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Sunfest 2015
Food/Merch Vendor Guidelines
Application Process
• Vendors must apply each year.
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Application and past participation does not guarantee acceptance.
Payments to be made to Wideglide Entertainment.
Payments to be made by cheque.
Balance of contract due May 15, 2015.
Please fill out application in full. Incomplete applications will not be considered.
Failure to meet application deadlines may result in forfeiture of booth space.
Selection Process
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The Sunfest Vendor Committee will determine the number of food vendors.
Applications are graded on history with Sunfest, product uniqueness, previous vending experience, product quality
and overall presentation.
Hours of Operation
Food vendor booths must remain open for the duration of the Sunfest. Sunfest goes on rain or shine and
all vendors are expected to be open during the hours listed unless they are notified by Sunfest personnel.
Marketplace
Chuckwagon Corral
Concert Bowl Merch
Thursday
Friday
Saturday
Sunday
Thursday 4 pm – 1 am
Friday
12 noon – 1 am
Saturday 12 noon – 1 am
Sunday
12 noon – 1 am
Extended hours until 1:30am
encouraged & recommended
Thursday 4 pm – 1 am
Friday
12 noon – 1 am
Saturday 12 noon – 1 am
Sunday 12 noon – 1 am
Extended hours until 1:30am
encouraged & recommended
Closed
8 am - 7 pm
8 am – 7 pm
8 am – 7 pm
Booth Fees
Booth Fees cover all 4 days of the Sunfest.
For maps please visit www.sunfestconcerts.com
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Marketplace
$500 (including event tickets) or $250 (without tickets)
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Chuckwagon Corral (Entree)
$1200 or 12 % of Sales
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Chuckwagon Corral (Snack)
$750 or 12% of Sales
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Concert Bowl Merch
$1500 (two spots available)
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No space will be held without completed contract in full. All shall pay in a separate cheque a
$100.00 clean up deposit. This fee will be refunded to the vendor upon satisfactory clean up of
debris removal within a 20’ radius of the concession. This must be completed each day of
operation and the end of the contract.
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Refunds
No refunds for cancellations after May 15, 2015.
No refunds for inclement weather.
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Space Details
The Sunfest vendor committee will assign booth locations to each vendor.
Vendors may not trade, switch, or set up in another area.
Booth is designated a 20’ x 20’ area. A Sunfest staff member will review your square
footage, any modification to your site.
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Set up
Booth must be clean and in good structural condition.
Signage must be professional.
LOAD IN – Thursday July 30, 2015 8am to 12 noon (load in) ready to operate by 4pm
DURING THE EVENT – no in/out privileges unless arranged during application process
(i.e.: pizza delivery) booths must stay up until Monday
Access for stock reload (propane etc.) must be completed by 12 noon daily
TEAR DOWN – may not commence until 2pm Monday August 3, 2015
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Booth Operations Guidelines
Vendors must restrict all activities to their booth space.
Vendors may not advertise outside of their booth space including the use of flyers and
sandwich boards.
No space-sharing, subletting, or reassignment of contract to another party will be
permitted.
Sunfest provides onsite security, but is not responsible for lost or stolen property. In case
of security issues please notify a visible Sunfest staff member or contact the security
dispatch.
Vendor to ensure your booth area & 10 m in front of your booth, is free of debris
All workers must be presentable, dressed appropriately and in proper hygiene.
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Mission Statement and Expectation
Customer service first and foremost. Polite, cooperative & positive interactions with customers,
fellow vendors, Sunfest volunteers and staff is required and expected. Our customers and friends
are your customers and friends.
**Important Changes for 2015**
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Food vendor sales will be by TICKET ONLY (no cash sales) processed through a central
Wideglide Entertainment Ltd. ticket seller.
Food tickets are to be redeemed at any and all Food Vendors.
Vendor Food Ticket redemption will be processed daily with repayment less costs for
Pepsi and Ice by the following morning between 9am & 11am
ANY vendor found not following these procedures will be immediately terminated with
loss of any and all deposits and future opportunities in with Wideglide Entertainment Ltd.
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Camping
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Limited vendor camping is available. Vendors are encouraged to book early.
Vendor Camping is available at a cost of $160 per site and must be booked with invoice
approval.
There is no discount for camping available. One car per vendor and one steering wheel
per campsite.
Please note that vendors camping in their event trailers must book and pay the weekend
camping fee.
Additional Wristbands/ Parking
• All workers must display an approved event wristband at all times. Any persons on the
festival grounds without a wristband will be escorted out.
• Four (4) Full Event General Admission wristbands are provided with your Food or Concert
Bowl Merch Vendor package. Any additional wristbands are available for $50 per day.
Quantities available subject to promoters discretion.
• Two (2) Full Event General Admission wristbands are provided with your $500
Marketplace Vendor package. The $250 Marketplace Vendor package does NOT include
event wristbands.
Booth Covering
• All tents used for assembly and/or cooking must be constructed of flame retardant
material. If tent has been flame treated, proper documentation to verify is required. No
recreational utility tarps are allowed.
• Vendors requiring a tent can rent one from Island Tent. Please contact them directly at
info@islandtentsandevents.com
Health & Safety
• Vendors must comply with all VIHA regulations.
• No alcoholic beverages or drugs permitted in rental space.
• Any vendor in non-compliance with the VIHA regulations will be asked to rectify the issue,
failure to do so will result in immediate closure.
• Vendors must comply with Sunfest guidelines for the disposal of grey water, grease,
recyclables and garbage.
• When using 100 lb propane cylinders, the maximum to site is four cylinders, two cylinders
are to be connected by a manifold system and two as spares.
• 20 lb. cylinders must be set in a box or crate to prevent it from being overturned.
