REVISED May 8th 2017
2017
FOOD VENDOR APPLICATION FORM
GILLIES LAKE LOCATION
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TIMMINS INTERNATIONAL FIREWORKS COMPETITION AND MUSIC FESTIVAL
GILLIES LAKE LOCATION
2017 FOOD VENDOR APPLICATION FORM
Name of Organization/Restaurant/Business:
Contact Name:
Telephone:
Mailing Address:
City/Prov:
Email:
Web Site:
Fax:
Cell#:
Postal Code:
All applications must be accompanied with FULL payment of $1,600. Payment can be made by cheque, money order
or credit card. APPLICATION is due by 12 noon JUNE 2ND 2017. The fee does not guarantee the right to participate in
The Stars and Thunder International Fireworks Competition and Music Festival and the Steering Committee has the
right to refuse a Food Vendor from participating in the event when said vendor does not comply with all guidelines,
does not satisfy the variety in menu required by the event lead.
Location of Event
Event Dates and Time
Stars and Thunder 2017
Timmins International Fireworks Competition & Music Festival
Gillies Lake. Timmins, Ontario
Saturday June 24 to Saturday July 1 2017
12 NOON of each day to 10:00 P.M.
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All Food Vendors must be open for business from 12 NOON of each day to 10:00 P.M.
Set Up Times
All food stations must be operational BY 12 NOON EACH DAY
Cooking equipment must be compliant with the Porcupine Health Unit specifications (attached)
Failure to comply with all rules and requirements could result in the shutdown of your booth and forfeiture of all fees.
GUIDELINES
• All applications must be accompanied with full payment of $1,600. If vendor cancels on or before JUNE 2ND fee will
be reimbursed minus a $100 administration fee. In the event that Vendor Application is not accepted by committee,
payment will be reimbursed in full. Payment does not guarantee the right to participate in 2017 Stars and Thunder –
Timmins International Fireworks Competition and Festival.
• The Steering Committee will review all applications at which time you will be notified of your eligibility to participate.
• Once menu is approved, no changes can be made without approval.
EXCLUSIVITY AGREEMENT INFORMATION
The Steering Committee reserves the right to implement exclusivity agreements which could have material impact on
your operation. The Steering Committee has entered into an exclusivity agreement with Pepsico and as such Food and
Beverage Vendors are asked to honour this agreement should they choose to sell any cold beverages. Only beverages
supplied by Pepsico and purchased from the Festival Committee will be allowed for sale from the festival venues. Food
vendors will not be allowed to sell cold beverage products not purchased from the Festival Committee. No other cold
beverage product will be allowed for re-sale. The following are the only brands to be sold on site: Pepsi products
including Pepsi, Diet Pepsi, 7Up, Brisk Ice Tea, Mountain Dew, Aquafina water, Rockstar and Gatorade. The Steering
Committee will be purchasing an inventory of these products from Pepsi for resale to the food vendors. The Steering
Committee will confirm at a later date the retail price to be set for the product in order to establish consistent pricing
throughout the park. The committee will ensure that a $1.00 profit margin is maintained per unit sold. Each Food and
Beverage Vendor selling cold beverages will be provided with a Pepsi branded cooler. This exclusivity rule will be
strictly enforced.
All Applicable Fees Must Be Paid In Full by noon on JUNE 2ND 2017
Methods of Payment: Cash, Debit, Credit Card or Money order
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FOOD VENDOR INFORMATION FORM
Included in Your Price
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Overnight site security provided by event organizer. Event organizer is not responsible for goods left overnight
Electrical
Potable water and ONE 110V electrical service line (note: if you require service beyond 110V, an additional fee of
$100 will be charged for each additional line required at time of installation.)
Recycling and garbage bins
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1 vendor parking pass for VIP parking lot (parking is limited – 1 come 1 served)
Free parking, free park admission
Multi-media advertising
ELECTRICAL REQUIREMENTS
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The electrician selected by the Steering Committee will have complete jurisdiction over the electrical requirements
and installations.
 All electrical equipment and wiring used must conform to Electrical Safety Authority Standards and must be CSA
approved - You must provide your own power bar.
 The use of power other than that provided by the site project manager or the use of power in excess of that which
is contracted is strictly forbidden.
 If vendor has a food truck that requires generator powered electricity, it must be approved by site manager for
emissions and noise.
 The booth will be inspected prior to opening and any electrical equipment that has not been pre-approved will be
removed - CSA Approved only - no U/l designated equipment allowed.
 Additional information regarding power requirements on Page 8.
NOTE: All participants will be provided ONE POWER LINE. You will be charged $100.00 for each additional power line
(Written request required)
Porcupine Health Unit
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All exhibitors must be in compliance with all health regulations as provided by the Porcupine Health Unit
(Package attached).
