INSURANCE:
Each individual vendor setting up on city property is required to maintain a comprehensive public liability insurance policy for personal injury or death and for property damage during their time at the specific event.
VEHICLE REGULATIONS:
• No vehicles permitted on‐site while event is in progress at any time! All vehicles must leave the site no later than 30 minutes prior to start of event and cannot return to the site until 30 minutes after end of event. Vehicles will be allowed in parks on designated driving paths only. No vehicles will be allowed in the park during the event hours without permission from the Event Organizer.
• Vendor is responsible for the replacement of any bollards/barricades when entering and leaving site. Vendor will be held fully responsible for any personal injury and property damage or death resulting from failure to comply with this regulation and agreesto indemnify and hold harmless the QC VegFest, its employees, volunteers, agents and officers from any liability and or expense, including attorney's fees, resulting there from.
• Maximum time vehicle allowed on‐site ‐ 30 minutes. Vendor is responsible for locating offsite parking.
*All vendors will be given a load in time and load out time the week of the event.
REFUNDS|CANCELLATIONS:
There are no refunds. In the event there is inclement weather, public health crisis resulting in closures, or other unforeseen catastrophes ; The event will be rescheduled at a later time and your payment will be transferred to the new date.
ELECTRICAL INSTRUCTION:
Power is limited. If power is available at the event venue, Vendor shall operate no instruments, appliances, machinery, equipment, or other objects requiring electricity except as specifically agreed upon. No vendor is permitted to connect power until authorized on‐site by an Event Organizer representative.
FOOD VENDOR’S TERMS & CONDITIONS
EQUIPMENT:
Food Vendors operating stoves, grills, ovens, etc. shall provide a fully charged and UL approved Fire Extinguisher in any tent or constructed booth used by the Vendor during the hours of operation.
• All equipment must meet all State & City Safety and Health standards.
• Unless otherwise indicated by the event organizer, the Vendor is responsible for providing: GROUNDCOVER Power, Ice Umbrellas for pushcarts, Interior tent lights Booth signage& decorations.
All hand tools & carts Tables & chairs Countertops& coverings
FIRE SAFETYREQUIREMENTS:
• All tents are to anchored to withstand the elements of weather and collapse
• Tents over 900 sq. ft. or canopies over 400 sq. ft. shall not be erected without a permit from the building official’s office
• A 12 ft. firebreak shall be maintained between all cooking tents
• Tents shall be labeled and certified as flame resistant. A flame retardant certificate shall be kept on site and available to the fire official
• Combustible materials(hay, mulch, straw, shavings, etc)shall not be located in any tent. All combustible trash shall be removed daily.
• All tents shall have portable fire extinguishers Cooking:
• All cooking appliances or any devices with open flames or heating elements must be on the outer edge of the tent, preferably the rear or sides of the tent.
• All electrical appliances shall be installed & maintained in accordance with good fire safety practices.
• Tent flaps/side curtains may not be down while cooking appliances are in use
• Extension cord shall be of the three prong type approved for outdoor use only and shall not be subject to physical damage by pedestrian or vehicular damage
• Any structure under which food cooking takes place must be inspected by the fire official • Turkey fryers are NOT permitted on City property
• The venders need to take safety precautions to keep the public from accessing hot cooking surfaces, open flame/heating elements, steam tables or other cooking areas. They may use tables, screens, etc
• Trailers with a range hood system are required to have a 40BC extinguisher
• You are NOT to wash down greasy equipment such as deep fat fryers on site causing waste run off into the storm drains and grassy areas. The dirty cooking equipment shall not be washed over the storm drains, with hoses in the grass or in the middle of walk ways.
• Charcoal grills shall be used outside the tent area and on a flat, stable non‐combustible surface.
• Cooking tents will either have 1‐ 40BC or K type extinguisher location accessible and visible to all occupants of the tent for immediate use. All areas with “pig cookers” shall have a fire extinguisher. The extinguishers must have current inspection tags and be operational. Newly purchased fire extinguishers may use the sales slip to show the inspect or that they are within code.
• The vendor shall have proper containers for waste water and grease. You will be responsible to clean up overflow & spillage if it occurs when using these containers. It is the vendors responsibility to get these dumped.
• LP tanks must be kept 10 feet away from cooking appliances origin sources with relief valves directed away from the interior of the tent. All LP connections must be “leak tested” before lighting appliances. The use of long matches or electric matches is recommended to light appliances. Cooking appliances must have the 10 ft propane lines on them. No other type may be used.
• All compress gas containers must be secured against falling. (Tie down, tie together, inside a container, rack or secured to a post). The tanks must be on a firm, stable, flat surface. LP appliances may not be unattended while in use.
• Overhead Protection: All food preparation and service as well as cooking and washing equipment shall be located inside a permanently covered cart or trailer or protected from overhead debris by a tent or temporary membrane structure. For temporary membrane structures, you must have flame retardant certificate on‐site.
• Potable Water Source: Food‐grade hoses with appropriate backflow devices are necessary if accessing a City water supply. Well water is not considered a potable source without a recent acceptable bacteriological result from a certified laboratory.
• Hand washing Station: A hand washing station is required in a location immediately accessible to the food handlers. Heated running water, hand soap, paper towels, and wastewater catch basin must be provided at the hand washing station.
• Refrigeration/Hot Holding: Sufficient refrigeration and hot holding facilities shall be provided and include metal stem thermometers.
• Food/Ice Protection: All food and ice shall be protected as follows: - covered and stored off the ground & served with long‐handled utensils or scoops - protected from customers by at least 30” separation. No self‐service buffets or condiments allowed. ir Restraints: Hair restraints shall be worn by all food service workers.
