7th Annual Waterford Balloonfest

2017 Food Vendor Application & Event Guidelines EVENT DETAILS: You are invited to partake in the 7th Annual Waterford Balloonfest in Waterford, Wisconsin July 21-23, 2017. This event is expected to attract approximately 20,000 visitors throughout the weekend. In addition to hot air balloon activities, there will be food vendors, live music, interactive entertainment, helicopter & tethered balloon rides, and fun, family-friendly activities scheduled throughout the event. All of these elements are designed to attract visitors both to the event and to your business! Your success is our success, so please take a moment to complete the enclosed application. We look forward to an unforgettable event and hope that you’ll join us. Please fill out the enclosed application in its entirety so that we can secure your spot for this highly-anticipated event!

SCHEDULE UPDATE: New to the Balloonfest schedule this year is the Barnes Road Beer & Wine Garden. The addition of the beer garden has an impact on food vendors as outlined. Most importantly, please note that festival hours of operation are as follows: Friday from 4pm to approx. 10pm, Saturday 6:30am to approx. 10pm and Sunday from 6:30am to 6pm. The beer garden will operate Friday from 4pm-11:59pm, Saturday from 11am-11:59pm and on Sunday from 11am to 6pm (in previous years there was only the balloon launch from 6-7:30am, limiting the opportunity for food vendors to serve on Sunday). Food vendor operations will remain optional on Sunday.

Food vendors will be set up in two primary areas, on the North end and on the South end (closest to the beer garden) of Balloon Field. Vendor placement will be determined based on vendor interest in serving on Sunday, with priority given to returning 2016 vendors. IF a vendor plans to serve on Sunday and is not placed on the South end for Friday and Saturday, they will have the opportunity to move to the South end on Sunday.

Friday, July 21 – 4pm to 10pm (Vendors assigned to South end - closest to beer garden - may opt to stay open until 11pm)

Set-up between 10am & 3:30pm │ Ready to serve at 4pm │ Soft tear-down no earlier than 10pm Equipment, supplies and tents may remain set-up at the owner’s risk of theft or damage – security will be on-site after event operating hours on Friday through 6am Saturday morning, however, The Waterford Area Chamber of Commerce is not liable for theft or damage of items left on the grounds.

Saturday, July 22 – 11am to 10pm (Vendors assigned to South end - closest to beer garden - may opt to stay open until 11pm)

Set-up by 10:45am │ Ready to serve at 11am │ Soft tear-down no earlier than 10pm Equipment, supplies and tents that are left over night will be at the owner’s risk of theft or damage since there will be no security on-site after event operating hours thus The Waterford Area Chamber of Commerce is not liable for theft or damage of items left on the grounds.

Sunday, July 23 – 11am to 6pm *Optional* (All vendors will be assigned to South end - closest to beer garden)

Set-up by 10:45am │ Ready to serve at 11am │ Breakdown: Close of Event Activities (approx. 6pm) Sunday morning activities are limited the balloon launch from 6-7:30am; Sunday afternoon activities are limited to the Barn Road Beer & Wine Garden (11am to 6pm), tethered balloon rides & helicopter rides. Breakdown may begin AFTER the grounds have cleared of spectators at 6pm.

LOCATION: Evergreen Elementary school grounds, 817 West Main Street, Waterford, WI. This is an OUTDOOR event. There is no rain date and no refund for inclement weather. Important School policy: NO ANIMALS, ALCOHOL, SMOKING OR SKATEBOARDING ON FESTIVAL/SCHOOL GROUNDS.

APPLICATION: All food vendors conducting business at the Waterford Balloonfest must have a signed and approved Food Vendor Application on file with the Waterford Area Chamber of Commerce (Chamber). Vendors are limited to sell only the products listed within the Food Vendor Application.

