Food Vendor Application Package

Thank you for your interest in applying to be a Bass Coast Festival 2025 Food Vendor.

Bass Coast takes place from July 11-14, 2025, in Merritt, BC, on the traditional, ancestral and unceded territory of the Nlaka’pamux and Syilx people.

Food is integral to the Bass Coast Festival experience, where 6500 attendees, artists and volunteers gather. We seek vendors who offer delicious and nutritious items and share our commitment to minimising our environmental impact. Priority may be given to vendors who have previously contributed to Bass Coast Festival.

STALL PRICES

Full Service Stall: $2200 + 15% of daily sales + Leave No Trace deposit*, which includes:

Ten (10) Vendor tickets**
One (1) Food Vendor parking pass
Up to ten (10) Enviro Vehicle passes***
Camping (behind the stall or in General Admission camping)

Beverage / Snack Stall: $1600 + 15% of daily sales + Leave No Trace deposit*, which includes:

Six (6) Vendor tickets**
One (1) Food Vendor parking pass
Up to six (6) Enviro Vehicle passes***
Camping (behind the stall or in General Admission camping)

Stall Fees Include:

Daily potable water hookup
Greywater removal
Garbage, recycling, and compost removal from the site
Power (30 amps or 50 amps)

Not Included:

Internet access
Vendors are responsible for contacting their cell/ internet provider prior to the event to ensure adequate coverage.

* A $200 Leave No Trace (LNT) deposit is required to ensure proper waste sorting and that the site is left spotless, in addition to the stall price.

** Vendors may request additional staff tickets ($449 + s/c + taxes; Enviro Vehicle Pass included upon request at the Staff Gate).

*** Enviro Vehicle passes are issued as needed at the Staff Gate upon check-in. We encourage carpooling when possible to reduce environmental impact.

KEY DATES in 2025
Feb 1: Applications closed at 11:59 PM PT
March 15: All successful applicants contacted
May 15: Full payment and liability insurance due
June 30: Additional Staff ticket request deadline
July 9: Food Vendors arrive onsite at pre-assigned time
July 10: Food Vendors must open at 12 PM
July 14: Food Vendors must be off-site by 8 PM. LNT deposit is available upon exit.

GENERAL INFORMATION
Bass Coast is a 19-and-over event, and photo ID is required to enter the festival site. This includes all vendors and staff. No animals are permitted on-site before, during, or after the event.

SUSTAINABILITY
All vendors must use compostable (not just biodegradable) packaging and utensils. Vendors will be required to purchase Bass Coast-approved compostable packaging or participate in a plate rental plan—details will be provided by Feb 2025.

No disposable water bottles may be sold on-site (by vendors or Bass Coast Festival), and glass bottles are not permitted for sale. Straws must be plant-based. Vendors are encouraged to source products locally whenever possible.

Please see the Sustainability Agreement for full details on sustainability requirements, and take a moment to read our Sustainability Education Series.

ACCESSIBILITY
Please take a moment to read about our Accessibility services.

CODE OF CONDUCT
Bass Coast is committed to fostering its safe and inclusive community. In order to do so, Bass Coast requires that its team, contributors, volunteers and attendees understand and agree to this Code of Conduct in relation to all activities regarding the Festival.

Please take a moment to read our Code of Conduct.

CULTURAL APPROPRIATION
It is important for everyone to take responsibility for researching and educating themselves on this issue. When wearing or selling items (including clothing, makeup, or stylings) for Bass Coast, consider the following questions:

Does this hold traditional significance to a community or culture?
Is this intended to express religious beliefs or political statements?
Does this designate respect or status within that culture?

If the answer is yes to any of the above, or if there is uncertainty, reconsideration is encouraged.

Bass Coast’s harm reduction strategy includes a commitment to providing a culturally safe environment for the entire community. A culture of mutual respect is a fundamental part of the Bass Coast experience. Even if the intention behind sharing culturally significant items is respectful, other community members may find it insensitive or upsetting.

To maintain a welcoming and comfortable environment for all festival attendees, we ask that participants avoid wearing/selling such items.

Please take a moment to read about our Cultural Respect ETHOS.

ETHOS
Please take a moment to read more about our ETHOS:

INTERNET ACCESS & CONNECTIVITY INFORMATION
Bass Coast Coordinates: 50°05'24.0"N 120°47'43.9"W

Vendors are responsible for arranging their own internet access to support sales. Connectivity in the area during the festival can be limited, particularly for Telus users and other providers that rely on Telus Towers like, Bell, Virgin, Koodo and Public Mobile. Confirming coverage with a provider and preparing a backup plan is strongly recommended.

Rogers or Starlink have been identified as viable alternatives for internet access in this area. However, it may be beneficial to explore a backup provider in case connectivity issues affect any provider in the region.

The challenges of limited connectivity are recognized, and advocacy efforts for improved service in the region are ongoing, including initiatives by Bass Coast to address these issues. Feedback to providers as a consumer can complement these efforts and play a significant role in prompting change.

Provider Contacts:

Bell Mobility: 1-800-667-0123
Virgin Mobility (Owned by Bell): 1 (888) 999-2321
Rogers: 1-888-764-3771
Telus: *611 or 1-866-558-2273
Koodo (Owned by Telus): 1-866-995-6636
Public Mobile (Owned by Telus): *611

Collective voices have the power to drive better connectivity in the area.

PAYMENT INFORMATION
Payment must be made in full by May 15, 2025.

