2023 La Mesa Oktoberfest Vendor Application

Friday, September 29 (4pm - 10pm)
Saturday, September 30  (10am - 10pm)
Sunday, October 1 (12 pm - 8 pm)

IMPORTANT: All vendors must receive prior approval from Ed Decker before registering. If you haven't already, please email ed@edwindecker.com with your company name and list of products and/or services to receive approval.

EARLY BIRD PRICING ENDS JUNE 1, 2023

 

NOTE: BOOTH FEE IS FOR A SPACE ONLY.  POWER, TENTS, LIGHTS AND OTHER EQUIPMENT ARE NOT PROVIDED. ELECTRICITY CAN BE PURCHASED LATER ON THE FORM.

 

VENDOR PRICING

EARLY BIRD EXPIRES MAY 30

 

Arts and Crafts - $685 (Early Bird) / $735 Standard

(See note below about Crafter price)

 

Non-Profit - $685 (Early Bird) / $735 Standard

(See note below about NP price)

 

Non-Food/Retail - $895(Early Bird) / $945 Standard

 

Corporate/Time Share/Home Remodel/Lead Gen - $1970 (Early Bird) / $2075 Standard 

 

Food Vendor (Cooking) - $1465 (Early Bird) / $1525 Standard

 

Food Vendor (Non-Cooking) - $1130 (Early Bird) / $1210 Standard

 

SELECT VENDOR TYPE

*ARTS AND CRAFT NOTE - To be eligible for Arts and Craft Vendor pricing, all products must be handmade by the owner of the booth or person operating the booth and must be approved by Ed Decker in advance at ed@mcfarlanepromotions.com

Only one craft booth per vendor. Extra spaees must pay the regular retail price

 

* NON-PROFIT NOTE: Only one per organization. Retail price must be paid for any booths after the first.

IMPORTANT: Per California State Law, and the Heartland Fire and Rescue fire marshal, ALL vendors (including non-food vendors) are required to have a fire retardant tent. Tents that are fire retardant will have a manufacturer's stamp or tag on the canopy itself. 

The fire marshal will be walking through the event before opening and will not allow you to use the tent if it is not fire-retardant.

Special Location requests are for areas or zones, not specific booth numbers. If chosen, please describe your area/zone request in the box below. For example, "I would like a booth on La Mesa Boulevard between Palm and Second Avenue."

POWER:

IMPORTANT NOTES ABOUT POWER

 

1. PER CITY REGULATIONS, VENDORS ARE NOT PERMITTED TO SUPPLY THEIR OWN POWER. IF POWER IS NEEDED, IT MUST BE PURCHASED FROM THIS FORM. 

 

2. POWER WILL NOT BE AVAILABLE OVERNIGHT AND WILL BE TURNED OFF SHORTLY AFTER THE EVENT ENDS EACH NIGHT

Vendors needing 30 or 50 amp options should contacted ed@mcfarlanepromotions.com

NOTE: Vendor must submit image of all plugs exceding 20amps and other non-standard plugs.

IMPORTANT NOTE ABOUT LA MESA BUSINESS LICENSE: Do not contact The City of La Mesa for a business license. The city business license for Oktoberfest must be purchased from McFarlane Promotions using this form.

We kindly ask vendors to contribute to the Oktoberfest spirit by decorating your booth to theme.

2023 La Mesa Oktoberfest Terms and Conditions

1. Booth location to be determined by McFarlane Promotions, Inc.

 

2. Check in time begins Friday, September 29 at 12:00 pm and Vendors must be completely set up by 2:00 pm for the Fire Marshall inspection.

 

3. Vendors are required to be open for all event hours as stated at the top of this application. CLOSING BEFORE THE END OF EVENT OR STAYING OPEN AFTER EVENT IS STRICTLY PROHIBITED AND IS GROUNDS FOR EXCLUSION FROM PARTICIPATION AT FUTURE EVENTS.

 

4. All Vendors must bring their own booths, furnishings and equipment. Nothing is provided by the organzier except the space.

 

5. All business and other activity, for which the Vendor has rented space, must be conducted within the designated booth space only! No distribution, canvassing, flyers, nor vending of any kind may be done by strolling through the festival grounds. Vendors are required to conduct business within the perimeter of their purchased space size (in most cases 10x10 or 10x15 for food vendors). No product, equipment, or activities are permitted outside their footprint. Extra space may be purchased in advanced.

 

6. Vendors must post prices in a legible manner and in a visible space within their booth.

 

7. The sale of alcoholic beverages of any kind is strictly prohibited. Additionally, due to sponsorship and contractual arrangements, only sponsor related water & beverages will be allowed to be sold. Any failure to comply with these beverage rules may result in expulsion from the event.

