Applications for the 2008 King William Fair are closed. Please check back in the fall for information on participating in the 2009 King William Fair.

Welcoming Notes:

Thank you for your interest in food vending at the King William Fair. This event is dedicated to raising funds for arts, education, and community improvements, and your participation is greatly appreciated. Please review this important information; there have been changes.

Booth Spaces:

A Food Vendor space costs $265, which includes the Health Department and Fire Marshal inspection fees. You may select the location of your desired space, but we reserve the right to make final determinations. We charge an additional Premium Fee ($200-$350) for certain high-traffic locations, as indicated on the Food Booth Map. Additionally, all Food booths share profits with the King William Association, as indicated by the percentages on the Food Booth Map.

All food preparation, cooking, selling, and storage must take place within one booth space. Vendors are not allowed to use the sidewalk or area outside the booth for any purpose. There is no additional storage space. NO EXCEPTIONS. If you are interested in more than one space, complete a separate application for each space.

The Food Vendor space measures 8 foot x 16 foot and comes with one 8 foot x 8 foot metal booth with canopy and one 8 foot table. You may bring chairs and additional tables. You may also bring additional covers, but you cannot cook under them. No outside canopies or booths will be accepted as a substitute for the booth we provide. For an additional cost, you may rent one additional booth for your space, which includes a canopy and table.

No generators of any size, freezers, or refrigerators are allowed. For an additional cost, you may purchase electricity in advance.

110 Electrical Power: $100 per booth space. If you need electricity, verify on the Food Booth Map that electricity is available to the booths you selected. You cannot buy electricity on Fair Day; you must pay for it ahead of time. You may not obtain electricity from any of the houses.

Extra Booth: $65 per booth space. The extra booth measures 8 foot x 8 foot and comes with a canopy and one 8 foot table. Two booths will cover your entire vendor space. If you plan to cook using a grill or large cooker, these may not be placed under a canopy so do not order an additional booth (the canopy cannot be removed).

Liability Insurance: $90.00 for the first booth and $65.00 for each additional booth.

• $265 Mandatory Booth Fee (includes Health Department and Fire Marshal inspection fees).
• $0-$320 Optional Booth Fees (for 110 electricity, extra booths, insurance).
• $200-$350 Premium Fee (for booths in high demand locations).
• 0-30% Profit Sharing with KWA.
• $200 Cleaning Deposit.

We will charge you $25 for each check returned by the bank for insufficient funds.

If you decide not to participate before March 12, we will refund 100% of your fees. After March 12, there is no refund if you drop out. If we cancel the Fair before April 26, we will refund the premium booth fees and the cleaning deposit. If the Fair is cancelled during the day on April 26, no refunds will be made except cleaning deposits.

The King William Fair charges $5 admission to all adults, including workers and volunteers at booths. Children under 17 are free. Vendors will receive two complimentary admission wristbands.

Food Vendors will accept tickets only, no cash. Tickets are 50 cents each. We will provide accepted vendors with additional details about our method of collecting tickets and accounting for profits. All vendors are responsible for applicable sales tax.

We require accepted vendors to provide a separate cleaning deposit ($200), which will be held until the end of the Fair. The check will be returned upon successful completion of the checkout process.

If you decide not to participate before March 15, we will refund 100% of your application fee. After March 15, there is no refund if you drop out. If we cancel the Fair before April 28, we will refund the premium booth fees, mandatory fees, and the cleaning deposit, but not the application fee or optional booth fees. If the Fair is cancelled during the day on April 28, no refunds will be made except cleaning deposits.

Entry Criteria:

There are approximately 70 food booths available, with preference for non-profits who attach a copy of their 501(c)(3) status to the application. Booth assignments are based on date the application was received, booth space chosen, and menu plan.

On your application, please indicate your first and second menu choices. Each menu choice consists of one or two food categories as indicated on the application. NO booth may sell food from more than two food categories.

Two categories does not mean two food items. For example, "tacos" are listed as one category and "gorditas" are listed as another category. You could sell chicken, beef, and shrimp tacos and chicken, bean, and beef gorditas. You would be offering six food choices within two food categories.

Vendors may not sell beverages, only food. Frozen desserts are acceptable. Food other than Mexican and sausage will be given top consideration for booth spaces. The more unique variety you list, the better your chance of receiving your first preference. Children appropriate food is needed on Washington Street across from the Kid’s Kingdom.

Incomplete applications will not be processed. Please provide an email address and a self-addressed stamped envelope.

A mandatory meeting for all accepted Food Vendors will be held on Thursday, April 10, at 6:00 pm at SAY Sí, 1518 South Alamo Street (on the corner of Probandt Street). You will receive important information then about health and fire inspections, parking, etc. We will not mail out the vendor packets distributed at this meeting. You must attend this meeting.

Deadlines:

Applications are due February 27. Applications postmarked on or before February 27, but delivered after February 27, will be considered late. Applications dropped off at the KWA office after 2:00 pm on February 27 will be considered late.

We reserve the right to notify applicants of acceptance by email. For those accepted, we will mail you a contract confirming your booth assignment and selected menu plan on March 12. If your application is accepted, the Mandatory Booth Fee ($265) will be deposited on March 12.

The balance of your booth fees will be due March 26 or your assigned booth will be reassigned. Any fee balances postmarked on or before March 26, but delivered after March 26, will be considered late. Applications dropped off at the KWA office after 2:00 pm on March 26 will be considered late.

If you are not accepted, we will mail your checks back to you mid-March. All decisions are final. We are not obligated to accept all applications, and past participation does affect future participation. Booth assignments are non-transferable. If there are booths available after March 12, we will post this information on the website.

February 27: Applications and $265 Mandatory Booth Fee are due.

March 12: Contracts mailed confirming booth space; Mandatory Booth Fees deposited.

March 26: Premium Booth Fees, Optional Booth Fees, and Cleaning Deposits are due.

April 10: Mandatory Meeting at 6:00 pm at SAY Sí

April 26: Fair Day (set-up is from 6:00am-8:00am, check-out from 5:30pm-7:00pm)

NO RAIN DATES. The King William Fair goes on rain or shine. It is a one-day event.

Application Package Checklist:

Incomplete applications will not be processed. Send all of the following together:

___ Completed Application Form (must include email address)

___ $265.00 Mandatory Booth Fee Check (made payable to "King William Fair")

___ Signed Waiver of Responsibility

___ If applicable, proof of 501(c) status

___ 1 business size, self-addressed stamped envelope

Completed application packages should be mailed to:

King William Fair
Food
1032 South Alamo Street
San Antonio, Texas 78210