Celebrating
26
Years!
2015
FIESTA BROADWAY
EXHIBITOR
HANDBOOK
Sunday, April 26th, 2015
5am – 8am CHECK-IN
11am – 6pm EVENT HOURS
Downtown Los Angeles, CA
(Between Temple and Fourth Street along Broadway)
For more check-in information contact:
Peter Bellas at 310-914-0015
Sunday, April 26th,
2015
BROADWAY
Downtown Los Angeles
ARRIVAL – CHECK-IN
Thank You, for your generous support of the 26th Annual Fiesta Broadway.
We hope the information contained herein will make your setup a little easier
so you can concentrate on getting results. Please read this info carefully, and
pass it on to your event staff as it should answer all of your questions.
DIRECTIONS TO SPONSOR CHECK-IN:
•
•
•
Exit 110 Harbor Fwy. Onto 6th St. and go East on 6th (One-Way).
Turn left onto MAIN Street
Go up Main and across 3rd Street - turn LEFT into Joe’s Parking lot, just north of 3 rd Street
W
S
N
E
ADDRESS OF
CHECK-IN LOT:
253
S. MAIN ST.
L.A., CA
90012
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PRE-EVENT CHECKLIST:
 PAYMENT? All exhibitors must provide payment to All Access Entertainment prior to the
event. See INVOICE or fee due on last page of your contract or listed on your application. If you
have not paid your fee by Fiesta Sunday your exhibit staff may not be allowed past “Sponsor Checkin “ without proof that other authorized arrangements have been made. If you have not already
done so, please remit payment immediately.
 INSURANCE? All exhibitors must provide a Certificate of Insurance (COI), naming All Access
Entertainment as “Additional Insured” prior to the event, or they cannot participate. See Schedule II
of your contract.
 HEALTH PERMITS? All exhibitors sampling or selling food and beverage products of any
kind, including pre-packaged and dry-foods and cans and bottles (plastic only please) must be able to
show their Temporary Health Permit to any Los Angeles County Health Inspector upon request. See
page 4 of this handbook for more details or contact your Fiesta Broadway account executive. A
HEALTH PERMIT APPLICATION may be downloaded from our website at:
http://fiestabroadway.la/docs/HEALTH%20DEPT_VendorApp.pdf
 EXHIBIT “FIRE PROOF” CERTIFICATES? Occassionally, the Los Angeles Fire Department
inspectors on-site may ask to see the manufacturer’s certificate of fire-retardancy that is usually sewn into all
standard pop-up booths, inflatables, and tents -- or was provided as paperwork with delivery. Please make
sure you or someone on your staff knows where this is. IF YOUR BOOTH is being provided by Fiesta
Broadway then we have our certificate on-file with LAFD and you have nothing to worry about.
CHECK-IN
DATE: Sunday, April 26, 2015
EVENT HOURS: 11:00AM - 6:00PM
CHECK-IN STARTS:
5:00AM - 8:00AM
Follow the map and directions on the previous page and please arrive with ample time to set up your
exhibit as the above SPONSOR CHECK-IN times will be strictly enforced by the LAPD and LAFD.
Anyone arriving after 8:00 am will not be allowed to drive inside the event perimeter with a vehicle.
That could mean a long walk to your exhibit location with arms full of your supplies and samples
(not good). The entire perimeter of the event will be fenced-off so you must enter through the
Sponsor Check-In parking lot during the times listed above in order to receive all final information
for your booth(s) and location. All vehicles, including golf carts, must be removed from all
streets inside the perimeter by 9:00AM or they will be towed by the LAPD! Your vehicle will be
allowed back into the perimeter after 7:00 pm, once the street is reopened by LAPD and LAFD.
PARKING
When you arrive at Sponsor check-in you will be directed to our sponsor parking lot. Additional
parking is available at perimeter parking lots adjacent to Fiesta at an average day rate of $10/day.
REMEMBER, Sponsor Parking is very limited so your workers should either carpool or make their
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own local parking arrangements as they are not guaranteed a space in Sponsor parking lot.
