GILROY RODEO FOOD BOOTH APPLICATION

Welcome!

Submitting this application in no way guarantees a vendor permit for our event. You will be contacted once you have been approved.

POLICIES, PROCEDURES & REQUIREMENTS

FOOD VENDOR FEES: $350 per 12x12 serving/booth space for the 3 day event ($250 non-profit). Additional space is provided at no additional cost for cooking/BBQing. If your set-up/serving booth does not fit into the above space, you must supply details of your set-up requirements. Additional fees may apply depending on the additional space you will need. Completed application must include a picture or handwritten sheet of booth set-up. This is very important so we make sure we give you enough space for your cooking area.

Electrical is limited to certain areas. Quiet Generators are acceptable with approval.

A $50 Security Deposit is required in a separate check and voided after the Rodeo if ALL Rodeo and DEH rules and regulations were met. If Rules & Regulations were not met by the Food Chair or DEH representatives, the deposit check will be cashed by the Gilroy Rodeo.

SALES PERMIT:

The vendor is responsible for obtaining a current and valid sales permit prior to the event. Only public education institutions are exempt. This is not negotiable. A valid sales permit can be obtained from the California Department of Tax and Fee Administration office in San Jose at (408)277-1231. Please make sure your permit is valid or your application will not be processed. You can check the status of your resale permit at https://services.cdtfa.ca.gov/webservices/verification.jsp.

HEALTH PERMIT:

Copy the informational pages and train all workers on these regulations. Inspectors will be on site all the Rodeo days to insure compliance. All Health Department regulations will be enforced even after the inspectors have left the grounds. No menu changes will be allowed without written approval. Food may not be sold or sampled outside of the booth. The Gilroy Rodeo does not take responsibility for any vendor who is shut down for non-compliance. Absolutely no refunds will be granted if a food vendor is shut down by the Health Department or Rodeo management for non-compliance.

APPLICATION PROCEDURE:

Completed application must include 2 picture and handwritten sheet of booth set-up. This is very important so we make sure we give you enough space for your cooking area. Vendors will be notified of their acceptance and approved menus in a timely manner. Those accepted will receive space assignment and set-up information the first week of August. All placement decisions are final. NO NEGOTIATIONS!

LIABILITY AND SECURITY:

The Rodeo will provide minimal security for the 3 day event; however, participants are responsible for their own merchandise and equipment, its protection and insurance.

FIRE DEPARTMENT:

If vendor is cooking with electricity or flame, vendor must have 3/4 inch plywood flooring and a FIRE EXTINGUISHER (Dry Chemical, 2AIOBC with a current tag). FIRE DEPARTMENT WILL BE ON SITE FOR INSPECTIONS OF ALL BOOTHS. Have all workers trained in use of the extinguisher.

GENERAL RULES:

A) To insure variety and eliminate repetition, the Rodeo will limit the kinds of food, drinks and other items that will be accepted for sale at the Rodeo. Prices are subject to Rodeo approval and must be inclusive of sales tax. Prices must be posted and visible to customers. Prices may be lowered during the Rodeo, however they can't be increased.

B) Food booth applicants must submit a proposed menu and packaging list at the time the application is submitted. Menu changes without written authorization could result in booth closure. All food products must be sold in compostable packaging. Foil is not approved packaging.

C) Pre-printed booth and menu signs required – No handwritten signs.

D) Due to the amount of applications each year, the Rodeo must limit (1) one booth per vendor, unless specifically approved by the Gilroy Rodeo.

E) You must provide your own propane or other heat source. The Gilroy Rodeo and the Fire Marshall must approve all heat sources.

F) Water for food preparation is not available.

G) A $1,000,000.00 Certificate of Insurance naming the Gilroy Rodeo Association as an additional insured must be provided. If approved, you must submit the valid Certificate to the Gilroy Rodeo July 15, 2022.

H) The Gilroy Rodeo reserves the right to locate vendor booths according to the needs of the Rodeo.

I) Overnight security will be provided. Each vendor is responsible for securing their own booth. The Rodeo is not responsible for any loss or theft incurred by any vendor.

J) Access to your space will be available 11am-7pm Thursday, August 10th or on Friday, August 11th from 8am to 1pm. No Exceptions. Area must be clear of all vehicles by 1pm.

K) If you set up in the wrong booth space you will be asked to move. If you are not available to move your booth, Rodeo management has the right to move your booth and is not responsible for any damage.

