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Vendor Meeting

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Title: Vendor Meeting


1
  • Vendor Meeting
  • August 26, 2009

www.octoberfestonline.org 920-734-7101
2
Octoberfest 2009
  • Please turn off your cell phones
  • Susan Vanden Heuvel, Executive Director
  • John Kafura -- Electrical
  • Bruce Hannigan/Brian Noel -- Fire Department
  • Sgt. Andy Miles --Police Department
  • Steve Kihl / Michelle Roberts -- Health
    Department
  • Eric Maggio -- Weights Measures

3
Octoberfest 2009
  • Purpose of the meeting
  • All City Departments the Octoberfest Board
    agree that the Vendor Meetings play a key role in
    making our event a success.
  • Vendors who do not attend the entire meeting and
    sign in and out will not be allowed to set up.
  • A shorter meeting for long time vendors was held
    earlier this week.

4
Block Captains
  • Assigned to each block throughout the event.
  • Block Captains will be wearing purple T-shirts
    on Saturday bright green for License to Cruise.

5
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6
Block Captains
  • Help with problems and also to assure the smooth
    operation of the event.
  • Equipped with radios and can reach headquarters,
    first aid, etc., quickly.

7
Block Captains
  • Will provide you with your change card for use
    at Chase Bank drive-thru opens at 9 a.m.
  • Bring some change to get started
  • Block Captains are not permitted to get change
    for you
  • Please fully cooperate if problems occur, an
    Octoberfest Board Member will be contacted

8
Miscellaneous
  • Raffles, drawings and donation/tip jars of any
    kind are prohibited.
  • Nothing can be sold or handed out outside your
    booth.
  • Other activities are not allowed outside the
    parameters of your booth.
  • Rain-or-shine event please be prepared
  • All entertainment stages are covered, bands will
    perform.

9
Miscellaneous
  • Animals are not allowed on the Avenue
  • City ordinance
  • Exception - those directly related to your booth
    kept inside booth areas and Seeing Eye dogs.

10
Notes for 2010
  • You, the vendor, are responsible for remembering
    your booth location from the previous year when
    completing your application for next year
    Octoberfest does not keep a list of all booth
    locations.

11
Notes for 2010
  • All forms for registration will be online
  • Alerts / updates on the website as of March 2010
  • We will no longer do a reminder mailing
  • East end of College Ave. is no longer available
    for food booths (Durkee to Drew)

12
  • Typically at this point in the meeting we go
    through all the specifics of when you can enter
    the Avenue and other items.
  • Will be covered at the end
  • If you are a brand new vendor, please plan to
    stay at the end of the meeting for additional
    instructions.

New Vendor
13
Questions
14
Electrical John Kafura
  • Power source is listed in your packet
  • From a pole planter traffic light

15
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16
Electrical John Kafura
  • Power source is listed in your packet
  • From a pole planter traffic light
  • 20 amps will be adequate to operate one large
    usage appliance (roaster, coffee maker, skillet,
    toaster oven) and one small usage appliance
    (mixer, crock pot).

17
Electrical John Kafura
  • To determine the amount of power you will need,
    check the rating plates on appliances, and total
    their usage.
  • Should not exceed 20 amps or 2400 watts.
  • 1 amp120 watts, etc.
  • Exceeding the 20-amp pole capacity will cause the
    fuse protecting the outlet to blow and you will
    be without power and unable to operate until the
    fuse can be changed.

18
Electrical
  • Extension cords to properly carry a 20-amp load
    must be 12-gauge 3-wire size not to exceed 25
    feet or check with our electrician.
  • Electricians will come around and check your
    cords and if they are not correct you will be
    asked to either buy the right cords or get them
    somehow. Smaller cords will overheat and cause
    safety problems.

19
Electrical
  • It is FORBIDDEN to use any type of tape on the
    power poles or on the pavement.
  • QUESTIONS on Electrical

20
Questions on Electrical
21
Fire Department
  • Fire Extinguisher
  • Min. Size 2A10BC
  • Min. Size 40BC or K Guard (Grease)
  • Properly Serviced (Tagged Within 1 Year)
  • New Good For First Year With Receipt

22
Fire Department
  • Extension Cords
  • Properly Sized
  • Properly Protected

23
Fire Department
  • Generators
  • Proper Separation from Tent (Min. 20 ft.)
  • Proper Isolation from Public
  • Proper Refueling (Not When Hot or in Operation)
  • Proper Storage of Extra Gasoline

