2019 Clifford Brown Jazz Festival

Vendor Application

Please send completed applications to:

Tiffany D. Christopher Mayor’s Office of Cultural Affairs

800 N. French Street • Wilmington, DE • 19801 tdchristopher@WilmingtonDE.gov

APPLICATIONS ACCEPTED BY EMAIL AND TRADITIONAL MAIL.

Application Due Date: May 1, 2019 Notification Date: May 10, 2019

TO BE CONSIDERED FOR VENDING OPPORTUNITIES APPLICANTS MUST RETURN THE APPLICATION BY THE DUE DATE LISTED ABOVE.

• Completed and Signed Vendor Event Form

• Cashier’s/Certified Check or Money Order – made payable to Cityfest, Inc. (Credit CardPayments Accepted)

• City of Wilmington Business License (Return Copy with Application)

• Proof of Liability Insurance and Worker’s Compensation

• Hold Harmless and Indemnity Clause

• Board of Health License (Food Vendors Only – Must be faxed no later than two weeksprior to event.)

• Completed List of Goods to Be Sold

The selection process is very competitive due to limited spacing. We reserve the right to ask the vendor to amend items for sale so that we can ensure a variety of goods will be

available to our festivalgoers. All fees will be refunded in the event.

Contact:

Company:

Address:

City: State: Zip Code

Telephone: (Day) (Evening)

Email Address:

On Site Vehicle Tag #:

Do you have a City of Wilmington Business License: Yes No

If yes, please provide the City of Wilmington Business License #

If no, you will be required to hold a City of Wilmington Temporary vending permit for a fee of

$25.00.

Board of Health Temporary Permit #:

Insurer: Policy #:

All vendors deep frying on-site are required to pay a security deposit by separate check or money order.

Menu/goods to be sold must be agreed upon by the Office of Cultural Affairs prior to the event.

Proposed menu and/or goods to be sold:

IMPORTANT REMINDER: ALL VENDORS ARE SELF-CONTAINED

All summer festivals are held rain or shine. Please judge your participation accordingly.

No electric is available. No water is available. No dumping of any kind (including water or grease) is allowed.

Clean your vending area.

Keep all items, coolers, tables, etc. inside the designated area (do not place on the sidewalk).

Take all belongings with you at the conclusion of the event/breakdown.

You must have a flame-resistant tent.

No Staking Permitted: You must come with the required weight system for your tent (at least 50 lbs.) Generators must be inspected. Please come prepared with a Sound-Extenuating Generator.

NOTE: KEEP PAGES 1 and 5 FOR YOUR RECORDS AND MAKE COPIES OF EACH EVENT APPLICATION YOU SUBMIT!

RULES AND REGULATIONS – PLEASE INITIAL AND SIGN

All summer festivals are held in outdoor venues and will operate rain or shine. Initial

Each vendor location/space is one (1) – 10-foot by 10-foot area only. Initial

Vendors must include storage within their booth set-up. No storage will be allowed behind or outside of the booth. Initial

All vendors will be assigned a space by the Office of Cultural Affairs. Initial

Dumping is PROHIBITED including oils, grease, coals, ice, trash, etc. onto festival grounds, sewers and portable toilets. Initial

Vendors, who use cooking oil must cover their cooking area. Example: Roofing/tar paper. It can be purchased at your local hardware store. Initial

Participating vendors shall be responsible for cleaning around their general vending area at the end of each night. Initial

There are NO water, electrical or telephone hook-ups available. Initial

Vendors with edible goods must have current license issued by the State Board of Health. Call the Environmental Health Department at (302) 283-7110. Health permits are due two (2) weeks prior to the event OR YOU WILL FORFEIT YOUR VENDOR’S LOCATION AND FEES. Initial

Security Deposit: Participating vendors who use cooking oils or grease will be required to pay an additional security fee of $100 in the event of spills that may occur where upon the cost of cleanup is incurred by the City of Wilmington. The fee is refundable. Initial

Vendors must show proof of Insurance and Worker’s Compensation as outlined on page 3 of this document. Initial

Vendors must have a current City of Wilmington Business License or Special Events License from the Department of Licenses and Inspections. Initial

Vendors can only sell items that were approved on the application. Initial

Vendors can only sell items that were approved on application. Initial

There will be a designated time for load in and load out. Initial

All vendor parking will be available in designated area. There will be no support vehicles in vending areas.

RULES AND REGULATIONS (CON’T) – PLEASE INITIAL AND SIGN

Vendors must adhere to set-up and tear down times for each event. If vendors arrive late, you must forfeit the day of setup with no refund. Initial

Vendor understands this is an opportunity to share goods, information, and products with interested festival patrons and that other vendors are entitled to the same rights. Initial

Vendor will, in no way, infringe on any patrons’ enjoyments or any other vendors right to vend. Should this occur, I understand that I have waived my rights as a vendor and shall be removed from property and no refund shall be given. Initial

Proof of Insurance: General liability ($1,000,000 minimum) naming the City of Wilmington and Cityfest, Inc. as additional insured on the policy. There will be no exceptions. If participating in more than one event, it may be more convenient to list them at the time of securing your policy. If you have any questions, regarding insurance requirements, please contact Norma Ramirez at the City’s Risk Management Office at (302) 576-2460. Initial

Workers Compensation Statue: If this applies to your operation, you must also provide $100,000 employer’s liability. Initial

We appreciate your interest in being a vendor for this event and want to provide further information about the selection process.

Although Cityfest, Inc. has its own 501(c)(3) designation and is overseen and coordinated by a board of directors, the City of Wilmington’s event vendor

selection process has been adopted by Cityfest, Inc.

The following considerations form the primary basis for vendor selection:

• Limited spacing • Vendor’s technical feasibility and electrical requirements (may vary from

event to event) • Overall menu balance/product diversity of the festival • Previous history with the event • Experience with vending at festivals/events

By signing below, I hereby understand and agree to the terms, rules and regulations outlined in the application. I further understand and acknowledge that the Mayor’s Office of Cultural Affairs, Cityfest, Inc., and the City of Wilmington may immediately terminate my right to participate in any 2019 Cityfest, Inc. summer festival. Signature of Vendor

If you do not have a City of Wilmington business license and will be vending for longer than three (3) consecutive days, a temporary vending permit may be issued for a fee of $25.00.

Vendor set-up time and location will be assigned. Vendors arriving late will be denied set-up and will forfeit the vendors fee. Please remember to use a quiet generator to avoid dismissal from the event.

Are you a Food Truck? Yes No Width: feet x Length: feet

Are you a Food Trailer? Yes No Width: feet x Length: feet

VENDING DATES: 6/19 - 6/22

CHECK ONE: $500.00 (Food Vendor) $200.00 (Merchant Vendor)

Vendor Fee: $

Temporary Business License $

Security: $

Total Fee: $

If you are selected, you will be notified by May 10, 2019. You will have seven (7) days from the receipt of your confirmation email to submit payment by cashier’s/certified check, money order or credit card.

I agree to comply with the prescribed requirements, terms and conditions outlined by the City of Wilmington.

Signature of Vendor/Title Date

Note: The City of Wilmington will not discriminate based on race, creed, color, national origin, age, religion, gender, sexual orientation, marital status, economic status, physical or other disability.

WILMINGTON FIRE DEPARTMENT

FIRE PREVENTION DIVISION

The Mayor’s Office of Cultural Affairs, in accordance with the Wilmington Fire Department’s Fire Prevention Division, requires that all food vendors review and comply with the special

events requirements listed below: • All food vendors are responsible for obtaining the necessary permits from the Delaware

Division of Public Health.

• Every food vendor who cooks with a generator, electrical hook-up or propane shall have a 5 lb. multipurpose ABC or BC fire extinguisher readily available. Any use of a fryer will require a Type “K” extinguisher in addition to the ABC extinguisher.

• Fire extinguishers must be inspected and tagged within the past year by a fire equipment company registered in the State of Delaware.

• If a portable generator is used, no more than 10 gallons of fuel in an Underwriters Laboratory (UL)-approved safety container shall be stored at the vendor’s space.

• Propane cylinders shall be stored in an upright and secured position.

• Exit door and aisles in the tents shall be unobstructed to the vendors at all times.

• No open flames such as candles, lanterns, kerosene or gas-fired heaters and cooking equipment are permitted near or under combustible materials (i.e., canopies)

• Hot surfaces from cooking and heating appliances, such as grills, hot plates and coffee makers, shall be blocked so that the public is protected from physical contact.

• Deep fryers shall have splash covers.

• No frayed wires or overloaded extension cords are permitted.

• Decorations on the vendor’s cart shall be flame-resistant.

• Access to fire hydrants shall remain unobstructed during the event.

The Fire Marshal’s Office will conduct an onsite inspection of the vendor’s space.

If you have questions concerning these life safety requirements, contact the Fire Marshal’s Office at (302) 576-3120 during business hours (8:30 a.m. – 4:30 p.m.).

FAILURE TO COMPLY WITH THE ABOVE REQUIREMENTS MAY RESULT IN DISMISSAL FROM THE EVENT.

Temporary Food Establishment Application Revised 3/1/18 Page 1 of 4

A temporary food establishment (TFE) prepares food for the public, for free or for a cost, and operates for no more than 14 consecutive days in conjunction with a single event. Submitting an application less than 10 business days before the event start date may result in permit denial.

SUBMIT APPLICATION TO COUNTY IN WHICH TEMPORARY FOOD ESTABLISHMENT WILL OPERATE:

New Castle County EHFS Kent County EHFS Sussex County EHFS Division of Public Health Division of Public Health Division of Public Health Chopin Bldg., Suite 105 Thomas Collins Bldg., Suite 5 Georgetown State Svc. Center 258 Chapman Road 540 S. DuPont Hwy. 544 S. Bedford St. Newark, DE 19702 Dover, DE 19901 Georgetown, DE 19947 Phone: 302-283-7110 Phone: 302-744-1220 Phone: 302-515-3302 Fax: 302-283-7111 Fax: 302-739-1957 Fax: 302-515-3301

Name of Event: Date(s) of Event:

Location of Event:

TFE Business Name:

TFE Contact Person:

Prior to Event Phone: During Event Cell Phone:

Methods to receive permit (print clearly, complete all fields):

Email:

Fax:

Mailing Address:

City: ____________________________________ State: __________ Code:

TFE source of water: TFE source of ice:

TFE hand washing station:

TFE method of sanitizing:

Are you individually packaging any items on-site? □ Yes □ No

By signing this Temporary Food Establishment application, I understand that the following (check all):

My TFE could be inspected at any time during the setup or event.

Failure to comply with the minimum requirements for operating a temporary food establishment may result in suspension of my operating permit, at which time I must cease all food establishment operations immediately.

X Signature TFE Applicant Title Date

FO

R O

FF

ICIA

L U

SE

ON

LY

Date Received: ________________________________________

FM TFE DDA-sanctioned: □ Yes □ No

TFE Application Approved: □ Yes □ No

Reason for Denial: ______________________________________ _____________________________________________________ _____________________________________________________

Applicant notified by: □ Email □ Fax □ Mail □ Phone

Additional required documents received:

□ Out-of State Permit and Inspection Report □ Servicing Area

Agreement □ Consumer Advisory □ Juice Documents

Permit #: _____________________________

Reviewer: __________________________ __________ Signature Title

_____________________________________ Date

Application for Permit to Operate

a Temporary Food Establishment

Temporary Food Establishment Application Revised 3/1/18 Page 2 of 4

MINIMUM REQUIREMENTS FOR OPERATING A TEMPORARY FOOD ESTABLISHMENT (TFE) Initial each item and sign below to indicate that you have read and understand each requirement.

__ PERMIT – This application must be submitted a minimum of 10 business days prior to the start of the event. The approved permit must be posted during the entire event for conspicuous public view.

__ DEMONSTRATION OF KNOWLEDGE – The Person-In-Charge (PIC) must be able to answer questions about basic food safety knowledge to reduce the risk of foodborne illness.

__ APPROVED FOOD SOURCES All food must be obtained from an approved source, including ice and water for food preparation, cooking, cooling, cold holding, and cleaning.

All shell stock (clams, mussels, oysters) must have National Shellfish Sanitation Program (NSSP) tags on site.

Proof of purchase is required for crab meat, soft-shell crabs, and hard-shell crabs.

Food may not be stored at a private residence. Food should never be prepared in a private residence.

All food must be prepared on-site or at a permitted food establishment.

Food preparation locations not owned by applicant require a signed commissary agreement.

Out-of-state food prep locations require health department permit and most recent inspection report.

__ COOKING AND HOLDING Food thermometers must be available to monitor cooking and holding temperatures. Hot holding units, like steam tables or insulated containers, must be available to keep food at 135 degrees F or above. Cold holding and storage equipment, such as refrigeration units or coolers with drained ice, must be available to keep food at 41 degrees F or below.

Animal products served raw or undercooked (examples: sunny-side up eggs, raw oysters, sushi, rare tuna, cooked-to-order hamburgers or steaks, carpaccio, or raw eggs as an ingredient in mousse, Caesar salad dressing mayonnaise) require a consumer advisory to be posted which states the following: “Consuming raw or undercooked meats, poultry, seafood, shellfish, or eggs may increase your risk of foodborne illness.” A description or photo of how this advisory will be displayed must be submitted with this application.

Juice squeezed on-site requires approval of (1) description of food prep sink location, (2) commercial juicing equipment specification sheets, and (3) placard or table tent with the following statement: “WARNING: This product has not been pasteurized and, therefore, may contain harmful bacterial that can cause serious illness in children, the elderly, and persons with weakened immune systems.”

__ PREVENTING CONTAMINATION Food must be stored off the ground. Only single-service (disposable) containers may be given to consumers. A labeled three basin Wash-Rinse-Sanitize station must be ready for use on-site, with an approved sanitizer and applicable test kit (example: quaternary ammonium based with quat sanitizer test strips or bleach water with chlorine test strips).

__ EMPLOYEE HEALTH AND HYGIENIC PRACTICES A handwashing station must be set up with an ample supply of warm water, soap, and paper towels. Persons with infections or illnesses must be restricted from handling food. Bare hand contact with ready-to-eat food is prohibited. Use a barrier like tongs, wax paper, or gloves.

__ WATER SUPPLY AND WASTE DISPOSAL Drinking water must be obtained from an approved source utilizing food grade hoses. Liquid waste must be disposed by an approved method. Keep refuse in easily cleanable containers and promptly remove from preparation and service areas.

__ FACILITIES A tent, tarp, or canopy large enough to cover food preparation, storage, and service areas must be provided. If graded to drain, a floor may be concrete, machine-laid asphalt, or dirt or gravel if it is covered with mats, removable platforms, duckboards, or other approved materials that are effectively treated to control dust and mud. Toilet facilities for employees must be conveniently located and easily accessible.

__ SPECIALIZED PROCESSES NOT PERMITTED DURING TEMPORARY FOOD ESTABLISHMENT OPERATION Food at a temporary food establishment processed on-site with any of the following methods is not permissable: reduced oxygen packaging including sous vide and cook-chill methods, juicing for wholesale packaging, curing, smoking, or drying fish for preservation; curing or smoking meat or poultry for preservation; fermenting sausages; acidification, fermenting, or addititives to render a product to be shelf-stable; and sprouting.

X Signature TFE Applicant Title Date

Temporary Food Establishment Application Revised 3/1/18 Page 3 of 4

Temporary Food Establishment (TFE) Menu Review Describe all food and drink on menu that will be served at TFE. Attach additional sheets as necessary.

Menu Items

(Estimated number

to be made)

Where will food

be obtained or

purchased?

Food prep

conducted

at TFE

Describe food

preparation and

locations.

What equipment is

available to transport,

hold, and prepare food?

Example: Hamburger with toppings

Example: Regular Distributor, Inc. Produce Co.

X Wash X Chop □ Thaw X Cook □ Cool □ Reheat □ None/Off-site

Example: Lettuce and tomatoes washed and cut on-site, patties made in advance at restaurant (MD Permit attached) and cooked to order (advisory attached).

Example: Coolers, prep sink, cutting boards, knives, Bain Marie, freezer, grill, spatula, and gloves to assemble

□ Wash □ Chop □ Thaw □ Cook □ Cool □ Reheat □ None/Off-site

□ Wash □ Chop □ Thaw □ Cook □ Cool □ Reheat □ None/Off-site

□ Wash □ Chop □ Thaw □ Cook □ Cool □ Reheat □ None/Off-site

□ Wash □ Chop □ Thaw □ Cook □ Cool □ Reheat □ None/Off-site

□ Wash □ Chop □ Thaw □ Cook □ Cool □ Reheat □ None/Off-site

□ Wash □ Chop □ Thaw □ Cook □ Cool □ Reheat □ None/Off-site

Temporary Food Establishment Application Revised 3/1/18 Page 4 of 4

Temporary Food Establishment (TFE) Floor Plan Sketch below the layout of your TFE and identify the location of the following:

Cooking and holding equipment

Handwashing and utensil washing facilities (if not using shared facilities)

Trash disposal containers

Work tables, food, and single-service storage

Customer service area

If the layout of the TFE is event-specific and/or unknown, please sketch a typical layout to the best of your ability.

For questions about TFE applications, please contact the Health Program Coordinator

at the EHFS office in the county where the event is being held.