturday July 20 from 11am to 9pm Sunday July 21 from 11am to 8pm Location: Mount Royal Ave. & Cathedral St./ Charles St. Set up: Thursday July 18 (time TBD with location) Breakdown: Sunday July 21 at close of event Deadline for application submissions: Tuesday April 30 Notification of acceptance: On or before Friday May 17 Application is not complete without the following items: Complete Vendor Information sheet Proposed menu including item description and pricing (see prohibited vending items below) References from 3 different events Photos of operation Proof of minimum insurance requirements Completed applications can be: Emailed to foodvending@charmcityhospitality.com Faxed to 410.997.1205 Mailed to Charm City Hospitality, PO Box 982, Columbia, MD 21044 1
Artscape 2013 Application Food Vendor Information Business name Contact person Business address City State Zip Work phone # Fax # Cell phone # Email Address Website (if applicable) Proposed menu with descriptions and pricing References Vehicle type and size Power needs Proposed tent size Interest in additional locations? YES NO Interest in selling soda/bottled water? YES NO THIS IS ONLY AN APPLICATION. COMPLETING THIS DOES NOT GUARANTEE A LOCATION. 2
Vendor Fees: The fee for each vendor will be determined on an individual basis. Either: A percent of gross sales minus sales tax A flat booth rate A flat rate and pre-determined percentage of sales (whichever is greater) All fees must be paid in full by June 1 st. If payment is not received by close of business day, you automatically forfeit your location. Please make your check payable to Charm City Hospitality. $300 Vendor Coordinating Fee covers vendor placement, paperwork, and settlement. $800 Build Out Fee covers tents, signage, knee wall and countertops, power washing of area once vacated and standard electricity per location. Artscape has a universal look that is maintained throughout all vending locations. All tents, signage, knee wall and countertops, and electricity will be provided by Charm City Hospitality. Inside décor is up to the vendor but must be pre-approved by Charm City Hospitality. Vendors must clearly display the name of their menu items and pricing on their internal menu boards. Each location will be provided with up to 4 20amp outlets at 120 volts per outlet. If this provided electricity is not enough to operate equipment, vendors have the right to bring additional generators. Any additional generators must be pre-approved by Charm City Hospitality. $500 Security Deposit is required for the grounds and will be returned once grounds are evaluated after the conclusion of the festival. Grounds must be left exactly as they were found before the festival. $500 Soda/Water Fee. This one time flat fee gives each vendor the right to sell soda and bottled water for the duration of the festival. All Percentage-based settlements must be paid at the conclusion of the event. No vendor is allowed to leave festival grounds until settlement is paid in full. Booth Rental Fee will be a case by case basis once applications are submitted. Charm City Hospitality utilizes this policy to ensure vendors are not overcharged based off of menu items and space required. All vending must occur within the confines of your assigned space vending/selling outside this space is not permitted. Non-transferable Vendors, whether they are present or not, cannot offer/transfer their assigned spaces to another vendor. Water: The festival has limited access to water. The festival does not provide direct hookups. Specific fire hydrants will be dedicated for water use but it is recommended that you bring your own water source. The festival will turn the hydrant on/off each day. Vendors should come prepared with equipment such as hoses and hydrant adapters to "tap" the hydrants. Trash Removal: Grounds must be kept clean and free from debris. There will be designated recycling dumpsters and trash dumpsters provided for vendors to use during the weekend. At the end of each night, you may neatly leave bags of trash directly in front of location for pickup. Food vendors are expected to provide their own trash bins and trash bags. Grease: Vendors are responsible for the disposal of their own grease. There will be no grease bins available on site for vendor use. All grease must remain with vendor and be taken off site for disposal after the festival. All food vendors using fry oil are to provide ground cover inside their designated area for the absorption of grease where applicable. No food vendor will be allowed to open for business (or stay in business during the weekend) if this ground cover is not in place. Grease absorbent mats work the best. Absolutely no grease or grey matter is to be disposed of on the grounds, in portable restrooms or down any drains. Anyone found doing this will forfeit their security deposit, immediately be ordered to leave the event site, and could potentially face criminal charges. 3
Parking: In most cases, vendors will not be able to park trucks behind or near vending locations. The festival will provide parking for 1 production vehicle in a designated area. We will do our best to place your production vehicle in close proximity of your operation. Your vehicle must display the festival permit in the windshield, which will be issued on site. Ice: Ice will be placed in strategic areas throughout festival grounds. Ice may be purchased through Charm City Hospitality trucks for $7.50 (40lb.) bag, and vendors must provide own transportation of ice from trucks to their location (i.e. hand truck, cart, wagon, etc.). Drinks: Prohibited for sale: juices, lemonades, energy drinks, and alcoholic beverages. Potential opportunity: soda and bottled water may be sold once negotiated. Charm City Hospitality is giving vendors the opportunity to sell these items. Charm City Hospitality will set universal price points and mandate the size of products being sold. It is only fair to maintain price and size parody in order for all vendors to prosper equally. This policy will be strictly enforced. Any vendor who choses to not comply will be shut down. Liability: The vendor bears sole responsibility for any personal injury, property or merchandise placed upon or sold from the Artscape premises. The vendor agrees to indemnify and hold harmless Charm City Hospitality, LLC, Baltimore Office of Promotions & the Arts, Inc, Baltimore Festival of the Arts, Inc, Mayor and City Council of Baltimore, its elected/appointed officials, employees, agents and volunteers against all loss, injury, damage, or liability to persons or property sustained by reason of the vendor's activities on the premises, including selling, storage and merchandising, or the vendor's occupancy of the premises, or use of common areas, or any portion thereof. Indemnification shall include, Charm City Hospitality, LLC and Artscape shall be entitled to recover, all reasonable attorney s fees and costs at trial and on appeal. Charm City Hospitality will provide all vendors with the appropriate insurance language for all additional insured parties necessary for certificate. Health Department Permit: All approved vendors will be required at their own expense to carry a Temporary Food Permit from the Baltimore City Health Department. You can reach the Baltimore City Health Department at 410.396.4424. The deadline for receiving that permit is July 1, 2013. Vendors will not be permitted to set up at Artscape without a copy of this permit. Fire Marshal: Vendors must meet all requirements set forth by the Baltimore City Fire Marshal. This includes, but is not limited to, having all labeled fire retardant structures (tents/sidewalls, etc.) when applicable. All fire extinguishers must have a valid recharged tag. If you are operating with fryers or grease, you must have a special K silver extinguisher. If you have any additional questions, please contact Baltimore City Fire Department, Office of the Fire Marshal, 410 E. Lexington Street, Baltimore, Maryland 21202, (410) 396-5752 Non-Compliance: Charm City Hospitality has the right to refuse any vendor participating at Artscape 2013 if they do not comply with the rules set forth by Charm City Hospitality and/or Artscape. If a vendor is found noncompliant, Charm City Hospitality will not refund vendor fees. Cancellations: No refunds will be given for any cancellation. Management Company: The Baltimore Office of Promotion & The Arts has hired Charm City Hospitality to manage and hire all food vendors for Artscape 2013 on behalf of BFAI. All relationships between subcontractors and Charm City Hospitality are between those two parties respectively. Charm City Hospitality is looking forward to working with all vendors for Artscape 2013. If there are any questions, please email: taylor@charmcityhospitality.com 4
I agree to all the terms and conditions set forth by Charm City Hospitality, LLC, the Baltimore Office of Promotions & The Arts, and Artscape 2013. Print Name Signature Date Title/Company Thank you, Charm City Hospitality office 410.997.1204 fax 410.997.1205 www.charmcityhospitality.com 5