• Solid and Liquid Waste Disposal: Waste water shall not be dumped on the ground or in drains. Vendors must collect waste water in covered containers.
• Ground Cover: Food vendors must supply a ground cover under all equipment and food service operations. The Fire Department has approved the use of roofing felt paper for this purpose. Combustibles such as grass carpet, paper products, hay, straw, and wood shavings are not acceptable for use as ground cover. Concerns involving unique cooking equipment where the open flame or heating device is close to the ground should be addressed to the Fire Department.
PROFESSIONAL CONDUCT AND CONCESSION APPEARANCE:
No activities in violation of federal, state, or local laws shall be permitted on the premises; and it shall be the responsibility of the Vendor to adhere to this provision. No lewd or indecent actions, conduct, language, pictures, or portrayals shall be included in the activity presented by the Vendor on the premises; and nothing shall be presented, used, or sold that is contrary to law or prohibited by ordinance of the City of Rock Island.
LICENSE,PERMITS, TAXES, FEES:
The Vendor shall obtain, at his own cost, any license or permits as may be required by law, and shall pay all taxes, fees and charges prescribed by Federal, State, and local laws, ordinances, and regulationsin connection with Vendor's use of the premises.
COPYRIGHTINFRINGEMENTACTIONS:
Should Vendor present or allow the presentation of any composition, work, or material covered by copyright, o rfurnish any product covered by registered trademark, the Vendor agrees to defend, indemnify and save harmless the QC VEGFEST group, the organizer DeAnna Freeman-Foster, their agents, volunteers or employees, for any loss, damage, or expense arising from any claim, allegation or suit for infringement of such copyright or registered trademark.
INSPECTIONANDENTRY:
The City reservesthe right to inspect the premises and Vendor's operation during the term of this agreement and for that purpose its duly authorized representatives may enter upon said premises and Vendor's operation at any time and on any occasion without restriction.
PARK DAMAGE:
Vendors will be held financially responsible for any damage done to park property. Damage fees are due within 10 days of vendor notification.
TERMINATION:
It is expressly understood and agreed that, without prejudice to any rights and remedies that may be available to the QC VegFest Group, in the event of any breach or failure to perform by Vendor one or more of the terms and conditions of this Agreement, the QC VegFest Group may terminate this agreement by so notifying the Vendor, and may refuse to allow the Vendor to take possession of the premise. If Vendor is already in such possession, may stop all activities of Vendor on premises and oust Vendorfrom the premises. The City, its agents, or employeesshall in no way be responsible for the Vendorfor carrying out the actions authorized by this paragraph. The waiver by City of any breach of any term contained in this Agreement shall not be deemed to be a waiver of such term for any subsequent breach of the same or any other term. The QC VegFest reserves the right to evict any objectionable person or persons from any portion of the facility, and upon the exercise of this option or authority by the City, its agents or police officers, the Vendor hereby waives any right or claim for damages against the City or any of its agents or employees. Should the premises be made impractical for use by any cause, the QC VegFest may, at its discretion, terminate and void this agreement, and the Vendor expressly waives any and all claims for damage or loss of profit or other compensation should this agreement be so terminated.
HAZARDOUS MATERIALS AND SITUATIONS:
Vendor agrees not to bring onto the premises of the Park any material, substances, equipment, or object which is likely to endanger the life of, or to cause bodily injury to or death of, any person on such premises, or which is likely to constitute a hazard to property thereon, without prior written approval of the City. The City shall have the right, in itssole discretion, to refuse to allow any such material,substances, equipment, or object to be brought onto its premises and the further right to require immediate removal therefrom if found thereon.
PROHIBITED PRACTICES:
• No operating on site without ground cover
• No driving on grass at any time
• No staples/nails permitted on tents
• No fires except in approved grills or containers at approved locations
• No disposal of water, ice, grease or any liquid on grass at any time ‐ absolutely no liquids to be poured into park drains or on pavement
• All grease and liquids(including melted ice) must be disposed of in proper on‐site waste containers
• All ash, charcoal must be removed from site by vendorin covered containers
• Allsigns, tape,string, decorations, etc., must be removed from tents before leaving site
• No digging holes at any time
• No strapping to permanent park fixtures, i.e., benches, trash barrels, light poles and similar items.
• Compliance with all other provisions of the City of Rock Island’s Codes.
QC VegFest NOT LIABLE FOR LOSSOR DAMAGE:
The QC VegFest shall not be liable for any loss or damage to machinery, equipment, merchandise, paraphernalia, costumes, clothing, booths, stands, exhibit materials, or any other property of the Vendor, or Vendor's agents, employees, patrons, or guests, caused by theft, riots, strikes, civil commotion, fire, acts of God, or any other cause of whatever kind of nature. The QC VegFest shall not be responsible for charges or expenses on any materials, merchandise, properties, printed or advertising matter or otherwise, Park property caused by such acts of the Vendor or Vendor's agents, employees, patrons, or guests, whether accidental or otherwise. Vendor further agrees that all properties and decorations brought onto premises will be removed immediately following the activity. Vendor shall be responsible for policing and maintaining a neat and orderly appearance in and adjacent to the assigned booth space. To this end, Vendor will provide trash bins as receptacles for its own use and for the use of its patrons, within its premises.
APPROVAL OF ADVERTISING AND DECORATIONS:
Vendor agrees to cross-market and promote the QC VegFest on social media platforms and/ or distribute promotional material pertaining to the QC VegFest 2024.
INCLEMENT WEATHER: