2025 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: $400 per 12x12 serving/booth space for the 3 day event ($300 non-profit). Additional space may be 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 diagram 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 not permitted unless prior arrangements have been made.

A $50 Security Deposit per space is required at application submission.  Your $50 security deposit will be returned 30 days after the Rodeo if you follow all general rules and your space is left clean.

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://onlineservices.cdtfa.ca.gov/_/#1.

HEALTH PERMIT:

Inspectors may be on site all the Rodeo days to ensure compliance. All Health Department regulations will be enforced even after the inspectors have left the grounds. Copy the informational pages and train all workers on these regulations. 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 pictures and a diagram of the 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. Be prepared for a fire department inspection on Friday by Noon. Have all workers trained in use of the extinguisher.

GENERAL RULES:

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

E) Water for food preparation is not available.

F) A $1,000,000.00 Certificate of Insurance naming the Gilroy Rodeo Association, its directors, officers, employees and volunteers as an additional insured with respects to their operation at the Gilroy Rodeo must be provided. If approved, you must submit the valid Certificate to the Gilroy Rodeo July 15, 2025.

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

H) Overnight security will be provided starting Friday evening thru Sunday afternoon. Each vendor is responsible for securing their own booth. The Rodeo is not responsible for any loss or theft incurred by any vendor.

I) Booth setup will be available on Thursday from 9am to 7pm or on Friday from 8am to 1pm.  Area must be clear of all vehicles by 1pm on Friday. No Exceptions.

J) 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.

K) Cancellations prior to July 1st will be refunded, minus a $50 processing fee. Absolutely no refunds for cancellations after July 1st. 

L) 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.

M) 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. There will be a large dumpster located behind the stage available to empty your trash cans as needed.  

N) 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.  Any music played must not interfere with the Rodeo Performance, Band performance, or other vendors and no explicit music should be played.

O) 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. In addition, all vendors agree to remain open until the rodeo performance is complete or 9:30 PM whichever is earlier.  Vendors may remain open until the rodeo grounds close at 11:00 PM Friday and Saturday night.

P) 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.

Q) Electrical service is available for all additional $75.00 per booth. Quiet Generators are not permitted unless prior arrangements have been made.

R) Wifi will not be provided by Gilroy Rodeo.  Please make your own arrangements if you need internet connection for payment processing.

DEH FEES DESCRIPTION (Effective 6/15/2024)

PERMIT TYPES FOOD VENDOR CATEGORIES	FEE 1-12 DAYS PER {1}	FEE 13+ DAYS PER EVENT
Risk Category 1 (RC1) Low Risk	$128	$128
Risk Category 2 (RC2) Moderate Risk	$191	$265
Risk Category 3 (RC3) High Risk	$244	$315
Sampling Only - No food/beverage sales Limited to small sample size	$116	$116
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
Veteran must submit Affidavit for a Veteran's Exemption form and all required documentation	$0	$0

Risk Category 1 (RC1) Low Risk includes:
• Prepackaged, non-potentially hazardous foods (non-PHFs).
• Prepares only non-PHFs. Examples include prepackaged foods/beverages, kettle    corn, candies.
• Heating and serving commercially manufactured ready to eat foods with no further processing/cooking. Examples include canned chili beans, hot dogs, nacho cheese.

• Food operation may operate on a single day or for multiple days.

Risk Category 2 (RC2) Moderate Risk includes:
• Potentially hazardous food (PHF) that is prepared and cooked for same day service to customers (hamburgers, tacos, chicken wings, cut melons, etc.).
• No cooling of PHFs is allowed.

An operator conducting a high-risk operation (RC3 – cooking and cooling PHFs to serve cold or reheat at the event) who has a valid annual health permit at a brick-and-mortar food facility or MFF operation and is inspected by the local enforcement agency may be downgraded to RC2. You must provide a copy of your permit with the TFF application.

• All prepared food is to be discarded at the end of day (includes hot food and any cold food that have exceeded 41⁰F).

Risk Category 3 (RC3) High Risk includes:

•Food that is prepared, cooked and cooled in advance of the event (such as potato salad, chicken pot pies, and tamales, etc.) at an approved facility that is permitted and inspected by the local enforcement agency (i.e., you are not the permit holder at a brick-and-mortar fixed food facility; you are renting kitchen space or using the facility with the facility owner's permission).

•Food that is prepared at an approved food facility for multi-day use.

•Must submit Standard Operating Procedures (SOPs) for review and approval.

•All prepared food is to be discarded at end of day (includes hot food and any cold food that have exceeded 41⁰F).

CRAVEN ACT EXEMPTION (DONATED FOODS):
A Non-Profit Organization that coordinates a community event and receives 100% of the food (including beverages) donated from for-profit food facilities that receive no monetary benefit (only public recognition for their donation) may qualify for this exemption. Collect the For-Profit Declaration forms from the donating facilities and submit them along with your Non-Profit Declaration form, a copy of your IRS tax determination letter, and a cover letter describing your event to the Department at least 2 weeks before your event. Once all required information is reviewed and approved, an Authorization letter will be generated and sent to you.

 

                          FOOD VENDOR PROPOSED MENU & CALCUATION OF FEES

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

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.

THE FOLLOWING MUST BE SUBMITTED AT TIME OF APPLICATION:

Failure to submit required information will delay this process.

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)

 

CALCULATION OF FEES