Show dates: August 20 - 22, 2010
Applications must be postmarked by April 9, 2010
Notifications will be mailed on or about May 21, 2010

Refund deadline June 1, 2010

Food Vendor Application                                  Hold Harmless Agreement

The Selection Process

Trails West!® is an outdoor arts festival celebrating the unique cultural heritage of St. Joseph, MO. Now in its 18th year, the festival features fine arts, folk arts, fine crafts, and performance arts. We are searching for food vendors to provide unique quality cuisine. There is space for approximately 30 food vendors. Our goal is to present a well-rounded variety of culinary delights, but there is no predetermined number or percentage of spaces established for any category.  We reserve the right to determine which foods are appropriate for this event and make all final judgments.

Quick Facts

• Civic Center Park, 12th & Frederick, Downtown St. Joseph, Missouri

• Held outdoors—rain, heat or shine

• Admission $6.00 festival button only

• Three-day attendance typically 40,000-60,000

• Up to 30 food vendors accepted

• One parking space provided for each vendor

• Up to five (5) wrist bands included with acceptance. If additional vendor passes needed, they may be purchased for $6.00.

• The Festival is promoted through radio, television, newspapers, posters, attracting numerous visitors to the festival annually. The Trails West!®   arts festival is a spectacular forum for high-quality fine arts and crafts.

Purpose

1. To provide Festival goers with high quality food at a reasonable price

2. To provide high quality food that reflects a diversity of cultures from around the world

3. To provide, when possible, fundraising opportunities for nonprofit organizations

4. To raise revenue for the festival

 Jury Process

The food committee will jury for uniqueness and variety and insists on quality and professionalism. Up to 30 vendor spaces are available, and all vendors compete annually for selection.  If you are selected, the food committee has the right to disallow individual food items.

Requirements

·        You are responsible for conducting your own sales. It is your responsibility to collect and report sales tax. (If accepted, you will receive sales tax information when you arrive.)

·        You must complete a hold harmless agreement for Trails West!® and the city and clear any indebtedness to the City of St. Joseph.

·        If accepted, you must supply a valid certificate of insurance with a minimum coverage of $1,000,000 for the dates of the festival, listing the Allied Arts Council and the City of St. Joseph as additional insured. Do not send the certificate until you are accepted.

·        Accepted food vendors must display a sign at the festival listing juried food items and prices in terms of tickets.  Items for sale shall be limited to the approved items.

·        Trails West!® reserves for itself the sale of beer, wine, water, and soda/pop/carbonated beverages. You may sell only coffee, tea, etc.

·        You must agree to accept five food gift certificates valued at $5 each, which Trails West!® issues to volunteers who make the festival possible.

·        All food booths will be required to conform to all appropriate state and local regulations.

·        All food vendors participating in the Festival must attend an orientation meeting, location, date, and time to be determined.

·        Trails West!® is an outdoor festival and is held regardless of weather conditions.

 Fees

·        The food vendor base fee for booth space 25 feet and under is $425 plus 15% of gross receipts.  The fee for booth space exceeding 25 feet is $455 plus15% of gross receipts. The fee includes the $25.00 City Health License and standard electrical connections.

·         All food is purchased with food tickets in $1.00 increments.

·         Food vendors found accepting cash will be asked to leave.

Food ticket reimbursement procedures

·         Food vendors will turn in their tickets to cash control at specified times during the festival. Vendors will be paid, based on their ticket counts.

·         Tickets will be weighed. The cash control committee will periodically hand count tickets to insure accuracy. It is important that nothing but tickets are placed in security bags.

·         Food vendors must be present at the time food tickets are weighed.

Exhibit Space

·        Booth Space: The primary food court area is located on two streets adjacent to the festival grounds. Some vendors will be placed throughout the park. You must list the dimensions of required booth space on the application for ease in setting up the festival. O

·        Electrical Needs:  You must list on the application total amperage required to successfully run your booth, or it may be impossible to hook up the booth properly when you arrive.  If you were to plug your booth into a circuit, what size circuit breaker would be needed? For 110 volts, this is normally 20 or 30 amps. For 220 volts, this could be larger. The total requirement is determined by adding up the amps required by your equipment.

·        Parking Space: You will receive one parking space for a normal sized vehicle. Any large vehicles (buses, RVs, travel trailers, etc.) must park outside the festival parking areas.

·        Security: Security is provided on the festival grounds.  However, Trails West!^® cannot assume liability for your items. Trails West!^® is not responsible for any damage your booth may incur. 

·        NO VEHICLES or STORAGE UNITS are allowed in the park after booths are set up. Push or golf carts may be used to restock.

·        No pets are allowed on the premises of Civic Center Park.

Entry Information

·         With your application include your check for the $425.00 booth fee which includes the City Health License. Those applicants who are not selected by the jury for participation in the show will be refunded the fee.

·         Submit one photo or digital jpeg of your booth. If accepted your booth picture may be used in our marketing materials.

·         Trails West!® will establish a waiting list. Food vendors on the waiting list may be called if space becomes available because of cancellations.

·         Notification of acceptance will be made on or about May 21. Please do not make phone inquires.

Hospitality

• The First Baptist Church serves as the hospitality area. Beverages and light refreshments are available.
   

• ATM services are available across the street from the festival at 12th & Jules.
   

• Parking and admission is free to vendors. Each food vendor will receive up to five (5) wrist bands and a locator map for his/her booth. Additional passes may be purchased for $6.00.

 

Calendar of Important Dates

Tuesday, April 9, 2010
Postmark entry deadline

Tuesday, May 21, 2010
Notification of entries accepted for the show (on or about)

Tuesday, June 1, 2010
Last day to withdraw without forfeiting booth fees

Thursday, August 19, 2010
8:00 a.m. – 4:00 p.m. Food vendor check-in

Friday, August 20, 2010
5:00 p.m. Festival Opens
11:00 p.m. Food vendors may close
12:00 a.m. Festival closes

Saturday, August 21, 2010
10:00 a.m. Festival opens
11:00 p.m. Food vendors may close
12:00 a.m. Festival closes

Sunday, August 22, 2010
12:00 p.m. Festival opens
9:00 p.m. Festival closes