• Use soapy water to test all fittings and connections for leaks before operating the
appliance.
• Use approved appliances only.
• All equipment, hoses, connections, piping and cylinders must be of approved type and in
good condition.
• The travel distance to the nearest extinguisher cannot exceed 10m or as required by the
Fire Department.
• Cooking appliances shall be operated at least 1m distance from any combustible material,
structure or tent or separated using fire rated wallboard, tile of stainless steel to reduce
spatial requirements.
• All open flames, hot plates, grills, BBQs and other cooking appliances shall be out of
reach of the public. Provide a 1m barrier around all such appliances to prevent the public
from intentional or accidental contact.
• Deep fryers must be separated from open flame grills or devices by a minimum 40 cm
space or by using a 40cm stainless steel baffle between appliances.
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Deep fat fryers must not rest on combustible material or be situated within 1 m of tent
walls. The use of non combustible material such as fire rated wall board, tile or stainless
steel under and behind may reduce spatial requirements.
Food venues with exhaust hood extinguishing systems shall have an up to date certified
inspection and be operational. The proper fire extinguisher shall be provided to
supplement the extinguishing agent in the hood system.
Briquettes shall be wetted down and properly disposed of in a non-combustible container
partially filled with sand.
Permits & Inspections
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All Festival food vendors are required to complete a food facilities registration form
supplied by VIHA. This application will be sent to those approved vendors who are
invited to vend.
Your booth will be inspected by a Health Inspector and a Fire Marshall prior to and during
Sunfest.
Your booth will have a measurement inspection to ensure correct selling space.
If erecting your own tent, festival Operations will inspect the anchoring and if deemed
insufficient they will anchor your tent and charge for that service.
Water, Trash & Grey Water disposal
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Vendors must properly dispose of garbage, cardboard and recyclables in the provided
and marked bins.
Vendor is responsible for cleaning of their booth.
Menu
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Vendors are free to price products accordingly. Please use discretion and
consideration when pricing, $1 increments is recommended.
Only menu items approved by the Sunfest vendor selection committee may be sold
at the Sunfest.
Vendors must list on their application all items they wish to sell. Items not listed and
approved may not be sold and be removed from vendor’s booth.
Non-food items may not be sold.
Vendors are not granted exclusive rights to sell any particular item.
Changes/additions are only allowed with pre-approval by the Sunfest vendor
committee prior to the start of the festival.
Exclusive Suppliers
The following suppliers have on-site product-line exclusivity rights to our festival grounds
including your rental space. There is a zero tolerance policy regarding the selling, displaying or
consuming of any products other than the following suppliers without prior approval of the
Sunfest Vendor Committee. Vendors will be immediately decommissioned if found noncompliant and forfeit their contract rental dollars.
• Pepsi is our exclusive supplier of bottled water, juices, iced teas, energy and carbonated
beverages. Please review product guide to ensure compliance. Purchases are to be made
daily through the Pepsi representative.
• Island Ice is our exclusive ice supplier, orders to be placed with Sunfest vendor
rep/supervisor.
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Booth Clean Up
• Dismantling and move out may not commence until 2pm Monday August 3rd. Take
down prior to Monday morning is not permitted.
• Vendors must take home their entire booths – including carpet, display racks, storage
containers and decorations.
• Any vendors failing to completely clean up their booth areas must pay a clean-up fee of
$100.00.
Taxes & Insurance
• Vendors must furnish Sunfest with a certificate of insurance naming Wideglide
Entertainment Ltd. and the Cowichan Exhibition Society as being additionally insured.
The LIMIT of Liability shall be no less than $2,000,000
• Vendor is responsible for his or her own insurance for Fire, Theft, Vandalism, etc.
• Insurance certificates shall be provided no later than July 1st, 2015
INDEMNIFICATION
Except to the extent caused by the negligent act of Wideglide Entertainment Ltd. or its
employees, The Vendor agrees to indemnify and hold harmless Wideglide Entertainment Ltd., its
officers, directors, licensees, agents and employees from and against any and all claims, demands,
obligations, causes of action and lawsuits and all damages, liabilities, fines, judgments, costs
(including settlement costs), and expenses associated therewith (including the payment of
reasonable legal fees and disbursements) ("Claims"), arising out of: (1) any breach of any
obligation or covenant made by THE VENDOR in this Agreement; (2) any wrongful act, negligent
act or omission of THE VENDOR, or those of its employees, agents, or subcontractors or any
person(s) for whom in law THE VENDOR is responsible, with respect to this Agreement; or (3) any
claim that the use of any of the VENDOR trade marks in accordance with the terms of this
Agreement violates or infringes upon the trademark, copyright or other intellectual property
rights of any third party in or to such property, or any other rights of any third party.
FORCE MAJEURE
If Wideglide Entertainment is hindered in or prevented from the performance of any term,
covenant or act required to be performed by Wideglide Entertainment Ltd. under the terms of this
agreement, or if Sunfest is cancelled in whole or in part, by reason of any cause beyond the
control of Wideglide Entertainment Ltd. including, without limitation, strikes, lockouts or other
labour disputes, the enactment, amendment or repeal of any applicable laws, riots, insurrection,
sabotage, rebellion, war, acts of terrorism, acts of God, or any other similar reason, then
performance of such term, covenant or act is excused and THE VENDOR shall not be entitled to a
refund of any monies already paid to Wideglide Entertainment Ltd. under the terms of this
agreement nor shall the Vendor be entitled to claim damages for any loss incurred as against
Wideglide Entertainment Ltd. including the loss of income or profit.
Wideglide Entertainment Ltd. reserves the right to amend these guidelines as needed.
In the event of a dispute, the decision of the Sunfest Vendor Committee will be accepted as
final.
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