Food Vendor Information

Serving Hours

Thursday, August 8: 4:00PM-10:00PM (optional)
Friday, August 9: 10:00AM – midnight
Saturday, August 10: 10:00AM – midnight

Vendors must stay with their booth during these times. This is an all-weather event.

Booth Space

If accepted, food vendors will be placed within the limits of our food vendor areas. Ashley for the Arts reserves the right to change vendor locations without notice in accordance with changes that are made to the grounds. The space assigned at vendor check-in is the only space allotted to you. Displays must be contained within your space. Space allotted will depend on the size of your booth and electrical requirements in which must be listed on your application. Please be aware that ground may be uneven. You may be placed on asphalt, grass, or gravel.

Equipment

Food vendors must provide all necessary items to prepare and serve their food. Ashley for the Arts will NOT provide any equipment needed for the sale/preparation of your product (ex: tent, tables, chairs, service counters, storage unit, dishes, coolers, cooking utensils, etc.) You must also provide disposable plates, napkins and eating utensils.

All equipment, supplies and overstock must be stowed and hidden within the space provided. No unsightly materials or equipment should be visible to the crowd.

Tents MUST be anchored to the ground by weights. In the event of high winds or inclement weather, booth owners are responsible and liable for the security and safety of their structures, as well as anything contained within.

Application

Booth acceptance is based on, but not limited to the following: previous history with us, our desire to offer an assortment of menus and completion of all required documentation. Ashley for the Arts reserves the right to deny an applicant for any reason. Returning vendors are given a priority but are not guaranteed a spot or the same location as previous years if accepted.

Notice of acceptance will be emailed no later than March 31. Email will be the primary mode of communication. If your email address changes, it is your responsibility to notify us.

Booth Fee

If accepted, a nonrefundable booth fee will be due within 30 days of acceptance. The booth fee is based on the size of trailer or tent each vendor needs for their selling space (example 25 ft trailer or 10ft  x10ft tent). There is no additional charge for electricity, water, storage trailers or tents used for prepping.

• 10-19 feet = $300
• 20-29 feet = $400
• 30+ feet = $500

Required Documents

The below documents must be completed and submitted by July 1. If documentation is not received, you will be removed from the event and a replacement will be contacted.
• Wisconsin Temporary Event Operator Form (which can be found here: https://www.revenue.wi.gov/DORForms/s-240f.pdf)
• Certificate of Liability Insurance with Ashley for the Arts listed as a certificate holder
• Copy of Trempealeau County Health Dept. License or DATCP License

Food Sales

Ashley for the Arts does not guarantee sales at your booth. Hawking and making sales outside of your approved booth space is not permitted under any circumstance. Tip jars are allowed and is the ONLY cash payment allowed to a vendor.

All food sales will be conducted using a food ticket system. Tickets will have a face value of $1.00, therefore products must be priced in dollar increments. VENDORS FOUND TO BE SELLING, RECYCLING TICKETS AND/OR ACCEPTING CASH WILL BE ESCORTED OFF OF EVENT GROUNDS IMMEDIATELY! Ashley for the Arts reserves the right to suspend serving privileges for inappropriate behavior and/or remove vendor from the event.

All tickets must be brought to the Arcadia middle school (volunteer check-in) on Friday night and Saturday night at close of the event to be weighed. Golf cart shuttles will be provided for each vendor to the middle school to weigh tickets at the end of the night. Altered, torn, wet or dirty tickets will result in a loss of payment. Ashley for the Arts will collect 20% of total sales before taxes from each food vendor. Payment to vendors will be available Sunday at 9:00AM in the pavilion OR if vendor desires, mailed within five business days.

Wristbands & Parking Passes

Food vendors will be given FOUR (4) admission wristbands per booth. Additional wristbands may be purchased prior to the event for $45. Wristbands will be $60 at the gate. Food vendors will be given no more than TWO (2) parking passes in a reserved parking area.

Product

Ashley for the Arts remains the exclusive vendor for specific items. You must omit the following products from your menu:

• Beverages – bottled water, soda and/or lemonade (some specialty drinks may be allowed but MUST receive approval prior to selling)
• Charcoal Chicken

All products and prices must be listed on your application for review. You may not sell any additional items without written consent from Ashley for the Arts. Exclusivity of food vendor products is not guaranteed.

Glass bottles are prohibited on grounds and are not allowed to be sold.

Sales Tax

Vendors are responsible for collecting, reporting and paying their own local state sales tax on all items sold at the event. Current tax rate for the state of Wisconsin is 5.5%. A copy of your tax permit must be displayed on site during operations. To obtain a Wisconsin sales tax number, visit www.revenuewi.gov or call 609-226-2776.

Load-In

Vendors must set up their booth at their confirmed load-in time on Wednesday. Assigned load-in times and specific event information will be sent via email by July 31. Vendors will be allowed to drive to their booth at this time only. Vendors are not allowed to enter the site until their scheduled load-in time, unless otherwise permitted by coordinator. Assigned load-in times will be set in accordance to your vehicle/setup type. Be sure to include any special load-in or load-out requirements on your application. Special requests are not guaranteed to be granted.

Load-Out

All vendors must load out Sunday between 1:00AM and 1:00PM. You will need to coordinate load out with neighboring vendors. If your operation requires an earlier break-down, please list your request in the special requirements section of the application.

Garbage & Grease

Vendors are responsible for maintaining a clean booth space throughout the event. During the event and before departure all vendors are required to clean-up their area of garbage, cardboard or grease before leaving the event grounds. All garbage must be bagged and cardboard must be broken down and disposed in a dumpster if nearby or put in nice pile for staff to clean-up. Any grease left must be deposited in the provided grease barrels or in sealed containers. There is available gray water tanks provided as needed behind the three main vendor areas, do not empty your gray water tanks onto the roadway or grass.

Ice

Ice will be available for purchase if needed. $5/18lb bag. Ice storage units will not be provided.

Electricity & Water

Electrical hookup is provided and booth location is determined according to your power needs. Extension cords and adapters are not provided. Vendor should prepare to be up to 100 feet from a power source.

All electrical equipment (power strips, multi-outlet taps, extension cords, etc.) must be grounded and protected by a GFCI/suitable for outdoor use. Cords shall not be in contact with metal fences and shall be protected from traffic and located/protected to prevent a tripping hazard.

Items not allowed: Sirens, loud speakers, music, strobe lights, or flashing/blinking/chasing lights.

Water is provided upon request but must be prearranged prior to load-in as there is limited water supply available.

Safety Rules & Security

Each food vendor is required to have a fire extinguisher in their booth. All extinguishers must have a tag attached indicating a current annual inspection has been conducted.

LP gas cylinders/tanks must be securely fastened in place in an upright position to prevent unauthorized movement. Safety relief valves shall be pointed away from tents, canopies, buildings, etc. Cylinders shall be protected from vehicle traffic.

Ashley for the Arts provides general grounds security throughout the entire weekend of the event but is not responsible for damage to, loss, or theft of property belonging to a vendor, employees, business invitees, visitors or guests.

Tent stakes must be capped or covered.

Restock

During the event vehicles are ONLY allowed to go to their vendor booth prior to gate opening at 10:00am if needing to unload product. Vehicles are NOT ALLOWED to drive into the event grounds from 10:00am to 1:00am when gates are open. If you need to bring product to your booth you must access it from the parking areas and use hand carts to get product to your booth. If you are caught driving within event grounds after 10:00am you will be asked to leave and/or removed from the property. This is for safety of our guests and yourself so please plan accordingly.

Advertising

We encourage accepted vendors to advertise their appearance at our event. However, vendors are not allowed to promote their appearance on social media or any other platform prior to acceptance (March 31).

Permitting/Health Department

It is the food vendor’s responsibility to comply with required food permits and licensing. For the guidelines, please call Trempealeau County Health Department 715-538-2311. Additional permits may need to be purchased in order to participate in the festival. Inspections will be conducted throughout the event.

If vendor attended year(s) past, and received any priority or priority foundation violations on their inspections, vendor application will not be accepted in future years.

Insurance

All food vendors are required to have proof of insurance coverage in the form of a Certificate of Liability Insurance (COI) with Ashley for the Arts listed as the certificate holder. Policy must not expire before the event. General liability coverage for each occurrence minimum shall be $1,000,000 and general aggregate minimum shall be $2,000,000.

Additional Information

No pets of any kind allowed.

If these rules are violated, the food vendor agrees that Ashley for the Arts may immediately revoke all rights of vendor including removal from booth space without refund.

The decision of Ashley for the Arts shall be accepted as final in any disagreement between vendors or in the decision to remove from the festival without refund any vendor or his/her representative performing an act or practice which, in the opinion of Ashley for the Arts is objectionable. All matters not covered in this agreement are subject to the decision of Ashley for the Arts. If legal action must be taken, vendors will incur all legal fees.

Food vendor agrees that all information provided in their application is true and correct, that they have read and understand all rules outlined. It is agreed that no other agreement shall be binding upon the parties unless in writing and signed by an authorized representative of Ashley for the Arts.

Food vendor agrees to hold harmless and indemnify Ashley for the Arts, Ashley Furniture Industries, City of Arcadia and any of their directors, officers, members, agents, volunteers, exhibitors or the owners of any festival related property from and against any and all liabilities, costs, damages, expenses and attorney’s fee resulting from or attributable to any and all acts and/or omissions of Exhibitor, its directors, officers, employees, agents, volunteers, exhibitors or the owners of any festival related property associated with Exhibitor’s booth and the booth’s operations and agree to be part of no legal action of any kind against any of them.