This includes:

Stall fee + 5% GST
Leave No Trace (LNT) deposit of $200
Payment processor fees

PAYPAL
If you must pay with Paypal, their administration fee is your responsibility and must be added to the package amount and paid in full by May 15.

15% DAILY GROSS SALES
Daily Sales will be tallied with Bass Coast Management daily. The 15% owed to Bass Coast will be due upon the conclusion of sales for Bass Coast 2025.

LOCATION ONSITE
The Food Vending Market is located in a busy hub near the Merch Store, The Brain Workshop stage, and the popular Cantina Stage & Bar. Vendors are encouraged to create a seating area around their stall. Attendees appreciate when vendors contribute to the artistic landscape.

ENTRY / EXIT
The Staff Gate opens for food vendors on Wed. July 9 from 9 AM to 8 PM—no late arrivals will be accepted. Each vendor will receive a specific arrival time for placement that day.

Food vendors must be off-site by 8 PM on Mon. July 14. Late departures will result in the loss of LNT deposit.

HOURS OF OPERATION
Food vendors are encouraged to open early and stay open as long as they prefer.

The mandatory hours for all food vendors are:

Thurs. July 10: 12 PM to 10 PM
Fri. July 11 to Sun. July 13: 10 AM to 3 AM

FOOD VOUCHERS
All food vendors are required to accept Bass Coast-issued food vouchers, which will be distributed to artists, team members, volunteers, and others. Voucher types will be communicated to food vendors by Dec. 15.

Bass Coast will reimburse vendors via cheque for all redeemed vouchers. Vendors are responsible for collecting the vouchers and submitting them to Bass Coast Food Vending manager.

WEATHER
Be prepared for all weather conditions, including extreme heat, torrential rain, severe thunderstorms, and/or high winds. It is the responsibility of each vendor to ensure their stall and products are secure and prepared for the elements.

CAMPING
Camping for food vendors is located in the designated area behind each stall. One camper or sleeping vehicle is permitted in this area. Food vending staff may also camp in General Admission Camping.

VEHICLES & PARKING
Food vending stalls include one Food Vendor parking pass, with space for one camper or vehicle to be parked directly behind the stall (no in-and-out privileges). Additional parking requests or arrangements for General Admission camping may be made based on availability. No exceptions.

SECURITY
A strong and professional security team will be on-site, supported by a comprehensive security plan. Security will patrol all areas throughout the event. While every effort is made to ensure safety, theft can occur at festivals, so securing valuables is essential. Stalls are required to have front lighting that remains on throughout the night, even when the stall is closed, to help maintain a safe and secure environment.

SIGNAGE
Third-party advertising signage is not permitted. Vendors will be asked to remove any third-party logos or signs upon setting up at Bass Coast.

WATER
There is one potable water hook-up in the market area. Potable water hoses will be run to the water reservoir in each vendor's stall, but there is no water under pressure. Vendors must provide their own hoses to connect to the supply line. Disposable water bottle sales are not allowed on-site.

GREYWATER REMOVAL
Vendors are required to provide their own pump and hose for greywater removal.

POWER
An electrical cable will be provided to each stall, but exact power needs must be communicated in advance to plan for additional generated power if necessary. Special adaptors for plugs will not be provided, and vendors are responsible for bringing their own adaptors. Additional charges will apply if an adaptor is required.

REFRIGERATION/REEFER TRUCK
A refrigeration truck is not provided. Vendors are responsible for their own refrigeration needs. For additional refrigeration space, please contact Steve Sheridan, the Food Court Manager, at SteveGSheridan@gmail.com.

SITE & ENVIRONMENT
All packaging from goods must be taken to the on-site depot and recycled by the vendor. A $200 Leave No Trace (LNT) deposit is required to ensure that waste is properly sorted and the site is left spotless. The LNT deposit will be returned on-site on Mon. July 14, after the plot has been inspected, approved, and any rented power adaptors have been returned.

INSURANCE
Vendors are required have $2 million in liability insurance. The Liability Insurance Form must be submitted through the designated Bass Coast form.

Bass Coast Site Address: 1000 Midday Valley Road, Merritt, BC V1K 1L4.

RELEASE OF LIABILITY
Please take a moment to read our Liability Waiver.

PERMIT TO OPERATE
Bass Coast is classified as a “Temporary Food Event,” and all vendors must have a permit to operate. After acceptance into the market, approval from Interior Health Authority (IHA) is required. Vendors are responsible for obtaining this permit. If a mobile unit is not registered with IHA, a permit to operate will need to be obtained. Please review the guidelines below.

INTERIOR HEALTH INFORMATION
For information on obtaining a permit to operate a food service at a temporary event or festival, please refer to the following links:

GAS SAFETY
All units must pass a gas and electrical inspection by a safety officer on-site. It is recommended to hire a licensed gas contractor to inspect all equipment before arriving on-site. All aspects of each unit's assembly and safe operation must comply with regulations, including having the proper type and number of non-expired fire extinguishers.

Each unit must display a Certification of Approval decal upon arrival in Merritt; otherwise, operation at Bass Coast Festival will not be permitted.

For more information, contact Wayne Johnson, Provincial Gas Safety Officer Interior South Region, at: Wayne.Johnson@safetyauthority.ca.

STAFF TICKETS
Additional staff ticket requests must be received by June 30.

COVID-19 GUIDELINES
Bass Coast Festival will continue to operate in accordance with provincial and local health guidelines and recommendations.

APPLY NOW

FOOD VENDOR APPLICATION