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April 18, 2015
VENDOR OPPORTUNITIES
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April 18, 2015
9 a.m. – 3:00 p.m. (Rain or Shine)
Vendor Guidelines
Thank you for participating in the 9th annual OlympiaFest (the Festival) which will be held on
on the corner of Whaley and Wayne St across from 701 Whaley, Columbia, SC on Saturday,
April 18, 2015. We hope this will be a fun and rewarding experience. We have compiled these
festival vendor guidelines for the benefit of all who attend. Please complete, sign and return
Pages 7-8 with your registration fees. Make a copy for your records.
I. VENDING
All items and/or services for sale are to be approved by the OlympiaFest event staff (OF event
staff). If items for sale are homemade baked goods, honey, jams, jellies, highly acidic canned
goods, and any other processed food items they must be prepared in an approved commercial
kitchen and properly labeled. If prepared foods – food stuff must be prepared and served subject
to DHEC guidelines. SC DHEC Special Events Regulations are included here for your
convenience. You must also comply with any subsequent regulation revisions.
COMPLIANCE WITH ALL APPROPRIATE SC DHEC AND USDA GUIDELINES AND
RESTRICTIONS IS THE SOLE RESPONSIBILITY OF THE VENDOR.
If questions, call SC DHEC 803-576-2910 (Food Protection) or SC Dept of Agriculture
803-734-2182.
NO promotion of political oriented campaigns will be allowed.
II. HOURS OF OPERATION
All vendors must be present at the Festival between the hours of 10:00 AM and 5:00 PM.
Check-in location is at the ticket booth located on the paved driveway that splits the two grassy
areas. You must arrive and be checked-in by the OF event staff between the hours of 7:30 a.m. –
8:30 a.m. Festival take-down begins at 3:00 p.m.
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Vendors must receive prior approval from the OF event staff to set up booths the night before the
Festival and do so at their own risk. The Festival is not responsible for loss or damage.
III. ASSIGNMENT OF SPACE
12’ X 12’ arts, crafts and food vendor spaces are available for $30 each. The deadline for
registering for a space is March 30, 2015
Tables are available for vendors to rent for $15 each. Tables must be reserved and paid for in
advance (by March 30, 2014) and will not be available to rent on the day of the Festival.
OF event staff has authority to approve or disapprove any items to be sold at the festival and has
the right to decide where vendors will be located.
Vendors must remain at the festival for the full six hours, from 9:00 AM until 3:00 PM. If an
emergency arises and you are unable to vend at the festival, you must leave a voice message
before 8:00 AM on the Friday before the festival. Contact telephone numbers are on page 6.
OF event staff has the authority to ask a vendor to leave the festival if he/she considers it to be
in the best interest of other vendors, the festival goers and the OF event staff.
All vendors shall be held responsible for the actions of their employees, agents, or persons
working with or for the vendor.
IV. LICENSES, TAXES, and PERMITS
Any vendor at the Festival must comply with all Federal, State, and local ordinances. IT IS
THE RESPONSIBILITY OF THE VENDOR TO CONTACT THE APPROPRIATE
AUTHORITIES AND OBTAIN THE REQUIRED LICENSES AND PERMITS.
The collection and filing of any applicable taxes will be the responsibility of the individual
vendor.
All weighing scales must be commercial scales and available for inspection by the USDA.
V. PARKING
Vendor parking is expected to be along the cyclone fence at the rear of the Festival grounds.
Space is limited and parking is on a first come first served basis. No vehicles are to enter or
depart from the vending area during the festival operation hours except for emergency vehicles.
Once you have unloaded from your vehicle, it must be moved off the Festival grounds.
VI. SET-UP, HEALTH, SANITATION, AND SAFETY
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OlympiaFEST Vendor Guidelines Revised 1/23/15
Vendors who bring their own tables and chairs must make sure they are clean, sturdy and
in good repair. All canopies must be properly sized and anchored for their vending area
and purposes. No holes or stakes are to be driven in pavement. The size of each vending booth
is approximately 12 feet (wide) by 12 feet (deep). Vendors’ tables, canopies, or tents must not
exceed these dimensions unless approved by the OF event staff. All tents must be secured to the
ground using weights (75 lbs) on each corner. Sand bags, cinder blocks, or 5 pound buckets
filled with concrete with an eyehook are some of the ways in which the tents can be secured.
Vendors are responsible for the collection and disposal of all refuse in designated receptacles.
Absolutely no weapons of any kind will be allowed.
Small children brought to the festival by vendors must be under the supervision of a designated
adult.
Vendors and their representatives agree to protect and hold Olympia Community Festival
Association, Inc., its officers and directors, the Festival, the OF event staff and volunteers
harmless and to indemnify the Olympia Community Festival Association, Inc., its officers and
directors, the Festival, the OF event staff and volunteers from any and all claims, demands, suits,
actions, judgments, and recoveries, for or on account of damage, theft, or injury (including
death) to property or person occurring as a result of the use of the vending area, including loss or
injury resulting to the vendor, as the result of any cause whatsoever.
VII. STRUCTURAL
Vendors must provide their own equipment and any additional set-up materials for display
of items.
Any signs that a vendor wishes to use in his or her own selling area must be approved by OF
event staff. The OF event staff has the authority to disapprove any signage that is considered
inappropriate. No signs shall be used for commercial promotion activities of an advertising
nature designed to attract public attention or support for a product, commodity, or service which
is not available for sale at such vending space or the promotion of any business, political,
controversial, commercial, or educational entity, without the approval of the OF event staff.
Advertising or promotion of any kind will not be allowed by vendors unless approved by the OF
event staff.
VIII. PUBLICITY
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OlympiaFEST Vendor Guidelines Revised 1/23/15
The OF event staff reserves the right to take photos of the Festival vendors and vendors’ products
for promotion of the event. Promotion includes, but is not limited to advertisements, press
releases, promotional and publicity publications, and pages of the web site.
Vendors agree not to bring or consent to others bringing claim against the Festival on the grounds
that anything contained in the photography violates any rights of privacy and publicity.
IX. GENERAL INFORMATION
The Olympia Community Festival Association, Inc. wishes to promote a family atmosphere.
Proper dress will be required by all vendors. Proper language for a family atmosphere is also
expected. No person shall make a public outcry, do “hawking,” or provide any musical or other
entertainment without prior permission from Olympia Community Festival Association, Inc.
FOOD VENDORS
You will need to supply the following:
1. Power cords or extension cords for electricity -- at least 200 ft 12 gauge per outlet if
needed (no generators)
2. Sufficient water for cooking or cleaning
3. Tables, unless you are renting them from us. We will not rent tables on the day of
festival
4. When using a tent or cover, the Columbia Fire Marshal requires that each leg be
secured to a tent spike in the ground or to a 75lb minimum weight at each leg.
NO EXCEPTIONS.
We supply the following:
1. Electricity, 110 or 220 1 phase
2. Area for set up
3. Tables that are rented from us prior to March 30, 2014.
SCDHEC Special Events Regulations
A) Food preparation and service may be permitted for a period of time not to exceed three
consecutive days at community celebrations, festivals, special promotions, or similar
events. Food preparation and service units shall comply with all applicable sections of
this regulation except as outlined. The health authority may augment such requirements
when needed to assure the service or safe food, may prohibit the sale of certain
potentially hazardous food, and may modify specific requirements for physical facilities
when in the opinion of the health authority no health hazard will result. Establishments
engaged only in the dispensing of non-potentially hazardous beverages or non-potentially
hazardous prepackaged foods are exempt from this regulation.
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OlympiaFEST Vendor Guidelines Revised 1/23/15
B) All food including ice and water must be obtained from sources approved or considered
satisfactory by the health authority.
C) Walls, floors, ceilings, screening, or other structural requirements to control insects and
blowing contamination may be waived or modified only when adequate measures for
food protection are provided.
D) An approved probe thermometer shall be required if the menu includes potentially
hazardous food.
E) All food items must be protected from contamination during storage, cooking, display,
and service.
F) All food must arrive ready to be served or ready to be cooked, and when cooked, must
require minimal preparation to be served, unless the food service activity is conducted in
an approved, enclosed facility.
G) Equipment shall be installed in a manner that allows it to be maintained in a sanitary
condition.
H) Utensils and single-service articles shall be clean, protected during storage, and in
sufficient quantities to conduct the activity.
I) Mechanical ventilation of cooking equipment is not required.
J) Water supply hoses shall be clearly identified, kept clean, and used for no other purpose.
K) Adequate methods must be taken to ensure clean hands. When hand-washing lavatory is
not available, a container of water with a spigot, soap, and disposable towels shall be
provided. Use of disposable food-handling gloves, moist-type single-service towels, and
hand sanitizers is encouraged in addition to hand washing.
L) Hot water requirements are waived from special events.
M) Liquid waste, which is not directly discharged into an approved sewage system, shall be
kept in a closed container and discharged into an approved sewage disposal system.
N) Used cooking oil shall be disposed of in an approved manner.
O) Toilet and service sink facilities are not required in a food service unit at a special event.
SC DHEC 803-576-2910 (Food Protection) or SC Dept of Agriculture 803-734-2182.
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OlympiaFEST Vendor Guidelines Revised 1/23/15
We are delighted that you are participating as a vendor at the Festival. Should
you have questions, or require additional information, please feel free to call any of
the following individuals:
IMPORTANT FESTIVAL PHONE NUMBERS
Festival Chair Person
…..
Joby Castine
803-261-0559 m
Festival Treasurer
…..
Bob Davis
803-600-0152 m
Vendor Coordinator
Festival Coordinator
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…..
Whitney Malson
…..
803-917-4675 m
Lee Ann Kornegay 803-237-1793 m
OlympiaFEST Vendor Guidelines Revised 1/23/15
2014 OlympiaFest
Please complete, sign and return with your registration fees to:
Olympia Community Festival Association, Inc.
701 Whaley Street
Columbia, SC 29201
Make checks payable to Olympia Community Festival Association, Inc. Keep
a photocopy for your records.
From: ________________________________________________ Print vendor name
To:
The Olympia Community Festival Association, Inc.
Re:
Vendor Guidelines Acknowledgement
By signing below, I confirm that I have received, read and understand all of the 2014 Olympia
Fest Vendor Guidelines and agree to comply with them.
_____________________________________
Vendor signature
Type Vendor
Food _____
_________________
Date
Arts and Crafts _____
Other _____
Group/Individual/Contact Name______________________________________________
Concession or Trade Name__________________________________________________
Address_________________________________________________________________
City_____________ State______ Zip__________ Telephone (day) _________________
E-mail ____________________________________ Cell #________________________
Fax #_________________List item(s) to be sold_________________________________
________________________________________________________________________
Utility needs (Electric)___________________Area size needed_____________________
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OlympiaFEST Vendor Guidelines Revised 1/23/15
Fees:
❑ $30.00 Non-Refundable fee due on or before March 30, 2015. (Money will be refunded if
OlympiaFest cancels due to weather.)
❑ $40.00 Non-Refundable fee if received after March 30, 2015.
❑ Tables available for $15.00 each. Number of tables needed ______ x $15.00 = _______
Method of Payment Enclosed:
❑
❑
❑
❑
Check #________
Cashier’s Check
Money order
Amount enclosed $____________
Make checks payable to:
Olympia Community Festival Association, Inc.
Mail Page 7 and payment to:
Olympia Community Festival Association, Inc.
Attn: Treasurer
701 Whaley Street
Columbia, SC 29201
Thank you!
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OlympiaFEST Vendor Guidelines Revised 1/23/15