At Sponsor check-in you will be directed to your location. Once you arrive at your location, and
during your setup, always be sure to leave someone at your site. Fiesta Broadway’s streets are
open to pedestrians and All Access Entertainment is not responsible for the security of any of
your belongings left unattended.
Although the Official starting time of the event is 11:00 am, the LAPD and LAFD will open the
event early if everything is ready to go. So we recommend all sponsors be ready by 10:00am.
Tables & Chairs
All Access Entertainment will supply the equipment shown in your contract agreement. These
items will already be dropped at your location when you arrive. If you need additional equipment
ask an Event Staff for help. If we have extras we will provide them to you. THIS IS WHY IT IS
VERY IMPORTANT TO COMMUNICATE AND VERIFY YOUR BOOTH/EQUIPMENT
ENTITLEMENTS WITH YOUR FIESTA ACCOUNT EXECUTIVE PRIOR TO THE EVENT.
After you are set-up, please clear your surrounding area of any supplies, trash, empty boxes, etc.
before your guests arrive. Do the same AFTER the event. Large trash bins are located on the side
streets of the event for disposal. Sponsors who do not comply will be charged a Waste Disposal
Fee from the City of Los Angeles after the event.
Crowd Control
All Clients that are involved in the event are responsible for maintaining their customer lines at
the booths. Please designate at least-one employee to control your lines. Remember to respect
your neighbor and make an effort not to obstruct activities or lines the front of their booth.
Ice
The official Ice vendor will be ANYTIME ICE COMPANY operated by Mr. Gabriel Mora. No
other ice vendor will be allowed inside the event perimeter before, during or after the event. In
order to assure that your ice needs are met for Fiesta, we recommend that you pre-order your ice.
Please contact them directly at (323) 269-7183.
From 7:00 a.m. – 1:00 p.m. you will be able to purchase additional bags of ice at select locations
within the event perimeter. (Third & Broadway and First and Broadway.)
EMT Staffing
During the event there will be 2 First Aid stations with EMT and one ALS Unit. If an individual
is injured or appears ill, please comfort the victim, do not attempt to move them, and immediately
notify an Event Staff person.
FIRST AID Locations
·
3rd & Broadway
·
1st & Broadway, plus ALS unit
LOST CHILD PROCEDURE *
If you find a lost child, please reassure the child that everything will be fine, and notify the
nearest Event Staff, LAPD or event Security Officer. They will take the lost child to the event’s
Lost Child Center located at the First Aid Station at 1st & Broadway.
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HEALTH PERMITS: IMPORTANT !
The L.A. County Health Department requires that all participants conducting product give-away,
sampling or selling of any consumable product, (wet or dry, including open or pre-packaged,) to
have a separate Temporary Health Permit; for each and every location. This permit must be
shown to L.A. County Health Inspectors at Fiesta Broadway upon request. If your Fiesta
activities include any consumable product, (including bottled water, gum, soda, sealed snack
packs, salsa, cheese cubes, etc.) then you must have this permit. No glass bottles are allowed
onsite.
To get your Permit, you must fill out the HEALTH DEPT TEMP EVENT APPLICATION for
Fiesta Broadway which you can get on-line from our website or from your Account Executive.
Once completed send back to Maria Ruvalcaba at All Access Entertainment, with a check, made
out to “ALL ACCESS ENTERTAINMENT”, for the appropriate Health Permit fee.
Applications and checks must be received by Maria NO LATER THAN Friday, April 17th, 2015.
Your application must be filled out completely and AAE will give you your Health Permit at
Sponsor Check-in on Fiesta Sunday!
MARIA RUVALCABA
c/o ALL ACCESS ENTERTAINMENT
211 Richmond Street, El Segundo, CA 90245
(310) 914-0015
NEW
ADDRESS
Fees:
$160.00 – Food stands preparing and SELLING OPEN foods
$101.00 – Pre-packaged with sampling – this fee applies to vendors that are offering OPEN SAMPLES
and SELLING PRE-PACKAGED foods
$ 71.00 – Food stands SELLING PRE-PACKAGED (unopened) foods
$ 51.00 – Food stands engaged in SAMPLING only
FOOD TRUCKS: All food truck vendors must contact Teresa Johnson in the Vehicle Inspection Unit at
626-430-5500
If your company is in possession of an annual Health Permit, please call Maria and she will
verify if it is acceptable. You must also bring it with you to the event. No permits will be issued
on the day of the event and you may be subject to immediate booth closure by L.A. County
Health Dept. without one.
FLAME CERTIFICATES/Customized Booths/Canopies:
Any sponsors bringing their own customized booth/canopy to Fiesta Broadway must also have the
accompanying “Flame Certificate”. You must have California Flame Certificate or a National
Certificate of Flame Retardancy with you onsite at Fiesta. Most Flame Certificates are sewn into the
inside of the canopy. If you do not have a Flame Certificate you should request one from the manufacturer
of the canopy,
Vehicle Displays:
Any sponsor who is bringing a vehicle/car display to Fiesta Broadway must notify AAE and comply with
all L.A.F.D. fire safety requirements. The most important rules they are looking for compliance on are,
1) the battery is disconnected, 2) the wheels are “blocked” and 3) the fuel tank is between 1/3 and 1/2 full.
(see the following page for detailed information)
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5
COUNTY OF LOS ANGELES DEPARTMENT OF HEALTH SERVICES
Requirements for Temporary Event Food Stands
Open Flame / Barbecue Cooking
* Open flame cooking equipment may be located adjacent to the stand, but not in an area subject to customer or
overhead contamination, (e.g. trees, birds, people, etc.). The location and type of open flame cooking equipment is
subject to local fire department approval.
* Equipment shall be placed top avoid customer contact with all hearing / cooking devices.
Trash Maintenance and Disposal
* An adequate number of approved metal or plastic refuse containers with tight fitting lids must be provided.
Animals
* Live animals, birds, or fowl are not permitted inside the stand.
* Food stand must be at least 20 feet away from animal petting or other attractions.
Equipment and Utensil Washing Facilities
* Equipment and food contact surfaces shall smooth, easily cleanable, and nonabsorbent.
* All washable utensils (pots, pans, scoops, ladles, etc.), shall be washed and cleaned at approved utensil washing
facilities as indicated on the temporary event application.
Food Protection and Handling
* Smoking inside the stand is prohibited.
* Food handlers shall wear clean clothing, adequate hair restraint (caps or hairnets), and shall keep their hands clean
at all times.
* Food handlers should avoid direct contact with food, and should instead use scoops, tongs, or disposable gloves.
* Food handlers must wash hands each time they leave the stand, after taking breaks, or using toilet facilities.
* Ice used in customer beverages shall be protected from contamination and shall be maintained separate from ice
used for refrigeration purposes. All ice shall be stored in leaking proof containers.
* All food and utensils shall be stored off the ground at least 6" on shelving or pallets within the stand.
* Only single-service eating and drinking utensils are approved for customer use.
* Customer self-service of unwrapped or unpackaged food is prohibited, except if protected by approved sneeze
guard or is served from hinged, covered chafing dishes.
* All food, beverage, and utensils shall be protected all times from unnecessary handling and shall be stored,
displayed, and served so as to be protected from contamination by dirt, dust, insects, or customers.
* All food shall be prepared in a licensed/permitted food establishment, or at the food stand, as directed on the
application.
* Potentially hazardous/perishable foods must be maintained at temperature either below 41 degrees or above
135 degrees at all times.
* All liquids waste shall be lawfully disposed of at approved dump stations. This included but is not limited to,
grease, ice condensate, beverage waste, etc.
* Temporary food stands involving pre - packaged beverages only (no other type/form of food present), are
required to meet ceiling and floor standards indicated above, however, counter high wall panels are acceptable.
Hand-washing Sink: All Food Booths must have the following minimum hand-wash capabilities inside
the booth: bucket of water, with a “spout”, paper towels, soap and hand-sanitizer.
Booth Construction:
*Rear, two sides, front, and top must be covered.
* Covering may be canvas, plastic, tarp, fine mesh screening, or wood.
