Vendor Meeting

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• Vendor Meeting
• August 26, 2009

www.octoberfestonline.org 920-734-7101
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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

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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.

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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.
  

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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.

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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

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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.

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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.

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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.

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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)

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• 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
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Questions
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Electrical John Kafura

• Power source is listed in your packet
• From a pole planter traffic light

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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).

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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.

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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.

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Electrical

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

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Questions on Electrical
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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

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Fire Department

• Extension Cords
• Properly Sized
• Properly Protected

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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

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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

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Fire Department

• Compressed Cylinders
• Must be Properly Secured
• Must be Properly Leak Tested

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Fire Department

• Fire Department Access
• Maximum Obstructions from Curb 12 feet

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Fire Department

• Tent Permit
• Tent Permit Needed if in Excess of 200 square feet

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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

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Fire Department

• Deep Frying
• See Attached Sheet

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Questions for the Fire Department
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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.

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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.

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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.

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Police Department

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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Questions for the Police Department
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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

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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

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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.

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Set Up

• Food stand construction
• Cooking appliance separation
• 20 feet from sidewall of tent

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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

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Food

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

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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

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Food

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

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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

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Food

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

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Food

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

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Washing Hands

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

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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

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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

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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

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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

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Questions for the Health Department
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Weights Measures

• Regulates weights and measures, product labeling,
  price scanning systems, and trade practices.

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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

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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

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Labeling Requirements

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

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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

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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.

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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

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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.

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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.

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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.

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QuestionsWeights Measures
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Any other QUESTIONS New Vendors Please stay
for additional instructions
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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.

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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

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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.

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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.

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Octoberfest Food Vendors

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

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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.

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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.

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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.)

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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.

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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

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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.

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