L) Cancellations prior to July 20th will be refunded, minus a $50 processing fee. Absolutely no refunds for cancellations after July 20th. If you are NOT accepted as a vendor, all fees will bereturned by August 10th.

M) Tables and chairs are not available to borrow or rent from the Rodeo. Please make arrangements to provide your own. They should be covered with a washable surface.

N) Vendors are responsible for removing their own trash from their area each evening and may not use Rodeo trash receptacles used by public for its disposal. Each food booth must provide its own large garbage cans behind booth. Your $50 security deposit will be voided after the Rodeo if you follow all general rules and your space is left clean.

O) The Gilroy Rodeo has the right to prohibit and/or evict (without refund or assumption of liability for lost sales or expenses) any presentation or person who is in any manner deemed offensive or unprofessional.

P) All vendors agree to participate for the entire event and understand that tear down on Sunday before 6pm is not allowed for any reason, unless specifically approved by the Gilroy Rodeo.

Q) Gilroy can be windy after 3pm, so please be prepared. The vendor will be held liable in the event that their display causes damage to the display or work of another vendor or event site property or if anyone is injured due to your negligence.

R) Electrical service is available for all additional $25.00. Quiet Generators are acceptable withapproval

DEH FEES DESCRIPTION

PERMIT TYPES FOOD VENDOR CATEGORIES	FEE 1-12 DAYS PER {1}	FEE 13+ DAYS PER EVENT
Risk Category 1 (RC1) Low Risk	$99	$99
Risk Category 2 (RC2) Moderate Risk	$145	$202
Risk Category 3 (RC3) High Risk	$186	$241
Sampling Only - No food/beverage sales Limited to small sample size	$88	$88
Mobile Food Facilities - carts/vehicles permitted by Santa Clara Co.	No temp event fee required. Operating under annual permit
Mobile Food Facilities - carts/vehicles NOT under permit by Santa Clara Co.	Fee will depend on menu RC1, 2, 3	Fee will depend on menu RC1, 2, 3
ATEP - for business owners of fixed food facilities that they own in Santa Clara Co.	$504 Annual fee
Veteran must submit Affidavit for a Veteran's Exemption form and all required documentation	$0	$0

Temporary Food Facility RC 1 includes ($99):
• Prepackaged, non-potentially hazardous foods (non-PHFs), or
• Prepares only non-PHFs. Examples include prepackaged foods/beverages, kettle corn, candies.
• Reheating commercially manufactured ready to eat foods with no further processing. Examples include canned chili beans, hot dogs, nacho cheese

Temporary Food Facility RC 2 includes ($145):
• Food that is for same day service to customers (hamburgers, raw sausages, crepes etc.).
• Food that is prepared/cooked onsite and served with hot or cold holding of potentially hazardous food (PHF) after preparation.

• Absolutely no cooling of potentially hazardous foods are allowed, either in advance or on site. All prepared food is to be discarded at end of day (includes hot foods, and any cold foods that have exceeded 41F).

• The business owner of a brick and mortar food facility with a valid permit, prepares in advance of the event (potato salad, pot pies, and tamales) at their approved facility; the facility must have a valid permit and inspected by the local
enforcement agency.

Temporary Food Facility RC3 includes ($186):

•Food that is prepared in advance of the event (potato salad, pot pies, and tamales) at an approved facility

•Extensive menus with the handling and preparation of raw ingredients or complex preparation which includes cooking, cooling and/or reheating.

•Food that is prepared in advance of the event (potato salad, pot pies, and tamales) at an approved facility permitted and inspected by the local enforcement agency (you are not the owner of that fixed facility but renting kitchen space, or with the owner's permission) Food that is prepared for multi-day use.

•All prepared food is to be discarded at end of day (includes hot foods, and any cold foods that have exceeded 41F

Agreement*

By selecting this box, I have read the Policies, Procedures & Requirements and fully understand and agree to its terms.

FOOD VENDOR PROPOSED MENU & CALCUATION OF FEES

(MUST return with application. Remember to keep a copy)

BUSINESS NAME*

List all food items in order of preference to be sold or provide a separate menu. (Please list items in order of preference. All items must be listed We will notify you of your approved menu by July 15th. Only items approved by the Rodeo can be sold. To avoid duplication, not all menu items listed below may be approved. No waters, sodas, bottled/canned beverages allowed to be sold. Vendors agree to serve only those items that have been approved.

1.*

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THE FOLLOWING MUST BE SUBMITTED AT TIME OF APPLICATION:

Failure to submit required information will delay this process.

1 picture/drawing of your booth display (layout will determine best location for your space)*

Completed Health Department Application*

See below to download form

Application must be filled out completely and uploaded above.

Certificate of Insurance*

FOOD BOOTH VENDOR APPLICATION - Application Deadline - June 15, 2023

All fees must be submitted with application. Read the terms & conditions carefully and before returning your application. Applications won't be accepted unless full payment, Menu & Fee Calculation form and health permit application is returned with food booth application.

Company/Organization Name*

Contact Name*

Address/City/ST/Zip*

Phone*

Cell*

Email Address*

example@example.com

California Sellers Permit #*

Contact the California Department of Tax and Fee Administration in San Jose for information, application and permit. Your # is required for approval. Public education institutions are exempt.

VERY IMPORTANT: Please fill out the following questions carefully. If you do not disclose something you require, we might not be able to accommodate your request at a later date.

FOOD BOOTH

All food vendors must supply their own 12x12 canopy. Any vendor cooking with an open flame must have a flame-retardant canopy. If your set-up does not fit into a 12x12 serving/booth space you must supply details of your size and needs to be considered as a participant. Additional fees will be applied to oversized spaces.

SPACE REQUIREMENTS (please provide a picture or drawing of your set-up and/or layout)

What kind of booth do you have Canopy/Trailer/Truck/Cart)

How large is your serving space (12x12, 12x24, truck/trailer length including tongue/cart, etc.

Special Requests

COOKING (we will determine how much cooking space you need based on your answer below) What type of Cooking are you doing on-site (e.g.: BBQ, Deep Frying, Griddle, none, Etc

CALCULATION OF FEES

For Profit Serving Space $350 (per 12x12 space)

Enter the number of spaces requested

Non-profit Serving Space $250 (per 12x12 space)

Enter the number of spaces requested

Select applicable fees

Self-contained Trailers/Trucks $600 (up to 20' including tongue)Health Department Fees $99 Risk 1 (see previous page fee description)Health Department Fees $145 Risk 2 (see previous page fee description)Health Department Fees $186 Risk 3 (see previous page fee description)Health Department Fees $88 Sample Only (see previous page fee description)Additional Security Deposit $50Electrical service 3 days $25

