2017 Fringe Festival Food Vendor Application

The 36th Edmonton International Fringe Theatre Festival is just around the corner, and we're busy planning another incredible fringing experience. But the Fringe simply wouldn't be the same without our vendors! 

Applications for Food Vendors for the 36th Edmonton International Fringe Theatre Festival are now open. Please carefully ready the information below before submitting your application. 

Application deadline: Friday, March 31, 2017 at 1pm.


Overview

Fringe Theatre Adventures (FTA) is proud to produce the Edmonton International Fringe Theatre Festival, the oldest and largest Festival of its kind in North America. Anchored in Edmonton’s Old Strathcona district, the Festival showcases over 1,600 performances from 1,200 local, national and international artists at indoor and outdoor venues. Offering something for everyone, the Festival has an attendance of over 650,000 patrons during the 11 days in August.

Vendor Selection: This form is an application only, and does not guarantee you a space in the Festival. Vendors are selected to participate based on providing the best possible patron food experience at the Festival. All information must be complete and accurate. Failure to complete all areas will delay your application. From the information provided, we will choose vendors and allocate space as fairly as possible.

Vendors as Sponsors: FTA Sponsors can become Festival Vendors and Festival Vendors can become FTA Sponsors. In both cases, these organizations are called Sponsor/Vendors. FTA gives Sponsor/Vendors certain priorities at the Fringe Festival as they are required to sign both a Sponsor Agreement and Vendor Agreement and make a financial investment at both levels. A limited number of Sponsor/Vendors are accepted each year at the discretion of Fringe Theatre Adventures. Application or inquiry does not guarantee acceptance. If you are interested in a Sponsor/Vendor relationship please contact our Fund Development Director PRIOR TO submitting this Vendor Application.

BOBBIE O’CONNOR | Fund Development Director: Bobbie.OConnor@fringetheatre.ca or 780-409-1927 direct

Important 2017 Festival Dates for Vendors

February 1, 2017: Applications available on or before February 1, 2017 online at fringetheatre.ca. Vendors without online access to the application form may request that an application form be sent to them via post, email or fax.

March 31, 2017: Deadline for Vendor Submission of Applications. Vendor applications received after the application deadline will be placed on a waiting list and will not be considered in the original selection.

April 15, 2017: Deadline to inform Vendors of their acceptance or refusal into the Festival

May 3, 2017: Deadline for vendors to meet with Vendor Coordinator to sign contracts and pay fees to Fringe Theatre Adventures .

May 3, 2017: First Installment (Deposit) Due: 50% of total fees must be paid in order to reserve space. Payment of Volunteer Food Program fee Due in full.  Provide posted dated cheque or pre-authorization on credit card for remaining balance due at this time.

June 21, 2017: Final Installment (Balance) Due.

July 28, 2017: Vendor load in schedule sent to Vendors.

August 15 - 17, 2017: Vendors load in to site as per schedule set by Vendor Coordinator.

August 17 – 27, 2017: Edmonton International Fringe Theatre Festival

August 28, 2017: All Vendors load out and leave site by 5 pm

Rules & Regulations

Please read the following Rules and Regulations. You will be asked to sign your application and acknowledge that you understand and can comply with all Vendor requirements.

1. RATES & PAYMENT OF FEES

104 Street and 83 Avenue Locations:

10 x 10 Tent or Trailer - $4,700.00 + GST

10 x 20 Tent or Trailer - $6,500.00 + GST

North Link Locations (located between 103 and 104 Street/between 84 & 85 Avenue):

10 x 10 Tent or Trailer - $4,000.00 + GST

10 x 20 Tent or Trailer - $5,500.00 + GST

Wine Bar Location (104 Street & 83 Avenue):

 10ft x 10ft Tent or Trailer $4,000.00* + GST

10ft x 20ft Tent or Trailer $5,500.00* + GST

Fees can be paid in Full or by Installment as follows:

Option 1: All Fees Due and Paid in Full by May 3, 2017

Option 2: 50% of Total Fees (Deposit)

First installment paid by May 3, 2017

Balance of total fees paid by June 21, 2017

Volunteer food program fee paid by Wednesday, May 3, 2017

All fees are due as per the payment structure set out. FTA accepts cash, debit, major credit cards (Visa and MasterCard only) and cheques. Cheques are to be made payable to FRINGE THEATRE ADVENTURES. A $ 50.00 service charge will be levied for NSF (Non-Sufficient Funds) cheques. If payment is more than 24 hours late, after the due dates specified, the contract will be cancelled or a $100.00 late fee will be charged. If applicable, the Vendor will lose all first installment deposit fees paid.