 Food must be covered at all times.
 All meats must be stored in a cooler or refrigerator and maintained at a proper temperature.
 YOU MUST BRING YOUR OWN TEST KITS– thermometers, test strip.
 All food vendors must wear hat or hairnets and maintain proper hygiene.
 All food prepared off-site must be prepared in a kitchen facility inspected by the Board of Health.
(Please note: not a person’s home)
Grey Water Disposal
Waste (gray water, etc.) must be cleaned up and removed daily and at the conclusion of the event by the food
and beverage vendors. If this is not done incremental charges will apply.
Spillage and Liquid Wastes - No liquid or frozen material including, beverages, gray water, grease, or soap, may be
spilled on the site or into any bodies of water.
 The food and beverage vendor is required to supply liquid waste receptacles
 Hazardous Materials All dangerous/hazardous materials (including, but not limited to fuels, paints,
pressurized gases, solvents etc.) that are brought into a park/venue or used on site must be stored and
used in accordance with all applicable federal, provincial, and municipal laws, regulations and
Occupational Health and Safety (OHS) guidelines.
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FOOD VENDOR CONTRACT
Fire Marshall/Department Requirements
No flammable compressed gas source (i.e. propane) is permitted under a tent to cook at any time.
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If a vendor wants to cook inside their tent they can use electric fryers, electric plates/warmers, etc.
Exception: Little candle flames (sternos) one would see as a food warmer at a banquet hall. (Fire
inspector discretion).
All cooking with a flammable compressed gas must occur a minimum of 10 feet away from any tent.
 There must be a minimum of one 2 x 10 pound ABC fire extinguishers at each vendor location.
Where BBQs are used, a minimum of one 2 x 10 pound ABC fire extinguishers will be available at the
BBQ cooking area, and 1 in the vendor area).
The extinguishers must also have a current year inspection tag on them. Fire extinguishers that have not
been inspected in the calendar current year are not acceptable.
All spare propane cylinders must be secured in an upright position at all times and must be kept in a
secured area away from all public access.
Cooking area must be secured from all public access.
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Please note that the Fire Department and the Electrical Safety Authority may inspect the set-up
prior to operation or during operation.
Other Requirements
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Participants must supply their own cooking equipment. Please list all equipment on the Equipment form.
Participants must supply own cooler or fridge, with lid to maintain cold foods at proper temperature.
Participants must supply their own workers and or volunteers.
Participants are responsible for the cleanup of their booth and its perimeter at all times. This includes
supplying the required garbage bags, broom, etc.
Mobile Food Service Equipment owners/operators must comply with the Technical Standards and Safety
Act 2000 (TSSA). For further compliance standards and requirements please visit www.tssa.org.
The Steering Committee of the Stars and Thunder International Fireworks Competition and Music
Festival believes in accessibility for all people under the Accessibility for Ontarians with Disabilities Act,
2005 (the AODA). Under this Act it is mandatory for complete compliance in meeting all requirements
and providing Accessible Customer Service.
To find out specific requirements under the standard and how to meet them, we invite you to visit
www.ontario.ca/accession.
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FOOD VENDOR CONTRACT
Insurance
We require proof of insurance for all Food Vendors. A certificate of insurance naming Stars and Thunder –
Timmins International Fireworks Competition and Music Festival Steering Committee AND the Corporation
of the City of Timmins AND the Mattagami Region Conservation Authority as additional insured on your
policy must be submitted to the event host prior to set up.
A COPY OF THE CERTIFICATE OF INSURANCE IS REQUIRED PRIOR TO SET-UP.
All Food Vendors must have liability insurance. It is also recommended that you have fire & theft insurance
as well.
Note: $5,000,000 minimum liability coverage is required
THE VENDOR APPLICANT AGREES TO THE FOLLOWING:
To indemnify and save harmless the Stars and Thunder – Timmins International Fireworks Competition and
Music Festival Steering Committee, the Corporation of the City of Timmins and the Mattagami Region
Conservation Authority, their servants and agents, from and against all loss, costs, actions, charges or
damages which it may suffer or be put to and from and against all claims or actions which may be made or
brought against them, arising from the Stars and Thunder – Timmins International Fireworks Competition
and Music Festival Steering Committee event or from any non-compliance with or violation of the terms of
this agreement and all schedules to it.
This will confirm that I have read, understand and accept the terms and conditions as outlined, on the
“FOOD VENDOR APPLICATION FORM”
Date
Exhibitor or Organization
Stars and Thunder – Timmins International Fireworks
Competition and Music Festival Steering Committee
Representative
Access:
Date
THIS RULE WILL BE STRICTLY ENFORCED FOR THE SAFETY OF OUR VISITING PUBLIC
Vehicles will be allowed on the grassy area to load and unload only. Vehicle access to and from the
vendor/marketplace area will be from the road behind the Mountjoy Regional Conservation Authority
building ONLY. This will be clearly marked.
