Title: Vendor Meeting
1- Vendor Meeting
- August 26, 2009
www.octoberfestonline.org 920-734-7101
2Octoberfest 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
3Octoberfest 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.
4Block Captains
- Assigned to each block throughout the event.
- Block Captains will be wearing purple T-shirts
on Saturday bright green for License to Cruise.
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6Block 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.
7Block 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
8Miscellaneous
- 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.
9Miscellaneous
- Animals are not allowed on the Avenue
- City ordinance
- Exception - those directly related to your booth
kept inside booth areas and Seeing Eye dogs. -
10Notes 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.
11Notes 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
13Questions
14Electrical John Kafura
- Power source is listed in your packet
- From a pole planter traffic light
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16Electrical 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).
17Electrical 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.
18Electrical
- 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.
19Electrical
- It is FORBIDDEN to use any type of tape on the
power poles or on the pavement. - QUESTIONS on Electrical
20Questions on Electrical
21Fire 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
22Fire Department
- Extension Cords
- Properly Sized
- Properly Protected
23Fire 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
24Fire 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
25Fire Department
- Compressed Cylinders
- Must be Properly Secured
- Must be Properly Leak Tested
26Fire Department
- Fire Department Access
- Maximum Obstructions from Curb 12 feet
27Fire Department
- Tent Permit
- Tent Permit Needed if in Excess of 200 square feet
28Fire Department
- Special Set-Ups
- Set-Ups Not Within the Specific Guidelines Must
be Submitted to and Approved by Fire Prevention
Prior to the Event
29Fire Department
- Deep Frying
- See Attached Sheet
30Questions for the Fire Department
31Police 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.
32Police 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.
33Police 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.
34Police Department
- Octoberfest
- The APD Command Post will be set up at College
Avenue Appleton Street (Chase Bank)
35Police 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.
36Police 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.
37Police 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.
38Police 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.
39Police 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.
40Police 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.
41Police 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.
42Questions for the Police Department
43Health 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
44Screening
- 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 -
45Screening
- 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.
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49Set Up
- Food stand construction
- Cooking appliance separation
- 20 feet from sidewall of tent
-
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51Food
- 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
52Food
- Thermometers
- Metal stem
- Accurate /- 2F
- Range of 0-220
- No candy thermometers
- No glass thermometers
- No homestyle meat thermometers
53Food
- 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
54Food
- Hot Holding
- Follow electrical requirements
- Plan ahead and know how many heating appliances
you will need - Chaffing dishes
- Wind block
- Keep lids on
55Food
- 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
56Food
- Display/storage
- Protect from customer or environmental
contamination by use of - Packaging
- Food shields
- Display cases
- Other effective means
57Food
- Condiment dispensing
- Squeeze bottles, individual packages, pump
dispensers - No community bowls
- If not approved container, then served by food
stand worker
58Washing Hands
- Minimum 2-gallon container
- Spigot shall not be push-button. Shall simulate a
faucet - Soap and single-use toweling
- Catch bucket
59Washing 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
60Bare 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
61Equipment 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
62Miscellaneous
- 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
63Questions for the Health Department
64Weights Measures
- Regulates weights and measures, product labeling,
price scanning systems, and trade practices.
65Packaged 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
66Packaged 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 -
67Labeling Requirements
- A few items are exempted from labeling
- Baked goods, any hot ready to eat food, and cold
sandwiches made in the booth
68Labeling Requirements
- Labels may be typed, handwritten, or photocopied.
- Labels must be attached to the outside of the
package and clearly legible. - Keep it simple
69Labeling 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.
70Labeling 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
71Scales
- 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.
72Scales
- 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. -
73Scale 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.
74QuestionsWeights Measures
75Any other QUESTIONS New Vendors Please stay
for additional instructions
76License 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.
77Octoberfest 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
78Octoberfest 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.
79Octoberfest 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.
80Octoberfest Food Vendors
- City Departments (Health, Fire, Weights
Measures) will inspect booths on the day of
Octoberfest so please be prepared.
81Security
- 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.
82Headquarters 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.
83First 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.)
84Block 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.
85Garbage
- 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
86Garbage
- 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.
87Any additional Questions920-734-7101
www.octoberfestonline.org