The 51st Annual Woollybear Festival will be held Sunday, October 8th, 2023. We wish to extend our invitation to you as a vendor for this wonderful event. Over 120,000 fans of Woollybears attended the festival in just 8 hours last year. Our food vendors are always a big crowd pleaser. Concessions are sold on a FIRST COME FIRST SERVE basis, so get your contracts in early. Returning Food Vendors must have their contract with a deposit to the Chamber by July 1st, 2023 to guarantee previous years' space. All spots are assigned by the Festival Committee. Half Rental Fee must be paid within 1 week of approval and invoice sent, with the balance due before September 15, 2023, Money Orders Only after September 15th. NO money will be accepted at the Festival without prior arrangements made with the Festival Committee. The expectation is that all monies due be paid in advance. THE FESTIVAL GOES ON RAIN OR SHINE!! THERE WILL BE NO REFUNDS! CASH, CERTIFIED CHECK, MONEY ORDER, PERSONAL CHECK, or CREDIT CARD. PERSONAL CHECKS MUST BE RECEIVED BY September 15, 2023 ANY CHECK RETURNED WILL BE CHARGED A $35.00 SERVICE FEE.
One Contract per concession/unit.
(Limit of 4 menu items per concession. $25 charge per menu item over 4 menu items)NO DRY ERASE BOARDS!All unapproved menu items must be covered up on concession trailer!Additional Electric Needs: Electrical usage charge shall apply to any and all units who need more than 4 total hookups. The charge will be $20 per hook-up/Extension Cord (Which must be 3 prong #12 minimum gauge). (This includes stock trucks, pop machines, campers, air conditioners, freezers, ice machines, ice trucks or chests, etc) Ex: if you plug in 5 extension cords you will be charged $20 for the extra plug in. They will be marked and tagged by an electrician, if your cord has not been paid for it will not be plugged in to electricity.Mobile Food License both sides must accompany your contract. Certificate of Liability Insurance showing dates of coverage shall be furnished with application of contract. The Woollybear Festival Committee shall not assume any responsibility for this coverage.We, the lessee, hereby agree with the Woollybear Festival Committee, its successors and assigns, to be responsible for and to indemnify and save harmless the said Woollybear Festival Committee against all expenses. Any obligations incurred and including all liability claims by reason of all or any accidents, injuries, damages or sickness that may occur during operation of this agreement and all fines, penalties, and loss incurred for or by reason of the violation of any city, county, state or federal law, ordinance, regulation or rule, which may arise or grow out of the occupancy of said premises by the lessee, or out of any act of the lessee, lessee’s employees, agents, or licensees. We further contract with the Woollybear Festival Committee that any and all space leased to us shall be used by us, and not leased or subleased to any other parties, persons, partnerships, corporations, or concessions. We also agree that subject space shall be used only for the said purpose as mentioned in “Food types to be served.” This will be strictly enforced by the Woollybear Festival Committee. There shall be a limited number of vendors per type of food or concession. All decisions of the Woollybear Festival Committee shall be final. Contracts will be specific on items to be sold only those items listed on approved contract will be allowed to be sold. This will be strictly enforced by the Festival Committee. (Limit of 4 menu items per concession. $25 charge per menu item over 4 menu items) All approved, and paid in full contracts will be forwarded to the Erie County Health Department, who has complete control on food Licenses. Existing Food Licenses should be photo copied both front and back and furnished with the return signed contract. Licenses will only be issued at and by the Erie County Health department, PO Box 375, Sandusky, Ohio 44871, during regular hours 8AM to 5 PM, Monday thru Friday. All concessions must call the Health Department at 419-626-5623 for information and permit. All Booths must meet the Ohio Fire Codes. Concessions need a K Class extinguisher if you are doing any kind of deep frying or grilling, in addition to an ABC extinguisher. Extinguishers must be visible and marked, not locked up, they must be easily accessible. Your propane tanks must be chained to the trailers. All Concession trailers must have copper conductor supply cords NO aluminum wire of any kind will be hooked up. NO sub panel boxes with USE supply wires will be allowed. If Extension Cords are used they MUST be 12 gauge 3 conductor and maximum 100 feet.
(Limit of 4 menu items per concession. $25 charge per menu item over 4 menu items)
NO DRY ERASE BOARDS!
All unapproved menu items must be covered up on concession trailer!
