Food Vendor Information

Bass Coast Festival will host 6000+ people July 6-9, 2018 (July 5 is early entry day). We’re looking for full-service food vendors and snacks / beverages vendors.

Fees include:

  • Camping behind Food booth (or in general camping)
  • 1 food vendor parking pass (inside food vending area)
  • 1 staff lot parking pass
  • Daily potable water hookup
  • Grey water removal
  • Garbage and recycling removal from the site
  • 5 - 7 staff tickets (depending on stall size)

Power is not included and must be purchased along with the vendor package- 30AMP: $200, 50AMP: $250

*Bass Coast Food Vendors may apply for a limited number of additional staff tickets. ($319 plus s/c + taxes /ticket)

Thank you for your interest in applying to be a Bass Coast Festival 2018 Food Vendor. Food is an important part of the Bass Coast Festival experience. Almost 6000 attendees, crew members and volunteers will be on site for up to 4 days. We looking for vendors that offer tasty and nourishing things to eat and are willing to help us fulfil our mandate of minimizing our environmental impact. We encourage food vendors to locally source resources and come up with innovative ways to reduce waste on site.

IMPORTANT INFORMATION

Food Vendor Applications close on Feb 15, 2018.

Only successful applicants will be contacted. All successful applicants will be responded to by March 15, 2018.

Stall Prices:

Full Service Stall: $1750 plus 12% of daily sales which includes; 7 staff tickets, camping (behind the booth or in general camping) and one staff lot parking pass. Bass Coast Festival Food Vendors may request to apply for a limited number of additional staff tickets (cost:$319 plus s/c + taxes).

Beverage/Snack Stall: $1200 plus 12% of daily sales which includes; 5 staff tickets, camping (behind the booth or in general camping) and one staff lot parking pass. Bass Coast Festival Food Vendors may request to apply for a limited number of additional staff tickets (cost:$319 plus s/c + taxes).

Power is not included (30AMP:$200, 50AMP: $250)

GENERAL INFORMATION

Bass Coast is a 19-and-over event and photo ID is required to enter the festival site. THIS INCLUDES YOUR STAFF. No animals are permitted on-site before, during or after the event.

LOCATION ONSITE

The Food Vending Market is located in a busy hub near the General Store, The Brain and the popular Cantina Stage & Bar. Bass Coast Festival is a participation arts and music festival. Vendors are encouraged to create their own seating area environment around their stall. Our attendees appreciate it when the vendors take part in the artistic landscape.

WEATHER

Prepare for all weather. We may experience extreme heat, torrential rain, severe thunderstorms or high winds. It’s your responsibility to make sure your stall and goods are securable and prepared for the elements.

CAMPING

Camping for food vendors is in the designated area behind your stall. You can park one camper/sleeping vehicle in this area.

VEHICLES

Each food vendor will receive 1 staff lot parking pass. Each store has space for one camper/vehicle to be parked directly behind it. This vehicle parked behind the store will not have in/out privileges. You may request 1 additional parking spot in the staff lot or in General Admission camping. No exceptions.

ENTRY/EXIT

Staff Gate is open for food vendors Wednesday, July 5 from 9 AM - 8 PM. All food vendors must arrive no later than 8 PM for placement. Food Vendors will be assigned a specific time to arrive for placement on site on Wednesday July 4 2018.

Vendors must be off site Monday July 9 at 6PM. Late departures do not get LNT deposit back.

SECURITY

We have a strong and professional security team on site and a comprehensive security plan. Security will be patrolling all areas 24H. Unfortunately, theft is a reality at most festivals, so please secure your valuables on-site. We require that booths have front lighting that is kept on all night, even if the store is not open, to create a safe and secure area.

