VENDOR APPLICATION PHELPS AVENUE, ROMEOVILLE, IL

Transcription

1 PHELPS AVENUE, ROMEOVILLE, IL

2 OPEN AIR MARKET VENDOR PACKET VENDOR BOOTH RULES AND REGULATIONS Please read all information, fill out forms completely, and attach any necessary documents. Please make sure all forms are signed. Forms can be returned to the Edward Hospital Athletic & Event Center at 55 Phelps Ave, Romeoville, IL Any incomplete forms will be returned without being processed. 1. The Edward Hospital Athletic & Event Center will be accepting applications on a first come, first serve basis. Applications must be postmarked by May 4th Any applications received after May 4th will be accepted until the spaces at the market are sold out. Full payment for Full season vendors will be accepted starting May 10th, Weekly vendors payments must be received by Thursday of the week prior to the date requested (pending availability) No incomplete packets will be accepted. 2. There are two categories a vendor can choose from All-Season Vendor or Weekly Vendor. 3. All-Season Vendors: In order to provide consistency for customers and to maximize our publicity and marketing, it is important that vendors attend the majority of the markets. The more consistent your attendance at the market, the more you will build your business. For that reason, we ask you to commit to at least 12 of the 16 weeks. If you attend fewer than 12 weeks (barring unforeseen circumstances) your participation will be changed to a weekly vendor and will be charged accordingly. 4. Weekly Vendor: Is a vendor that will be at the market 11 weeks or less. Weekly vendor spaces will be limited and will be handled on a first come first serve basis. Vendors can apply at the beginning of the season or on a weekly basis if spaces are available. Weekly Vendor applications need to be submitted on Thursdays prior to the week a vendor would like to attend. 5. SPACE 10 x 17 Size of one parking stall. Vendors may park one car in stall if they wish. Within space vendors must provide their own tables, chairs, and tent. The Edward Hospital Athletic & Event Center will have a limited amount of tables and chairs for rent see page 5. (Tent and table set-up and tear down is the responsibility of the vendor.) All displays may not exceed the allotted booth space of 10 wide and 17 deep. Promotion of your display items must not infringe upon other exhibitors; therefore, when using freestanding backdrops, displays must be limited to your space only. 6. Vendors may rent up to two spaces depending on space availability 7. Space preparation can begin on Wednesdays starting at 1:30pm. Spaces must be entirely setup, manned and ready for Health Department inspection (if needed) no later than 2:30pm on Wednesdays. No vendors are allowed on-site before scheduled checkin times. 8. Vendors shall operate and maintain their spaces between the market hours of 3:00pm and 7:00pm. 9. The Will County Health Department will be provided with a list of all food vendors. Will County Food and Drink Technical Release No. 4.0 applications for Permit to Operate will be available beginning June 1, Vendors are responsible for Health Department fees. Please send the Health Department forms and fees directly to the Will County Health Department at 323 Quadrangle Drive, Bolingbrook, IL Do not send Health Department forms to the Romeoville Recreation Department as they will be returned to you. These applications must be turned in to the Health Department no later than Monday, May 10, 2017 by 10:00 am. Please call the Will County Health Department at (630) with any questions regarding the information in this paragraph. 10. This is only an application. Filling out this application does not guarantee acceptance. You will be notified by Friday, May 4th, 2018 if you are chosen to participate as a vendor at the Romeoville Open Air Market. 11. All spaces must be approved by the Edward Hospital Athletic & Event Center. The number and type of vendors will be controlled to help maximize your sales. The Edward Hospital Athletic & Event Center reserves the right to make location assignments of vendor space. This includes any arrangements and location of vendors spaces, signs, and other advertisements.