2. SITE HOURS

The 2017 Edmonton International Fringe Theatre Festival takes place August 17 – 27, 2017.

The site will be open as follows:

Aug 17 (Opening)        6 PM to 11 PM

Aug 18 - Aug 26          11 AM to 11 PM

Aug 27 (Closing)         11 AM to 8 PM

All Vendors must remain open during these specified times for the duration of the Festival.

3. LOAD IN SCHEDULE

The Vendor Load in Schedule will be available by July 28, 2017 and will be provided to Vendors by the Vendor Administration Team. All Vendors must comply with the Load in Schedule as set. NO EXCEPTIONS WILL BE MADE. Vendors are not to arrive prior to their set time and Festival Security will be on site to ensure all Vendors comply with their designated times.

4. LOAD OUT SCHEDULE

All Vendors and equipment must be off site by 5 PM as of Monday, August 28, 2017. Site must be left clean and free of garbage and debris. Failure to comply will result in a fine of $250.00, and all materials left on site will be removed at the expense of the owner.

5. ALLOTMENT AND USE OF SPACE

The signed Vendor Contract is a limited license to use Fringe Theatre Adventures Society site for the purpose of doing business. The Vendor may only occupy space that has been specifically allotted to them. Booth space may not be shared unless agreed upon in writing by the Vendor Coordinator. Only approved products services can be sold.

6. BOOTH SIZE AND STRUCTURE

All booths on the Festival Site must be of sturdy construction and be weighted to the ground. The pegging of tents into the pavement is forbidden. Tents must be manufactured with a flame retardant material; recreational tents or tarps are not permitted by fire code. If a booth becomes unstable during the Festival, FTA reserves the right to dismantle the booth for public safety, at the expense of the Vendor. No changes to a Vendor’s booth may occur during the Festival, without written approval from the Vendor Coordinator. These changes include, but are not limited to adding tables or chairs, moving garbage barrels and infringing upon vendor storage area.

7. SIGNAGE AND ADVERTISING

Vendor signage must fit on the booth, and not extend above the booth, or in front of it. The vertical height of a Vendor’s booth may not exceed 12 feet (3.7 meters). Sandwich boards are only permitted within the total space allotment of the booth and may not protrude outward.

8. PERMITS AND INSURANCE

All Vendors must have appropriate City of Edmonton Licenses/Permits and insurance for the operation of their booth and will need to submit this documentation upon signing the Contract. All Vendors must obtain a minimum of $2,000,000 Commercial General Liability Insurance naming Fringe Theatre Adventures as an additional insured. Proof of insurance is required for acceptance into the Festival.

9. FIRE INSPECTIONS

Food Vendors will be required to provide a class BC 20 Fire Extinguisher for their booth. No uncontrolled flames are allowed on site. The City of Edmonton Fire Inspector has the authority to inspect any Vendor structure at any time. Briquettes shall be disposed of in a metal can complete with lid, that has been filled to a minimum 15 cm depth with wet sand.

10. ALBERTA HEALTH SERVICES

All food vendors must provide a Temporary Food Concession - Special Event Permit. Alberta Health Services Inspectors will be on site to ensure all safety standards are adhered to.  All instructions and advisements by the Health Inspector must be adhered to.  To not do so is grounds for removal from the Festival.  CLICK HERE for AHS forms and special event information.

11. WATER AND SEWER

Hook up and removal of water and sewage services are arranged by Fringe Theatre Adventures. No Vendor on site may perform hook ups or disconnections independently. Fringe Theatre Adventures will advise each Vendor where to route gray water as some locations require gray water to be carried to a designated dump site. Sinks, potable hose, gray water hose, sump pump, and possibly gray water containers are to be provided by the Vendor. Gray water containers must be used and emptied in designated locations by the Vendor (not on the ground or in storm sewers). Fines will be levied against all Vendors not complying with the above.

Plumbers will be on site during move in to ensure proper water and gray water set up. All Vendors will pay additional fees should a plumber need to be called to address leaks. Minimum charge will be $150.00.

All food Vendors require grease traps for sinks. Food Vendors will be responsible for providing and maintaining their own units. There will be no exceptions.

12. PROPANE

A Fringe approved supplier will provide all on site propane services. Vendors may not hook up, remove or refill their own propane while on site. All propane equipment supplied by the Vendor must conform to current safety standards and will be required to have current safety permits. The City of Edmonton enforces prohibition of excess fuel stored in/around/under vendor trailers and/or tents.  This includes propane and gas containers.

13. ELECTRICAL HOOKUP

Fringe Theatre Adventures will supply power hookup and disconnection to each booth. Installations will be inspected, and only approved electrical devices can be used. Total power for Food Vendors shall not exceed 50 amps 220v. If a Vendor requires more than 50 amps, the Vendor must purchase additional power at a rate of $400 per additional 50 amp service. Under NO circumstances are Vendors authorized to alter their power hookup, as this constitutes a violation of Provincial Law.

Electricians will be on site during move in to ensure proper connections. The Vendor Coordinator will be the first point of contact to address any and all electrical needs. A Vendor will pay additional fees should an electrician need to be called to address power concerns caused by misuse or overloading power panels. Minimum charge $150.00.

14. BEVERAGES

Vendors will be permitted to sell bottled water, carbonated beverages and juices. Purchase of beverage product will be through an official supplier as designated by Fringe Theatre Adventures. No beverages of any kind will be permitted on the Festival site for sale unless it is part of your FTA approved menu.

15. ICE

Arctic Glacier will provide all on site services for ice. Ice must be purchased from Fringe Theatre Adventures. Ice will be available through the Vendor Coordinator and Operations Director. Ice purchases must be paid for while on site, cash and carry is available per ice pickup, or by cheque on the final day of the Festival.

16. GO GREEN

No Styrofoam of any type will be permitted on the Festival site. Biodegradable and/or corn based plates, cups and utensils must be used by Vendors and be purchased from a designated Fringe Theatre Adventures supplier one month in advance of move in date. 2017 supplier is EARTH FRIENDLY PRODUCTS. Any Vendor not using biodegradable products will be asked to remove them immediately.

17. PARKING

There is NO Vendor parking (including recreational vehicles) or camping anywhere on the Festival site. Vendors caught parking on the Festival site will be towed at the Vendor's expense.

18. GARBAGE

Garbage removal is the responsibility of the Vendor during move in, throughout the Festival, and load out. Site Maintenance personnel will remove garbage from Vendors during the Festival. During the Festival all Vendors must keep their booth and surrounding ten foot (10 ft) radius clean. No boxes or garbage are to be stored behind the booth and under no circumstances are Vendors allowed to use garbage bins designated for public use. A $250.00 fine will be levied against all Vendors not complying with the above.

19. ON SITE CONDUCT

Vendors shall familiarize themselves with, and observe all applicable bylaws. Vendor staff nor the booth products can encroach on the road. All staff, products and signage must be contained within the purchased space. Vendors must allow passersby unencumbered passage down the street, and only initiate contact with attendees when they are in close proximity to the booth. Fringe Theatre Adventures Vendor Coordinator will arbitrate all disputes between Vendors, or between Vendors and the public. FTA reserves the right to cancel a Vendor’s contract if public conduct is deemed consistently or extremely offensive. All decisions made by Fringe Theatre Adventures Vendor Coordinator are final.

20. SECURITY

Security personnel are on site at the Festival; however, Fringe Theatre Adventures will not be held responsible for lost or stolen property. In case of security or safety questions or concerns during the Festival, please contact the FTA Administration Office at 780-448-9000, or have a Festival Site Staff member contact Central Dispatch.

21. STAFF AND VENDOR ON SITE CONTACT

All Vendor employees must be at least 15 years of age, under Provincial Law. Any person left in charge of a booth must at least 18 years of age. If the owner, or person signing the Vendor Contract will not be on site daily at the Festival, the name of the person responsible for the booth, as designated by the licensee, must be made available to the Vendor Administration Team.

 
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