40th Annual Sunnyvale Art & Wine Festival
Dear Food Vendor:
We are accepting applications from last year’s food vendors for the 40th Annual Sunnyvale Art &
Wine Festival to be held on Saturday, June X and Sunday, June X, 2014 from 10 a.m. to 6
p.m. in downtown Sunnyvale on Murphy Avenue and the surrounding streets. We expect more
than 125,000 guests to enjoy two days of food, wine, beers, margaritas and entertainment. We will
have our main food court in the parking lot on Sunnyvale Avenue and Evelyn Avenue. We will also
have a few dessert and non-alcoholic beverage vendors on Murphy Avenue.
I have enclosed the necessary application forms, permit information, checklists and requirements
for operating a temporary concession booth. If you are interested in participating this year, please
return the required materials as soon as possible in order to ensure your place. Participation and
menu selection are on a first come, first serve basis. All paperwork and fees must be
received, including insurance and seller’s permit, in order to be considered for
participation. Applications will be reviewed and you will be notified of acceptance to the
Festival.
Applications will be received till April .
Cancellations: All participants are required to give a written cancellation notice to the Sunnyvale
Chamber of Commerce by April . No refunds will be given after April .
Please note we are aiming for a zero-waste event. Please see detailed information inside.
If you are an approved food vendor approved, you will receive a Festival map with your space
number and other information about one week before the event. Please review the contract and
packet to be sure you understand the Food Vendor terms and conditions.
Thank you for your participation and cooperation. We look forward to working with you and to a
successful 2014Sunnyvale Art & Wine Festival!
Sincerely,
Don Eagleston
President and CEO
Sunnyvale Chamber of Commerce
T 408-736-4971
F 408-736-1919
deagleston@svcoc.org
2014 Sunnyvale Art & Wine Festival
ZERO WASTE EVENT Requirements for food vendors
The 2014 Sunnyvale Art & Wine Festival is aiming to be a zero waste event which means working
to keep the amount of trash generated at the Festival to a minimum. See below for details.
Participants and vendors are required to separate recyclable and compostable materials from
trash. There will be a trash/recycling/composting station in the food court and elsewhere
throughout the festival which will be staffed by volunteers.
IMPORTANT: Prior to setting up, food vendors need to check-in with food court
coordinator. If vendors show up with Styrofoam, polystyrene, or plastic containers YOU
WILL NOT BE PERMITTED TO STAY AT THE FESTIVAL. The food court coordinator will be
checking throughout the two day Festival to make sure all containers continue to meet
guidelines. VENDORS WHO VIOLATE THIS POLICY AT ANY TIME DURING THE FESTIVAL
WILL BE ASKED TO LEAVE THE FESTIVAL.
Requirements for acceptable take-away food containers -- PLEASE READ CAREFULLY:
There are two options for the purchase of plates, cups, bowls, and take-away items:
 Paper/Fiber-based (bagasse, etc.)
o Any paper products such as Chinet, WorldCentric compostable or another brand
that sells an all-paper/fiber product-no plastic lined cups
o If you purchase paper products, please consider recycled-content products
 Aluminum Foil
o Wrappers and trays are OK
 NO STYROFOAM or POLYSTYRENE
 NO PLASTIC
Requirements for forks, spoons, knives, sporks, straws, etc.:
BPI-certification for all bioplastics is required. Certified products will have this label on the
package:
For a list of vendors that can supply BPI-certified compostable products go to bpiworld.org.
o NO PLASTICWARE
o Consider serving food that does not require utensils
Requirements for beverage containers:
All hot and cold cups must be compostable
o If made of corn/potato starch-BPI certification is required, see above., and/or
o Paper (such as Chinet or another brand, no plastic liner)
o NO PLASTIC cups
o NO STYROFOAM or polystyrene products are permitted
Condiments must be provided in bulk serving containers/dispensers
o NO INDIVIDUAL PACKETS
o BPI-certified compostable 1-4 ounce soufflé cups are available, if necessary
Disposing of recyclable or compostable items:
RECYCLING: Metal: cans, foil, trays; Glass: jars, bottles; Plastic: Containers (bottles & tubs) #1 #7
COMPOST: Food scraps: vegetables, fruit, meat, dairy, bones; Paper/compostable products: cups,
plates, napkins, sporks, etc
All other items must be disposed in the GARBAGE: Shrink wrap, plastic bags
Vendor lists may be obtained at bpiworld.org..
(see pictures of sample food/beverage containers below)
2013 Sunnyvale Art & Wine Festival
Food Vendor Contract
The ___________________________________(organization name) agrees to abide by all Health
Department Regulations and the guidelines outlined in the Chamber’s Food Vendor Terms and
Conditions for the Sunnyvale Art & Wine Festival.
INDEMNIFICATION:
Furthermore,
_______________________________ (organization name) agrees for itself, its successors and
assigns, at all times to indemnify the Sunnyvale Chamber of Commerce, its successors and assigns,
against any and all claims, suits, actions, debts, damages, costs, charges, and expenses, including
court costs and attorney’s fees, and against all liability, losses, and damages of any nature whatever,
that the Chamber shall or may at any time sustain or be put to by reason of its organization of the
event under the terms of this agreement in its entirety. The organization agrees to assume full
responsibility for, and shall pay all claims arising out of their own negligence, including their agent’s
and representatives. My signature below also states that I/we also agree that no one representing
our organization will use any type of public address system to draw customers to our booth.
PRINT NAME:
Email Address:
____
ADDRESS:
CITY/STATE/ZIP CODE____________________________________________________
PHONE: (
)
FAX: (
)
Will you provide a Certificate of Insurance with the Chamber included in your policy? Yes
No
(please attach a copy of insurance)
Will you barbecue?
Yes No
Mark all that apply and # of each: Gas____ Charcoal ____
Deep Fryer____ Other________
Please note that the Health Department will not allow the back flap of the booth to be rolled up. Be sure to read
“Standards for Outdoor Carnivals and Fairs,” particularly sections E-J.
Will you be bringing a generator? Yes
No
Will you need to purchase ice from the Chamber of Commerce? Yes
No
If “yes,” approximately how many 40-pound bags will you need?___________ ($9.00 per bag)
Will you comply with the Festival’s “Zero Waste Event” Guidelines included in this packet?
Yes No
Will you be providing your own tent (or you may rent one from us, please see application)?
Yes
No
If you provide your own tent, it must meet the Sunnyvale Fire Safety requirements (see document provided). The Fire
Marshal will be inspecting all tents.
Do you have annual DEH permit for Santa Clara County?
If so, what is your permit #?_______________
Are you a veteran? Yes
Yes
No
No (Veterans are exempt from paying the DEH fee.)
What is your Seller’s Permit #? Permit # _____________________________(please attach a copy of
permit)
FESTIVAL FEES
Please make one (1) check, payable to Sunnyvale Chamber of Commerce by January 31, 2013.
Participation is on a first come, first serve basis.
Please circle each item you are purchasing and add them up for a total.
Chamber Member/
Non-profit
For-profit
HEALTH PERMIT FEE (if needed)
$ 67.00
$184.00
Non-Member/
For-Profit
$184.00
PARTICIPATION FEE for 10’ x 10’ space
(includes 10’x10’ area behind for vendors
with cooking equipment, tent not provided)
$298.00
$722.00
$1222.00
PARTICPATION FEE FOR 10’ x 20’space
(includes 10’ x 20’ area behind for vendors
with cooking equipment, tent not provided)
$575.00
$1400.00
$2400.00
REFUNDABLE CLEANING DEPOSIT
$200.00
$200.00
$300.00
10’ x 10‘ FOOD BOOTH RENTAL FEE
$200.00
$200.00
$200.00
10’ x 20’ FOOD BOOTH RENTAL FEE
$275.00
$275.00
$275.00
TOTAL
_______
-----------
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On behalf of ___________________________________________ (name of organization), I
agree to the Terms & Conditions as the duly authorized representative for this organization. I
further agree to leave the Festival premises, if asked to do so, in the event our organization does
not abide by these rules and that my cleaning deposit will be forfeited if my organization does not
comply with the above guidelines.
Cancellations: All participants are required to give a written cancellation notice to the Sunnyvale
Chamber of Commerce by April 19, 2013. No refunds will be given after April 19, 2013.
Signature
Date
____________________________________________
Don Eagleston, CEO/President SVCOC
________________
Date
PLEASE RETURN this document to: Sunnyvale Chamber of Commerce, 2013 Sunnyvale Art & Wine Festival
260 S. Sunnyvale Avenue Suite 4 • Sunnyvale, CA 94086
Fax – 408-736-1919
2013 Sunnyvale Art & Wine Festival
FOOD VENDOR TERMS & CONDITIONS

Support the spirit of this community event by being courteous to all in attendance, including artists, event
volunteers, Chamber Staff, clean-up crews, security staff and the public-at-large.

Food Vendors will be provided with one (1) 10’ x 10’ space in festival food court area and, if needed, one
(1) 10’ x 10’ area behind the booth for one (1) BBQ or one (1) 10’ x 20’ space in festival food court area and
one (1) 10’ x 20’ area behind the booth for two (2) BBQs. Your assigned booth space and map will be emailed
to you approximately one week prior to the festival. Please note that the map is NOT TO SCALE and only
indicates the general location of your booth.

Set-up begins at 7:00 a.m. and must be complete no later than 9:45 a.m. both days and cleaned-up
no later than 8 p.m. both days. The Fire Marshal will do an inspection on Saturday morning and
possibly again during the Festival. DEH will do an inspection at an unspecified time during the
Festival. You must be ready to open for business at 10 a.m. both days and remain open until 6:00 p.m.
both days. Violations may result in a fine of $300.00 for non-compliance of these terms.

Your staff must not negatively impact the artists or other food vendors who may be adjacent to you or in
your immediate area. Complaints may result in the closure of your booth.

Public Address Systems and/or bullhorns are not allowed at the Festival. All organizations and their
representatives must refrain from harassing, forcing, or intimidating Festival attendees. All festival participants
must refrain from calling out to or “barking” at festival attendees.

Participants may not promote their organization or distribute materials or food samples outside of
the enclosed booth unless it is specified in the sponsorship contract.

Ash bins will be provided for the disposal of coals; please ensure that you bring the proper tools to
transport coals from your barbeque to the ash bins.

All trash & debris must be disposed of in proper receptacles located throughout the festival. Your area
must be left clean and free of all debris when you leave.

Ice will be available; you may obtain cards at festival Headquarters. Cards will be marked with
quantity received by your organization. Please keep these cards after the festival for your records. Ice
invoices will be mailed shortly after the festival. Cleaning deposits will be refunded after payment is received.
Please bring means to transport 40lb. bags of ice from the truck to your booth.

Food vendors may sell any non-alcoholic beverages including water, soda, lemonade and iced tea. Please
follow serve ware guidelines for cups, lids and straws.
On behalf of ___________________________________________ (name of organization), I agree to the above Terms &
Conditions as the duly authorized representative for this organization. I further agree to leave the Festival premises, if
asked to do so, in the event our organization does not abide by these rules and that my cleaning deposit will be forfeited
if my organization does not comply with the above guidelines.
Cancellations: All participants are required to give a written cancellation notice to the Sunnyvale Chamber of
Commerce by April 19, 2013. No refunds will be given after April 20, 2012.
Signature
Date
PLEASE RETURN this document to: Sunnyvale Chamber of Commerce, 2013 Sunnyvale Art & Wine Festival
260 S. Sunnyvale Avenue Suite 4 • Sunnyvale, CA 94086 Fax – 408-739-1919
FESTIVAL CONCESSION OPERATOR’S CHECKLIST
Upon receipt of your signed contract, agreeing to abide by the enclosed Food Vendor Terms
and Conditions, your organization will be approved to operate a concession booth on Saturday
and Sunday, June 1 and 2, 2013. We look forward to your participation. The high-quality and
variety of the concessions will be a highlight of the Sunnyvale Art & Wine Festival.
PLEASE READ, COMPLETE AND RETURN THE ENCLOSED
DOCUMENTS BY 5:00 P.M. ON FRIDAY, January 31, 2013
Failure to return the necessary documents will result in forfeiture of your festival
participation.
These enclosed documents and their disposition are as follows:
I. DOCUMENTS TO BE RETURNED to Chamber office:
A. Public Health Permit Application
If your organization is a for-profit food vendor, the Health Department fee
of $184.00 is required. If your non-profit organization is contracting with a
professional food vendor to be the primary operator of the booth, together
with staffing from your volunteers, the “for-profit” Health Department fee
applies.
If your organization is non-profit, the Santa Clara County Health
Department requires a Health Permit Fee of $67.00.
Please return your permit application to the Sunnyvale Chamber of
Commerce. The Chamber will in turn, apply for your required permit with
the Health Department. Your permit will be given to you after you pass the
Health Department inspection Saturday morning.
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B. Exemption Affidavit for Non-Profits
In order to qualify for the reduced $67 fee for non-profit operators, you
must complete the Declaration of Non-Profit Status section on the DEH
form. Applicable only to Non-Profit groups.
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C. Food Information - Complete and return.
In an effort to insure maximum profitability potential for all concession
booths, and to avoid excess repetition of products sold, you must list ALL
items, including beverage that will be sold from your booth. The Chamber
reserves the right to close down any concession booth found selling
products that were not listed on the original “Temporary Food Sales”
contract.
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State Board of Equalization Temporary Sales Permit number
Although the IRS does not require non-profit (501(c)3) organizations to
pay sales tax for food sold at temporary events, the State of California
does. If you do not already have a sellers permit, you must complete an
application for a sellers permit and send it to the Board of Equalization.
Contact the Chamber if you need an application.
ALL ORGANIZATIONS THAT ARE PARTICIPATING IN THE FESTIVAL
WITH A CONCESSION BOOTH MUST HAVE A SELLER’S PERMIT ON
DISPLAY IN THE BOOTH DURING FESTIVAL HOURS.
Please supply the Chamber with a copy of your seller’s permit and the
number along with your contract and payment:
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E. Food Concession Contract
Please read the Concession Instructions carefully, sign and return the
contract. The proper handling of a food/drink booth is an important
commitment. Any deviation from these guidelines may jeopardize your
organizations future participation.
_____INITIAL
F. Food Vendor Terms and Conditions Form
Please read the Food Vendor Terms and Conditions carefully and return
only the contract portion with the above information.
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G. Festival Concession Operators Checklist
Return this checklist to the Chamber of Commerce. Your initials after
each item will signify that you have read the checklist, completed all of the
items requested, and are returning all necessary paperwork.
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H. Check, Money Order or Credit Card for Contract Total
_____INITIAL
II. DOCUMENTS TO BE RETAINED BY YOU:
A. Requirements for Temporary Food and Beverage Sales
Refer to this form to complete the Food Sales Information sheet.
Following the guidelines will help ensure your compliance with the Health
Department requirements for the proper organization and running of your
booth. Unfortunately, the Chamber cannot intervene on your behalf
should the Health Department inspector cite you for noncompliance,
which could result in the shutting down of your booth. DO NOT RISK IT!!
Be sure that you have the proper set-up for hand-washing… the
health department is very particular about this!
To ensure maximum profits and act as a courtesy to the other vendors, ONLY
FOOD ITEMS PREVIOUSLY APPROVED MAY BE SERVED. FAILURE TO
COMPLY WILL RESULT IN BOOTH CLOSURE. This is to ensure maximum
profits and act as a courtesy to the other vendors.
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B. Zero Waste Event Requirements
These requirements apply to ALL food vendors. In order to reduce the amount of
waste generated at the festival, your serving containers/utensils, etc. must meet
our Zero Waste requirements.
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C. Fire Regulations for Portable Exterior Festival Cooking Booths
Even if you are not cooking on-site, there are requirements that apply to
all booths. Please read carefully and retain.
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D. Self-Inspection Checklist
BRING THE CHECKLIST TO THE FESTIVAL. Use this checklist
throughout both festival days to ensure that you are in compliance
with Health Department regulations.
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E. Supplies Checklist
This supply list has been provided to assist you in preparing for the
event. It is intended as a guide, not a requirement checklist.
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F. Temporary Food Facility Temperature Log
BRING THE CHECKLIST TO THE FESTIVAL This log has been
provided to you to help ensure that your food is properly heated in
compliance with Health Department regulations.
_____INITIAL
Thank you for your participation in the 2013 Sunnyvale Art & Wine Festival. We look forward to
a fantastic weekend and wish all of you a great time and great sales!!
PLEASE RETURN this document to: Sunnyvale Chamber of Commerce,
2013 Sunnyvale Art & Wine Festival
260 S. Sunnyvale Avenue Suite 4 • Sunnyvale, CA 94086 Fax – 408-739-1919