Total Due - Payable to Gilroy Rodeo upon acceptance of application

Type a question*

I understand that I may be required to attend a one day volunteer training prior to event.&#13;&#10;Volunteers must be 16 years old to volunteer.&#13;&#10;Under 16 years of age, must be accompanied with adult.&#13;&#10;I understand NO consumption of alcohol is permitted during the volunteer shift.&#13;&#10;&#13;&#10;RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK AND INDEMNITY AGREEMENT&#13;&#10;(READ CAREFULLY BEFORE SIGNING)&#13;&#10;IN CONSIDERATION of being permitted to officiate, observe, work for, use the arena, use the grounds, use the facilities, or participate in any way in any Gilroy Rodeo Association (GR) rodeo, events or activities (EVENTS), I, for myself, my personal representatives, heirs and next of kin:&#13;&#10;1. Hereby RELEASE, WAIVE, and DISCHARGE, GR the promoters, participants, sanctioning organizations or any affiliate, subsidiary or subdivision thereof, sponsors, advertisers, owners and lessees of premises used to conduct the EVENTS, premises and event inspectors, surveyors, underwriters, consultants and others who give recommendations, directions, or instructions or engage in risk evaluation or less control activities regarding the premises or EVENTS and for each of them, their directors, officers, agents, members, and employees, all for the purposes herein referred to as&#13;&#10;“RELEASEES,” FROM ALL LIABILITY TO ME, my personal representatives, assigns, heirs, and next of kin FOR ANY AND ALL LOSS OR DAMAGE,&#13;&#10;AND ANY CLAIM OR DEMANDS THEREFORE ON ACCOUNT OF INJURY TO THE PERSON OR PROPERTY OR RESULTING IN THE DEATH OF&#13;&#10;THE UNDERSIGNED ARISING OUT OF OR RELATED TO THE EVENTS, INCLUDING CLAIMS FOR WORKMANS COMPENSATION BENEFITS,&#13;&#10;WHETHER CAUSED BY THE NEGLIGENCE OF THE RELEASEES OR OTHERWISE. In addition, I COVENANT NOT TO SUE any of the&#13;&#10;RELEASEES based upon any claim arising out of any of the EVENTS.&#13;&#10;2. Hereby acknowledge that I am not an employee of GR, nor am I entitled in any way to workman's compensation benefits, and I ASSUME FULL&#13;&#10;RESPONSIBILITY FOR ANY RISK OF BODILY INJURY, DEATH OR PROPERTY DAMAGE arising out of or related to the EVENTS whether caused&#13;&#10;by the NEGLIGENCE OF RELEASEES or otherwise.&#13;&#10;3. Hereby AGREE TO INDEMNIFY AND SAVE AND HOLD HARMLESS THE RELEASEES and each of them from any loss, liability, damage, or cost they may incur due to claims brought against the RELEASEES arising out of my injury, or death, or damage to my property while I am in the&#13;&#10;RESTRICTED AREAS and/or while competing, practicing, officiating, observing or working for or for any purpose participating in the EVENTS and&#13;&#10;whether caused by the negligence of the RELEASEES or otherwise.&#13;&#10;4. Hereby acknowledge that RODEO EVENTS ARE POTENTIALLY VERY DANGEROUS and involve the risk of serious injury and/or death and/or&#13;&#10;property damage. I also expressly acknowledge that INJURIES MAY BE COMPOUNDED OR INCREASED BY NEGLIGENT RESCUE OPERATIONS OR PROCEDURES OF THE RELEASEES.&#13;&#10;5. Hereby agree that this Release and Waiver of Liability, Assumption of Risk and Indemnity Agreement extends to all acts of negligence by the&#13;&#10;RELEASEES, INCLUDING NEGLIGENT RESCUE OPERATIONS and is intended to be as broad and inclusive as is permitted by the laws of the State&#13;&#10;of California and that if any portion thereof is held invalid, it is agreed that the balance shall, not withstanding, continue in full legal force and effect.&#13;&#10;6. I am aware of the covid-19 pandemic and related governmental orders, directives and guidelines (collectively “directives”), including directives for frequent hand washing, social distancing and use of face masks in public locations. I am aware that these activities are occurring in a public location during the COVID-19 Pandemic, and also potentially involve livestock or other fairgrounds activities, and are therefore hazardous activities. I am aware that I could be infected, seriously injured or even die due to COVID-19 or due to activities on the fairgrounds including but not limited to exhibitor and&#13;&#10;livestock activities. I am voluntarily participating in these activities with knowledge of the danger involved and agree to assume any and all risks of&#13;&#10;bodily injury, death or property damage, whether those risks are known or unknown.&#13;&#10;7. By attending the Event, you understand, agree, and acknowledge that (i) you may be photographed and filmed, and (ii) you hereby provide Management with your absolute, express consent to be photographed and filmed. You further understand and agree that these images and/or recordings can be registered, stored, transmitted, broadcast/streamed, rebroadcast, and sold for archival, promotional, and/or commercial purposes, in any manner, throughout the universe, and in any media, now known or hereafter devised, without any compensation to you.&#13;&#10;I HAVE READ THIS RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK AND INDEMNITY AGREEMENT, FULLY UNDERSTAND ITS TERMS, UNDERSTAND THAT I HAVE GIVEN UP SUBSTANTIAL RIGHTS BY SIGNING IT, AND HAVE SIGNED IT FREELY AND VOLUNTARILY&#13;&#10;WITHOUT ANY INDUCEMENT, ASSURANCE, OR GUARANTEE BEING MADE TO ME AND INTEND MY SIGNATURE TO BE A COMPLETE AND&#13;&#10;UNCONDITIONAL RELEASE OF ALL LIABILITY TO THE GREATEST EXTENT ALLOWED BY LAW.&#13;&#10;&#13;&#10;MINOR RELEASE&#13;&#10;1. I hereby give my permission and consent for my above-named son / daughter / ward (the Minor) to attend and to participate (including compete) in all&#13;&#10;events or activities conducted, sanctioned and /or administered by Gilroy Rodeo&#13;&#10;2. I hereby, on behalf of myself and my above-named Minor, ASSUME FULL RESPONSIBILITY for any risk of loss sustained by us arising out of / or&#13;&#10;related to the events or activities whether caused by the negligence of the RELEASEES or otherwise.&#13;&#10;

Agreement*

By selecting this box, I have read the release and waiver of liability, assumption of risk and indemnity agreement and filly understand and agree to its terms.

Signature of Vendor*

Clear

Signature of Parent of Guardian if Minor

Clear

Print Name of Parent or Guardian if Minor

First NameLast Name

Phone Number of Parent or Guardian of Minor in Case of Emergency

Please enter a valid phone number.

2023 Food Booth Application

DATE:

APPLICATION DEADLINE: