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Food Vendor Application

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Deadline: May 15, 2023 11:00 pm (GMT-04:00) Eastern Time (US & Canada)
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Celebrate! West Hartford 2023
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Date: Jun 10, 2023 10:00 am - Jun 11, 2023 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 to the grounds of Town Hall. Event highlights include over 120 sponsor and non-profit exhibitors, an award-winning arts and crafts festival featuring 150 artists from across the Northeast, an international food court, live music performances from renowned local performers and West Hartford students, carnival games and rides, and a 5K FUNd Run & 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

Menus
Celebrate! West Hartford (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. We suggest up to four items. Hamburgers and hotdogs are reserved for non-profits. Alcohol is not permitted.
 
Temporary Food Permit 
All food vendors must secure a permit through the West Hartford/Bloomfield Health District. They will send each vendor an application after you have been approved by CWH. The permit fee is $50. Contact the WH/Bloomfield Health District directly at 693-C Bloomfield Avenue, Bloomfield, CT 06002, or call them at 860-561-7900 with any questions. Payment is made to the West Hartford/Bloomfield Health District.
 
Non-Profits Serving Food
NEW THIS YEAR - Qualified non-profit organizations will receive a $100 discount off Food Vendor Fees. Please contact Event Director for Discount Code.
 
Insurance 
The following two documents must be submitted by May 1.
 
1) Certificate of Insurance
  • Exhibitors must hold a General Liability policy of $1,000,000 each occurrence.
  • Food Trucks must also carry Auto Liability of $1,000,000 each occurrence.
  • Workers’ Compensation must meet statutory requirements in Connecticut (or applicable state law). 
  • Certificate must be endorsed to include the Town of West Hartford as an Additional Insured and note the dates of the event. 

2) Additional Insured Endorsement
Blanket Al Endorsements are acceptable.
 
Contact your insurance provider to issue these documents.
Upload documents to application in Eventeny portal.
Call the Town's Risk Management Office with questions - 860-561-7485.
 
Electricity 
CWH can supply 20 amp duplex outlets for $50 per plug on a limited basis. Vendors requesting electricity must provide the electrical requirements of each appliance that needs power, such as amp, 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.
 
Payment & Processing Fee 
Submission of credit card information is required with this application, but payment will not be charged until after the approval of an organization’s application. A processing fee of approximately 2.9% + $0.30 will be charged by Stripe (the credit card processor) and added to the registration total. Other fees will be absorbed by Celebrate! West Hartford.
 
If you must request an alternative form of payment, please explain in the "Special Requests or Notes" section on the application.
 
Security and Liability 
Town staff will be onsite providing security on Saturday night. 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.
 
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) 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.
 
Town Ordinances 
Smoking, vaping & alcohol use are NOT ALLOWED 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 $30 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
  • TAX IDENTIFICATION #
  • PRIMARY CONTACT NAME (during event)
  • PRIMARY CONTACT CELL #
  • MENU ITEMS
  • OPEN FLAME COOKING?
  • FUEL TYPE
  • ELECTRICITY REQUIRED?
  • APPLIANCES: AMPS & WATTS
  • # PARKING PERMITS?
  • OVERSIZED VEHICLE DETAILS
  • ACCEPT INSURANCE REQUIREMENTS
  • CERTIFICATE OF INSURANCE
  • ADDITIONAL INSURED ENDORSEMENT
  • 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 2023
Registration deadline has passed