 

8. Consumption of alcoholic beverages by Vendor, volunteers or employees of Vendors at their booth is prohibited.

 

9. Vendors must provide trash receptacles for waste generated by their booth. Improper trash disposal is grounds for exclusion from participation at future events.

 

10. Vendors are required to obtain and display all necessary permits and / or licenses. McFarlane Promotions and the La Mesa Village Association are not liable and will not refund any fees or deposits.

 

11. Each Vendor will be responsible for all of his / her own merchandise or equipment. McFarlane Promotions, Inc. and the La Mesa Village Association will not be liable for any lost, stolen or misplaced merchandise or equipment at the event.

 

12. POWER: Per City regulations, vendors are not permitted to supply their own power. Power is available for purchase on this application and you must bring 100 feet of cord to access it. Power is not available overnight so make preparations for perishables. If you did not order power here and want to add it later it must be done through Ed Decker at least 2 weeks before the event. If you have any questions regarding our power policy or wish to purchase power for this event, please contact ed@mcfarlanepromotions.com

 

13. INSURANCE: Vendors must provide proof of general liability insurance and add McFarlane Promotions, La Mesa Oktoberfest Inc., La Mesa Village Association, National Center for Community Enhancement, and the City of La Mesa as additionally insured. Specific insurance instructions will be emailed to you upon submission of this form.

 

14. If the event is rescheduled, your fee will be honored at the rescheduled event. 

15. McFarlane Promotions, Inc., the La Mesa Village Association and La Mesa Oktoberfest Inc. organizers reserve the right to refuse service to anyone. All articles are subject to search upon admission. Event producers reserve the right to use photos or graphic images taken at La Mesa Oktoberfest. No video cameras, alcohol, simulated weapons, illegal drugs, weapons, lawn chairs, hazardous substances, bicycles, skateboards, roller blades or pets will be allowed to be brought onto the premises. The holder assumes all risk or danger incidental to the attraction/event whether occurring prior to, during or subsequent to the attraction/event including the risk of cancellation. No exception. This event is rain or shine.

 
ADDITIONAL TERMS AND CONDITIONS FOR FOOD VENDORS

 

1. All food Vendors must meet and follow all County of San Diego Health Department and Fire Department Guidelines.

 

2. Vendors must obtain a City of San Diego Health Permit (call 858.505.6690).

 

3. All food items must be stored inside the allotted space, covered and off the ground.

 

4. San Diego Health Department requires that vendors provide appropriate cleaning materials as well as a hand-washing setup. Running water is not provided on the grounds of the event.

 

5. Containers of butane or fuel must be affixed to a post or other secure item.

 

6.  All food vendors using cooking or heating implements in the cooking area outside of their tent will need to provide barriers or barricade around the perimeter of the cooking area to keep customers from getting to close.

Acceptable Barriers include fencing and/or bicycle racks. Unacceptable barriers are ropes, stanchions, netting - anything not sturdy enough to keep people from pushing right through it.

7. All food vendors must bring a “Spill Kit” and lay a durable, waterproof, grease-resistant tarp under the ENTIRE perimeter of your space plus two feet around all sides. If you have open flame grills, fryers and other cooking devices that tend to splatter you'll need to extend the tarp beyond just the perimter to account for splatter. This includes any space you are using outside of your tent.  Vendors will be charged for cleaning any grease or oil spills or splatter which can often be in the hundreds of dollars.

 

An acceptable Spill Kit must include a durable, waterproof, grease-resistant tarp or other waterproof ground cover, one gallon bucket with lid, 5 lbs cat litter bag or sand, Terry cloth and paper towels, thick black trash bags.

 

8. All food Vendors must observe all terms and conditions as listed elsewhere in this application.

 

 

 

 

ATTENTION FOOD VENDORS: Due to the amount of vendors who forget to bring their spill kits and and lay tarp beneath their operation, we are requiring a double confirmation to make 100 percent certain you understand and will comply with this requirement. 

 

It is very expensive to clean up after grease and spill messes  so this requirement will be enforced. This means, even if you are all set up, and are in the process of cooking, we will require you to install the tarp after the fact so please do this when you arrive when it is easiest to do so.

 

Here is the requirement again: All food vendors must bring a “Spill Kit” and lay a durable, waterproof tarp under the ENTIRE perimeter of your space and then some. If you have open flame grills, fryers and other cooking devices that tend to splatter you'll need to extend the tarp beyond just the perimter to account for splatter. This includes any space you are using outside of your tent.  Vendors will be charged for cleaning any grease or oil spills or splatter which can often be in the hundreds of dollars.

 

An acceptable Spill Kit must include a tarp or other grease resistant ground cover, one gallon bucket with lid, 5 lbs cat litter bag or sand, Terry cloth and paper towels, thick black trash bags.