Saturday June 24th access to Food Vendor area for set up will be from 8:00 a.m. – 11:00 a.m.
ALL VEHICLES MUST BE REMOVED FROM THE VENDOR/MARKETPLACE AREA BY 11:00 A.M. Saturday June
24th.
There will be no further vehicle access to the Food Vendor until Sunday July 2nd for tear down starting at 8
a.m.
Any inventory restocking must be done by on foot. THERE ARE NO EXCEPTIONS
Parking:
One VIP parking pass will be provided to all exhibitors. There will be vendor designated parking in the
parking lot adjacent to the Mountjoy Regional Conservation Authority building. Parking spots are extremely
limited therefore access to the designated parking area is on a first come first serve basis.
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FOOD VENDOR FEE SCHEDULE
 1a) PARTICIPATION FEE: $1,600 for applications received before JUNE 2ND 2017
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1b) PARTICIPATION FEE: $2,000 for applications received after JUNE 2ND 2017
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One 10ft x 20ft space
Includes 1 x 110v power line.
1 VIP Parking Pass
Additional power @ $100 / additional lines
# of additional power lines ____ x $100 ea = $_____
$
TOTAL AMOUNT DUE
(Payable to the City of Timmins)
Account # 01-1-393407-0884
__Visa
__ Mastercard __ Cash __ Cheque
__Money Order __Debit
$___________
Credit Card # _____________________________ 3 digit security code __________ Expiry Date ______________
NAME ON CARD:
Signature
Send refund to:
Name
Address
DATE REFUND ISSUED:
Date:
City
Postal Code
Note:
If Vendor cancels ON OR BEFORE JUNE 2ND, Vendor will be reimbursed minus a $100 Administration Fee.
If Vendor cancels AFTER JUNE 2ND, THERE WILL BE NO REFUND.
Office Use Only
Payment Received By:
Amount Received: _________________
Receipt Issued?
Yes
No
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FOOD CONTRACT:
Participating organization/ group/business name: ________________________________________________
List items you wish to sell in order of preference.
All prices must be in dollar increments.
FOOD ONLY ALLOWED BY FOOD VENDORS.
FOOD ITEMS
ALL FOOD CONTRACTS MUST BE SUBMITTED AT TIME OF REGISTRATION DEADLINE
The Stars and Thunder – Timmins International Fireworks Competition and Music Festival Steering
Committee aims to ensure a variety of food items are offered but doesn’t guarantee exclusivity of any particular
items.
Will the food be prepared at the Festival site? Yes __ No ___
If no, please indicate where:
Signature:
Date:
Print Name:
Contact #:
THIS FORM WILL BE SUBMITTED TO THE PORCUPINE HEALTH UNIT
ALONG WITH THE PHU FORM ATTACHED WHICH YOU ARE TO COMPLETE.
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EQUIPMENT FORM
All exhibitors are required to complete the following form, and submit it with a completed application form.
COOKING EQUIPMENT
Equipment allowed on premises:
 Vendor food trailer for purpose of cooking and sales.
 Propane barbeques. (All tanks must be chained down. All
vendors must barbeque outside of their tent in designated
area)
 Steam tables
 Crock pots, slow cookers, electric frying pans
 Hot Plates
 Plastic ware,(e.g. tupperware)Metal utensils allowed
 Microwave, blenders
 Small bar fridge only
 Small appliances only
EQUIPMENT LIST
Type of
QTY
Equipment not allowed:
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No glassware on site. (Plastic or metal ONLY!)
Stoves
NO passenger vehicles.
Propane
Electrical
Voltage:
Watts:
Type of Plug:
Voltage:
Watts:
Type of Plug:
Voltage:
Watts:
Type of Plug:
Voltage:
Watts:
Type of Plug:
CSA Approved equipment only - no U.L. equipment ALLOWED
This list will determine how many power lines you will need
YOU WILL NOT BE ALLOWED TO BRING ANY COOKING EQUIPMENT NOT LISTED ON THIS FORM - PLEASE READ “DETERMINING
PROPER POWER REQUIREMENTS” INFORMATION
The Number of power lines that I require to operate my booth safely is___
Signature
Date
Print Name
Exhibitor Name
Upon approval of application, vendor will be given a booth diagram to fill out
indicating set-up and location of equipment
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POWER REQUIREMENTS
Determining the proper power requirements is crucial from the standpoint of fire hazard, safety or electrical
equipment maintenance. The Electrical cords that are used at the Festival site can only handle between 1200 and 1500
watts. Too much wattage usage for a prolonged period of time can cause the insulation on the extension cords to melt.
