FOOD VENDOR REGISTRATION PACKET

Inaugural Chicago Fest West Festival
Saturday, March 19, 2022
2:00 pm – 9:30 pm
Mesa Convention Center 263 N. Center Street, Mesa AZ 85201

Registration Fee: $200

Please check the vendor fees that apply to your requested vendor space. Each vendor space is 10′ x 10′. Food truck spaces are 20×30 ft. Paying the fee reserves your space. Your vendor fee for the event is 10% of sales less the registration fee.

Food Vendor
$200
Electrical Hook Up
$25

Submit completed registration forms and payments, if applicable by February 11, 2022.

By Mail. Make checks payable to College Bound AZ and mail to:
College Bound AZ
4222 E Brown Rd UNIT 33
Mesa, AZ 85205

By credit card. Make payment at paypal.me/CollegeBoundAZ

Your receipt will be emailed to you.

Each food truck vendor’s menu will be reviewed to determine suitability. For assistance with this application or any other questions, please call 602-550-3161 or email shui@collegeboundaz.org. We look forward to seeing you March 19th!

CONTACT INFORMATION

UNIT DESCRIPTION

Please include a photo or image of your vendor unit.

Upload a photo or image of your vendor unit.

PRODUCT DESCRIPTIONS

FOOD TRUCK VENDOR ACKNOWLEDGEMENT FORM

  1. Vendors are prohibited from selling and serving alcoholic beverages.
  2. Vendor spaces are limited to avoid duplication of vendors. Once you have submitted your registration, it will be reviewed, and you will receive notice of your selection status. If your registration is accepted, you will be contacted by College Bound AZ to facilitate next steps.
  3. Vendors will be notified by email of space assignment and set up times one week prior to the event.
  4. Vendor spaces must be manned between 2:00 pm to 9:30 pm and should not be removed before 9:30 pm for guest safety. Vendors must be set up and ready for business 1 hour before the start of the festival.
  5. Water hook-up will not be provided.
  6. Each food truck vendor is responsible for their own set up.
  7. All items for sale must be priced. Vendors must supply written receipts for all purchases.
  8. Signage must be uniform, clean and professionally printed. Pole banner sign height may not exceed 10 feet tall. If signage is not uniform or does not follow regulations, the food truck vendor will be asked to remove or readjust signage to meet requirements.
  9. Tents, tables and chairs are not provided for vendor spaces. Each vendor is responsible for their own set-up, table, table covering and/or chairs. All tents must be weighted.
  10. Vendor agrees not to produce additional amplified sound from your booth display. The contact name(s) on this application will be held responsible for relaying this rule to your on-site staff.
  11. Electrical Usage. Access to electricity is available to those vendors that paid for it. Fees and electrical requirements are listed on the application. All vendors must provide a Heavy Duty 100’ extension cord for your hookup. List all items and the correct amperage for each item in order to avoid power outages. All power hookups will be checked and if you are drawing more power than requested, additional fees may be incurred. Overnight power is not available.
  12. Food vendor units must not obstruct fire lanes.
  13. Vendors are responsible for their own sales and financial management.
  14. SALES TAX, LICENSING & PERMITS. If you are planning retail sales, you must acquire your own City of Mesa sales tax permit and pay City of Mesa sales tax. You are responsible to obtain any other business licenses and permits that may be required.

    Please see below for Tax License contact information:

    City of Mesa Tax License Office: City of Mesa Municipal Building 55 N Center St., Mesa, AZ 85201 Phone: 480-644-2316 Fax: 480-644-3999 www.mesaaz.gov/salestax

  15. The event does not guarantee revenue for vendors.
  16. Vendors shall submit payment for the total amount due by February 11, 2022 to participate in Chicago Fest West, including the vendor fee and electrical fee, if applicable. The payment will be deposited upon receipt.
  17. Deposit of vendor registration fees does not indicate acceptance as a vendor at Chicago Fest West. If denied, the registration fee will be refunded within 30 days.
  18. Cancellations. Refunds will be issued if the event is cancelled by College Bound AZ. Vendors with unforeseen circumstances who notify College Bound AZ at least 21 days prior to the event can receive a credit for next year’s festival. Vendors that fail to show up on event day without one week’s notice may not participate in Chicago Fest West in the future. No refunds will be given due to inclement weather. In the event of rain, Chicago Fest West will be rescheduled.
  19. Site Management. Keep all areas clean of debris for the safety of event attendees. Trashcans, recycling receptacles and dumpsters will be provided at the event site. A fair cleaning fee will be assessed to any vendors that don’t take reasonable care of their assigned areas. Any damage to rental equipment will also be assessed a fee. All vendor equipment must be removed from the event site by 10:00 pm. There is no overnight security. Any equipment left overnight will be disposed of and a cleaning fee may be assessed.
  20. Site Management. Keep all areas clean of debris for the safety of event attendees. Trashcans, recycling receptacles and dumpsters will be provided at the event site. A fair cleaning fee will be assessed to any vendors that don’t take reasonable care of their assigned areas. Any damage to rental equipment will also be assessed a fee. All vendor equipment must be removed from the event site by 10:00 pm. There is no overnight security. Any equipment left overnight will be disposed of and a cleaning fee may be assessed.
  21. Photographs taken at the event of vendors and their spaces may be used by College Bound AZ for future event promotions.
  22. Insurance. Vendors may be required to submit a certificate of insurance applicable to the nature of services provided no later than February 11, 2022 and meet the following requirements:
    1. Required limits are $1 million in Commercial General Liability combined single limit per occurrence for bodily injury and property damage, and $1 million per occurrence for personal injury. The general aggregate shall be no less than $2 million for contractors/vendors.
    2. The following entities must be named as additionally insured for the date of March 19, 2022:
      1. City of Mesa, AZ, Officers, Volunteers, Employees, Agents & Elected Officials, 20 E Main St., Mesa, AZ 85201
      2. College Bound AZ — 4222 E Brown Rd UNIT 33, Mesa, AZ 85205
    3. If applicable, vendor shall furnish the College Bound AZ with Workman’s Compensation coverage with statutory limits.
    4. When required, the insurance provider must submit Certificates of Insurance by email directly to shui@collegeboundaz.org.
I commit to participate in Chicago Fest West as a vendor. I have read all vendor requirements listed above and understand that failure to comply with the terms and conditions contained herein could result in the loss of my vendor space. If I can no longer fulfill this commitment, I will provide a cancellation notice at least 48 hours prior to the festival.

WAIVER AND HOLD HARMLESS AGREEMENT

In consideration of the _________________________ (name of organization) and its Members, employees, volunteers or guests, being allowed to participate in Chicago Fest West, the undersigned hereby recognizes, acknowledges and assumes any and all risk pertaining to _________________________ (name of organization) participation in Chicago Fest West.
To the fullest extent permitted by law, the _________________________ (name of organization) hereby agrees to defend, indemnify and hold harmless College Bound AZ, the City of Mesa, its officials, agents and employees, against all injuries, deaths, loss, damages, claims, suits, liabilities, judgments, cost and expenses (including attorney’s fees), which may in anywise accrue against College Bound AZ, the City of Mesa, its officials, agents and employees, arising in consequence of the _________________________ (name of organization) participation in the Chicago Fest West, or which may in anywise result therefore, except that arising out of the sole legal cause of College Bound AZ, the City of Mesa, its agents or employees. The _________________________ (name of organization) shall, at its own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against College Bound AZ, the City of Mesa, its officials, agents and employees, in any such action, the _________________________ (name of organization) will at its own expense, satisfy and discharge the same.
The undersigned shall provide College Bound AZ and the City of Mesa if applicable to the nature of the services provided a certificate of insurance reflecting coverage for general liability coverage in satisfactory amounts. College Bound AZ, the City of Mesa, its officials, agents, employees and volunteers are to be covered as additional insured as respects the ________________________ (name of organization) participation in Chicago Fest West.
The invalidity or unenforceability of any of the provisions hereof shall not affect the validity or enforceability of the remainder of this Agreement.
The undersigned represents it has full authority to execute this Waiver and Hold Harmless Agreement on behalf of _________________________ (name of organization). Agreed this _______ day of_____________________, 2022.

Nothing set forth in this Agreement shall be deemed a waiver by the City of Mesa of any defenses or immunities relating to any person or entity or their property, that are or would be otherwise available to the City of Mesa or its Representatives, or that are otherwise available to local governments and their corporate authorities, officers, employees, agents and volunteers under the common law of the State of Arizona or the United States of America.

VENDOR ASSIGNMENT INFORMATION

Submission of a completed vendor application does not guarantee acceptance into the event. The applicant will be notified of their acceptance or denial within 10 business days of receipt of application. Vendors will be provided with their space assignments, set-up times, and other logistics information by email approximately two weeks prior to the event.

If electrical hook-up is requested, please describe each electrical need below:

MARICOPA COUNTY
Vendors are required to obtain necessary food service permits through Maricopa County. For more information, visit www.maricopa.gov/5339/Food-Permits or call 602-506-3301. Food service permit application(s) and payment must be submitted directly to the MCDPH no later than 10 days prior to the event. Maricopa County and the City of Mesa will schedule applicable inspections as needed. Vendors must arrive at their designated time slots and be set up in time for scheduled inspections. Vendors must pass inspections in to participate in the event.

If applicable, checks can be made payable to “College Bound AZ.” Cash payments can be made in person at College Bound AZ located at 4222 E Brown Rd, UNIT 33, Mesa, AZ 85205. Credit card payments can be made to paypal.me/CollegeBoundAZ.

APPLICATION CHECKLIST

  • Completed application form (Page 1 & 2)
  • Signed Vendor Acknowledgement Form (Page 4)
  • Signed Waiver and Hold Harmless Agreement (Page 5)
  • Certificate of insurance and endorsement (upon request)
  • Photo or image of the vendor unit
  • Refundable electrical hook-up fee (if applicable)
  • Applicable permit(s) from the Maricopa

For questions or for more information, please contact
Samantha Hui, Program Manager
shui@collegeboundaz.org
602-550-3161