Tucson Meet Yourself Festival 2010
Food Vendor Guidelines
General Information
Hours of Operation:
Friday, October 8, 11am – 10pm
Saturday, October 9, 8am – 10pm
Sunday, October 10, 11am – 4pm
Set up times:
Thursday October 7th 4pm – 11pm
Friday October 8th 6am – 10am (all vehicles MUST be removed from festival grounds by 10am)
Load out times:
Sunday October 10th after 5pm (no vehicles on festival grounds before 5pm)
There is limited vehicle access to Festival Food Vending locations during the festival.
Location:
The Festival will take place in the Parks and Plazas of Downtown Tucson within easy walking distance of each other and parking, bus
stations and bicycle routes. Each of the Five Festival Areas will feature Food, Performance, Marketplaces, Arts & Crafts and Special
events. Food Vendors will be distributed throughout the Five Festival areas.
Flavors of the Fest Food vending areas:
 Meet Your Neighbors in El Presidio Park 160 W. Alameda (between City Hall and the Pima County Courthouse)
 Get Hands On presented by Wells Fargo in Jacomé Library Plaza 101 N. Stone Avenue (outside the Main Library)
 Meet Your Soul in La Placita Village 110 S. Church (on plaza between colorful buildings at Church & Broadway)
 Traditions of Home in Tucson Convention Center Plaza 260 S. Church (open plaza areas between Leo Rich Theater & TCC
Music Hall and in front of TCC Box Office)
 Meet the Street on Church Street (Street closure to Pedestrians only from Alameda Street to Pennington Street and from
Jackson Street to Corral Street) Mobile Units only
Downtown Festival Loading & Parking
Each Food Vending Area will have designated Loading Zones. Loading and set up hours will be strictly enforced by TMY Security and
Traffic Staff. Vendors will receive two (2) parking passes to the Parking lot closest to their Booth Location for the Festival duration.
Application Process
 All Vendors must apply each year
 All questions on applications must be completed. Festival organizers may request clarification. Failure to provide requested
clarification may be grounds for rejection.
 Vendors must list on their application ALL items and services they wish to sell or display. Items not listed and approved may
not be sold or displayed and must be removed from vendor’s booth.
 Vendors are not granted exclusive rights to sell any particular item. TMY retains the right to determine which of a vendor’s
products are approved for sale.
 Applications must be received by the deadline indicated. Late applications may be grounds for rejection.
 Failure to meet application or contract fee deadlines may result in forfeiture of booth location and/or space.
 No Space will be held without a completed contract and full payment of fees.
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TMY Food Vendor Deadlines
July 15
July 15-30
July 30
50% Fee deposit + $100 Cleaning Deposit DUE or postmarked with Application to request a booth/space
Interview & Food Tasting / Menu sampling will be arranged with TMY Selection committee
Food Vendors notified and invited to participate in TMY festival.
Any vendor not selected will be notified by July 30th and receive a full refund of deposit by August 15
August 15
September 1
Full Vendors Packet & Balance of payment DUE
Refunds (minus a $50 handling fee) will be given for cancellations that are received before Sept. 1
Refunds
Vendors who are NOT selected will receive full refund of deposits by August 15 th
Invited Vendors who cancel before September 1, 2010 will receive full refund (minus a $50 handling/administration fee)
No refunds will be issued for cancellations made after September 1, 2010
No refunds will be issued for inclement weather.
Vendor Selection
1. The TMY Festival committee and the Executive Director will determine the number of food vendors, their location and seeks a
mixture of the following:
 Ethnic Foods prepared by non-profit clubs/organizations
60%
 Ethnic Foods prepared by locally owned ethnic restaurants
20%
 Street Vendors unique to Arizona-Sonora
10%
 Snacks/Desserts/Others
10%
Our goal is to end up with these percentages of vendors from each of the food categories. However, if we do not have enough
qualified applicants in a given category, TMY will have the latitude to adjust these percentages as necessary.
2. Each application will be reviewed and given a numerical grade based on the selection criteria:
 Product Quality and Presentation (30 points possible) (photos of food dish required)
 Product Uniqueness & Cultural Significance (20 points possible)
 History of Vendor with Tucson Meet Yourself or other cultural festival supported by TMY (15 points possible)
 Overall presentation- Booth decoration (10 points possible) (photo of past booth ideal, drawing/description ok)
 Experience serving large crowds (10 points possible)
 Local Vendor (10 points possible)
o From Tucson/immediate surrounding communities – 10 points
o From Southwest Arizona – 8 points
o From Arizona-Sonora beyond immediate area – 5 points
 Non-profit* organization (5 points possible)
3. The TMY Flavors of the Festival committee will review each vendor’s rankings and will recommend a list of TMY Food Vendors.
4. The selection process assumes vendors will be selected for booths in food courts throughout the festival site.
5. Applicants will be notified by mail/email/phone as to acceptance or rejection.
6. Vendors wishing to be part of TMY must fulfill all contract responsibilities by applicable deadlines
7. Complete contracts and required fees must be returned by indicated deadlines
BEST OF THE FEST Booth decorating & Food contest will reward creative, attractive, innovative décor & food presentation in the
following catagories:
o Best Cultural Heritage Display
o Green Award – best recycling practices
o Excellence in Design/Innovation (with attention to consumer safety/health)
o Founders Award – Best Overall Booth
o Best Presentation of Traditional foods
o Healthy Choices Award (for healthy ingredients, cooking techniques)
o Audience Favorite – Voted on by festival attendees, announced on Sunday Oct 10
Judging will take place Friday October 8th with winners receiving TMY Prize Certificate (prominently displayed on Booths),
recognition on the TMY website year-round, and media coverage/publicity.
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TMY Hottest Dish Contest
A culinary contest for Food Vendors to determine who has the spiciest “hottest dish”. Contestants will deliver their hottest dish
entry to the judges at the Key Ingredients Kitchen on Saturday Oct 9 th for judging. Prizes will be awarded.
Food Booth Fees
1.
Mobile Units or carts
$300 (10’x20’ space – vendor provides self-contained unit)
Self-contained units with ‘whisper-quiet’ generators only.
Electrical service may be requested for additional fee (see Electricity below)
2.
Non-Profit* Single booth
$325 (10’x10’ booth)
Includes a framed or tented booth structure with 8’ x 10’ prep/cooking area behind booth
Includes one (1) 20 amp circuit of electricity
3.
Non-Profit* Double booth
$450 (10’x20’ booth)
Includes a framed or tented booth structure with 8’ x 20’ prep/cooking area behind booth
includes two (2) 20 amp circuits of electricity
4.
All other Double booth
$525 (10’x 20’ booth) **
Includes a framed or tented booth structure with 8’ x 20’ fenced in prep/cooking area behind booth
includes two (2) 20 amp circuits of electricity
OPTIONAL:
Additional Area adjacent to Food Booth for Non-Profit Groups only with cultural displays, hand-made arts & crafts demos
and sales, packaged ethnic groceries or goods sold as a fundraiser. Applicants and all sales items must be approved by TMY
Committee
$150 (10’ x 10’ space – vendor provides canopy)
$150 for TMY to provide 10 x 10 canopy for 3 –days
*Non-Profit definition: TMY gives priority to non-profit ethnic/folk clubs, organizations, and grass-roots groups and businesses who
are deeply rooted in their communities and who donate a substantial amount of the funds raised through TMY back to the
community. *Non-Profit Organizations must include copy of IRS Tax status with application.
Businesses or individuals who are partnered with a non-profit must present evidence of contributions/commitment (letter from
partner Non-Profits, letter from beneficiaries of services or assistance, provide contact information).
All Others definition: Ethnic restaurants and Family owned businesses are welcome and encouraged to apply, with priority given to
those operated/owned by representatives of that ethnicity or cultural tradition. If a Non-profit applicant is partnered with a
commercially owned restaurant (food preparation, catering foods to the booth), the Non-profit applicant must provide the
volunteers and receiving a substantial portion of the funds raised through the booth in order to receive the Non-profit rate.
What’s included in Booth Fees
TMY provides
 Wooden framed or metal framed/tented booth structure with a fenced in prep/cooking area behind or adjacent (depending
on location of Booth) and electrical supply (with exception of Mobile Units)
 Grease, ash and grey water disposal, garbage dumpsters and recycling containers within proximity to each Food Vendor
Area. (Vendor responsible for disposal of all grease, ash, grey water, garbage & recyclables from their Food Booth cooking
area)
 Overnight security Oct 7-8-9 from 10pm – 8am, but is NOT responsible for items lost or stolen.
 Two (2) free parking passes to closest available parking lot or garage per Food Vendor.
Food Booth Electricity Requirements and Fees
One (1) 20 amp circuit of electricity are included with each 10 x 10 Single booth and two (2) 20 amp circuits for each 10 x 20 Double
booth with the exception of Mobile self contained units (must provide their own generator or request electrical service for
additional fee). Vendors must indicate their electrical usage on the Electricity Needs Form which will be provided with Accepted
Vendors Package. Vendors drawing more than their allotted amps will be assessed additional fees for additional circuits.
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Additional Electricity Fee one (1) – 110V/20 amps
$100
(optional)
Mobile Units with Generators – only ‘whisper quiet’ models may be utilize and must be pre-approved and listed on application
Required City of Tucson and Pima County Permits & Fees
TMY Festival complies with Pima County & City of Tucson regulations requiring all Food Vendors to obtain a Pima County Temporary
Food Establishment License. For more information call Pima County Health Department at 520-243-7908.
All vendors on a City of Tucson Park facility during a Special event are required to obtain a City Special Vendors Permit. For more
information call the Parks & Recreation Southwest District Office at 520-791-5909.
Vendors are responsible for all applicable city and state sales taxes and licenses.
NEW IN 2010: TMY Festival will collect Pima County Temporary Food Application & City Vendors Permits and fees from vendor and
pay permit fees in behalf of the vendor. Approved TMY Vendors will receive all forms for Pima County Temporary Food
Establishment License Application & City Vendors Permit in Accepted Vendors Package and will be required to return them to TMY
by August 15th with full payment.
1.
Pima County Temporary Food License Fee
REQUIRED
$60
Mobile vendors with existing Mobile Food Vendors License may submit a copy and may be exempt from fee – to be
determined by TMY staff & Pima County
2.
City of Tucson Special Events Vendor Fee – REQUIRED
Non-profit Organization (with proof of status) 3-day total
All Others (individuals, businesses) 3- day total
$60
$180
Other information
Water
There are limited potable water supplies at TMY festival locations. No water hookup is offered. Vendors should supply their own
water for cooking and must have a hand-washing station in the booth.
Beverages & Ice
 Vendors may sell pre-approved, culturally specific, handcrafted beverages
 No Alcohol sales are permitted
 TMY will be the beverage vendor on site for all bottled water, sodas and commercial pre-packaged beverages
 Vendors may purchase these beverages from TMY for resale at their booth
 Vendors may purchase TMY 16oz & 8oz cups for use at their booth
 Ice may be purchased from the TMY Ice vendor onsite
Vehicles on Site
 For the safety of the Festival’s attendees, vehicles are not allowed to move onto or within the site during operating hours
and during the window before and after scheduled Festival events when attendees arrive and depart
 Vehicle traffic enforcement on Festival sites will be strictly enforced
 Loading Zones will be designated as close to Vendor booths as possible for re-stocking during Festival hours for 15 minute
loading only. Vendors are required to provide their own hand-trucks or loading devices.
Booth Set-up
Set up times will vary according to assigned Booth location, but generally begin Thursday October 7th after 2pm
 Booth locations are assigned by TMY Festival Committee
 Past location or requested locations are not guaranteed
 Vendors may not trade, switch, or set up in any other location
 Booths must be set up and operational at the time stated on the contract
 Permission must be granted before any staking in ground or securing to trees, poles or existing structures.
 Attractive, festive decorations reflective of cultural heritage are required. Messy, unsightly tarps, enclosures, unpainted
plywood/particle board or otherwise unattractive booth set ups will not be allowed and may be cause for delayed opening
and/or rejection of Vendors application in future.
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
BOOTH SET UP inspection will take place Thursday evening and Friday morning. Vendors not in compliance will have until
Friday 9am to finish booth decoration before opening. Vendors not in compliance will not be allowed to open until
compliance is met.
Booth Operation Guidelines
 Vendors must restrict their activities to their booth space and preparation area or additional display area.
 Vendors should bring an adequate amount of food or merchandise each day to last throughout the festival. The projected
audience for TMY 2010 is as many as 100,000 attendees.
 Vendors who wish to sell arts, crafts or other cultural fundraising items may do so, but items must be listed on Application
and are subject to approval by TMY.
 Tucson Meet Yourself will limit vendor rights to sell multiple food offerings in an attempt to achieve and maintain variety
and profitability for all vendors.
 Generally, smaller portions at low-mid range prices are recommended so attendees are encouraged to try foods from many
vendors.
Health & Safety Regulations
 Food production techniques must meet Arizona and Pima County Food Code Statutes and regulations
 Vendors must comply with Tucson Fire Department guidelines for Fire Safety and Tent/Canopy Safety
 Once operational, the Vendors site will be inspected by Pima County Health Department, Tucson Fire Safety Marshal, and
TMY Staff. Vendors will not be allowed to open until all inspections have been passed and may be shut down at any time if
deemed out of compliance.
Greening the Festival - TMY is working on becoming as Green as possible in 2010.
 Biodegradable plates, cups, utensils, napkins and items should be use as much as possible. Styrofoam service ware is not
allowed. TMY will have biodegradable cups for sale to vendors.
 Recycling bins will be set up at the festival and vendors are encouraged to support these efforts by reminding attendees to
recycle and help keep TMY green.
Booth Clean-up & Sanitation
 Booths must provide mats or floor coverings to catch grease and ash both in food prep and serving areas.
 Food items with high amount of dripping grease are not appropriate and may be rejected.
 BBQs must have adequate grease and ash traps. BBQs and deep fryers must be properly protected from audience traffic
flow with pedestrian railing and must be attended at all times. TMY will provide pedestrian railing/fencing – these may not
be removed or repositioned without TMY approval.
 Grease, Ash and grey water disposal service will be provided onsite
 TMY provides garbage boxes/cans, liners, dumpsters and recycling on site along with overall Festival garbage pickupsanitation service for the attendees, but not unlimited garbage liners for Food Vendors. Each Food Vendor must provide a
covered garbage can with liners enough to last the festival for their preparation area.
 Vendors are responsible for maintenance-sanitation of their own booths (including hauling prep area garbage to dumpster)
and disposing of all their own recyclable cardboard, plastics and bottles.
 Vendors must take their entire booths – including mats, carpets, displays, equipment, storage containers, and decorations –
home with them and must completely clean up their booth areas of grease, spills, garbage and debris.
 Any vendors failing to completely clean up their booth areas must pay a clean-up fee (to be assessed by TMY staff based on
inspection). Vendors who fail to comply or repeatedly violate these guidelines may be expelled and/or not invited to reapply.
Thank you for your support of Tucson Meet Yourself. For more information call Mia Hansen, 520-370-0588
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