Please submit Vendor Application by July 7 By Mail: 102 East Main Street, Waterford, WI 53185

or By E-mail: chamber@waterford-wi.org Website: www.waterford-wi.org

GENERAL GUIDELINES: No food may be vended out of a concession trailer, however, supplies may be stored behind the booth space in a stationary trailer as room allows. Water is available on-site through the Evergreen Elementary School (water needs to be transported, no continuous hook up). Neither refrigeration, nor power, will be provided. Quiet, clean burning generators are acceptable. Generators must be placed on a flat surface and have nothing obstructing the running/operation of the generator. Generators may not be placed in the woods. Cords must be taped down securely if they are located where there is foot traffic. Those using charcoal, propane, or other open-flame methods of cooking must have fire-suppression equipment readily available.

Note: Depending on interest, we will look into the cost of a shared generator. If you have interest, please check the box on the application form. Once all food vendor applications are in, we will communicate with interested parties and provide information on the cost per vendor. A “generator fee” would then be subtracted from gross sales (to include rental, gas if applicable, etc.) prior to payment for vendors that share the generator. If there is not enough interest, you will need to provide your own generator.

This is an outdoor event thus all vendors are expected to conduct business for the duration of the hours listed; rain or shine. Inclement weather and/or lightning severe enough to pose a safety risk to Vendors, Staff or Attendees of the event will merit the abandonment of your space or by the direction of the Event Planner. Absolutely no refunds will be issued due to poor weather or force majeure.

PERMIT REQUIREMENTS: All food vendors must agree to present and maintain clean and sanitary conditions within their space and the immediate surrounding area. Vendors agree to abide by all State and County Health Department-Mandated Food Safety Regulations for the duration of the event. Each vendor must submit and complete an Application for Temporary Food Establishment Permit (enclosed) to the Central Racine County Health Department no later than July 7, 2017. See Temporary Food Service Guidelines within this application for further information on serving food at events. Specific questions about food handling should be directed to the Central Racine County Health Department at 262-898-4460 or visit their website at www.crchd.com.

INSURANCE REQUIREMENTS: Any and all Food Vendors must have a valid certificate of insurance on-site naming the “Waterford Graded School District” the “Waterford Area Chamber of Commerce” the “Waterford Union High School” and “The Game Plan Group LLC” as additionally insured and must submit the certificate to the Chamber office no later than July 7, 2017.

FEE & DEADLINE: Payments, inclusive of the security deposit, must be made in full at the time of application. Violation of any of the guidelines herein may result in immediate and permanent expulsion from Balloonfest grounds without refund of security deposit or booth fee. Completed applications and entry fees will be accepted through July 7. Event management reserves the right to reject any application and return accompanying payment to applicant. Received on or before May 31 WACC members $850 $250 refundable security deposit

$100 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales Non-Members: $950 $250 refundable security deposit

$200 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales Received by July 7 deadline WACC members $950 $250 refundable security deposit

$200 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales Non-Members: $1050 $250 refundable security deposit

$300 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales

SECURITY DEPOSIT: As mentioned above, a refundable security deposit of $250 is included in the booth fee. Provided that the guidelines set forth in this agreement are followed and spaces are left in a clean, undamaged condition, deposits will be returned within 10 business days of the close of the event.

CUSTOMER PAYMENT METHOD: All food and beverage sales at Waterford Balloonfest will be made using tickets sold to customers by the Chamber at multiple ticket booths located throughout festival grounds. Attendees purchasing tickets may use them at any food vendor booth in exchange for food and/or beverages. Tickets are sold in $1.00 increments. Please set menu prices accordingly. Food vendors are not allowed to accept cash, checks, credit card, debit card or other forms of payments from consumers.

TICKET RECONCILIATION/VENDOR PAYMENT: Reconciliation of tickets will be done on Sunday, July 23 in two waves in the Evergreen School cafeteria by appointment only. Wave 1 will begin at 10am and will be for any food vendors that are not serving food on Sunday. Wave 2 will begin immediately following festival close on Sunday at 6pm. An appointment sign-up sheet will be available at the event on Friday, July 21. All sign-up times are first-come first-served. A Food Vendor rep must be present for the weighing. Payment will be provided less the Chamber rate of 18% of all food & beverage sales and the non-refundable sales deposit. The Chamber reserves the right to deny or delay payment for tickets that are saturated, torn, or altered in any way. Payment for tickets will be made in the form of a check issued to the Food Vendor on Sunday, July 23 after tickets have been counted during vendor appointment.

MENUS: All Vendor menus, including pricing (in dollar increments only), must be submitted with the application. Only items listed and approved may be sold during the event. Ticket quantities must be displayed prominently and clearly within the operating space during the event.

BEVERAGES & ICE: Food vendors may not bring their own beverages to sell. Only beverages purchased through the Chamber program may be sold at the event for $3 each, with the exception of smoothies and coffee (excluding bottled lemonade and tea). Vendors may pre-order beverages and ice before the event begins and throughout the event. Balloonfest Volunteers will deliver the beverage and ice orders directly to the food vendor’s space during the event. Full cases may be returned to the Chamber on Saturday evening of the event for full credit. Beverage and ice monies owed to the Chamber will be directly deducted from ticket proceeds, reconciled on Sunday, July 23 during vendor payment appointments.

SPACE ASSIGNMENTS: Vendor spaces will be assigned accordingly, to facilitate traffic flow and Food Vendor variety. Food Vendors must operate from a tented space in accordance to the Temporary Food Service Guidelines. Vendor spaces are 20’ wide. The vendor will be required to purchase two spaces if their set-up space is greater than 20’ wide. Food vending may only be done from the front of the booth space, not from the sides or rear. No equipment, supplies, seating or signage may project beyond or be placed outside of the designated “front” of the booth space; as determined by the marked layout. For additional information on space assignments, please see Event Details section on page 1.

PARKING: All Food Vendors must park in designated Vendor Parking Area(s) and display an official Vendor Parking Pass (to be provided in confirmation packet). Each Food Vendor will be issued two (2) parking passes only. During the event, 15- minute parking for active re-supplying will be available in the bus loop. We ask that use of this parking area is brief and only when necessary to facilitate adequate access for all Food Vendors. This is a designated fire lane and must be kept clear for the Fire Department. Violators will be ticketed and towed at the owner’s expense. Motorized vehicles are not permitted on Balloonfest grounds between the hours of 6am and 10pm – only during designated set-up and teardown times. This includes golf carts, utility carts, ATVs, UTVs, cars, trucks vans, motorcycles and any other motorized vehicle deemed unacceptable by the event committee.

VENDOR TRASH REMOVAL: During and after the event, all trash produced by the Food Vendor must be carried directly to the enclosed, walk-in dumpster behind Fox River Middle School by the Food Vendor’s staff. Food Vendor trash IS NOT to be placed in the garbage cans used for the public or in the school dumpsters. Violators will lose their security deposit. Vendor booth spaces will be photographed Friday before set up and again on Sunday morning after tear-down.

CONFIRMATION: All approved vendors will receive a confirmation e-mail upon application approval and a confirmation packet (to include parking pass and assigned space) approximately 1 week prior to the event.

CANCELLATIONS: Full refunds will be provided for cancellations made on or before Friday, June 23. There will be NO REFUNDS for cancellations made after June 23 or for no-shows.

QUESTIONS: Please direct all questions to event coordinator Andrea at The Game Plan Group LLC: 561-714-8831 or andrea@thegameplangroup.com. For additional info on the 7th Annual Balloonfest, visit www.waterford-wi.org.

7th Annual Waterford Balloonfest 2017 Food Vendor Application

Vendor Business Name______________________________________________________________________

First Last

Mailing Address ___________________________________________________________________________

Contact Person Name ______________________________________________________________________

Contact Person Mobile Number_______________________________________________________________

Contact Person E-mail Address________________________________________________________________

Business or Product Website _________________________________________________________________

Please provide top 3 menu items you will display (attach full menu).

_________________________________________________________________________________________

Optional: I/we will serve food on Sunday, July 23 (circle): YES NO Optional: I/we are interested in using a shared generator (circle): YES NO

Please attach proposed menu and pricing information to this application.

Please select: Received on or before May 31 ___WACC members $850 $250 refundable security deposit

$100 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales ___Non-Members: $950 $250 refundable security deposit

$200 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales

Received by July 7 deadline ___WACC members $950 $250 refundable security deposit

$200 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales ___Non-Members: $1050 $250 refundable security deposit

$300 non-refundable booth fee $500 non-refundable sales deposit that will apply as credit

towards the chamber’s 18% or gross sales

Please submit Vendor Application by July 7 By Mail: 102 East Main Street, Waterford, WI 53185

or By E-mail: chamber@waterford-wi.org Website: www.waterford-wi.org

Total amount enclosed or to charge $______________

Payment options accepted (circle one): Check Master Card Visa American Express

If paying by check, YOU MUST MAIL YOUR ENTRY APPLICATION FORM. Please make checks payable to: Waterford Area Chamber of Commerce Return completed application form & check to: 102 East Main Street, Waterford, WI 53185

If paying by credit card, you have the option to mail in or E-MAIL YOUR ENTRY APPLICATION. If e-mailing, please send completed application form to: chamber@waterford-wi.org.

If you are paying with a credit card, please complete the information below:

Name as printed on the card __________________________________________________________________

Billing address______________________________________________________________________________

City______________________________ State _____ Zip ____________

Credit Card # ________________________________________ Exp. Date________3/4-Digit Code_________

Payment must be made in full at the time of application. A full refund will be issued if your business/organization is not selected as a Food Vendor.

Vendors agree to hold harmless the Waterford Area Chamber of Commerce, the Waterford Graded School District, Waterford Union High School, and The Game Plan Group LLC and its employees from any and all costs, expenses, damages, attorney fees, and any and all claims, demands, or liability by, or to the public, employees of the Vendor, invitees and frequenters, or others on account of, or occasioned by, negligence of Vendor, its agents or employees or otherwise, in the installation, construction, repair, alteration, maintenance, operations, vending or display hereunder of any structure, device, apparatus, commodity, stand, or by any activity pertinent to this Agreement, or by act of commission or omission, neglect or otherwise of the Vendor, its agents or employees, or of any patrons of the Vendor, when on or about the event premises.

Acceptance of Food Vendor Applications is subject to the review and approval of the Waterford Area Chamber of Commerce Food Committee. Accepted applicants will be notified via e-mail, postal mail or telephone at the contact information provided on the Application.

All information contained within this Vendor License Application is true and complete, to the best of my knowledge. I agree to abide by and uphold all regulations stated herein. ______________________________________________________________________________________________

Signature of Business Owner Date

VENDOR APPLICATION FOR TEMPORARY FOOD EVENTS & FARMERS MARKETS

ALL APPLICATIONS MUST BE RETURNED AT LEAST TWO (2) WEEKS BEFORE THE EVENT OR THE PERMIT FEE MAY BE DOUBLED.

YES NO

NAME OF EVENT OR FARMERS MARKET NON-PROFIT

VENDOR NAME & CONTACT PERSON CONTACT PERSON’S PHONE NUMBER

VENDORS ADDRESS VENDOR EMAIL ADDRESS

YES NO AGENCY: WI DHS LICENSE TYPE: TEMPORARY RESTAURANT

WI DATCP MOBILE RESTAURANT

LOCAL HEALTH DEPT: MOBILE RETAIL

OTHER:

LICENSED BY OTHER? IF YES, CHECK REGULATORY AGENCY AND TYPE OF LICENSE (MUST PROVIDE COPY WITH APPLICATION)

DATE(S) OF EVENT TIME FOOD WILL BE SERVED

1. LIST FOOD ITEMS BELOW AND CHECK PREPARATION PROCEDURE (CHECK ALL THAT APPLY)

FOOD ITEM READY TO EAT COOK REHEAT

COLD HOLD

HOT HOLD COOL

CUT/ SLICE

NOTE: NO FOOD PREPARATION MAY BE DONE AT HOME.

2. HAVE YOU READ THE TEMPORARY FOOD SERVICE GUIDELINES? YES NO 3. PLEASE DESCRIBE THE SOURCE OF WATER FOR HANDWASHING AND FOOD PREPARATION AND HOW WASTE-WATER

WILL BE DISPOSED OF: _____________________________________________________________________________________________________

4. NAME OF PERSON ATTENDING THE TEMPORARY FOOD SAFETY CLASS: ______________________________ FOOD SAFETY CLASSES ARE BY APPOINTMENT ONLY. PLEASE CALL 262-898-4460 TO MAKE A RESERVATION.

5. SEE BACK FOR FEE LIST I UNDERSTAND THAT IF NO ONE ATTENDS THE FOOD SAFETY CLASS, AND/OR REQUIREMENTS ARE NOT MET AT TIME OF INSPECTION, A PERMIT MAY NOT BE ISSUED. SIGN NAME PRINT NAME DATE

Central Racine County Health Department

10005 Northwestern Ave., Suite A Franksville, WI 53126

Phone: (262) 898-4460 FAX: (262) 898-4490 www.crchd.com

FOR HEALTH DEPARTMENT USE ONLY:

VENDOR IS NOT REQUIRED TO BE LICENSED

VENDOR IS LICENSED BY OTHER AND REQUIRES NO ADDITIONAL LICENSING BY CRCHD

VENDOR IS LICENCED BY OTHER, BUT REQUIRES A ONE TIME INSPECTION BY CRCHD

VENDOR IS NOT CURRENTLY LICENCED AND REQUIRES FURTHER ACTION FROM VENDOR PRIOR TO APPROVAL

Sanitarian Signature Date

Temporary Food Establishment Permit Fees

Not For Profit Organizations Permit

Fee

Temporary Food Establishment1 serving meals operated by an exempt group3 for 1-3 days per year

Exempt4

Temporary Food Establishment1 serving retail food operated by an exempt group3

for 1-12 days per year Exempt4

Temporary Food Establishment1 serving meals and operated by an exempt group3 for 4+ days per year-annual permit2

$180.00

Temporary Food Establishment1 serving retail food with processing and operated by an exempt group3 for 13+ days per year-annual permit2

$180.00

Temporary Food Establishment1 serving retail food without processing and operated by an exempt group3 for 13+ days per year-annual permit2

$100.00

For Profit Organizations Permit

Fee

Temporary Food Establishment1 with Processing 1-3 days per event $75.00 Temporary Food Establishment1 without Processing 1-3 days per event $50.00

Temporary Food Establishment serving meals for 4+ days per year-annual permit2 $180.00

Temporary Food Establishment1 serving retail food with processing for 4+ days per year-annual permit2

$180.00

Temporary Food Establishment1 serving retail food without Processing 4+ days per year-annual permit2

$100.00

Temporary Food Establishment1 or Mobile Food Establishment permitted by other organization5

$35.006

1. Facility temporarily selling meals or retail food in conjunction with an event. 2. 14 consecutive days or 20 non-consecutive days per event. Unlimited number of events per year. 3. Exempt groups must be approved by CRCHD and include but are not limited to: Registered 501C groups, Church

groups, charitable fundraisers for hardships and youth organizations. 4. Exempt from fee and inspection. Free food safety class attendance recommended. 5. Wisconsin Department of Agriculture, Trade and Consumer Protection, Wisconsin Department of Health

Services, or other competent local Health Department. 6. Inspection fee only. The Temporary Food Establishment will not be issued a permit by the Central Racine

County Health Department. Event is defined as a celebration such as an anniversary sale, carnival, circus, fair, festival, public exhibition, or an occasional sales promotion.

Central Racine County Health Department

10005 Northwestern Avenue US Bank, 2nd Floor

Franksville, WI 53126 Phone: (262) 898-4460

Fax: (262) 898-4490

Office Hours: Monday - Friday 8 AM – 4:30 PM

Find CRCHD on Facebook and Twitter

Central Racine County Health Department

Central Racine County Health Department

TEMPORARY FOOD SERVICE GUIDELINES

Are you Ready to Serve Food at Your

Event?

Hand Washing Station A hand washing station must be available at the food stand and shall include: Water

container with a non-self closing spigot

Soap Paper towels Discard bucket

to collect wastewater

A non-self closing spigot is a valve that will remain open. This will allow both hands to be available for hand washing and in turn provide effective cleaning.

Clean Hands For Clean Foods Staff working at a temporary food stand must know how to wash hands properly.

Train your staff to use the following steps to wash their hands. 1. Use soap, not a hand sanitizer, to work

up a soapy lather. 2. Rub hands together for at least 20

seconds. Remember to wash back of hands, wrists and between fingers.

3. Rinse off soap under running water. 4. Dry hands with a paper towel.

On-site Dishwashing Wash dishware using a 3-step method: Wash in warm soap water Rinse in clear water Sanitize (1 tablespoon of bleach in

1 gallon of water) Air dry dishware after washing

Temporary Food Stand Basics

Keep all foods covered to prevent contamination.

A thin stem thermometer with a range of 0°F - 220°F must be present to monitor temperatures.

An insulated cooler with plenty of ice will keep foods cold.

Tips to Prevent Foodborne Illness Separate Raw Foods Clean and Sanitize Surfaces Cook Foods to Proper Temperatures Keep Cold Foods Cold Keep Hot Foods Hot

www.crchd.com

01/01/2015

Are You Ready to Serve Food at Your Event?

Keeping food safe at a temporary food stand can be a real challenge due to its unique conditions. The following guidelines will help you serve safe food and help prevent a foodborne illness.

Food Booth Food booth floors shall be a material that prevents dust and dirt from contaminating the food and food equipment. Dirt floors shall be covered with plywood, cardboard or other similar materials. A roof and sidewalls may be required. All extensive food preparation shall be effectively enclosed or screened.

Equipment Adequate facilities shall be provided to

maintain all perishable cold foods at 41°F or less. For example, mechanical refrigeration or coolers with ice. Raw animal foods must be separated by species and from ready to eat foods.

Adequate equipment shall be provided to cook foods to the proper temperatures. For example, grills and hot plates.

Adequate facilities shall be provided to maintain all hot foods at 135°F or more. For example, grills, steam tables, hot plates and Nescos.

A metal stem thermometer capable of reading temperatures from 0°F to 220°F must be available to monitor temperatures. Meat thermometers are not acceptable.

Important Temperatures Cold foods must be held at 41°F or less. Hot foods must be held at 135°F or

above. Cook foods to the following

temperatures for each food item. 135°F – precooked

food items 145°F – whole

roasts, fish, and shelled eggs

155°F – ground meats like sausage or hamburgers

165°F – poultry, wild game, stuffed meats, and stuffing containing meats

Cooling Plan your event accordingly to have minimal food leftover at the end of the day. Cooling and reusing foods is not recommended.

Glove Use Use gloves or utensils to prevent direct hand contact with ready-to-eat foods (hamburger buns, potato chips). Cooks handling raw meat are not required to wear gloves. However, they are expected to wash hands frequently to prevent cross-contamination.

FACT: Touching food with bare hands can transfer germs to the food.

Food Protection Keep foods and condiments covered to provide protection from insects and contamination by your customers.

Hand washing Hand washing must take place upon entering the food booth, after handling raw food, soiled utensils, garbage, coughing or using the restroom and as necessary during ser-vice.

A hand washing station must be available at the food stand and shall include:

Water container with a non-self closing spigot

Adequate supply of warm water Hand soap Paper towels A container to catch the wastewater

Health and Hygiene Only healthy volunteers or employees should serve food. Anyone showing symptoms of disease (diarrhea, fever, vomiting) or having open sores cannot be allowed to work in the food booth. Clean clothing must be worn. Eating or drinking should take place outside of the food booth.

FACT: Frequent and thorough hand washing remains the first line of defense in preventing a foodborne illness.

Dishwashing On-site dishwashing facilities shall be provided unless the food equipment can be returned to an approved facility at the end of the day for dishwashing. Wash equipment and utensils using a 3-step method: wash in warm soapy water, rinse in clear warm water, and sani-tize. (1 tbsp. of bleach in 1 gallon of water).

Wiping Cloths Provide a sanitizing solution (1 tbsp. of bleach in one gallon of water) to help clean surfaces.

Garbage Provide an adequate number of containers for garbage disposal.

Wastewater Wastewater must be properly collected and discarded. Do not discard liquid waste into streets, storm drains or onto the grass.

FACT: Flies and other insects may carry be carriers of disease.