Food Vendor Information

WELCOMING NOTES:

Thank you for your interest in food vending at the King William Fair (KWF). 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.

APPLICATION PROCESS:

Vendors must apply each year and provide all of the required information. If KWF requests clarification about the information, vendors are expected to provide it in a timely manner; the application may be rejected otherwise.
Vendors must use the application to list ALL items and services they wish to sell. Items not listed and approved may not be sold and must be removed from vendor’s booth. Vendors are not granted exclusive rights to sell any particular item. KWF retains the right to determine which of a vendor’s products are approved for sale.
Vendors must sign and submit the Waiver of Responsibility form. Failure to meet application and/or contract fee deadlines may result in forfeiture of booth location and/or booth space. Complete contracts and required fees must be returned by indicated deadlines. Incomplete applications will not be processed. Vendors will be notified via email regarding their application acceptance or rejection. Please provide an email address and a self-addressed stamped envelope.
For those accepted, we will mail you a contract confirming your booth assignment and selected menu plan on March 17. The balance of your booth fees will be due March 31 by 2:00 p.m. or your assigned booth will be reassigned.
If you are not accepted, we will mail your checks back to you by April 1. All decisions are final. We are not obligated to accept all applications, and past participation does affect future participation. Booth assignments are non-transferable.

SELECTION CRITERIA:

There are approximately 60-80 food booths available for the event. Vendors may not sell beverages, only food. Frozen desserts are acceptable.
KWF wants to increase the diversity of food items offered during the event. Therefore, the more variety you list in your application, the better your chance of receiving your first preference. The Food Vendor Selection Committee will make its selection based on the following criteria:
1. KWF’s goal is to end up with the following percentages of vendors from each of the food categories. However, if we do not have enough qualified applicants in a given category, KWF retains the latitude to adjust these percentages.
•    Fair Foods (40%)
•    Healthy Foods (30%)
•    Ethnic Foods (15%)
•    Snacks/Desserts (10%)
•    Kid Foods (5%)

2. Each application will be given a numerical grade on the selection criteria:
•    Product Quality (up to 30 points)
•    Product Uniqueness (up to 25 points)
•    Experience serving large crowds (up to 15 points)
•    History with the KWF (up to 15 points)
•    Non-profit Organization (up to 10 points with proof of 501(c)(3) status)
•    Application Timeliness (up to 5 points)

BOOTH SPACES:

The Food Vendor mandatory application fee for a booth space costs $300, 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. Premium booths (for certain high traffic locations, as indicated on the Food Booth Map) are charged an additional percentage rental fee. Additionally, additional Food booth fees are rated on a percentage of sales. See chart below for explanation.
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.

FEE OPTIONS:

•    $300 Mandatory Application Fee (includes Health Department and Fire Marshal inspection fees)
•    From 0-20% additional Booth Fee based on net ticket sales (see chart below)
•    Premium Booth Fee (for booths in high traffic locations) is  25% of net ticket sales (see chart below)
•    Optional Booth Fees:

$150 for 110 electricity per booth space

$65 for extra booth frame

$90 liability insurance first booth, $65 additional booths

•    $200 Cleaning Deposit (refundable based on end of Fair day check out with KWF staff)

SLIDING SCALE BOOTH FEES:

KWF will withhold the following percentages from total Food Vendor revenue collected in tickets.

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

Food Vendor Net Sales                                           Rental Fee Rate

Regular Booth                     Premium Booth   
$0 - $999                              N/A                                0%
$1,000 and above              N/A                                20%
N/A                                        All                                  25%

OPTIONAL FEES:

110 Electrical Power: $150 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, do not order an additional booth (the canopy cannot be removed and you cannot cook under a canopy).
Liability Insurance: $90.00 for the first booth and $65.00 for each additional booth.

REFUND POLICY:

If you decide not to participate before March 17, we will refund 100% of your fees. After March 17, there is no refund if you drop out. If we cancel the Fair before April 24, we will refund the cleaning deposit. If the Fair is cancelled during the day on April 24, no refunds will be made except cleaning deposits.

BASIC LOGISTICS:

KWF charges $5 admission per adult, including workers and volunteers at booths; children 12 and under are free. Vendors will receive five complimentary admission wristbands per paid booth space. Discounted admission wristbands will be available to purchase for $3 each at the mandatory Food Vendor meeting on Thursday, April 8. Full price admission wristbands will be available to purchase for $5 each in advance of the Fair at the Fiesta Store, 2611 Broadway, and on Fair Day at any of the admission gates.
Food Vendors accept tickets only, no cash. Tickets are 50 cents each. 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.
See the Food Vendor Rules and Regulations for more details.

MANDATORY MEETING:

A mandatory meeting for all accepted Food Vendors will be held on Thursday, April 8, at 6:00 p.m. at Say Sí (1518 South Alamo Street at Probandt, 78204). You will receive important information during the meeting about health and fire inspections, parking, discounted admission wristbands, and Food Vendor Stickers for any coolers you intend to bring in or out of the Fair Zone after 8:30 a.m. We will distribute the vendor packets at this meeting. You, or your representative, must attend this meeting.

CALENDAR:

March 3, 2010: Applications and $300 Mandatory Booth Fee due by 2 p.m.
March 17, 2010: Contracts mailed confirming booth space.
March 31, 2010: Optional Booth Fees, Cleaning Deposit due by 2 p.m.
April 8, 2010: Mandatory Meeting at 6 p.m. at Say Sí (1518 South Alamo Street at Probandt, 78204)
April 23, 2010: Setup from 6-8 p.m.
April 24, 2010: Fair Day (setup is from 6-8 a.m., checkout from 5:30-7 p.m.)
April 30, 2010: Checks available to pickup 10 a.m.-2 p.m. at King William Association, 1032 S. Alamo St.
May 14, 2010: Last day to contest your final sales check amount.
NO RAIN DATES. The King William Fair goes on rain or shine. It is a one-day event.
All of the following must be in the Fair office by 2:00pm on Wednesday, March 3, 2010. Incomplete applications will not be processed.

APPLICATION PACKAGE CHECKLIST:

Incomplete applications will not be processed. Send all of the following together:
___ Completed application form (must include email address)
___ $300.00 mandatory application fee check for each booth space (made payable to “King William Fair”)
___ Signed Waiver of Responsibility
___ Proof of 501(c)(3) status, if applicable
___ One 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