3 VENDOR BOOTH RULES AND REGULATIONS 12. Space location will be chosen by filling out page 10 in this packet. Spaces will be assigned by first preference (if available) in the order that applications were turned in. Spaces are not guaranteed. 13. Please make sure your entire application is completed prior to submitting your application. Your application will not be accepted without all of the necessary information. 14. The Edward Hospital Athletic & Event Center and any other agencies and/or departments are not responsible for any equipment and items that may be lost, stolen, or damaged. This includes weather related incidents. 15. No changes may occur without permission from the Edward Hospital Athletic and Event Center once the Romeoville Open Air Market has started. 16. No changes may occur without permission from the Edward Hospital Athletic and Event Center in either your booth size or electrical requirements once your application has been accepted. 17. No alcoholic beverages are to be sold by food vendors. 18. The Edward Hospital Athletic and Event Center reserves the right to add or delete booth rules as necessary. 19. Space area must be in the same condition after the Market as they were prior to Market when given to the vendor (i.e. clean and undamaged). 20. The Edward Hospital Athletic and Event Center reserves the right to limit the number of crafters/vendors that will be allowed to sell similar items. There will be a limit of four handmade jewelry crafters, four commercial jewelry vendors, and four candle crafters that will be able to enter the market. This will be on a first come, first paid basis. Once these jewelry and candle spots are filled, no other jewelry crafters, jewelry vendors, or candle crafters will be allowed. We will maintain a waiting list in case of cancellations. There will also be a limit of 10 commercial/direct sales vendors allowed in the market. Once the 10 spots are paid for, no more commercial/direct sales vendors will be accepted. 21. Merchandise not permitted: stolen merchandise, counterfeit merchandise, pornographic material, used mattresses, and anything else that is illegal or considered dangerous. The sale of counterfeit merchandise or merchandise which violates trademarks and copyrights of others is prohibited. It is the obligation of the dealer to verify that the merchandise offered for sale is not counterfeit. Knives, livestock, and factory-packaged goods require special permission and require a permit. Absolutely NO selling of alcoholic beverages. Raffle ticket sales are not permitted by any exhibitor. 22. All food dealers must obtain and display a current Food Seller s License issued by Will County Health Department. Food Seller s License and Certificate of Insurance must be presented before the spot is assigned!

4 VENDOR BOOTH RULES AND REGULATIONS You must include with your application a Certificate of Insurance *A Certificate of General Liability Insurance is required for consideration of your event application by the Village of Romeoville. The Certificate of Insurance shall provide a waiver of subrogation and thirty (30) day cancellation notification. The Village of Romeoville, Edward Hospital Athletic & Event Center shall be specifically named as a primary non-contributory additional insured on any of the following policies of liability insurance. The Certificate of Insurance must include the following minimum limits of coverage for all activities associated with your applied-for event. $1,000, coverage per occurrence $2,000, general aggregate coverage If your organization is a for-profit business entity, then the Certificate of Insurance shall also include the following coverages: Motor vehicle liability insurance with limits of not less than $1,000, per accident. Such insurance shall cover liability arising out of your organization s use of a motor vehicle including owned, hired, and non-owned motor vehicles. Statutory workers compensation and employer s liability coverage with limits of $1,000, shall be required for all employees of your organization who will be engaged in the event, including special coverage extensions where applicable.

5 For Office Use Only: Date Received Time Received am /pm All information must be filled out completely. Any form with missing information will be returned without being processed. Please make copies of all paperwork for your own records. Return pages 4-11 with all necessary paperwork to the Edward Hospital Athletic & Event Center at 55 Phelps Ave, Romeoville, IL PLEASE CHECK ONE All-Season Vendor 18All-Season Weekly Vendor 18 Weekly Complete and return the following sections below Please refer to the food chart below and complete the appropriate section(s): Fresh fruits and vegetables, only minimally rinsed to remove visible soil but otherwise unprocessed and not packaged; honey in the comb as harvested and not further processed 1 Popcorn, grains, seeds, beans and nuts 1 Fresh herb sprigs or dried herbs in bunches only cut for harvesting, minimally rinsed to removed visible soil and unpackaged 1 Non-food (not for human consumption) 1 Wild and cultivated mushrooms 1, 2 Jams and jellies 1, 2 Dairy products and/or eggs 1, 2 Canned items 1, 2 Chopped, blended or packaged herbs 1, 2 Extracted honey, maple syrup 1, 2 Beef, poultry, lamb, pork, goat, fish, etc. 1, 2 Juices and apple cider 1, 2 Vinegars and oils 1, 2 Food to be prepared at the market and cooking demonstrations 1, 2, 3 Other (please describe) 1, 2

6 CONTACT INFORMATION Business/Farm Name Type of Vendor: Business: Address: VILLAGE OF ROMEOVILLE SECTION ONE Farmer Cottage Food Operator Non-Food vendor Cooking Demonstration Temporary Food Operator City, State, Zip: Phone: Cell: Fax: Contact Person: Website: Name & Cell # of a person coming to the market (if different from above): BOOTH SPACE FEES Space Only TYPE SELECTION FEE TOTAL FEE $225/season or $30/week $ Table & Chairs Rental Limited Availability $10/week $ Electricity (120 output) Amps Needed: $5/week or $50/season $ TOTAL DUE $ Rental fees need to be submitted at time of application. Please make check payable to Village of Romeoville. Rental spaces are not transferable and the rental fee is NOT REFUNDABLE after the first day of the market.