* Covering material shall be fire retardant and subject to local fire department approval.
* Front covered with service opening no greater than 216 square inches, (12" x 18") spaced minimum 18" apart.
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DOWNTOWN - FIESTA BROADWAY
City
Hall
SPONSOR
CHECK-IN LOT:
253 S. Main St
(Just N of 3rd off
Main)
DIRECTIONS TO SPONSOR CHECK-IN:
•
•
•
•
From northbound110 Harbor Fwy. EXIT Onto 6th
St. and go East on 6th (One-Way).
Turn left onto MAIN Street
Go up Main and across 3rd Street - turn LEFT into
Joe’s Parking lot, just north of 3rd Street.
Look for SPONSOR CHECK-IN STAFF AND
SIGNS. FOLLOW THEIR DIRECTIONS.
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The Millennium Biltmore Hotel
Downtown – Los Angeles
506 S. Grand Ave.
L.A., CA 90071
OFFICIAL
HOTEL
2015
Sunday, April 26th
SPECIAL RATES FOR
FIESTA
BROADWAY
GUEST - CODE:
“1504FIESTA”
Walk from your hotel room to
celebrate “Cinco de Mayo” in true L.A.
fashion at Fiesta Broadway. Join us in
making the world-famous Millennium
Biltmore Hotel in downtown Los Angeles
your “Official Fiesta Broadway
Headquarters.”
$135 per/nite
Your reservations must be must be booked prior to April 15th,
2015. Call during business hours 8am-6p when using promo code.
RESERVATIONS (213).612.1575 or Ms. Poleng Hong - (213) 612-1535
FIESTA F.A.Q.’s
Q: Can I get a map of my location before the event?
A: Unfortunately no. When you report to Sponsor Check-In you will be escorted to your
location. We do not plot our event until just prior to Fiesta Sunday so providing maps to
our huge family of exhibitors would lead to potential confusion on event day.
Q: Do I need a Health Permit?
A: If you are sampling any of the items described on page 2 of this handbook then YES
you do. Please check (and double-check) this matter and if you have any questions contact
your AAE account executive immediately. The LAC Health Dept. DOES shut people
down who are not properly permitted.
Q: Can I get a list of who is performing?
A: Our annual Fiesta Broadway headliners are featured in our newspaper print ad
campaign starting the week before Fiesta.
Q: Can I eat at the event?
A: Absolutely! Fiesta Broadway is famous for our authentic tastes of Mexico from our
proud family of “festival food” providers. All are reasonably priced and will appreciate
your business. Our food courts are located between 2nd & 3rd and 3rd & 4th on Broadway.
Q: How much time do I have to off-load equipment from my
vehicle once I get to my exhibit?
A: The LAFD (Fire Dept) requires ALL VEHICLES OUT OF THE EVENT BY 8AM. That is
why it is important for you to arrive at Sponsor Check-in early enough to allow for ample
time to off-load your equipment and remove your vehicle.
Q: How many parking passes can I get for my employees?
A: See the “Parking” instructions on page 2 of this booklet. Our Sponsor parking lot is
limited to our key sponsor representatives and unfortunately not for use by your entire
exhibit activation staff that may be arriving in shifts throughout the day. We encourage
staffers to carpool and/or park locally.
Q: When can I tear-down my exhibit?
A: While you can strike your exhibit at any time of your choosing (ex: when you are out of
samples, etc.) PLEASE BE AWARE THAT NO VEHICLE WILL BE ALLOWED INTO THE
EVENT PERIMETER BEFORE THE EVENT CLOSES. LAFD usually allows vehicles to reenter around 6:45pm. Plan accordingly to stay open throughout the event.
Q: Am I allowed to bring my own 10x10 pop-up?
A: Yes. But please be sure we know if you are so we don’t provide you with a booth.
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Thank you
for your support of L.A.’s
Latino communities and the
events they hold dear!
On behalf of MundoFox,
O’Reilly Auto Parts, Montejo
Beer, Peter Bellas, Bill Kay and
all our contributing
Fiesta sponsors …
Have a GREAT
Fiesta Broadway
2015!
END