HOURS OF OPERATION

We encourage food vendors to open as early and stay open as late as they like. The following hours are mandatory for all food vendors:

12 PM - 10 PM Thursday, July 5, 2018

10 AM - 3 AM Friday, July 6 - Sunday, July 8, 2018

FOOD VOUCHERS

All food vendors must accept Bass Coast issued food vouchers (given to Bass Coast artist, staff, volunteers, etc). Food vouchers will be $10 face value vouchers (worth $10 cash at food booths). Bass Coast will reimburse food vendors $7 for each $10 face value voucher. The voucher types will be clearly communicated to the food vendors in advance. Bass Coast will reimburse all food vendors by cheque for the vouchers redeemed. The food vendor is responsible for collecting all of the vouchers and submitting them to the designated Bass Coast Food Vending manager.

SIGNAGE

Vendors may not include any third party advertising signage. All vendors will be requested 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. We will run potable water hoses to the water reservoir in each of your stalls. There is no water under pressure. All vendors must provide their own hose to hook into our supply line.

There is no water bottle sales allowed onsite.

GREY WATER REMOVAL

All vendors must provide their own pump and hose for grey water removal.

POWER:

We will run an electrical cable to your stall, however, we need to know your exact power needs to plan for extra generated power if your power needs are greater than our supply. We will not provide special adaptors to your plugs. You are responsible for carrying these adaptors with your stall. There will be additional charges if you require an adaptor.

REFRIGERATION/REEFER TRUCK:

We do not provide a refrigeration truck. You are responsible for your own refrigeration needs.

SUSTAINABILITY

All vendors must use compostable packaging and utensils. No water bottles will be sold on site (by vendors or Bass Coast Festival) and no glass bottles are permitted for sale. We encourage all vendors to source products locally whenever possible.

SITE AND ENVIRONMENT

Packaging from your goods must go to our on-site depot and be recycled by you. A $200 Leave No Trace (LNT) deposit is required to ensure your waste is properly sorted and site left spotless. You LNT Returned on site by cheque Monday July 9, after your plot has been inspected and approved.

INSURANCE

All vendors must have 2 million in liability insurance.

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

Liability Insurance Form must be sent in through requested Bass Coast form.

PERMIT TO OPERATE

Bass Coast is a “Temporary Food Event” and all vendors must have a permit to operate. After you are accepted to our market, you will need approval from Interior Health. You are responsible for this permit. If your mobile unit is not registered with IHO then you will need to obtain a permit to operate. Please review the guidelines.

INTERIOR HEALTH INFORMATION

Click on these links for more information on obtaining a permit to operate a food service at a temporary event or festival:

Interior Health Permit Information

How to apply guidelines

Review the requirements

Application form

GAS SAFETY

All units will need to pass a gas and electrical inspection by a safety officer on-site.

It is recommended that you hire a Licensed Gas Contractor to go through all of your equipment in advance of coming onto the site. All aspects of how each unit is assembled and the safe operation of each unit must comply, this shall also include the proper type and number of non-expired fire extinguishers.

Each unit must bear the Certification of approval decal upon arrival in Merritt or they will be not permitted to operate at the event.

Please read the following directive at this link

For more information feel free to contact Wayne Johnson at: Wayne.Johnson@safetyauthority.ca

PAYMENT INFORMATION

Payment must be made in full by E-Transfer to accounting@basscoast.ca by April 15, 2018. This includes– Stall fee $1750 plus 5% = $1837.50– Leave no trace (LNT) Deposit = $200

STAFF TICKETS

Additional staff tickets requests will be taken until May 30, 2018.

PayPal

If you must pay with Paypal, their 4% administration fee is your responsibility and must be added to the package amount and paid in full by April 15, 2018.

$1600 plus 5% = $1680. 4% fee = $67. Total = $1747

12% Daily Gross Sales

Daily Sales will be tallied with the Food Vending Manager daily. The 12% owed to Bass Coast will be due upon conclusion of sales for Bass Coast 2018.

IMPORTANT DATES in 2017

Feb 15: Food Vendor Applications close

Mar 15: Successful Food Vendors applicants contacted

Apr 15: Full payment to Bass Coast due

June 15: Additional Staff tickets requests deadline

July 4: Food Vendors arrive on site at pre-assigned time

July 5: All Food vendors must open at 12 noon

July 9: Vendors must be off site by Monday July 9 at 12PM. LNT deposit available upon exit.