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Food Vendor Application

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Deadline: Apr 30, 2024 11:00 pm (GMT-04:00) Eastern Time (US & Canada)
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Celebrate! West Hartford 2024
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Date: Jun 08, 2024 10:00 am - Jun 09, 2024 6:00 pm (EDT)
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West Hartford, Connecticut
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$500-1.0K

About the event

Celebrate! West Hartford (CWH) is an annual, family-oriented, two-day community festival which attracts nearly 40,000 guests. Held on the grounds of Town Hall in this quintessential Connecticut town, the event features an award-winning Arts & Crafts Show, a Business Sponsor & Non-Profit Expo, an international food court, live musical performances, carnival games and rides, and FUNd Runs including a 5K & Kids' K Dash!
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Town of West Hartford - Celebrate! West Hartford
Town of West Hartford - Celebrate! West Hartford
Contact Organizer
Town of West Hartford - Celebrate! West Hartford
Town of West Hartford - Celebrate! West Hartford
Contact Organizer

About the registration

The Celebrate! West Hartford Food Court is designed to delight nearly 40,000 visitors each year. As one of the event's main attractions, we seek to curate a wide variety of menu offerings from ethnic cuisine to specialty foods and popular festival favorites. To maximize vendor profits, the Committee carefully reviews each application to avoid duplication of menu items. We limit the number of food booths, and we do not use a token system or charge commission.
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Terms & Conditions

Application Approval
Food Vendor applications are subject to approval by the Celebrate! West Hartford (CWH) Committee. Approved vendors will be placed on the Waitlist until insurance documentation is received and approved by our Risk Manager.

Payment & Processing Fee 
Submission of credit card information is required to cover the application fee. Full vendor fees will not be charged until after the Approval of an organization’s application or when placed on the Waitlist. A processing fee of approximately 2.9% + $0.30 will be charged by the credit card processor and added to the registration total. Other fees will be absorbed by CWH.
 
If you request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application.
 
Menus 
CWH reserves the right to approve all menus. Please be as specific as possible about your menu items, as you may only sell from your approved menu. Items listed in the program will be limited to four. Hamburgers and hotdogs are reserved for non-profits. Alcohol is not permitted.
 
Temporary Food Permit 
Upon CWH Approval or Waitlist notification, all food vendors must secure a Temporary Food Event Application permit through the West Hartford/Bloomfield Health District - 
https://www.westhartfordct.gov/town-departments/health-district 
580 Cottage Grove Road, Ste. 100
Bloomfield, CT 06002
860-561-7900
The permit fee is $50. Payment is made to the West Hartford/Bloomfield Health District.  
 
Non-Profits Serving Food
Qualified non-profit organizations will receive a $100 discount off Food Vendor Fees. Please contact Event Director for Discount Code.
 
Insurance
Approved vendors will be placed on the Waitlist and booth/location assignments will not be made until insurance requirements have been met. A Certificate of Insurance must be submitted to us by April 15 or vendor risks forfeiting exhibiting space.

Certificate of Insurance Requirements
  • Vendors must hold General Liability coverage of at least $1,000,000 each occurrence.
  • Food Truck Vendors must also carry Auto Liability and Physical Damage coverage of $1,000,000 each occurrence.
  • Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law). 
  • Description of Operations section must include the name and dates of the event - Celebrate! West Hartford, June 8 & 9, 2024.
  • Description of Operations section must list: The Town of West Hartford, West Hartford Board of Education, and their respective boards and commissions, officers, officials, agents, representatives, employees, and volunteers as Additional Insured. 
  • The Certificate Holder must be: The Town of West Hartford, 50 South Main Street, West Hartford, CT 06107.
Contact your insurance provider with this information to issue these documents.
Call the Town's Risk Management Office with questions - 860-561-7485.
Upload documents to application in Eventeny portal.
 
Electricity 
20 amp duplex outlets are available for $50 per plug on a limited basis. Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amperage, voltage or watt usage. Please refer to the appliance’s tags for this required information. Vendors must provide their own electrical cords (12 gauge extra hard usage weatherproof SOW accepted). Quiet generators may be allowed, but must have prior approval; please check with the office by May 1.
 
Cooking & Fire Prevention
Vendors cooking with open flame must indicate fuel type in application and must comply with State and Local fire codes. Propane for cooking is preferred.
 
Vendors cooking with open flame must provide appropriate extinguishers at the booth:
  • Fryolaters: Class K fire extinguisher
  • Gas/Electric burners, sterno: all purpose 5 lb BC fire extinguisher
No cooking may take place under tents regardless of weather conditions.
 
Parking 
Two free parking passes are provided for food vendors in Memorial Garage on the Top Level only. Carpooling is encouraged. Limited space is available for oversized vehicles (larger than car/minivan) or trailers which are registered in the application.
 
Hours & Weather
Celebrate! West Hartford is open to the public on Saturday from 10 a.m. to 6 p.m. and on Sunday from 12 p.m. to 6 p.m. Exhibitors are expected to staff booths for all hours of the event on the days they are exhibiting.
 
In the event of rain, every effort will be made to proceed as planned. Therefore, special consideration should be made by each participant to prepare for such a circumstance. The festival may be cancelled/closed only in the event of extreme and dangerous weather conditions. Event staff will notify and direct exhibitors in the case of expected lightning or other dangerous weather conditions.
 
Security and Liability 
Town staff will be onsite providing security on Saturday overnight. Participants may leave their setup overnight, however, goods must be removed or left at the participant's risk. Refer to Liability Waiver in the application.
 
Town Ordinances 
Smoking, vaping & alcohol use are prohibited on the grounds of West Hartford Town Hall. Dogs are highly discouraged on festival grounds. For the protection of the environment, balloons are prohibited.
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Related files

Sample Celebrate! West Hartford Festival Map
Sample Celebrate! West Hartford Festival Program
Sample Celebrate! West Hartford Arts & Crafts Program

Prices

Application Fee $15 Non-refundable
10'x10' tented space $500 All tents must be supplied by the event.
10'x20' tented space $800 All tents must be supplied by event.
Self-Contained Food Truck - Up to 24' long $920 Length of Food Truck must be inclusive of all hitches and other protrusions. If serving is done from an end-cap (and not on the long side of the truck), space must be allowed for customer lines.
Self-Contained Food Truck - 24'-32' long $1,050 Length of Food Truck must be inclusive of all hitches and other protrusions. If serving is done from an end-cap (and not on the long side of the truck), space must be allowed for customer lines.
Out-Of-Town Business Surcharge $100 If your business is located outside of West Hartford, an additional fee is charged.
ICE - First Bag $35 If you intend to purchase ice during the event, please pay for your first bag here to offset the cost of an onsite refrigerated truck. Additional 30lb bags will be available onsite for $10 each. Payment may be made then in cash or through Eventeny.
Electrical Outlet $50
Tent Wall - Back Only $17 If you order a 10x20' tent, please order two (2) back walls.
Tent Walls - Sides Only $34 Includes two (2) 10' panels for sides.
Table/s - (8 ft) $0
Chair/s $0

Questions on the registration

Business information

  • Business name
  • Legal business name
  • Contact name
  • Address
  • Email
  • Phone
  • Website (Optional)
  • Logo (Optional)

Additional information

  • TERMS & CONDITIONS
  • ACCEPT INSURANCE REQUIREMENTS
  • CERTIFICATE OF INSURANCE
  • TAX IDENTIFICATION #
  • WEST HARTFORD AFFILIATION?
  • BOOTH TYPE OPTION/S
  • PRIMARY CONTACT NAME (during event)
  • PRIMARY CONTACT CELL #
  • MENU ITEMS
  • ELECTRICITY REQUIRED?
  • APPLIANCES: AMPS & WATTS
  • OPEN FLAME COOKING?
  • FUEL TYPE
  • # PARKING PERMITS? (Including trailers)
  • OVERSIZED VEHICLE DETAILS
  • Special Requests or Notes:
  • ACCEPT LIABILITY WAIVER

Picture requirements

  • Minimum pictures required: 0
  • Please upload photo/s of your setup & food offerings. (This is helpful for approval process and may be used in promotion.)
Food Vendor Application
Food Vendor Application
Celebrate! West Hartford 2024
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