HOLD HARMLESS AGREEMENT

 

Vendor/Exhibitor covenants that it will protect, hold harmless & indemnify McFarlane Promotions, Inc., the La Mesa Village Association, the City of La Mesa, and La Mesa Oktoberfest Inc. organizers, and its sponsors, officers, agents, and employees from any and all claims or liability for losses, injury or damages of any type arising out of or resulting from or in connection with the Vendor/Exhibitor’s work, activities or participation in the SD Pride events.

 

a. McFarlane Promotions, Inc., the La Mesa Village Association, the City of La Mesa, and La Mesa Oktoberfest Inc., organizers inc., and its sponsors, officers, agents, and employees are not liable for lost, damaged, or stolen exhibitor property.

 

b. In the event of litigation, costs and attorney fees to prevailing party.

 

STORM WATER POLICY

 

Only rain water is allowed in storm drains!

 

At no time is trash, debris, grease, ice, or any type of liquid to enter a storm drain.  These drains are connected to the ocean, which means that any trash or liquid that goes down the storm drain automatically becomes pollution.  It does not matter if it is “just water.”  If it is not rain water, it is not allowed in the storm drain.

 

San Diego Municipal code 43.0301 makes it illegal to pollute storm drains.  Vendors must dispose of all pollutants such as ice, trash, dirt, unfinished beverages and any other type of trash in the proper manner.  Failure to comply with Storm Drain protection WILL result in forfeiture of deposit and/or citations by city officials.

 

COVID-19 RELEASE

 

I understand that the Governor of the State of California and the County of San Diego have placed restrictions on businesses and are requiring them to take certain precautions to prevent further transmission of COVID-19 infections. I: (a) represent, warrant, and certify that at no time during the 14 days preceding did I have any of the following symptoms: fever or chills; cough; shortness of breath or difficulty breathing; fatigue; muscle or body aches; headache; new loss of taste or smell; sore throat; congestion or runny nose; nausea or vomiting; or diarrhea; (b) represent, warrant, and certify that at no time during the 14 days preceding have I been around anyone who has tested positive for COVID-19; (c) accept all responsibility for at all times properly using a face covering; (d) agree to do whatever is required by applicable Federal, state, and local regulations, including without limitation complying with all applicable travel restrictions and quarantine requirements; and (e) agree to strictly adhere to all signage posted anywhere on premises regarding COVID-19 infection prevention.

 

I, for myself, my heirs, and assigns, hereby waive any and any claims, demands, causes of action, or any claims for relief whatsoever against and release McFarlane Promotions, Inc., the La Mesa Village Association, the City of La Mesa, and La Mesa Oktoberfest inc. organizers from all liability, claims, causes of action, demands, losses, and damages, now or in the future, related to my having or contracting COVID-19 or other illness arising out of or in connection with my attendance.

 

POLYSTYRENE (STYROFOAM) AND SINGLE USE PLASTICS ORDINANCE

 

Starting April 1, 2023, polystyrene foam containers are prohibited from distribution and sale. No person may distribute food service ware made in whole or in part from polystyrene foam.

 

This includes food service ware such as bowls, plates, trays, cups, lids, and other similar items, as well as egg cartons and meat trays.  

 

All polystyrene foam products are prohibited from distribution or sale at City facilities (including special events, parks and beaches). 

 

A food vendor may ONLY offer these items upon request: 

• Utensils made from plastic or bio-plastic for take out
  
  Straws made from plastic or bio-plastic for take-out or dine-in.

Single use plastic utensils and straws can be offered to customers or provided at self-service stations.

 

Please review the entire Ordinance language linked below for more details.

 

San Diego Single Use Plastic Ordinance

 

For any questions about this ordinance, contact Meagan Browning at MBrowning@sandiego.gov

 

Alternatives to Polystyrene Foam

·         Reusable service ware: (ceramic, glass, reusable plastic, etc.). Reusable plates, bowls and cups.

 

·         Paper (coated or uncoated): Bowls, plates, trays, cups, hinged containers, boxes.

 

·         Aluminum: Trays, lidded containers, wrap .

 

·         Plastic (rigid, non-foam): Bowls, plates, trays, cups, lids, hinged containers.          

 

 Please visit San Diego's environmental site for more info

 

 

Recycling, Organic Waste and Trash Requirements

 

The Recycling Ordinance is a mandatory policy requiring the public to separate recyclable material and newly added organic waste materials at residences, businesses, mixed use facilities and permitted special events. Click here to read the full   Recycling Ordinance.

 

Recyclable materials include:

 

Plastic, glass bottles and jars, paper, newspaper, metal containers, cardboard, rigid plastics including clean food containers, jugs, tubs, trays, pots, buckets and toys.

New organic waste recyclable materials include

 

Food scraps and food-soiled paper from kitchens and food operations and yard waste such as garden and landscape waste and nonhazardous wood waste.

 

FULL REFUNDS ARE NOT OFFERED FOR THIS EVENT. In the event of a scheduling conflict, personal emergency, sickness, death, or other unforeseen circumstances, you may request a partial refund of your booth space. The deadline to receive a refund is as follows:

• For a 75% refund of base fees (i.e not including credit card processing fee) - You must put in your request (90) ninety days before the event date.

• For a 50% refund of base fees (i.e. not including credit card processing fee) - You must put in your request (89) eighty-nine to (60) sixty days before the event date.

• Cancellation requests received (59) fifty-nine days before the event date and later will not be eligible for a refund.

Refunds will not be available for registrants who choose not to attend an event. Cancellations will be accepted in writing only and must be received by the stated cancellation deadline(s). All refund requests must be made by the attendee or credit card holder. Refund requests must include the name of the attendee and/or transaction number.

If the event is rescheduled, your fee will be honored at the rescheduled event. 

 

DAMAGE/CLEANING DEPOSIT POLICY:

 

You must complete the DEPOSIT AUTHORIZATION FORM and email to ed@mcfarlanepromotions.com.

Your credit card will not be processed unless there is a claim during or after the event. McFarlane Promotions shall inspect your space to ensure it is undamaged, all rules have been met, all rentals have been properly returned, and has been cleaned to the satisfaction of McFarlane Promotions and La Mesa Oktoberfest Inc.

 

Instructions on how to acquire the blank deposit form will be emailed to you upon submission of this form.

 

Deposits may be withheld at the discretion of McFarlane Promotions and/or La Mesa Oktoberfest Inc. for, but not limited to, failure to show, late arrival, early departure, and any other violations of regulations set forth by the terms & conditions page.

SPECIFIC VENDOR FIRE CONDITIONS

 

The following conditions shall apply to La Mesa Oktoberfest without exception. Any changes must be made with the approval of the Fire Marshall or designee.

 

·         All Food Booths that use cooking or any heating implements shall follow the booth diagrams (below) they provided.

 

·         Barriers shall be provided by either the event or the vendor that will keep pedestrian traffic out of the designated open space and cooking space.

 

·         Vendor equipment shall reside completely inside the Vendor's area and shall not be placed in any way as to impede pedestrian traffic.

·         All vendor activity must be conducted completely inside the Vendor's area and shall not impede pedestrian traffic.

 

·         All Food Booths that use cooking or heating implements shall have the required certification for their canopy/tent on display at all times.

 

·         All open flame or frying cooking and heating implements shall be placed outside the canopy/tent at all times while in use.

 

·         Use of Portable BBQ’s PROHIBITED within 20 feet of any permanent structure or on any sidewalk. This includes but is not limited to the following areas; in front of/around businesses; under overhangs; on sidewalks; streets; next to buildings, walls; windows or exit doors.

 

·         Food Vendors using cooking appliances such as: deep fat fryers, griddles, stoves, or similar shall provide a Class “K” rated fire extinguisher. This requirement applies to Kettle Corn vendors also.

 

·         There shall be a 2A-10BC rated fire extinguisher located near the cooking appliance (BBQ) at all times during operation. An adult shall be in attendance of the BBQ while it is in operation and shall be knowledgeable in the use of portable fire extinguishers.

 

·         All Compressed Gas tanks shall be secured with heavy rope or chain and be stored in a safe manner away from open flame.

 

·         Charcoal BBQ’s and woks are PROHIBITED

 

·         Smoking is prohibited at all times.

 

·         All extension cords must be rated for OUTDOOR use.

 

FIRE MARSHAL BOOTH DIAGRAM

The Fire Marshal requires food vendors to provide a diagram for their booth setup. Instructions on how to acquire the blank booth diagram form will be emailed to you upon submission of this form. Please complete the form and email to ed@mcfarlanepromotions.com within 7 days of completing registration.

 

IMPORTANT: The Diagram must be provided no less than one week after completing the form. Booths are not considered reserved until this diagram is provided and failure to do so within seven days could result in losing your space.

You must provide proof of general liability insurance for $1,000,000 naming the below entities as additionally insured.

Insurance is due immediately and instructions will be automatically sent to you upon submitting this form

 

All fees must be paid by credit card. For check payments, please email ed@mcfarlanepromotions.com

CREDIT CARD – A 3% processing fee will be included in all credit card charges. Please use the CC Authorization Form below. Please include all booth and license fees but NOT the $200 deposit (see Page 3 for deposit info).