Additional Electric Needs: Electrical usage charge shall apply to any and all units who need more than 4 total hookups. The charge will be $20 per hook-up/Extension Cord (Which must be 3 prong #12 minimum gauge). (This includes stock trucks, pop machines, campers, air conditioners, freezers, ice machines, ice trucks or chests, etc) Ex: if you plug in 5 extension cords you will be charged $20 for the extra plug in. They will be marked and tagged by an electrician, if your cord has not been paid for it will not be plugged in to electricity.
Mobile Food License both sides must accompany your contract. Certificate of Liability Insurance showing dates of coverage shall be furnished with application of contract. The Woollybear Festival Committee shall not assume any responsibility for this coverage.
We, the lessee, hereby agree with the Woollybear Festival Committee, its successors and assigns, to be responsible for and to indemnify and save harmless the said Woollybear Festival Committee against all expenses. Any obligations incurred and including all liability claims by reason of all or any accidents, injuries, damages or sickness that may occur during operation of this agreement and all fines, penalties, and loss incurred for or by reason of the violation of any city, county, state or federal law, ordinance, regulation or rule, which may arise or grow out of the occupancy of said premises by the lessee, or out of any act of the lessee, lessee’s employees, agents, or licensees.
We further contract with the Woollybear Festival Committee that any and all space leased to us shall be used by us, and not leased or subleased to any other parties, persons, partnerships, corporations, or concessions. We also agree that subject space shall be used only for the said purpose as mentioned in “Food types to be served.” This will be strictly enforced by the Woollybear Festival Committee.
There shall be a limited number of vendors per type of food or concession. All decisions of the Woollybear Festival Committee shall be final. Contracts will be specific on items to be sold only those items listed on approved contract will be allowed to be sold. This will be strictly enforced by the Festival Committee. (Limit of 4 menu items per concession. $25 charge per menu item over 4 menu items)
All approved, and paid in full contracts will be forwarded to the Erie County Health Department, who has complete control on food Licenses. Existing Food Licenses should be photo copied both front and back and furnished with the return signed contract. Licenses will only be issued at and by the Erie County Health department, PO Box 375, Sandusky, Ohio 44871, during regular hours 8AM to 5 PM, Monday thru Friday. All concessions must call the Health Department at 419-626-5623 for information and permit. All Booths must meet the Ohio Fire Codes. Concessions need a K Class extinguisher if you are doing any kind of deep frying or grilling, in addition to an ABC extinguisher. Extinguishers must be visible and marked, not locked up, they must be easily accessible. Your propane tanks must be chained to the trailers. All Concession trailers must have copper conductor supply cords NO aluminum wire of any kind will be hooked up. NO sub panel boxes with USE supply wires will be allowed. If Extension Cords are used they MUST be 12 gauge 3 conductor and maximum 100 feet.
Lessee’s Responsibility
1. Lighting
2. Electrical Hook up (including 150 feet of electrical line and/or proper extension cords to panels).
All Pigtail Connections MUST be waterproofed per N.E.C. Standard. If extension cord #12
gauge 3 conductor max 100 feet.
ANY BOOTH REQUIRING MORE THAN 1 20 AMP EXTENSION CORD MUST HAVE A PORTABLE POWER BOX. 30-40-50 AMP GFI PROTECTED NO EXCEPTIONS!! SEE PHOTO BELOW
3. Fuses, breakers, and anything needed to operate
4. Water hoses, tees, fittings
5. ***Water back flow preventers***
6. NO grease is to be dumped in trash receptacles (Must be in Container)
7. Lessee MUST dump own trash in dumpsters DAILY! You are totally responsible for your own
trash and cleaning your area. All concessions must be kept clean and left in the same way at the
end of the festival. Their own trash receptacles (whether plastic or metal container) at each booth
and will further be responsible for trash and debris around each booth both during and after the
festival. (Do NOT put trash in festival barrels or trash boxes). (Dumpsters are located behind
beverage tent by railroad tracks). Please do NOT dump grease in bushes by dumpsters. Please
put grease containers in dumpsters, do NOT leave beside them.
8. Lessee is responsible for all insurance, licenses, etc.
9. All 220 services must use 4 WIRE CABLE to be grounded to panel or 3-WIRE with
approved ground red hooked to trailer.
10. All booths must meet the Ohio Fire Codes. Concessions need a K Class extinguisher if you
are doing any kind of deep frying or grilling, in addition to an ABC extinguisher.
Extinguishers must be visible and marked, not locked up, they must be easily accessible.
Your propane tanks must be chained to the trailers.
