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OVERVIEW

We are extremely delighted to have you as part of the A Glimpse of Africa annual cultural festival in 2024. Thank you for your continued commitment as a food vendor at the A Glimpse of Africa festival, the largest African cultural festival in West Michigan. Our past festival audience was approximately over 7,000 attendees with an array of free entertainment, fashion shows, art and food from various African cultures!  As we have continued to grow every year, we continue to expect a high number of attendees, and we hope together, we can make it a great, successful, safe event!

Festival Details:

Location: Calder Plaza - 525 Ottawa Ave NW, Grand Rapids, MI 49503

Day 1: Date & Time: Friday, August 9th 3:00pm - 10:00pm
Day 2:  Date & Time: Saturday, August 10th, 10:30am - 11:00pm

Day 3: Date & Time: Sunday, August 11th, 10:30am - 5:30pm

Event terms and conditions:

Please read and understand these policies and procedures. If accepted as a vendor, you will be expected to comply with all of them, as well as other policies listed throughout this document. Failure to comply with these policies and procedures will result in your not being allowed to return as a vendor, and/or your participation being terminated on the spot.

Set Up and Parking:

Set Up and Parking: Please plan to load-in to your assigned space by 1PM on Friday, August 9th, 9AM on Saturday, August 10th and 9 AM on Sunday August 11th by driving onto Calder Plaza/ from Ottawa Avenue. You can park at or close to your area to unload prior to moving your vehicle(s) to park elsewhere. We have included the link to Downtown Grand Rapids Inc. parking information for meters and lots: http://downtowngr.org/get/parking

All vendor vehicles should be moved off Calder Plaza and Ottawa Avenue by 1:45 on Friday, August 9th and 9:45 AM on Saturday, August 10th and Sunday, August 11th.

Tents and Cooking Space:

Each food vendor, unless specified otherwise, will get a 10 x10 space, a 6-foot table and

cooking space behind or to the side of their tent. Per the Grand Rapids Fire Department, this cooking space must be 8 feet from the tent. For safety and efficiency, only four (4) individuals may be in the tent at one time. Please avoid using lights close to the tent vinyl. Each food vendor must provide their own 10x10 tent with weights. Vendors must also use a floor mat (must be roofing felt) under any cooking implements to catch spills.
The vendor's booth fee is only for a single 10x10 space (plus the cooking space), any vendor setting up extra tents or occupying more space than allocated will be charged for the additional booth space.
 

Clean Up:

During clean-up, vendors should dry sweep their area, collecting debris to deposit in the provided waste and recycling cans. Vendors should not wash their area with water as any waste water must be collected and disposed of according to code. Waste water/oil holding tanks will be provided for vendors to use for any waste water, and/or cooking oil. Vendors must not dump any oil or gray/waste water on the floor, or in the nearby bathrooms. We have organized with the city to provide a dumpster, recycling  and trash cans that will be placed around the event venue. Please use the dumpsters instead of filling up the recycling/trash cans near your area.

Site Access/Set Up:

Vendors will be able to access and set-up some of their non-food items such as tents or floor proctors on Friday, August 9th any time after 11:00AM. Please do not leave any food or valuable items in the booth as A Glimpse of Africa will not be liable for any stolen damaged or stolen items. Any last minute changes to tent layouts are not allowed. All vehicles must be OFF SITE by 1:30 PM on Friday, August 9th, and 10:30 AM on Saturday, August 10th and Sunday, August 11th.

Tear Down:

Load-out after the festival can begin at 9:30 PM on Friday, August 9th, 10:30PM on Saturday, August 10th and 5:00PM on Sunday, August 11th (NO EXCEPTIONS). Exit times/instructions will be assigned in advance, please clean up your workstation thoroughly, take your trash and left over food to the nearest dumpster,  and make sure to check out with one of our food vendor leads before you leave.

Pets:

No pets are allowed on the premises, including inside vendor booths.

Health Department Permits:

All food vendors and food sellers are required to hold a Permit to operate a Temporary Food Facility (TFF) issued by the Kent County Food Safety Services. This form must be filled out and submitted to the city at least 40-60 days before the event date.

Inspections & Permits:

You and your workers must comply with all Food Safety requirements during the event. Food vendors must schedule an inspection time for Friday, August 9th before 2PM*. No food can be sold until you have been permitted by the Health Officer. For health and safety reasons, only food booth workers are allowed in the food prep area. Family and friends must remain outside.

*If you are not participating on Friday, August 9th, you must schedule a Health Officer inspection for Saturday, August 10th before 9:30AM.

Refundable cleaning & Damage Deposit:

All food vendors preparing and cooking food on-site are required to submit a $200 refundable cleaning & damage deposit with the application. This deposit will be returned after the Festival if space is left clean and undamaged. Food vendors must check-out with Festival site staff to inspect their area in order to qualify for a returned deposit.

Taxes/insurance/security:

The Vendor agrees to obtain the proper sales tax license and agrees to be responsible for the payment of any sales tax or any other taxes and shall pay taxes to the proper government authority. Vendor agrees to hold the Organizer, City of Grand Rapids, owners, event staff, volunteers, and lessees of the property upon which the A Glimpse of Africa Festival is conducted harmless of any form of liability or claim for injury, damages, theft or any other cause whatsoever. The Organizer shall provide public security during operation time of the festival (Friday, August 9th, Saturday, August 10, and Sunday, August 11, 2023); however, Vendor agrees that the Organizer is not responsible for any theft, damage or injury whatsoever of vendor, volunteers, associates, or items or equipment.

Vendor supplies:

All vendors must provide additional tables if needed, lighting, chairs and other necessary equipment to operate a self-sustaining food booth. A Glimpse of Africa will try to accommodate vendors in preferred booth spaces based on a first come first serve basis; however, A Glimpse of Africa has sole discretion on vendor booth location.

Equipment:

Vendors must bring their own equipment and supplies, including but not limited to: Ice, cash/ change, Square or other means to receive payments, extension cords,  cooking equipment, tables, chairs, paper goods, trash cans, fire extinguishers, must have a floor mat (roofing felt), and other supplies for the operation of an exhibitor booth. Each vendor must provide their own appropriate fire extinguisher based on the type of cooking they will be doing.

Verifying the required extinguisher type:

Each vendor must  familiarize  with Grand Rapids City regulations, please visit the Grand Rapids Special Events Planning and Resource Guide (Sections 21-23): https://www.grandrapidsmi.gov/Directory/Guides/Special-Event-Planning-and-Resource-Guide

CANCELLATION POLICY:

Following receipt of vendor fees, any cancellations prior to July, 15th 2024, 5:00 pm EST will be refunded 50% of the total vendor fees. Cancellation requests received after July 15th, 2024 will not receive a refund.

Helpful Resources:

Cost

Food Vendors must submit a completed A Glimpse of Africa Festival vendor application (below) and full vendor fees plus the refundable deposit by July 1st, 2024.

Ice Cream Truck or Snack Vendor: $350

This vendor may sell only one food product that requires minimal or no preparation on-site, i.e. coffee, popsicles, non-alcoholic beverages, pre-packaged snacks, etc. Limited associated products may be sold upon written approval of A Glimpse of Africa representative. The food vendor must not sell any type of merchandise i.e. clothing, jewelry, crafts, etc. This vendor must provide their own Ice Cream truck or a  10’ x 10’ tent and 25lbs weights on each tent corner to keep it secured on the ground. The vendor is responsible for all setup and tear-down (including tent) and clean-up for the area they will use. The vendor must also provide additional tables if needed, lighting, chairs, and other necessary equipment to operate a self-sustaining booth. A Glimpse of Africa will try to accommodate vendors in preferred booth spaces based on a first come first serve basis; however, A Glimpse of Africa has sole discretion on vendor booth location. The Ice cream trucks should bring their own extension cords and generators as applicable to each specific food truck vendor. Access to power outlets is provided and or water if needed.

Full Menu Food Truck/Trailer: $375

The vendor must fulfill requirements for setup/take-down, clean-up, etc. Food trucks should bring their own extension cords and generators as applicable to each specific food truck vendor. Access to power outlets is provided and or water if needed.

Food Vendor using their own tents: $425

This option is applicable to food vendors who will be located in individual tents provided by A Glimpse of Africa. The food vendor must not sell any type of merchandise i.e. clothing, jewelry, crafts, etc.  The vendor is only provided with access to electricity, water, a 10’ x 10’ tent, and space. The vendor is responsible for all setup and tear-down (including tent) and clean-up for the area they will use. The vendor must also provide additional tables if needed, lighting, chairs, and other necessary equipment to operate a self-sustaining booth. A Glimpse of Africa will try to accommodate vendors in preferred booth spaces based on a first come first serve basis; however, A Glimpse of Africa has sole discretion on vendor booth location.

Food Vendor using a Glimpse of Africa Tent: $500

This option is applicable to food vendors who will be located in individual tents provided by A Glimpse of Africa. The food vendor must not sell any type of merchandise i.e. clothing, jewelry, crafts, etc.  The vendor is only provided with access to electricity, water, a 10’ x 10’ tent, and space. The vendor is responsible for all setup and tear-down (including tent) and clean-up for the area they will use. The vendor must also provide additional tables if needed, lighting, chairs, and other necessary equipment to operate a self-sustaining booth. A Glimpse of Africa will try to accommodate vendors in preferred booth spaces based on a first come first serve basis; however, A Glimpse of Africa has sole discretion on vendor booth location.

Refundable cleaning & Damage Deposit:

All food vendors preparing and cooking food on-site are required to submit a $200 refundable cleaning & damage deposit with the application. This deposit will be returned after the event if the space is left clean and undamaged. Food vendors must check-out with A Glimpse of Africa Volunteer/staff to inspect their area in order to qualify for a returned deposit.

• Health department Compliance: Food Vendors will be responsible for reading and complying with all the Kent County food and safety rules including any Covid19 any specific guidelines.

Any Questions?

If you have any questions about the application, please contact our team at aglimpseofafrica@gmail.com

Registration Form

Equipment

Make sure you list all the equipment you will be using to prepare your food, especially equipment where electricity is needed. *List how many of each of the following appliances you will be using.

Grills

Electrical Appliances

Upload File

Menu

Food Items that will be served on Friday, August 9th, Saturday, August, 10th and Sunday, August 11th,  2024

List the actual food items/beverage(s) you will be selling. PLEASE PRINT CLEARLY and provide as much detail as possible so that you are clearly understood.

Menu Item 1

Menu Item 2

Menu Item 3

Menu Item 4

Menu Item 5

Upload File

Terms & Conditions

Please read the following terms and conditions before submitting this form.

Due to limited vendor booths availability please apply as soon as you get this form.

 *Vendor booths  availability is on a “First come, First served” basis (assigned by order of received responses of completed form and payment received).

•  2 day cost for the 10*10 food  vendor booths/space is $425 with your own tent. 

•  2 day cost for the 10*10 food vendor booths/space is $500 with our rental tent. 

•  2 day cost for the non profit booth/space is $250 with your own tent

•  2 day cost for the non profit booth/space is $300 with our rental tent.

•  Vendors bringing their own 10*10 tent must meet the required guidelines including having tent weights which include a minimum of 25 pounds for each corner (100-pound weights minimum). Tents weights are available for rent for rent for $25 

•  Payment is due upon your registration, and vendor registrations will be closed on July 1st.

• Booth/space set up starts 11am on Friday, August 9th, and all set up must complete by 1:30pm  

•If you are not participating on Friday, August 9th, booth/space set up must be complete by 9:45am on Saturday, August 10th.

• Vendors are to remain open and staffed for business for the duration of the event.

• Vendor space cannot be reassigned, divided, given, sublet, or leased to any other party, nor can vendors relocate their assigned positions. 

• All vendors must have hand sanitizer for their customers

• It is the responsibility of each vendor to read, understand, practice and follow all MDHHS health and safety guidelines pertaining to Covid19 ( https://www.michigan.gov/coronavirus) to ensure their own safety and safety of others.

CANCELLATION POLICY:

•    Following receipt of vendor fees, any cancellations prior to July, 15th 2024, 5:00 pm EST will be refunded 50% of the total vendor fees. Cancellation requests received after July 15th, 2024 will not receive a refund.

Release Waiver

Vendor’s electronic signature (via checkbox below) verifies that the above information is complete and accurate. For good and valuable consideration received, the undersigned agrees to indemnify and hold harmless A Glimpse of Africa, LLC, and its members, officers, directors, employees, volunteers and agents from any and all liabilities, damages and fees. The undersigned recognizes hazards of participation and assumes all risks. RELEASE AND WAIVER OF LIABILITY PLEASE READ CAREFULLY. GENERAL RELEASE/WAIVER OF LIABILITY: In consideration of being permitted to participate in this A Glimpse of Africa event, and other valuable and sufficient consideration, the receipt of which I acknowledge, I do, on behalf of myself, my heirs, executors, administrators, legal representatives, guardians and assigns (collectively referred to as the “Vendor's” or “Releasors,”) freely, voluntarily, and without duress, hereby release, waive, forever discharge, and hold harmless the following parties (collectively referred to as “Releases”) from any and all liability, claims, and demands of whatever kind or nature, either in law or equity, for any resulting loss or damage, and from any claim or account of injury to my person or property, even injury resulting in death, whether caused by the negligence of the Releasees or otherwise, which arise or may hereafter arise from the Vendor's participation in A Glimpse of Africa. INDEMNIFICATION: The Releasors shall defend, hold harmless and indemnify the Releases from and against any and all liability, loss, claims, damages, costs, attorneys’ fees and expenses of whatever kind or nature that the Vendor's may sustain, suffer, incur or be required to pay in connection with my participation in A Glimpse of Africa. A Glimpse of Africa will not be held liable for the loss of product or sales due to any acts of God including weather conditions and/or event cancellation or thievery. FIRST AID: The Releasors understand the Releasees do not assume any responsibility for or obligation to provide financial assistance or other assistance, including but not limited to medical, health, or disability insurance in the event of injury or illness. The Releasors also release and forever discharge the Releasees from any claim whatsoever which arises or may hereafter arise on account of any first aid, treatment, or service rendered in connection with the Releasors acts or omission relative to A Glimpse of Africa. RELEASE AND AUTHORIZATION TO PHOTOGRAPH: By submitting this form, the Vendor agrees to be photographed, videotaped, and/or recorded by any of the Releases for no charge or consideration. The Vendor does hereby grant and convey unto the Release any and all rights, titles and interests in any and all photographic images and video or audio recordings made by the Releases, including, but not limited to, any royalties, proceeds, or other benefits derived from such photographs or recordings. The Vendor releases the Releasees from any and all claims, including libel, slander, invasion of privacy or any other claim and any damages in connection with any photo or video created by or for the Releasees and used for promotional purposes. The Vendor agrees to let the Releasees use social media images for promotional purposes. By submitting this form, The Vendor agrees that he or she has read this agreement, fully understands its terms, understands he or she has given up substantial rights by signing it, and has signed it without inducement. Further, if the Vendor is acting as an agent for others in submitting this form, the Vendor acknowledges that he or she is in possession of a signed copy of this Release from each registrant. Further, the Vendor has read, understood and agrees to abide by all A Glimpse of Africa rules, regulations, terms and conditions as stated. The Vendor understands that failure to follow the set rules can mean expulsion from this A Glimpse of Africa event and/or future events. A Glimpse of Africa reserves the right to make final interpretations of rules, regulations, terms and conditions, and may amend or restate the same without notice. I HAVE READ THE ABOVE RELEASE AND WAIVER, UNDERSTAND I HAVE GIVEN UP SUBSTANTIAL RIGHTS BY SIGNING IT, HAVE NOT CHANGED IT ORALLY, AND SIGN IT VOLUNTARILY.

Agreement

I, the undersigned, have reviewed this Food Booth Application for accuracy and completeness. By signing below, I agree that I have the authority to list the official menu items, prices and other information, and I agree to become a Food Booth Vendor at A Glimpse of Africa Festival on August 9th-11th, 2024 at Calder Plaza, Grand Rapids, Michigan. 

I also confirm that I have read, and I agree to meet all the above general informed consent requirements.

Your signature/name below shows that you agree to these terms and conditions.

Your Form has been submitted!

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