24
Fire Department
  • Tent Separation
  • Min. 20 Ft. Separation From Cooking Appliances
  • Tent (Enclosed on Two or More Sides)
  • Canopy has 75 Percent Open
  • Exceeding 200 sq. ft. Needs Permit

25
Fire Department
  • Compressed Cylinders
  • Must be Properly Secured
  • Must be Properly Leak Tested

26
Fire Department
  • Fire Department Access
  • Maximum Obstructions from Curb 12 feet

27
Fire Department
  • Tent Permit
  • Tent Permit Needed if in Excess of 200 square feet

28
Fire Department
  • Special Set-Ups
  • Set-Ups Not Within the Specific Guidelines Must
    be Submitted to and Approved by Fire Prevention
    Prior to the Event

29
Fire Department
  • Deep Frying
  • See Attached Sheet

30
Questions for the Fire Department
31
Police Department
  • As a vendor or exhibitor, you share both the
    opportunities and responsibilities associated
    with the celebration. While the City of Appleton
    and its support entities, including the Police
    Department, are truly supportive of this event,
    it goes without saying that certain practices and
    procedures must be followed to ensure a viable,
    safe, and enjoyable occasion.

32
Police Department
  • License to Cruise
  • 300 PM -- No traffic will be allowed to enter
    onto College Ave. ALL vehicles parked on College
    Avenue (including show cars) will begin to be
    towed at owner's expense.
  • 345 PM -- Volunteer vehicles, Theme cars and
    food vendors enter.

33
Police Department
  • License to Cruise
  • 400 PM -- Vendors must have vehicles off the
    avenue.
  • 430 PM Show vehicles are allowed on College Ave.
  • 1000 PM License to Cruise officially ends. After
    the crowd disperses, ALL vehicles must be removed
    from those portions of College Ave. that are
    remaining closed for the evening. Any vehicles
    remaining in those areas will be towed at owners'
    expense. Vehicles in other areas of downtown must
    be legally parked.

34
Police Department
  • Octoberfest
  • The APD Command Post will be set up at College
    Avenue Appleton Street (Chase Bank)

35
Police Department
  • Octoberfest
  • 545 AM Towing of cars illegally parked in event
    areas.
  • 600 AM Towing of above ends. Vendors are allowed
    to start setting up displays.
  • Vendor vehicles may be parked to facilitate set
    up on College Avenue or cross streets. The two
    middle lanes must remain open to allow access and
    egress of the Avenue by all participants. Any
    vehicle that blocks or inhibits traffic on or off
    the Avenue is subject to tow by the police
    department at owner's expense.

36
Police Department
  • Octoberfest
  • 830 AM Set up for the event MUST be complete.
    All vehicles must be legally parked OFF the
    Avenue. No vehicles will be allowed on the Avenue
    after this time.
  • Any still on are subject to tow as well as any
    illegally parked that inhibit the event or public
    safety. All barricades are in place and will not
    be moved without police/fire/ambulance
    permission.
  • Ordinance 16-5, states there is a fine of
    169.00 for unauthorized personnel moving a
    barricade.

37
Police Department
  • 900 AM Octoberfest officially begins.
  • Alcoholic beverages may be served in designated
    areas and consumed on College Avenue. Beer will
    be sold only by the Octoberfest liquor license
    holder in special cups to persons checked for 1D
    purposes who pay a fee/donation to Octoberfest.
    There will be ID check areas that will sell the
    bracelets to people. No beer will be sold to
    anyone without a bracelet. Carry-ins are not
    allowed. People who purchase beer in a downtown
    bar must consume it there.

38
Police Department
  • Octoberfest
  • 500 PM All ticket sales must be stopped. Ticket
    areas will be cleared.
  • 530 PM All entertainment and beer sales end.
  • 600 PM Octoberfest officially ends. Vendors may
    start to tear down their areas. No vehicles are
    allowed on the Avenue until the crowd is
    dispersed.

39
Police Department
  • Octoberfest
  • 615 PM Or when crowds are dispersed -- Vehicles
    will be allowed on the Avenue, again, leaving the
    two middle lanes open for vehicles to come and
    leave.
  • 630 PM Or when crowds are dispersed -- City
    Department of Public Works crews start clean up.
  • 900 PM Avenue is cleaned, barricades removed,
    and turned back to the public.

40
Police Department
  • If the above procedures are followed, the
    event will start and finish on time with a
    minimum of inconvenience to everyone
    concerned.
  • Please note again
  • Your booth must be set up and your vehicle off
    the Avenue NOT LATER THAN 830 AM.
  • You can start to dismantle your booth at 600 to
    630 PM, but you cannot drive a vehicle on the
    Avenue until police personnel open up the
    barricades.

41
Police Department
  • It is unfortunate, but true, most early traffic
    problems with Octoberfest have been with vendors.
  • A few who think rules and timetables apply to all
    others except themselves.
  • Any of our assigned officers will not hesitate to
    remove and/or arrest if necessary, anyone who
    cannot or will not follow the lawful orders of
    the police.

42
Questions for the Police Department
43
Health Department -- Permits
  • All vendors processing food need to have a permit
  • Two options
  • Non-profit permit from the Appleton Health
    Department
  • Work with a vendor that already has a state
    license

44
Screening
  • If you are mixing ingredients or putting
    something together onsite, assume you need
    screening
  • Examples of onsite food operations that may
    require screening
  • Making egg rolls
  • Squeezing fresh lemons or oranges
  • Peeling and cutting potatoes or onions for deep
    frying
  • Talk to a health department representative to
    determine if screening will be required

45
Screening
  • Screening is not required if only serving
    directly from a grill or from a Nesco.
  • Effective screening means floor to ceiling on all
    four sides.
  • A small pass through window in the screen will be
    allowed.

46
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47
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48
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49
Set Up
  • Food stand construction
  • Cooking appliance separation
  • 20 feet from sidewall of tent

50
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51
Food
  • Source
  • All food prepared, sold, or served shall be from
    an approved source acceptable to the health
    department
  • No home canned items to be sold or used as
    ingredients

52
Food
  • Thermometers
  • Metal stem
  • Accurate /- 2F
  • Range of 0-220
  • No candy thermometers
  • No glass thermometers
  • No homestyle meat thermometers

53
Food
  • Cold Storage
  • Potentially hazardous foods must be maintained at
    41 or below
  • Needs to be buried in ice
  • Frozen foods shall remain solid
  • Hot Holding
  • 135 or hotter
  • Keep under a heat source at all times

54
Food
  • Hot Holding
  • Follow electrical requirements
  • Plan ahead and know how many heating appliances
    you will need
  • Chaffing dishes
  • Wind block
  • Keep lids on

55
Food
  • Cooling
  • 135-70 in 2 hours
  • 70-41 in additional 4 hours
  • Keep in commercial cooler
  • Stir frequently
  • Reheating
  • 165 within 1 hour
  • Some steam tables and crock pots may not be able
    to accomplish this

56
Food
  • Display/storage
  • Protect from customer or environmental
    contamination by use of
  • Packaging
  • Food shields
  • Display cases
  • Other effective means

57
Food
  • Condiment dispensing
  • Squeeze bottles, individual packages, pump
    dispensers
  • No community bowls
  • If not approved container, then served by food
    stand worker

58
Washing Hands
  • Minimum 2-gallon container
  • Spigot shall not be push-button. Shall simulate a
    faucet
  • Soap and single-use toweling
  • Catch bucket

59
Washing Hands
  • Hand sanitizers
  • May only be applied to hands that have been
    thoroughly washed with soap and water
  • Shall not be a substitute for proper washing

60
Bare Hand Contact Prohibited
  • Ready-to-eat food
  • Not cooked or does not require further cooking
  • Buns, bakery items, apples
  • Use tongs, other utensils, deli paper or gloves
  • Gloves shall not replace good handwashing
  • Change gloves often
  • Wash before putting on new gloves

61
Equipment and Utensils
  • No washing on-site unless screened
  • Provide clean spare utensils
  • Change out every 3 hours
  • In-use Utensils
  • Store in food to keep at temp
  • Ice scoopsin ice with handle extending out

62
Miscellaneous
  • Drink ice not used as coolant
  • Wastewater properly disposed - not in storm sewer
  • Remove garbage frequently from immediate area
  • No ill workers
  • Clean outer clothing, hair restraints

63
Questions for the Health Department
64
Weights Measures
  • Regulates weights and measures, product labeling,
    price scanning systems, and trade practices.

65
Packaged Products
  • If you package products in advance of sale, the
    majority will need full product labeling as
    required by Wisconsin labeling codes.
  • This provides traceability in case of a foodborne
    outbreak or foreign substances found in packaging

66
Packaged Products
  • Common items offered like this at past
    Octoberfests that required labels
  • All candies, caramel corn, trail mix, snack
    chips, dry soup mix, ice cream, and any type of
    cookie or baking mixes

67
Labeling Requirements
  • A few items are exempted from labeling
  • Baked goods, any hot ready to eat food, and cold
    sandwiches made in the booth

68
Labeling Requirements
  • Labels may be typed, handwritten, or photocopied.
  • Labels must be attached to the outside of the
    package and clearly legible.
  • Keep it simple

69
Labeling Requirements
  • Any labels to be used shall be submitted and
    approved by WM no later than 7 days prior to the
    event.
  • Even if you are using last years approved labels
    or selling factory packed and labeled products,
    you must notify us.

70
Labeling Requirements
  • You can scan and e-mail a copy of the label to
    avoid making a trip to the Health Department.
  • eric.maggio_at_appleton.org

71
Scales
  • Scales required for sale of fresh produce items
    by weight shall be of a commercial type meeting
    NIST Handbook 44 requirements. Those newer than
    1986 shall be marked NIST Class III those newer
    than 1/1/97 also must be NTEP approved.

72
Scales
  • Have a scale capacity of 30 lbs or less, and a
    maximum scale division size of ½ ounce or .02 lbs
  • Any scale used must be pre-approved by the
    Appleton City Sealer or a Sanitarian/Sealer of
    the Appleton Health Department prior to the
    vendors first sale of each year.

73
Scale Tests
  • If you are required to sell by weight, meaning
    you will be weighing on a scale at time of sale,
    you must have your scale tested by WM in advance.

74
QuestionsWeights Measures
75
Any other QUESTIONS New Vendors Please stay
for additional instructions
76
License to Cruise Food Vendors
  • License to Cruise Vendors will set-up in the
    area listed in your packets.
  • Be prepared to enter the Avenue at 345 p.m.
    any later and you will not be permitted to enter
    the Avenue.
  • All vendors must enter from S. State Street
    going north to College Avenue or N. Drew Street
    going south to College Avenue.
  • Booths may be torn down following the close of
    the event at 10 p.m.
  • Please provide your own change.

77
Octoberfest Food Vendors
  • Map of your location in your packet
  • Booth location marked on the curb
  • Power source is also listed
  • You may only use the amount of space that you
    contracted and paid for
  • Your booth may not extend more than 12 feet from
    the curb into the street
  • This is a fire department regulation

78
Octoberfest Food Vendors
  • Cars not allowed back on the Avenue until after 6
    p.m. when the Police Department moves the
    barricades.
  • Have enough supplies for the day or you will have
    to carry them in.
  • If your booth runs out of food you may not tear
    down or remove your booth until after Octoberfest
    is officially over.

79
Octoberfest Food Vendors
  • You must have at least one person in your booth
    at all times that has attended the vendor
    meeting.
  • Share information with the volunteers who will be
    operating your booth!
  • All materials in the packets this PowerPoint
    will be posted on our website.

80
Octoberfest Food Vendors
  • City Departments (Health, Fire, Weights
    Measures) will inspect booths on the day of
    Octoberfest so please be prepared.

81
Security
  • The Appleton Police Department is on the Avenue
    on the day of Octoberfest to make sure the event
    is safe and orderly for all.
  • Don't hesitate to call on a police officer to
    handle any situation you feel may get out of
    control.
  • Block Captains will also be in radio contact with
    the police, so they can summon help quickly.

82
Headquarters First Aid Lost Children
  • Located in the Avenue Mall / City Center Plaza.
  • If you or a festivalgoer requires first aid,
    contact a block captain or a police officer and
    someone will come to you.
  • All entertainment stages will make announcements
    of lost children.
  • If someone is looking for a child, please direct
    him or her to the Headquarters.

83
First Aid
  • License to Cruise
  • Oneida Street in the bump out area
  • Octoberfest
  • East Location - 300 east block of College
    Avenue, on the south side of the street, directly
    in front of the Family Fun Area.
  • Central Location - Octoberfest Headquarters
    City Center Plaza
  • West Location - 500 Block of College Avenue in
    front of Coventry Glass (514 College Ave.)

84
Block Ice Charcoal
  • You may NOT leave chunks of ice on the Avenue
    after teardown.
  • Ice must be broken into small pieces. Large
    chunks make clean up very difficult.
  • Must make arrangements to dispose of charcoal.
  • Do NOT leave charcoal on the Avenue or put it in
    cardboard trash containers or put it in the
    dumpsters.

85
Garbage
  • Vendors must remove all of your garbage.
  • Do not leave your trash in the middle of the
    street.
  • Put garbage in the dumpsters that are located on
    the side streets or take it home with you.
  • Larger dumpsters from Waste Management

86
Garbage
  • Failure to comply with this rule may jeopardize
    your being allowed to participate next year.
  • You will need to bring garbage containers to be
    used INSIDE YOUR booths.

87
Any additional Questions920-734-7101
www.octoberfestonline.org
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