HOURS OF OPERATION:
10am to 10pm, or when the concert ends for both days. Vendors must be onsite both days. Vendors are not allowed to take down early unless instructed to do so by Festival.
CONTROLLING AGREEMENT:
All provisions of any understandings between Celebrate Oak Ridge, Secret City Festival, City of Oak Ridge (hereinafter referred to as “Festival”) and the Vendor listed in Paragraph 1 (hereinafter referred to as “Food/Concession Vendor”), are incorporated herein and this Agreement supersedes all prior negotiations, representations, understandings, or other agreements, written or oral by or among any of the parties hereto. No representative of the Festival is authorized to modify or supersede this Agreement orally. This Agreement may only be modified or amended in writing. In the event of conflict between this Agreement and any prior, contemporaneous or subsequent agreement between the parties, it is expressly understood and agreed that the provisions hereof are controlling.
CONTRACTUAL RELATIONSHIP:
It is understood and agreed that Food/Concession Vendor is acting as an Independent Contractor in its capacity hereunder. Food/Concession Vendor shall be responsible for all acts or omissions of its employees and volunteers. Nothing contained in this Agreement or in the relationship between Festival and Food/Concession Vendor shall be deemed to constitute a partnership, joint venture or agency relationship between Festival and Food/Concession Vendor.
FESTIVAL LOCATION:
The Secret City Festival (hereinafter referred to as “Event”) will be located primarily on the grounds of the Oak Ridge Civic Center in Bissell Park; 1403 Oak Ridge Turnpike, Oak Ridge, TN 37830. Other activities linked to the Event will be located at various other locations owned by the City of Oak Ridge.
REGISTRATION FEE:
No fees are required with this application. The cutoff date to submit applications for Food Trucks is August 20, 2021. The selected vendors will be notified by August 28, 2021. The booth payment, as well as your $100 clean-up deposit, will be charged upon approval of your application. If you payment does not go through the Festival Concessions Committee will offer the spot to the next approved Food Truck on the waiting list. It is hereby agreed by and between the Food Vendor and Celebrate Oak Ridge that this registration form may be cancelled or revoked for just cause by Celebrate Oak Ridge at any time.
CLEAN-UP DEPOSIT:
All vendors serving or preparing food are required to post a clean-up deposit of $100 per vendor space to ensure proper cleanup of area. This deposit will be charged to your card upon approval along with your booth fee. Each Food/Concessions Vendor is responsible for removing all grease and charcoal properly. Any improper disposal of grease and charcoal will result in not being allowed to participate in future festivals.
If your vendor space is left as you found it, you dispose of waste according to Festival guidelines and your electrical usage is as initially agreed upon, your deposit, less any cleanup fee assessed by the Food/Concessions Vendor Committee following a post-event inspection, will be returned to you within 30 days after the Festival.
SET UP/TAKE DOWN:
Early set up will be Thursday, September 23rd from 4:00 – 7:00 pm for any food vendors who would like to set up early. Remaining food vendors must be available to set up as early as 6:00 am, but no later than 8:00 am) on Friday, September 24th. All arrangements for Food Truck delivery, set up and operation are your responsibility and you must be present when your Food Truck is delivered. All units must be removed no later than 4:00 pm on Sunday, September 26th. NO takedowns are allowed during concession (open) time.
SPACE/ASSIGNMENT:
Space assignments are made by the Food Vendor/Concessions Committee. Unit size and type of food will influence space assignments and allocations. If your Food Truck, vehicle, and smoker/broiler, etc. will not fit in the allotted space, your vehicle must be moved off-site. Marketing outside your vendor space is prohibited. Every Food Truck must be self-contained.
PARKING/UNLOADING:
Additional parking areas are designated, and a map and directions will be sent to you 2 weeks prior to the Festival. NO vehicles may access the site during concession hours. Vehicles may enter the vendor area for re-stocking Saturday from 6:00 AM to 8:00 AM ONLY. This is a pedestrian area only during concession time.
AUTHORIZATION TO SELL PRODUCTS:
Festival hereby authorizes Food/Concession Vendor to sell only the products at prices submitted to and approved by the Food/Concessions Vendor Committee (no price or menu changes allowed unless approved in writing by the Food/Concessions Vendor Committee). Festival shall have complete discretion and control over all aspects of the Event, including the conduct of Food/Concessions Vendor’s business and the design and layout of the Premises. All sales of Products shall be at prices, which are reasonable and customary in the City of Oak Ridge marketing area. The approved menu and price list must be posted and visible to the public BEFORE 9:00 AM on Friday. Signs must be large enough to be seen from a distance and must be displayed in several locations. This is a family event, so please price accordingly.
HOUSEKEEPING: Dumpsters and recycle bins are provided. All vendors will be responsible for site cleanup and placement of surplus products, equipment, oil (placed in a sealed container), boxes (broken down), pallets, etc. in the appropriate container. Vendors who fail to recycle, empty garbage cans, remove equipment/trash or dispose of oil properly will forfeit their deposit and will not be considered for future Festival events.
WASTE/RECYCLING: All vendors are required to minimize and conscientiously dispose of waste and to use recyclable and biodegradable products in food preparation and serving. No glass bottles allowed. Vendors are also required to recycle all cardboard and plastic products. Recycling containers will be onsite at the festival.
ICE:
Ice will be onsite and located near the main food area. It will be available for purchase at $4.00 for a 20 lb. bag.
INSURANCE:
Contractor/Vendor/Renter accepts full liability for damages to person or property arising out of its use and occupancy of the premises and sales of any products therefrom. Prior to occupying the premises, Contractor/Vendor/Renter shall obtain General Liability coverage with limits of no less than $1,000,000 per occurrence and $1,000,000 aggregate. Said policy shall be in full force and effect throughout the term of the contract, and shall name both the City of Oak Ridge and Celebrate Oak Ridge d/b/a Secret City Festival as Additional Insured. Proof shall be in the form of a Certificate of Insurance, to be provided prior to occupancy of the premises (Please email to: bobwolf38506@comcast.net).
HOLD HARMLESS:
With these rights, we hereby release and hold harmless Celebrate Oak Ridge, the City of Oak Ridge, the Secret City Festival, its employees, volunteers, sponsors and agents from any claim, liabilities and/or damages that may now or in the future arise by reason of such use. Further, we acknowledge that we are aware of the risks associated with participation in the Secret City Festival and, therefore, on our behalf and that of our heirs, do hereby release and hold harmless Celebrate Oak Ridge, the City of Oak Ridge, the Secret City Festival, its employees, volunteers, sponsors, and agents for any and all claims, liabilities and/or damages on account of any personal injury or property damage which may occur from any cause before, during or after the Secret City Festival.