7 ALL SEASON VENDORS VILLAGE OF ROMEOVILLE CIRCLE dates you plan to attend. At least 12 weeks attendance required. WEEKLY BOOTH VENDORS CIRCLE dates you plan to attend, however, location will be limited for weekly attendees and will be on first come first serve basis. Vendors can apply at the beginning of the season or on a weekly basis if spaces are available. Weekly Vendor applications need to be submitted on Thursdays prior to the week a vendor would like to attend. ALL DATES FALL ON WEDNESDAY (No Market on July 4th) May 23 May 30 June 6 June 13 June 20 June 27 July 11 July 19 July 25 August 1 August 8 August 15 August 22 August 29 September 5 September 12 Please list all produce and/or products you plan to sell at the Romeoville Open Air Market:

8 ALL VENDORS PLEASE ATTACH COPIES OF THESE REQUIRED DOCUMENTS. Please attach copies of the following (Put an X on the line of the item enclosed) Illinois Tax ID Number (*Required) Liability insurance certificate and copy of driver s license Copy of IL sales tax license Copies of any 3rd party certifications for: USDA Certified Organic; Animal Welfare Approved, etc. (if applicable) Cottage Food Industry Permit (if applicable) Copy of food processing or handling license (if applicable) Include a copy of the valid Food Service Manager Certification issued to the person responsible for this operation Include a copy of all Government Licenses (USDA, IDPH, or Local Health Department) associated with your food product Copy of other certifications (if applicable) Please list other notable particulars about your farm/business that make you unique and/or have brought you some public acclaim (awards, innovations, etc.):

9 SECTION TWO: FOOD SAMPLING INFORMATION Please circle each category in which you plan to bring product to market to sample: Fruits Cheese Jellies Bakery Vegetables Jams Meats Eggs/dairy Fish Juices Honey Poultry Other, please specify IT IS REQUIRED THAT FOOD ITEMS INTENDED FOR SAMPLING BE DISPLAYED WITH A TOOTHPICK, SINGLE SERVICE CUP, OR OTHER TYPES OF SINGLE SERVICE TOOLS. Check corresponding method of food holding, display, and preparation for each food item above. Seasonal fruits and vegetables do not apply. COLD HOLDING ICE IS NOT ACCEPTABLE AS A COLD HOLDING OPTION HOT HOLDING CIRCLE ALL THAT APPLY 120 Electrical Output only Refrigerator Freezer Ice Chest Drainer Ice Steam Table Stove Gas Grill Toaster Oven Other Oven Barbeque Chafing Dish Other Are any food items repackaged (i.e., purchased in bulk and repackaged for individual sale)? YES NO If YES, list location and method of repackaging: Applicant Signature: Date: ELECTRICAL NEEDS You must provide your own heavy duty extension cords for your space. The Edward Hospital Athletic & Event Center reserves the right to limit the number of lines requested. Electricity is on a first come first serve basis. Electricity is not guaranteed. SIGNING INDICATES ACCEPTANCE TO COMPLY WITH GUIDELINES STATED ON THE APPLICATION. FAILURE TO COMPLY MAY RESULT IN REMOVAL FROM PARTICIATION IN VENUE &/OR ALTERNATE ENFORCEMENT ACTION.

10 SECTION THREE WILL COUNTY TEMPORARY FOOD PERMIT APPLICATION REFER TO THE STATE DIRECTIVE FOR RULES AND REGULATIONS APPLICATION REQUIREMENTS: PLEASE CONTACT THE WILL COUNTY HEALTH DEPARTMENT REGARDING APPLICATION FOR TEMPORARY FOOD EVENTS OR FOR ANY QUESTIONS REGARDING TEMPORARY FOOD PERMITS. Will County Health Department 323 Quadrangle Drive Bolingbrook, IL (630) COMPLETED APPLICATION MUST BE SUBMITTED AT LEAST 10 BUSINESS DAYS PRIOR TO EVENT Include a copy of the latest inspection within the last twelve (12) months that was performed by the local health authority-outside of Will County only All vendors must have a passing inspection dated not more than twelve months before the event. Non-Will County establishments must submit their latest sanitation report from their local health department jurisdiction no more than twelve months before the event. Signature of food vendor: Signing indicates acceptance to comply with guidelines stated on the application. Failure to comply may result in removal from participation in venue and/or alternate enforcement actions. AFFIDAVIT: I have read the application instructions and rules and regulations. If accepted to the Uptown Square Open Air Market, I agree to abide by all the market rules and regulations and to sell only such items as those listed. I also acknowledge those products must be Date: of my own production or produced at the location described on my application. I certify that the information contained in this application is true and accurate. Name of business: Signature of food vendor: Date:

11 VENDOR PLACEMENT 1. Mark your top 3 choices by choosing no more than two parking spots per choice. 2. Mark your choices in order as Choice 1, Choice 2, and Choice 3. Spaces are not guaranteed and the Edward Hospital Athletic & Event will do its best to offer you one of your top choices based on the order applications were received. Spot 1 Spot 2 Spot 3 ELECTRICAL BUILDING ENTRANCE ELECTRICAL Vendors who pay for electrical access will have priority choice for spots 1-12 &

12 OPEN AIR MARKET WAIVER ROMEOVILLE RECREATION DEPARTMENT PARTICIPANT AGREEMENT NOTE: THIS AGREEMENT MUST BE SIGNED BY ALL ADULT PARTICIPANTS AND MUST ALSO BE SIGNED BY A PARENT OR GUARDIAN OF ANY MINOR SEEKING TO PARTICIPATE IN ANY RECREATION DEPARTMENT PROGRAMS OR ACTIVITIES. WARNING OF RISK Despite the implementation of all reasonable precautions by the Department, an unavoidable risk of serious injury will always exist when participating in any recreational activity. Not all hazards and dangers can be foreseen. Participants and parents/guardians of minor participants must understand that certain risks and hazards will be inherent to participation in that activity, including but not limited to risks and hazards associated with inclement weather, slip and falls, overexertion and fatigue, disregarding safety rules and instructions, collision with stationary objects or other participants, poor skill level or conditioning, carelessness, horseplay, unsportsmanlike conduct, premises defects, inadequate or defective equipment, inadequate supervision, instruction or officiating. Accordingly, the Department hereby informs all participants and parents/guardians of minor participants that it is impossible for the Romeoville Recreation Department to guarantee absolute safety for all program and activity participants. WAIVER AND RELEASE OF ALL CLAIMS AND ASSUMPTION OF RISK I acknowledge and assume the risks of property damage, accidents, injuries (including death), loss of bodily functions, disabilities, medical disorders, pain and suffering, lost income and medical expenses that arise from participation in any program or activity offered by the Department, and my use of facilities, transportation services, premises and equipment provided by the Department. I further acknowledge that the foregoing risks may arise from my own action or inaction, the actions or inaction of other program or activity participants, the conditions under which a program or activity is conducted, or from the negligent actions or inaction (including any failure to warn) of Department personnel, contractors or service providers. I also acknowledge that from time to time, the Village of Romeoville and/or the Department may take photographs of me participating in programs or activities offered by the Department for use and publication in various publications or media, including but not limited to the Village s website, Facebook account or other social media sites or accounts, department program brochures or materials, and Village or Department informational, promotional or marketing materials, and I hereby expressly grant to the Village of Romeoville and the Department the right to use and publish such photographs as contemplated herein, all without compensation or payment for such use and publication. In consideration of being allowed to participate in programs or activities offered by the Department, or to use facilities, transportation services, premises and equipment provided by the Department, I hereby release, waive and discharge the Village of Romeoville and its officers, officials, employees, agents, volunteers and contractors (collectively, the Releasees ) from any and all liability and all claims of any kind whether for personal injury, property damage or death, arising from participation in any activity or program offered by the Department, arising from my use of facilities, transportation services, premises and equipment provided by the Department, or arising from the use or publication by Releasees of photographs of me participating in programs or activities offered by the Department, whether or not caused by the negligence of the Releasees or any of them and further covenant that I shall not sue any of the Releasees with respect to any such liability or claims. In the event that I or anyone else nonetheless makes a claim or files suit against Releasees arising out of any of the above-described matters, I will indemnify and hold Releasees harmless of and from any and all damages or judgments and costs of litigation, including attorney fees. The provisions hereof are to be construed as broadly as possible in favor of Releasees, and this Agreement as a whole shall be governed by the laws of the State of Illinois (without reference to the conflicts of laws rules thereof). If any part of this Agreement shall be ruled invalid by a court having jurisdiction, the balance shall be enforced to the maximum possible extent. I am signing this Agreement freely and voluntarily, having read and understood it and with a full opportunity to consider its substance and with the intention of fully and unconditionally assuming the risks and releasing the liabilities as described above in this Agreement. DATE: Printed Participant Name Participant Signature