Here are some typical values for appliances (as a reference) when determining your power requirements:
CSA Approved equipment ONLY - no U.L. equipment ALLOWED
Microwave 0.7 cu. ft. = 800 watts is required to operate –
0.9 cu. ft. = 900 watts is required to operate –
1.0 cu. ft. = 1000 watts is required to operate
Hot Plates =
800 watts is required to operate (minimum)
Electric Skillets (deep fryers) =
1300 watts is required to operate
Electric Ovens =
1300 watts is required to operate
Single Coffee Pot =
1200 watts is required to operate
Double Coffee Pot =
1500 watts is required to operate
From these values, you can see that if two or more of these appliances are operating at the same time on the same
extension cord, the circuit breaker will trip; power will be shut-off and may cause permanent damage to your
equipment.
220 VOLTAGE:
When using 220 voltage appliances, please specify the type of plug that is at the end of your cord as well as noting the
appropriate amperage. We can only plug-in standard type plug-ends. The Festival site is presently able to
accommodate up to 50 amps of service.
FORE ALL ELECTRICAL REQUIREMENTS – PLEASE INDICATE ANY AND ALL INFORMATION ON YOUR APPLICATION FORM!
IMPORTANT DATES TO OBSERVE:
Food Vendor Application Form along with participating
fees due JUNE 2ND, 2017
JUNE 2ND, 2017
Last day to cancel without affecting vendor participant
fee. ON OR BEFORE JUNE 2ND, 2017 fees are reimbursed
minus a $100 Administration Fee. Payment is due upon
receipt of invoice.
JUNE 2ND, 2017
Cancelling after JUNE 2ND, 2017, will result in loss of all
registration fees.
JUNE 2ND, 2017
Setup day and time All cooking equipment to be set up by
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12 p.m. June 24, 25, 26, 27, 28, 29, 30 and July 1 2017
ready for operation and possible inspection by the fire
department, safety authority, and or health unit.
June 24, 25, 26, 27, 28, 29, 30 and July 1st 2017
Stars and Thunder – Timmins International Fireworks
Competition and Music Festival Gillies Lake location
June 24, 25, 26, 27, 28, 29, 30 and July 1st 2017
opens from 12 p.m to 10 p.m. for vendors on June 24, 25,
26, 27, 28, 29, 30 and July 1st 2017
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FOOD VENDOR APPLICATION CHECKLIST
Use this checklist to verify that you have included information that is needed by the Stars and Thunder –
Timmins International Fireworks Competition and Music Festival Steering Committee as well as your own
organization to better plan for the Stars and Thunder – Timmins International Fireworks Competition and
Music Festival.
ALL GUIDELINES AND REGULATIONS FROM THE BOARD OF HEALTH, ELECTIRCAL SAFETY
Yes No
AUTHORITY AND THE FIRE DEPARTMENT MUST BE OBSERVED!
Page 1
Have you included complete and accurate information: name of vendor?
Please include cell phone numbers and email addresses where applicable.
Page 4
Please sign, print and date the bottom of the “Food vendor Contract” page (4)
Page 5
Have you included complete and accurate information on the “Fee Schedule” form?
Is payment enclosed, dated and signed by authorizing individual(s)?
Page 6
Have you included complete and accurate information on the “Food Contract” page?
List a maximum of 4 items.
Please sign, print and date the bottom of this page (6)
Page 7
Have you included complete and accurate information on the “Equipment Form” page?
Please sign, print and date the bottom of this page (7)
Because of potential sponsorship agreements with various wholesalers (i.e. water, coffee, tea and soft
drinks) the Stars and Thunder Timmins International Fireworks Competition and Music Festival Steering
Committee reserves the right to implement exclusivity agreements which could have material impact on
your operation. This rule will be strictly enforced.
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I have determined the power requirements for my booth and have included all electrical information with
this application.
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The food selected should be representative as submitted by the booth.
Food vendors are required to adhere to the foods listed on the application form.
There are overnight stays at the festival site. Accommodations are available to book at the
www.starsandthunder.com web site or at www.tourismtimmins.com (click below the travel guide
icon on the landing page)
 All vendors are to tie and place their garbage bags at the back of their tent for pick up
 Courteous at all times.
 Participants are not allowed to sell or bring any alcoholic beverages on site.
Thank you for your co-operation.
Please return this form to:
Stars and Thunder – Timmins International Fireworks Competition and Music Festival Steering Committee
c/o Guy Lamarche,
220 Algonquin Blvd. East, Timmins, ON, P4N 3B7 (705) 360-2404 , [email protected]
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