** Please see (T) section 320 Mobile Food Units Ohio Fire Codes for Complete List
attached
Lessor’s (Festival committee) Responsibilities:
1. General clean up (overnight) of all festival grounds
2. Electrical and hook up at panels.
3. Water within 100 feet
4. Leased space available
Please Note: No fees, applications, or licenses will be collected or issued at the Woollybear Festival. All concessions must be kept clean and left in the same way at the end of the festival. Do NOT leave empty boxes and trash in the park, this could result in not being invited back for future festivals. You are totally responsible for emptying your own trash and cleaning your area. Dumpsters are located by the railroad tracks. Set up time is 10:00 AM to 6:00 PM on Saturday October 7, 2023. Spots are pre-assigned and your number will be on your spot. Please watch your email for confirmation of receipt of your payment and also your set up location number. ***Please supply us with a VALID email so the Festival Committee can email your acceptance letter, booth location, and vendor survey. With your help, we can make this the best festival yet, proving once more why “Vermilion is a great place to drop anchor!” If you have questions please email the Vermilion Chamber of Commerce at info@vermilionohio.com Set-Up time will be Saturday, October 7, 2023, from 10:00 AM to 6:00 PM, due to the early arrival of participants for the Woollybear 500 there will be NO set up allowed on Sunday, there will be NO Vehicles allowed in festival grounds until after 5 PM on Sunday, October 8, 2023. Please do not set up before set up hours, please verify with festival staff that you have set up in the correct area, there is a $50 fee if the committee has to move you to the correct vendor spot. Festival Hours: Sunday, October 8, 2023, 9 AM to 5 PM *** To ensure an enjoyable experience for all festival goers, booth vendors must keep their concessions open during festival hours. Vendor participants that fail to comply will not receive future festival invites. NOTE ABSOLUTELY NO VEHICLES IN THE FESTIVAL AREA DURING FESTIVAL HOURS OR YOU WILL BE TOWED! Do not park in front of Town Hall or in Handicap spaces or you will be towed. ** NOTE: Everyone must have someone working their concession at all times during festival hours of 9:00 AM and 5:00 PM Failure to follow vendor rules will result in the Festival Committee not inviting or allowing your participation in future festivals. Due to congestion and thinking of the safety of all participants at our festival there will be NO early breakdown of vendor booths. ** NO Vehicles are to be inside barricades after 8:00 AM except for AUTHORIZED Festival Vehicles and Emergency Personnel.
Please Note: No fees, applications, or licenses will be collected or issued at the Woollybear Festival.
All concessions must be kept clean and left in the same way at the end of the festival. Do NOT leave empty boxes and trash in the park, this could result in not being invited back for future festivals. You are totally responsible for emptying your own trash and cleaning your area. Dumpsters are located by the railroad tracks. Set up time is 10:00 AM to 6:00 PM on Saturday October 7, 2023. Spots are pre-assigned and your number will be on your spot. Please watch your email for confirmation of receipt of your payment and also your set up location number.
***Please supply us with a VALID email so the Festival Committee can email your acceptance letter, booth location, and vendor survey. With your help, we can make this the best festival yet, proving once more why “Vermilion is a great place to drop anchor!” If you have questions please email the Vermilion Chamber of Commerce at info@vermilionohio.com Set-Up time will be Saturday, October 7, 2023, from 10:00 AM to 6:00 PM, due to the early arrival of participants for the Woollybear 500 there will be NO set up allowed on Sunday, there will be NO Vehicles allowed in festival grounds until after 5 PM on Sunday, October 8, 2023. Please do not set up before set up hours, please verify with festival staff that you have set up in the correct area, there is a $50 fee if the committee has to move you to the correct vendor spot. Festival Hours: Sunday, October 8, 2023, 9 AM to 5 PM *** To ensure an enjoyable experience for all festival goers, booth vendors must keep their concessions open during festival hours. Vendor participants that fail to comply will not receive future festival invites. NOTE ABSOLUTELY NO VEHICLES IN THE FESTIVAL AREA DURING FESTIVAL HOURS OR YOU WILL BE TOWED! Do not park in front of Town Hall or in Handicap spaces or you will be towed.
** NOTE: Everyone must have someone working their concession at all times during festival hours of 9:00 AM and 5:00 PM Failure to follow vendor rules will result in the Festival Committee not inviting or allowing your participation in future festivals. Due to congestion and thinking of the safety of all participants at our festival there will be NO early breakdown of vendor booths.
** NO Vehicles are to be inside barricades after 8:00 AM except for AUTHORIZED Festival Vehicles and Emergency Personnel.
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